Microsoft^® Office^® 2021 For Macs^® For Dummies^®

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Library of Congress Control Number: 2022934336

ISBN 978-1-119-84044-2 (pbk); ISBN 978-1-119-84046-6 (ebk); ISBN 978-1-119-84047-3 (ebk)

Microsoft® Office® 2021 For Macs® For Dummies®

To view this book's Cheat Sheet, simply go to www.dummies.com and search for “Microsoft Office 2021 For Macs For Dummies Cheat Sheet” in the Search box.

Table of Contents

Cover

Title Page

Introduction

About This Book
Foolish Assumptions
Icons Used in This Book
Beyond the Book
Where to Go from Here

Part 1: Introduction to Microsoft Office for Mac

Chapter 1: Overview from 10,000 Feet
1. The Many Faces of Office for Mac
2. Installing Office
3. Keeping Your Apps Up-to-Date
Chapter 2: A Sweet Suite: Introducing the Office Apps
1. What’s New and Good
2. What’s New but Bad
3. Together, They’re Better
Chapter 3: Common Features in All Office Apps
1. Using Menus in Office Apps
2. Toolbars, Ribbons, and Panes: Think “Visual” Menus
3. Customizing the Quick Access Toolbar, Ribbon Tabs, and Keyboard Shortcuts
4. Creating and Saving Documents
5. Saving and Using Documents in the Cloud
6. Understanding App Preferences

Part 2: Mastering Microsoft Word

Chapter 4: Getting to Know Microsoft Word
1. Using a Variety of Versatile Views
2. Getting around in Your Document
Chapter 5: Creating Documents
1. Adding Text and Graphics to Your Document
2. Selecting Text for Editing and Formatting
3. Formatting Text, Paragraphs, and Images
4. Copying Words and Images from Other Sources
5. Working with Other Document Elements
Chapter 6: Refining and Editing Documents with Word
1. Moving Text and Images in Your Documents
2. Check It Out: Checking Your Spelling, Grammar, and Hyphenation
3. Discovering the Reference Tools
4. Saving Time with the Find and Replace Feature
Chapter 7: Using Templates and Other Design Elements
1. Canned Design: Working with Word Templates
2. Adding Basic Design Elements to Your Document
3. Setting Tabs, Margins, and Other Types of Indents
4. Columns and Lists and Text Boxes (Oh, My)
5. Working with Tables
Chapter 8: This and That: Advanced and Collaboration Features
1. Going in Style: Defining Styles for Easy Formatting
2. Customizing Interface Elements
3. Creating a Table of Contents Automatically
4. Using Collaboration Features
5. Addressing Envelopes and Creating Labels
6. Creating Web Pages

Part 3: Powerful Presentations with Microsoft PowerPoint

Chapter 9: Getting to Know Microsoft PowerPoint
1. Viewing Slides with Various Views
2. Planning Your Presentation: A Few Tips for Making Your Slide Shows Better
Chapter 10: Creating Slide Shows
1. Getting Started
2. Giving Your Presentation a Visual Theme
3. Using Laborsaving Slide Layouts
4. Working with PowerPoint Objects
Chapter 11: Making Your Slide Shows Sing
1. Using Transitions to Create a Polished-Looking Presentation
2. Using Custom Animation
3. Creating Interactivity with Action Buttons
4. Share and Share Alike
Chapter 12: Presentation Prowess
1. Working with the Basic PowerPoint Tools
2. Using Hyperlinks
3. Recording Narration
4. Making the Most of Your PowerPoint Presentation

Part 4: Crunching Data with Microsoft’s Most Excellent Excel

Chapter 13: Getting to Know Microsoft Excel
1. Interfacing with Excel’s User Interface
2. Understanding the Concept of Rows, Columns, and Cells
3. Using the Views
4. Navigating within Your Worksheets
Chapter 14: Crunching Numbers (and Data) with Excel
1. Working with Templates
2. Entering, Formatting, and Editing Data in Cells
3. Copying and Pasting Data (and Formatting) between Cells
4. AutoFilling Cells
5. Understanding Formulas and Functions
6. Using the Error Checking Feature
7. Sorting and Filtering Data
8. Finding and Replacing Data
Chapter 15: Enhancing and Printing Your Excel Spreadsheets
1. Creating and Formatting Charts
2. Including Pictures and Shapes
3. Adding Formatting and Special Effects
4. Creating and Sorting Custom Lists
5. Adding Headers and Footers
6. Printing Your Spreadsheets
Chapter 16: Advanced Spreadsheeting
1. Customizing Excel
2. Conditional Formatting
3. Naming a Cell Range
4. Working with Multiple Worksheets
5. Hyperlinking
6. Collaboration and Revision Tracking (a.k.a. Change Tracking)

