Microsoft^® Office 2008 for Mac^® Bible

Microsoft® Office 2008 for Mac® Bible

Sherry Kinkoph Gunter

with Jennifer Ackerman Kettell and

Greg Kettell

Microsoft® Office 2008 for Mac® Bible

Published byWiley Publishing, Inc.10475 Crosspoint Boulevard Indianapolis, IN 46256www.wiley.com

Copyright © 2009 by Wiley Publishing, Inc., Indianapolis, Indiana

Published simultaneously in Canada

ISBN: 978-0-470-38315-5

Manufactured in the United States of America

10 9 8 7 6 5 4 3 2 1

No part of this publication may be reproduced, stored in a retrieval system or transmitted in any form or by any means, electronic, mechanical, photocopying, recording, scanning or otherwise, except as permitted under Sections 107 or 108 of the 1976 United States Copyright Act, without either the prior written permission of the Publisher, or authorization through payment of the appropriate per-copy fee to the Copyright Clearance Center, 222 Rosewood Drive, Danvers, MA 01923, (978) 750-8400, fax (978) 646-8600. Requests to the Publisher for permission should be addressed to the Permissions Department, John Wiley & Sons, Inc., 111 River Street, Hoboken, NJ 07030, (201) 748-6011, fax (201) 748-6008, or online at http://www.wiley.com/go/permissions.

Limit of Liability/Disclaimer of Warranty: The publisher and the author make no representations or warranties with respect to the accuracy or completeness of the contents of this work and specifically disclaim all warranties, including without limitation warranties of fitness for a particular purpose. No warranty may be created or extended by sales or promotional materials. The advice and strategies contained herein may not be suitable for every situation. This work is sold with the understanding that the publisher is not engaged in rendering legal, accounting, or other professional services. If professional assistance is required, the services of a competent professional person should be sought. Neither the publisher nor the author shall be liable for damages arising herefrom. The fact that an organization or Website is referred to in this work as a citation and/or a potential source of further information does not mean that the author or the publisher endorses the information the organization or Website may provide or recommendations it may make. Further, readers should be aware that Internet Websites listed in this work may have changed or disappeared between when this work was written and when it is read.

For general information on our other products and services or to obtain technical support, please contact our Customer Care Department within the U.S. at (877) 762-2974, outside the U.S. at (317) 572-3993 or fax (317) 572-4002.

Library of Congress Control Number: 2009924126

Trademarks: Wiley, the Wiley logo, and related trade dress are trademarks or registered trademarks of John Wiley & Sons, Inc. and/or its affiliates, in the United States and other countries, and may not be used without written permission. Microsoft is a registered trademark of Microsoft Corporation in the United States and/or other countries. Mac is a registered trademark of Apple Computer. All other trademarks are the property of their respective owners. Wiley Publishing, Inc., is not associated with any product or vendor mentioned in this book.

Wiley also publishes its books in a variety of electronic formats. Some content that appears in print may not be available in electronic books.

About the Authors

Sherry Kinkoph Gunter has written and edited oodles of books over the past 16 years, covering a variety of computer topics, including Microsoft Office programs, digital photography, and Web applications. Her recent titles include Teach Yourself VISUALLY Microsoft Office 2007 and Teach Yourself VISUALLY Flash CS3. Sherry's ongoing quest is to help users of all levels master the ever-changing computer technologies. No matter how many times the software manufacturers throw out a new version or upgrade, Sherry vows to be there to make sense of it all and help computer users get the most out of their machines. Sherry currently resides in a swamp in the wilds of central Indiana with a lovable ogre and a menagerie of interesting creatures, including an iMac.

Jennifer and Greg Kettell have written and contributed to dozens of books about software applications, Web design, and graphics. Their most recent title is Microsoft Windows Home Server Bible. Jenn and Greg have lived all over the United States, but currently call upstate New York home. They share their abode with two children, a dog, three cats, and a bearded dragon, only some of which are housebroken.

