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Published:
October 16, 2018

Office 2019 For Dummies

Overview

Now updated and revised to cover the latest features of Microsoft Office 2019

The world’s leading suite of business productivity software, Microsoft Office helps users complete common business tasks, including word processing, email, presentations, data management and analysis, and much more. Whether you need accessible instruction on Word, Excel, PowerPoint, Outlook, or Access—or all of the above—this handy reference makes it easier.

In Office X For Dummies, you’ll get help with typing and formatting text in Word, creating and navigating an Excel spreadsheet, creating a powerful PowerPoint presentation, adding color,

pictures, and sound to a presentation, configuring email with Outlook, designing an Access database, and more. Information is presented in the straightforward but fun language that has defined the Dummies series for more than twenty years.

  • Get insight into common tasks and advanced tools
  • Find full coverage of each application in the suite
  • Benefit from updated information based on the newest software release
  • Make your work life easier and more efficiently

If you need to make sense of Office X and don’t have time to waste, this is the trusted reference you’ll want to keep close at hand!

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About The Author

Wallace Wang is the bestselling author of more than 50 computer books, with over three million of his For Dummies books in print. They include numerous versions of Office For Dummies as well as Beginning Programming For Dummies. When not playing with computers, Wallace splits his time between teaching, writing, game designing, screenwriting, and stand-up comedy.

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office 2019 for dummies

CHEAT SHEET

Microsoft Office 2019 comes jam-packed with features. This Cheat Sheet can help you navigate around those features easier by providing keyboard shortcuts and tips for using the mouse, and ribbon to get fast access to the most commonly used commands. You’ll master Office 2019 in no time!Office 2019 keyboard shortcutsMicrosoft Office 2019 provides hundreds of commands, but you’ll likely only use a handful of those commands on a regular basis.