Part 5: Microsoft Outlook: Miraculous Manager of Most Things

Chapter 17: Getting to Know Outlook
1. Taking a Quick Tour of Outlook
Chapter 18: Emailing with Outlook
1. Setting Up Outlook for Email
2. Sending, Receiving, and Managing Your Email
Chapter 19: Managing Your Affairs with Outlook
1. Scheduling Events with Calendar
2. Managing Your Crew with the People Module
3. Tracking Progress with the Tasks Module
4. Understanding Notes
Chapter 20: Getting Advanced with Outlook
1. Customizing: It’s Not Just for Hot Rods Anymore
2. What’s Your Preference?
3. Everything but the Kitchen Sync
4. “New” Outlook? Yes, Please!

Part 6: The Part of Tens

Chapter 21: Ten Unsung Office Features and Microsoft Apps for Mac
1. The Developer Ribbon Tab
2. A Multitude of Fonts
3. Icons Gallery
4. Import Outlook Archives
5. Microsoft Teams
6. Outlook Profile Manager
7. Microsoft Remote Desktop
8. Microsoft Edge
9. Microsoft To Do
10. Microsoft OneNote
Chapter 22: Ten Timesaving Shortcuts and Tips for Enhanced Productivity
1. Memorize Keyboard Shortcuts
2. Get to Know Your Preferences
3. Save a Document as a PDF File
4. Save Time by Using the Share ⇒ Email (as Attachment) Menu Item
5. Focus on the Task at Hand
6. Use the Open Recent Feature to Open Items from the Dock
7. Get Help
8. Use Format Painter
9. Speak Your Mind with Dictation
10. Don’t Forget Your Free OneDrive
Chapter 23: Ten Ways to Customize Office
1. Modify the Quick Access Toolbar
2. Modify Existing Ribbon Tabs and Tab Groups
3. Create a New Ribbon Tab or Tab Group for Frequently Used Commands
4. Focus with Full Screen
5. Deal with Frequently Used Documents
6. Remove Unused Keyboard Shortcuts
7. Change an Existing Keyboard Shortcut
8. Create a New Keyboard Shortcut
9. Create Your Own Templates
10. Experiment with Dark Mode

Index

About the Authors

Connect with Dummies

End User License Agreement

List of Illustrations

Chapter 2

FIGURE 2-1: The ribbon’s Home tab as seen in Excel, Outlook, PowerPoint, and Wo...
FIGURE 2-2: The Office.com version of Word looks suspiciously like its Mac and ...
FIGURE 2-3: Find out about known issues via Help in all four main Office apps.

Chapter 3

FIGURE 3-1: An arrow indicates that a menu item has a submenu; dimmed text indi...
FIGURE 3-2: The Quick Access toolbar, shown here in PowerPoint.
FIGURE 3-3: Notice the Chart Design and Format tabs on the ribbon have been rep...
FIGURE 3-4: The Format Picture pane has multiple tabs you can use to work with ...
FIGURE 3-5: The Quick Access toolbar is highly customizable in Word, Excel, and...
FIGURE 3-6: Ribbon tabs and menus just love to be modified in the Preferences d...
FIGURE 3-7: Create your own or modify existing keyboard shortcuts.
FIGURE 3-8: You can start a new, blank document in the gallery or choose a docu...
FIGURE 3-9: The Save As dialog for a Word document.
FIGURE 3-10: Saving a Word document to OneDrive.
FIGURE 3-11: The Word, Excel, Outlook, and PowerPoint Preferences dialogs.
FIGURE 3-12: The Outlook Notifications and Sounds pane has most of the features...
FIGURE 3-13: Help in Office is better than ever.
FIGURE 3-14: Even the Help menu in Office is helpful.