Dedication

To Melissa and Doug Cannon, a dearer sister and brother-in-law I could not ask for. Thank you for your love and support. —Sherry Kinkoph Gunter

To our children, Mandy and Zach. We couldn't do this without your support. —Jennifer and Greg Kettell

Credits

Associate Acquisitions Editor

Aaron Black

Project Editor

Martin V. Minner

Technical Editor

Geoff Coryell

Copy Editor

Gwenette Gaddis

Editorial Manager

Robyn Siesky

Business Manager

Amy Knies

Senior Marketing Manager

Sandy Smith

Vice President and Executive Group Publisher

Richard Swadley

Vice President and Executive Publisher

Barry Pruett

Project Coordinators

Patrick Redmond, Erin Smith

Graphics and Production Specialists

Andrea Hornberger, Jennifer Mayberry, Melissa K. Smith, Ronald Terry

Quality Control Technician

John Greenough

Proofreading

Toni Settle

Indexing

Infodex Indexing Services, Inc.

You can always count on a few things in life—death and taxes. I daresay we can add another thing to the list—software upgrades. As computer technology advances, so does the need for faster, stronger, newer, and more improved software. As computer users, we're often divided on how we feel regarding software upgrades. On one hand, we're excited to see what new bells and whistles the software developers have added, anxious to see if they've improved the speed and performance, or eager to see if they've added the feature we've long been waiting for. Yet on the other hand, we're frustrated with upgrades, annoyed about having to reinstall a program, and miffed with having to learn our way around a new program, especially if they've made radical changes to how it looks and how it works. Are we being unreasonable with our dual feelings on upgrades? Not really. It's perfectly normal.

Computers have always carried with them the promise to make our lives easier, and on many levels they have. After we manage to make it past the hump of learning a new program or upgrade, they generally do turn out to be very helpful in the tasks we perform at home and at work. Isn't that what we really want anyway—to get our work done? Oh, sure, sometimes that “work” may look much more like “play,” but you get the point. Down deep, we know the energy we expend learning a new program is worth it in the end, as long as we see results. We're still entitled to be a little frustrated with the process of learning to use upgraded software, but that's where a book like this can help smooth out the process.

Often, we're thrown into the chore of learning how to use software without much guidance. Software products don't come with manuals anymore, and the built-in Help systems are notoriously skimpy on real help. That's why you need a book like this—a tome that covers all the ins and outs, explains how to perform all the tasks from A to Z, acts as a reference point when we're stuck on a tool or feature, and basically makes sense of it all. You'll find plenty of information about how to use all the Microsoft Office 2008 for Mac programs in this book, and perhaps the process of learning to use the upgraded software will be a little less frustrating and a little more productive.

What's in This Book?

The book is divided into eight parts. Here's what you can expect to find in each part:

• Part I: The first part of the book covers the fundamentals of installing the software and finding out what improvements have been made since the last release. If you're new to the Office suite, you find a chapter in this section to help you learn program basics, such as opening and exiting programs, working with program windows, and using suite-wide features like menus and toolbars. You can find a chapter on how to utilize the Help system if you ever need it.

• Part II: This section of the book covers how to use Microsoft Word 2008. Chapters in this part show you how to navigate the program window, how to start creating documents, and how to improve their appearance with formatting. You also learn how to add tables, utilize citation and proofing tools, and share documents with others utilizing the tracking and reviewing features. Learn how to use Word's new Publishing Layout view to create professional-looking publications.

• Part III: The third part of the book shows you how to use Excel 2008. You'll learn how to create formulas, apply functions, build worksheets and workbooks, add charts and graphs, and make your data look professional. Find out how to protect workbooks with passwords, work with Excel's database tools, and define print areas.

• Part IV: Learn all about Microsoft's presentation program, PowerPoint, in this section of the book. You gain important knowledge on how to create slide shows, add text and graphics, customize transition effects, add sound or narration, and turn it all into a powerful presentation. You also learn how to use the Presenter tools when giving a presentation.