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Microsoft Office is famous for burying tons of useful features that most people never know about. Here, you discover some Office 2019 features so you can take advantage of them and make Office 2019 more convenient (and safer) for you to use. Saving Office 2019 files Most people dump their documents inside a folder in the Documents folder.
If you haven’t noticed by now, plenty of features are buried in Office 2019 that you probably don’t need most of the time. However, if you’re a die-hard Office 2019 power user, you may want to peek at some of the more advanced features available to make your life easier.Although these advanced features may take time to learn and master, you may find the effort worth it to make Office 2019 behave exactly the way you want it to.
To help you find text, Word offers a handy Find feature. Not only can this Find feature search for a word or phrase, but it also offers a Replace option so you can make Word find certain words and automatically replace them with other words. Using the Find command in Word 2019 The Find command can search for a single character, a word, or a group of words.
After you create an Access report, you can manipulate the data displayed in that report, such as sorting data in ascending or descending order, changing from portrait to landscape (or vice versa), or applying a filter that displays only data that meets a certain criteria.By using an Access report, you get a different view of your data.
To create an Access database, you need to first create a database table and then define the names of all the fields you want to store in that table. Access database tables let you divide a file into separate parts.For example, one database table may hold the names and addresses of all your customers, a second database table may hold the names and addresses of all your employees, and a third database table may hold the names and addresses of your suppliers.
After you create an Access database from scratch or from a template, you may need to modify it by giving each field a descriptive name, defining the size of each field, or adding and deleting a field. With Access 2019, these tasks are easier than ever. Naming a field in Access 2019 If you create a database from scratch, Access displays generic field names such as Field1.
Access reports can be useful for displaying data, but you can go one step further and make your Access reports look visually pleasing as well. One way to change the appearance of an Access report is to use a predefined theme, which can instantly add color to make even the dullest Access report look interesting.
When you first create an Excel sheet, numbers and labels appear as plain text. Plain labels may look boring in Excel, but plain numbers (such as 8495 or 0.39) can be difficult to read and understand if the numbers are supposed to represent currency amounts ($8,495) or percentages (39%).To make labels visually interesting and numbers appear more descriptive of what they represent, you need to format your data after you type it in a spreadsheet.
Your Excel spreadsheet provides results that are only as good as the data you give it and the formulas you create. Feed an Excel spreadsheet the wrong data, and it will (obviously) calculate the wrong result. More troublesome is when you feed a spreadsheet the right data but your formula is incorrect, which produces a misleading and incorrect result.
One way to enhance the appearance of your PowerPoint 2019 presentation is to include graphics on one or more slides. The graphics can be informative, such as a chart that displays sales results, or decorative, such as a cartoon smiley face that emphasizes the presentation’s good news.Three common types of graphics you can add to a PowerPoint slide follow: Picture files: Displays clip-art images or images you may have stored on your hard drive, such as photographs from your digital camera Charts: Displays bar, column, line, pie, and other types of charts WordArt: Displays text as colorful text Placing picture files on a PowerPoint slide To liven up a presentation, you can add pictures you may have already stored on your computer.
Besides adding static graphic images, you can also add movies to a PowerPoint slide so that they play as part of your presentation. To get a video to use in PowerPoint, you can either search for one over the Internet or look for one stored on your computer. Searching for a video on the Internet PowerPoint can access a library of videos over the Internet.
Transitions define how PowerPoint slides or part of a slide (text or graphics) appear during your presentation. By default, PowerPoint slides appear one at a time with all the text and graphics displayed at once, which can get monotonous.To spice up your presentation, PowerPoint offers two types of transitions: Slide transitions, which occur between two different slides Text and picture animations, which occur on a single slide Use PowerPoint transitions sparingly.
One way to spice up your Office 2019 files is to add photographs or images to your Word documents, Excel spreadsheets, or PowerPoint presentations. Adding photographs is simple enough, but Office 2019 also includes different ways to manipulate your picture by using special visual effects.One common problem with photographs is that they may appear too light or too dark.
PowerPoint 2019 often creates presentations with a plain white background. Although this is fine in some cases, you may want to spice up your slide backgrounds so they look prettier. PowerPoint offers four ways to change the background: Solid fill: Creates a solid background color Gradient fill: Creates a background that's a mix of two colors that gradually fade into one another Picture or texture fill: Lets you choose a picture stored on your computer as the background Pattern fill: Creates a background pattern of lines or zigzags Choosing a solid color background in PowerPoint 2019 Solid colors can provide contrast to your slides, but you have to make sure that any text or graphics that appear on your slides can still be seen.
Excel 2019 lets you control your data with formulas. When all else fails, you can even makes your own. Excel formulas consist of three crucial bits of information: An equal sign (=) One or more cell references The type of calculation to do on the data (addition, subtraction, and so on) The equal sign (=) simply tells Excel not to treat the formula as text but as instructions for calculating something.
After you create a spreadsheet in Excel 2019, you can print it for others to see. When printing spreadsheets, you need to take special care how your Excel spreadsheet appears on a page because a large spreadsheet will likely get printed on two or more sheets of paper.This can cause problems if an entire Excel spreadsheet prints on a one page but a single row of numbers appears on a second page, which can make reading and understanding your spreadsheet data confusing.
One problem with sorting or filtering an Access database table is that you must constantly define what you want to sort or filter. If you sort or filter your data a certain way on a regular basis, use a query to search an Access database instead.A query is nothing more than a saved version of your Access sort or filter criteria.
Rather than search for a specific cell in Excel 2019, you may want to search for a label or number in a spreadsheet. Excel lets you search for the following: Specific text or numbers All cells that contain formulas All cells that contain conditional formatting How to perform a text search in Excel 2019 You can search for a specific label or number anywhere in your spreadsheet.
A paper database is useful for storing information, but not so useful for finding it again. With Access 2019, searching and finding information is easy. If you have a thousand business cards stored in a Rolodex file, how much time do you want to waste trying to find the phone number of a single person? With Access 2019, that is no longer a concern.
Office 2019 includes several members of the Microsoft band, so to speak, and they're all capable of communicating with one another. Most users are accustomed to cutting, copying, and pasting data within the same file, but Office 2019 also gives you the ability to cut, copy, and paste data between different programs, as when you copy a chart from Excel and paste it into a PowerPoint presentation.
The easiest way to create a report in Access is to use the Report Wizard, which guides you step by step through arranging and selecting which data to print on a report. To use the Report Wizard in Access, follow these steps: Click the Create tab. In the Reports group, click the Report Wizard icon.The Report Wizard dialog box appears.
Outlook 2019 helps you manage your tasks. Everyone’s busy. However, the big difference between busy, efficient people and overwhelmed people is that busy people simply know how to manage their tasks so they get things done. This is where Outlook comes into play.To help you manage your tasks, Outlook lets you store your most important tasks and assign due dates and priorities.
Microsoft Office 2019 comes jam-packed with features. This Cheat Sheet can help you navigate around those features easier by providing keyboard shortcuts and tips for using the mouse, and ribbon to get fast access to the most commonly used commands. You’ll master Office 2019 in no time!Office 2019 keyboard shortcutsMicrosoft Office 2019 provides hundreds of commands, but you’ll likely only use a handful of those commands on a regular basis.
Microsoft Office 2019 provides hundreds of commands, but you’ll likely only use a handful of those commands on a regular basis. To save time, use these Office 2019 keyboard shortcuts. With little effort, you can open files, find content, edit that content, and more! Function Keystroke Copy Ctrl+C Cut Ctrl+X F
You can control Microsoft Office 2019 with your mouse or your keyboard. The mouse actions in this table work whether you’re using Word, Excel, Access, PowerPoint, or Outlook. Mouse Button Used Action Purpose Left mouse button Click Moves the cursor, highlights an object, pulls down a menu, or chooses a menu c
Microsoft Office 2019 displays commands in a series of icons stored on different tabs. This combination of icons and tabs is known as the Ribbon interface, which appears in Word, PowerPoint, Excel, Outlook, and Access. The following tables show the commands grouped under each ribbon tab for each of the five programs.
Many laptops and some desktop computers offer a touchscreen, which lets you control any Office 2019 program by using your fingers instead of a keyboard and mouse. In any Office 2019 program, click the Draw tab to see the touchscreen drawing options. The Draw tab displays touchscreen drawing tools. Drawing in Office 2019 Although each Office 2019 program offers slightly different drawing tools, the basic drawing commands follow: Drawing lines Moving lines Erasing lines Drawing lines in Office 2019 You might want to draw a line in a document to draw an arrow pointing to specific item or to draw a circle or box around important text or pictures.
Microsoft Office 2019 builds on the success of Office 2016 by adding some great new features. Microsoft has listened to user feedback and made changes and improvements that help people get their work done faster and with fewer steps. In fact, there are so many new features to talk about in Office that telling you all about them is going to require several articles!
If you’re a Word user, you likely know that viewing your document in different modes can help you understand what the end user will see. Word 2019 can display your document in one of five views, which can help you better understand the layout, margins, and page breaks in your document: Read Mode: Display pages that require you to slide them horizontally to view adjacent pages.
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