Chapter 4

FIGURE 4-1: You can switch among these views by clicking their icons.
FIGURE 4-2: Print layout view shows exactly what your document will look like w...
FIGURE 4-3: Web layout view displays your page as if it were in a web browser.
FIGURE 4-4: Outline view displays your document as an outline.
FIGURE 4-5: Draft view is the simplest view.
FIGURE 4-6: Focus view shows your document and little to nothing else.
FIGURE 4-7: The toolbar and ribbon are accessed by hovering the cursor near the...
FIGURE 4-8: Immersive reader view with several of its tools activated.
FIGURE 4-9: Use the Zoom dialog (left), Zoom menu (middle), or zoom slide contr...
FIGURE 4-10: Use scroll bars to get around in your document.
FIGURE 4-11: Click a thumbnail in the Thumbnail pane to move to that page.
FIGURE 4-12: View and navigate your document by using headings in the Document ...

Chapter 5

FIGURE 5-1: The Stock Images gallery contains hundreds of images.
FIGURE 5-2: We've selected and inserted two images from the Stock Images galler...
FIGURE 5-3: A document with icons from the Education subcategory.
FIGURE 5-4: Search Online Pictures for images to add to your document.
FIGURE 5-5: An image from the Online Pictures browser inserted into the documen...
FIGURE 5-6: Dragging an image file from the desktop to a document.
FIGURE 5-7: A sentence in the middle of the first paragraph and another entire ...
FIGURE 5-8: The arrow, insertion point, and I-beam cursors.
FIGURE 5-9: Choose a font, style, and size in the Font dialog.
FIGURE 5-10: A paragraph reflecting the choices made in the Font dialog in Figu...
FIGURE 5-11: The Paragraph dialog should look something like this before you cl...
FIGURE 5-12: Your document reflects the choices you made in the Paragraph dialo...
FIGURE 5-13: The Home tab’s Font menu offers previews of fonts before you apply...
FIGURE 5-14: A selected image (or another object) has eight handles and one rot...
FIGURE 5-15: Spice up your images using Artistic Effects in the Picture Format ...
FIGURE 5-16: These settings produce a subtle drop shadow effect that makes the ...
FIGURE 5-17: Dragging text from your browser (Safari, in this case) to a Word d...
FIGURE 5-18: Right-click the image and choose Copy Image from the contextual me...
FIGURE 5-19: The Insert tab on the ribbon, with the Cover Page option selected.
FIGURE 5-20: Applying a reflection effect to a 3D emoji.
FIGURE 5-21: Using the shortcut menu to remove the cover page.

Chapter 6

FIGURE 6-1: Split the window to see two different parts of your document.
FIGURE 6-2: Two windows, same document.
FIGURE 6-3: Right-click (or Control-click) a wavy red underline to see choices ...
FIGURE 6-4: The Spelling Grammar preference pane.
FIGURE 6-5: This dialog displays each potential spelling or grammar error in th...
FIGURE 6-6: Editor is kind enough to alert us that we’ve mistakenly capitalized...
FIGURE 6-7: Set your options in the AutoCorrect preference pane.
FIGURE 6-8: The Hyphenation dialog and its options.
FIGURE 6-9: The word dull is being replaced by the word gloomy.
FIGURE 6-10: Looking up the word play in the Thesaurus pane.
FIGURE 6-11: Scroll to find more information on your selected word or topic.
FIGURE 6-12: Researching one of the great American novels.
FIGURE 6-13: Translating the word play from English to Spanish.
FIGURE 6-14: A perfect translation of the document from English to Spanish.
FIGURE 6-15: You can change as many instances of a word as you like in a fracti...
FIGURE 6-16: The advanced search options are available for both finding and rep...