• Part V: This section of the book covers how to use Entourage 2008, a personal information manager for keeping track of daily tasks like schedules, contacts, e-mail, and projects. You learn how to set up your e-mail account, send and receive e-mail, schedule appointments and events, build an address book, organize to-do lists and notes, and manage projects.

• Part VI: If your edition of Office 2008 includes the Expression Media software, this section of the book shows you how to use this valuable software to catalog and manage all the digital media files on your computer. Learn how to import digital media, create catalogs, apply filters, and export media.

• Part VII: This section of the book covers graphics, Web content, and Microsoft Messenger. Learn how to use clip art, photos, SmartArt, and other graphic elements throughout the Office programs. You also find out how to create Web content using the Office applications. Lastly, you learn how to use Microsoft Messenger to chat online.

• Part VIII: This final section of the book shows you how to coordinate and customize the various programs to suit the way you work. You learn how to use the Projects Gallery and Scrapbook features and how to customize the individual programs. You also learn a little about using AppleScripts to help speed up common tasks.

That's just the tip of the proverbial iceberg when it comes to coverage. By the end of the book, you should be extremely acquainted with the Office 2008 suite of programs and know how to use them to get your work—or play—done.

Who Should Read This Book?

This book is for anyone who uses the Microsoft Office 2008 for Mac programs and wants to learn them proficiently or just have a handy reference when needed. Whether you're new to Office or a long-time user, this book can help you navigate the ins and outs of the upgraded software. It covers everything from basic startup tasks to more complex features like creating mass mailings or making use of the Excel database and analytical tools. You also find information to help you customize the Office suite to suit the way you work.

How to Use This Book

You do not necessarily need to read this book from one end to the other; rather you can jump into finding out the information you want to know directly if you want. However, if you're new to Office, starting at the beginning and working your way through will help you learn and build on important tools and features for each program. The book is written progressively, which means each section builds on the basics of using a program and then progresses into more complex features.

The book also will come in handy as a reference guide to keep around for refreshing your memory about certain procedures or tasks, or as a tool for looking up new features you tackle.

Special thanks go out to Executive Publisher Barry Pruett and Laura Sinise for allowing me the opportunity to tackle this exciting project; to project editor Martin V. Minner for his dedication and patience in shepherding this project from start to finish; to copy editor Gwenette Gaddis for ensuring that all the i's were dotted and t's were crossed; to technical editor Geoff Coryell for skillfully checking each step and offering valuable input along the way; and finally to the production team at Wiley for their talents in creating such a monumental book. Lastly, extra special thanks to my own Shrek, Matty Gunter, for keeping the swamp shack running while I concentrated on this project.

—Sherry Kinkoph Gunter

We wish to thank Laura Sinise, Martin V. Minner, and the rest of the editorial team at Wiley for their guidance and support. Thank you to Sherry Kinkoph Gunter for the opportunity to work together. Special thanks to our family and friends for everything.

—Jennifer and Greg Kettell

Part I: Getting to Know Office 2008

In This Part

Chapter 1: Introducing the New Office

Chapter 2: Installing Office 2008

Chapter 3: Office 2008 Program Basics

Chapter 4: Finding Help with Office 2008

Chapter 1: Introducing the New Office

In This Chapter

Microsoft Office suite explained

Office history in a nutshell

New and improved features to learn

How exciting is this? You've just purchased the latest version of Microsoft Office 2008 for Mac, and you can't wait to jump in and see what you can do! Now what? Turns out, this software package is huge and maybe a little daunting because it features myriad improvements to the overall appearance and functionality of the individual programs. How do you begin learning your away around? That's where this book can help. Whether you're simply upgrading from a previous version of Office for Mac, or you're a brand-new user starting with Office for the first time, this book can assist you as you encounter brand-new program features or old tried-and-true techniques. It can even show you some new tricks to make your work easier than ever before.

This chapter gives you an overview of the Office 2008 programs, what to expect as you open each one, and what to look out for regarding new features and tools. You'll learn all the ways you can use the programs to accomplish your work at home or at the office. So what are you waiting for? Jump in!

What Is Office 2008?

At its very core, Microsoft Office 2008 for Mac is a suite of programs you can use for a variety of situations and projects, at home and at work. Whether you need a word processor to type a letter, a spreadsheet program to juggle number data, a presentation program to create slide show presentations, or a personal information manager to track your schedule and send e-mail, you can find it all in Office 2008 for Mac.

Here are just a few things you can do with Office 2008 for Mac:

• Create reports for work or school

• Track and balance a home budget

• Log sales figures for an entire department of employees and create productivity charts

• Build slide show presentations for work or school

• E-mail friends, family, and colleagues

• Keep an inventory of home items

• Organize and track a large inventory of products for a company

• Create a flyer or handout

• Present a marketing plan

• Schedule important appointments and calendar dates

• Organize a to-do list for a work project or a home shopping list for the grocery store

• Analyze numerical data and build powerful formulas for manipulating numbers

• Create a Web page

Perhaps this small list is enough to whet your appetite. This tiny list is just the tip of the Office iceberg; I can't begin to list the many things you can do with the programs, and chances are good that you'll find some new things to do with the programs after you've familiarized yourself with each one and set out to use them to get your work done. After all, isn't that why we use computers anyway—to get our work done and to make life easier? Sadly, when it comes to software, the word “easy” isn't necessarily the best adjective for describing anything related to computers. It's certainly not always easy to navigate complex programs and figure out how or where to find the command you need to accomplish a task. Rest assured, after you learn a thing or two about the Office programs, you will indeed find it easier to venture out and create your own list of things to do with your computer. First things first, though.

What is Office 2008 exactly? The four main programs of the suite include Word 2008, Excel 2008, PowerPoint 2008, and Entourage 2008. If you purchased Office 2008 for Mac at the store or online, one of the first things you probably had to figure out was which “flavor” to buy. Office 2008 for Mac comes in three versions for purchase: Office 2008 for Mac (the Standard Edition), Office 2008 for Mac Home and Student Edition, and Office 2008 for Mac Special Media Edition. All three versions include Word, Excel, PowerPoint, and Entourage. All three also include Messenger for Mac, a free instant-messaging application.

At the lower price end of the spectrum, the Mac Home and Student edition sticks with just the basics: the four main programs, plus Messenger for Mac. The middle price point edition, simply named Office 2008 for Mac, adds Microsoft Exchange Server support and Automator Actions for workflows. At the top end of the price spectrum, the Mac Special Media Edition adds Microsoft Exchange Server support, Automator Actions, and Microsoft Expression Media, a digital asset management program you can use to catalog and organize all the digital media on your computer, such as photo files and video clips. This book covers Office 2008 for Mac Special Media Edition, just to cover the full gamut.

Let's look at each of the main programs individually so you can see what you're up against.

Word 2008

Microsoft Word 2008 is a word-processing program. Figure 1.1 shows you what the Word program window looks like. As its name implies, you use the program to work with words—typing and editing documents. Use Word to create letters, reports, manuscripts, thesis papers, memos, brochures, newsletters, and so on. Word can handle all your text-related projects. However, Word doesn't end with words: You can use it to create media-rich documents with graphics, themes, tables, and more. The new page-layout feature lets you build complex graphical documents. Learn more about using Word in Part II, “Working with Word.”

Excel 2008

Microsoft Excel 2008 is a spreadsheet program, which is a fancy way of saying its purpose is handling and crunching numbers. You can use the program to organize number data, create formulas for manipulating the number data, turn number data into exciting charts and graphs, and so on. Excel is perfect for building and tracking inventories, whipping up financial reports, presenting sales reports, figuring out budgets and loans—basically anything related to number juggling. Figure 1.2 shows the Excel program window. Learn more about using Excel in Part III, “Using Excel.”