Chapter 7

FIGURE 7-1: Click Create to start a new document based on the selected template...
FIGURE 7-2: A new document based on the Newsletter template, before being custo...
FIGURE 7-3: The title and date of the template have been modified to reflect ou...
FIGURE 7-4: Saving the modified template for future use.
FIGURE 7-5: Adding an image by dragging a file from the desktop to the document...
FIGURE 7-6: We dropped the cat image between the comma after REALLY and the low...
FIGURE 7-7: Text wrapped around four different images.
FIGURE 7-8: Adding contact information in the footer of a letterhead document.
FIGURE 7-9: Use the Header & Footer tab on the ribbon to use its tools.
FIGURE 7-10: Select a shape in the Lines section of the Shapes menu.
FIGURE 7-11: It’s sometimes helpful to be able to see the nonprinting character...
FIGURE 7-12: Use the Tabs dialog to create and modify tab stops in selected tex...
FIGURE 7-13: Leader types: none, dots, dashes, and a thin line.
FIGURE 7-14: The Word default margins for a standard 8½-x-11-inch page.
FIGURE 7-15: Indents are similar to margins but apply only to text you’ve selec...
FIGURE 7-16: Using markers to specify indents for the selected text.
FIGURE 7-17: Creating a cool-looking document with columns like these is easy w...
FIGURE 7-18: The Columns dialog gives you greater control over columns in one e...
FIGURE 7-19: Before (top) and after (bottom) turning the text into a bulleted l...
FIGURE 7-20: A text box and the Layout tab on the ribbon.
FIGURE 7-21: Click the Table button on the Insert tab on the ribbon to create a...
FIGURE 7-22: The Insert Table dialog offers more options for creating a table.
FIGURE 7-23: Drawing a table is a fun but possibly more challenging way to crea...
FIGURE 7-24: The Borders drop-down menu gives you full control over every line ...
FIGURE 7-25: The bashful arrow below Table Styles and the myriad design choices...
FIGURE 7-26: The ribbon’s Layout tab for tables appears only if all or part of ...

Chapter 8

FIGURE 8-1: The selected text is formatted as a chapter title.
FIGURE 8-2: Click the bashful disclosure arrow to use the Quick Styles list to ...
FIGURE 8-3: Add commands to or remove them from ribbon tabs with ease.
FIGURE 8-4: Create your own ribbon tab by clicking the + button.
FIGURE 8-5: It’s important to rename your tabs and tab groups so you can easily...
FIGURE 8-6: The Quick Access toolbar gives you quick access to common tools.
FIGURE 8-7: Customize the Quick Access toolbar easily in Preferences.
FIGURE 8-8: Assigning the keyboard shortcut ⌘??+Option+I to the InsertAddress c...
FIGURE 8-9: Draft view of a document with its style names on the left.
FIGURE 8-10: Assigning three styles to a table of contents (on the left) with t...
FIGURE 8-11: Word builds a formal table of contents that will look just like th...
FIGURE 8-12: A table of contents, automatically generated in Word.
FIGURE 8-13: The changes made by an editor show up in light red onscreen.
FIGURE 8-14: These options help you determine how to view changes made to your ...
FIGURE 8-15: Customize the colors used to indicate changes, especially if the d...
FIGURE 8-16: The Review pane, which is on the left, shows changes that have bee...
FIGURE 8-17: This comment is displayed three ways: as a pop-up, in the Review p...
FIGURE 8-18: The Envelope dialog makes making an envelope nice and easy.
FIGURE 8-19: An envelope document, awaiting editing or printing.
FIGURE 8-20: Making labels is a breeze with the Labels dialog.
FIGURE 8-21: Word knows how to create hundreds of different types of labels.
FIGURE 8-22: If Word doesn’t know how to create the label you want, you can tea...
FIGURE 8-23: The result of clicking OK when you use the settings shown in Figur...
FIGURE 8-24: The original document (left) and its web page preview (right).

Chapter 9

FIGURE 9-1: These icons invoke the four views used most often in PowerPoint.
FIGURE 9-2: In normal view, you do most of the work on your slides.
FIGURE 9-3: Slide sorter view lets you rearrange the order of your slides.
FIGURE 9-4: Slide show view: a full-screen rendition of your slides.
FIGURE 9-5: Use this menu to get out of slide show view.
FIGURE 9-6: Notes page view = slide + notes.
FIGURE 9-7: Presenter view makes presenting your slides easier than using slide...
FIGURE 9-8: Just click a slide to progress through your slide show in reading v...
FIGURE 9-9: Outline view displays an outline of your slides on the left side.