FIGURE 1.1

Microsoft Word 2008

FIGURE 1.2

Microsoft Excel 2008

PowerPoint 2008

Microsoft PowerPoint 2008 is a presentation program. You can use it to present information to an audience, whether it's a live audience, an online audience, or a single viewer. You can use PowerPoint to present a marketing campaign, a school book report, a training course, a class lecture—pretty much anything you need to present to an audience on a screen. The screen can be a computer screen, a projection screen, or even a screen in a kiosk. Much like the electronic version of a slide show, you can use PowerPoint to present your audience with text, graphics, and digital media elements (such as video and audio clips) to explain concepts, strategies, content, and more. As a visual medium, PowerPoint is a very powerful way to get a message across and grab the attention of the targeted viewer. Figure 1.3 shows an example of the PowerPoint program window. Learn more about using PowerPoint in Part IV, “Presenting with PowerPoint.”

FIGURE 1.3

Microsoft PowerPoint 2008

Entourage 2008

Microsoft Entourage 2008 is a personal information manager program, combining both an e-mail client and a project manager application. In layman's terms, it's like an electronic personal organizer that helps you keep track of e-mail, appointments, to-do lists, notes, projects, and your address book, all in one convenient location. You can quickly jump from sending e-mail to a colleague to setting an appointment on your daily calendar to jotting down a note about an upcoming task, all in the same program window. Like an electronic personal assistant, Entourage can help you keep your busy life ordered and on track. Figure 1.4 shows an example of the Entourage program window. Learn more about using Entourage in Part V, “Working with Entourage.”

FIGURE 1.4

Microsoft Entourage 2008

Learning a Little Office History

How about a little back story on Microsoft Office? Sometimes it's interesting to see where computer programs have come from in order to appreciate where they are today in terms of technology and advancements. As it turns out, Microsoft Office has a very rich history. Because Microsoft is so synonymous with Windows, you might think the original Office programs were created for Windows PCs, yes? No. The very first Office suite was created for the Apple Macintosh back in 1989. It was later introduced to Windows users in 1990. The Office suite started out as an interrelated set of desktop applications, called a productivity suite. The very first versions bundled Word, Excel, and PowerPoint together, or Windows users could buy a professional version that included Access and Schedule Plus (neither of which were available for Mac users).

Prior to the bundling of the programs, users previously had to purchase the applications separately. Each program has its own rich history, but at the first “suite” bundle, Word was already up to version 4.0, Excel was version 2.20, and PowerPoint was 2.01. Since that time, each program and bundling suite has made massive progress in features, tools, appearance, and integration. As time progressed, the Office suite evolved to include the Internet Explorer browser, Outlook Express (an e-mail application), and finally Entourage (the Mac version of the popular Windows Outlook program). In addition to the evolving core programs, the software evolved along with the ever-changing computer technologies, changing in appearance and behind-the-scenes functionality.

Incredibly enough, Microsoft Office for Mac has undergone a total of ten manifestations over the course of its history. The last big release of the Office suite for Mac was back in 2004, following the Windows version for Office XP. Microsoft Office 2008 for Mac is the latest big release, nearly coinciding with Office 2007 for Windows, another monumental release date in Office history. The Windows version features a completely new interface and a new Office Open XML-based file format, which results in the new .docx, .xlsx, and .pptx file extensions for saved document, workbook, and presentation files.

Just in case you ever find yourself on TV's Jeopardy game show, here are some little known facts about the individual programs that make up Office 2008 for Mac:

• Word began life in the early 80s as a simple word processor called Multi-Tool Word for Xenix systems and then crossed over to the DOS and Macintosh platforms using the name Word. At first, Word lagged behind its nearest competitor, WordPerfect, but when it switched to a WYSIWYG (What You See Is What You Get) interface, it soon began leading the pack in the software arena.

• Excel was first initiated as a Microsoft-authored program called Multiplan back in 1982 and was later called Excel. In the beginning, it fought for popularity against Lotus 1-2-3, but when Lotus was slow to release a Windows version of its program, Excel gained the lead in popularity and hasn't stopped yet.

• PowerPoint started out as Presenter in 1987, a black-and-white presentation program for creating overhead transparencies, and then became a full-color program. Presenter was later purchased by Microsoft and dubbed PowerPoint.

• Entourage, the newest member of the Office suite for Mac, came along in 2000 and was added to the suite of Office programs in 2001.

As you can guess, marketing, timing, and ever fickle computer users play an important part of the software popularity race. Who knows what the future will bring in the next versions of these programs and bundles? In the meantime, as the latest and greatest version of this widely used set of programs, Office 2008 for Mac has garnered lots of interest and excitement, and it continues to dominate the marketplace today. Are you ready to find out what all the fuss is about? The next section explains what's new and improved in Office 2008 for Mac.

Discovering What's New and Improved in Office

As all good consumers, we're forever wowed by the latest gadgets and technology, and when it comes to our software, we expect new bells and whistles with each new release. The new Office 2008 for Mac is no exception to this commercial rule of thumb, and as you'll soon see, it combines the best of your favorite Office features with the new Mac OS X-style for a very pleasant overhaul of what was already a best-selling suite of programs. So what's new? You're about to find out.

Overall, you'll see a fresh, new appearance in the user interface for all the programs and much less untidiness than in previous versions. The floating toolbars of previous versions that tended to obscure and clutter your view have been replaced with a single toolbox of task-related palettes that you summon with a click. (In case you're worried, all your old familiar toolbars are still available, if you want them.) Basically, the developers have merged the old Toolbox with the Formatting Palette to create a very useful new Toolbox panel that holds more than just formatting tools.

Speaking of the new Toolbox, you'll find improvements to the features within. For example, the Formatting Palette, shown in Figure 1.5, now features a Document Theme pane with easy access to professional-looking color schemes and styles. The Object Palette now offers easier browsing for shapes, clip art, photos from the iPhoto Library, and larger, easier-to-read symbols. The Reference Tools Palette has added an integrated Encarta Encyclopedia lookup and bilingual dictionaries. The new Citations Palette available in the Word Toolbox helps you make quick work of managing citations and bibliographies in your documents. There are more changes than listed, but many are simply subtle tweaks in appearance and how much real estate is consumed by the box.

FIGURE 1.5

Check out Word's new Toolbox.

Another new feature available throughout Office (with the exception of Entourage) is the new Elements Gallery, shown in Figure 1.6. It places a unique variety of drop-in elements you can quickly put to use in your files, ranging from charts and tables to WordArt objects, all within easy access below the default toolbar. These preset elements can really help speed up the time you spend creating documents, spreadsheets, and presentations. Some of the elements are program-specific. For example, Word's Elements Gallery offers drop-in elements commonly found in word-processing documents, while Excel's Gallery features elements for budgets, checkbooks, and invoices. Be sure to spend some time checking out the many elements available. Between these and the new templates found in the Office Project Gallery, you may never have to build another document, workbook, or presentation from scratch again.

FIGURE 1.6

The new Elements Gallery is found in Excel.

The Office SmartArt graphics feature, shown in Figure 1.7, lets you create spiffy info-based diagrams, charts, and other graphic elements to help you show the relationship between items. You can quickly insert a graphic to show a cycle, process flow, or hierarchy. Pick a diagram style, and fill in the placeholder text with your own text to create a tailored info graphic.

Microsoft has made radical improvements to the Office Help system. You can now connect to the online Help files for the latest information, or toggle between online and offline help with a click of a button. You'll find the Help system easy to navigate and exceedingly fast. Learn more about using the Office Help system in Chapter 4.

Summary

In this chapter, you learned about the individual components that make up the Microsoft Office 2008 for Mac suite. You also learned a little history about the Office suite and the major changes that occurred prior to the current version covered by this book. Finally, you took a quick look at the various new and improved features and tools available across the Office suite as well as in individual programs. The whole Office world now awaits you, so you'd better get started.