Chapter 10

FIGURE 10-1: Applying the Circuit theme to a presentation.
FIGURE 10-2: A whole gaggle of themes awaits if you’ll but click the hidden arr...
FIGURE 10-3: Choosing a different color set for a theme.
FIGURE 10-4: Create your own color palette for your slides.
FIGURE 10-5: Applying the Comparison layout to the two selected slides.
FIGURE 10-6: You can modify the global slide master (as shown) and the slide ma...
FIGURE 10-7: The master slide, after the changes described in the preceding ste...
FIGURE 10-8: The Format Background pane opens on the right side of the window.
FIGURE 10-9: PowerPoint offers a wide range of drop shadow effects for your sli...
FIGURE 10-10: Before (top) and after (bottom) changing the bullet character in ...
FIGURE 10-11: The icons on most new slides are shortcuts to add media objects.
FIGURE 10-12: This table of six rows and six columns reflects choices on the ri...
FIGURE 10-13: We pasted this data into Excel to generate a chart.
FIGURE 10-14: Click the Chart Design tab to add data labels.
FIGURE 10-15: The finished chart.
FIGURE 10-16: The Format tab is available when you’re working with a chart.
FIGURE 10-17: The original all-text slide (top) is boring; the SmartArt renditi...
FIGURE 10-18: A SmartArt graphic with the Text Cycle style applied to it.
FIGURE 10-19: Adding a sound file to a slide.
FIGURE 10-20: You can set media-specific options from the Playback subtab.
FIGURE 10-21: Quick Styles are just what their name implies.
FIGURE 10-22: Before (top) and after (bottom) applying Quick Styles and other e...
FIGURE 10-23: The Format Picture task pane.
FIGURE 10-24: Object C before (top) and after (bottom) being brought to the fro...
FIGURE 10-25: Object C before (top) and after (bottom) being brought forward.
FIGURE 10-26: Three objects before (top) and after (bottom) having their bottom...
FIGURE 10-27: Objects A, B, and C before (top) and after (bottom) being distrib...
FIGURE 10-28: Using dynamic guides to align objects.
FIGURE 10-29: The dynamic guides indicate that the object is now dead-center on...

Chapter 11

FIGURE 11-1: We’ve applied the Cube transition to all slides in our presentatio...
FIGURE 11-2: Selecting an Effect option.
FIGURE 11-3: The Automations task pane appears to the right of your active slid...
FIGURE 11-4: Tweaking the Entrance effect options.
FIGURE 11-5: You can display all effects in a category by clicking the down arr...
FIGURE 11-6: Animate the bullets all at once (left) or one at a time (right).
FIGURE 11-7: Select an item and click the up or down arrow to change its order ...
FIGURE 11-8: One pie slice appears each time we click.
FIGURE 11-9: The Action Buttons menu.
FIGURE 11-10: From the Action Settings dialog, specify what your button does wh...
FIGURE 11-11: The Print dialog, ready to print all eleven slides in this presen...
FIGURE 11-12: Printing an outline gives you just your words with no frills.
FIGURE 11-13: These are your options when you save your presentation as a movie...
FIGURE 11-14: Choose a file format and click Export, and you’re done.
FIGURE 11-15: Click Save in the Save As dialog to create your PDF.
FIGURE 11-16: Saving a presentation to OneDrive.
FIGURE 11-17: You can share your uploaded file with others via OneDrive.
FIGURE 11-18: Check the Can Edit box if you want your collaborator to edit your...

Chapter 12

FIGURE 12-1: Rearrange ribbon tabs and commands in PowerPoint Preferences.
FIGURE 12-2: Create a custom ribbon tab by clicking the + button.
FIGURE 12-3: The Quick Access toolbar provides quick access to frequently used ...
FIGURE 12-4: Customize Quick Access toolbar commands in PowerPoint Preferences.
FIGURE 12-5: PowerPoint comments look like this.
FIGURE 12-6: The link as it appears onscreen in our slide show.
FIGURE 12-7: Recording tools appear at the top of the screen when recording a n...
FIGURE 12-8: Decide whether or not to keep your slide timings.
FIGURE 12-9: The presenter view screen.
FIGURE 12-10: Several handy tools can assist you while working in Presenter mod...
FIGURE 12-11: Annotating a slide with the pen tool.

Chapter 13

FIGURE 13-1: Ninety cells containing their own addresses — in rows 1–15 and col...
FIGURE 13-2: Normal view (left) and page layout view (right).

Chapter 14

FIGURE 14-1: Excel comes loaded with several local templates to choose from.
FIGURE 14-2: Microsoft provides dozens of templates that you can search for.
FIGURE 14-3: The formula bar.
FIGURE 14-4: Formatting isn’t reflected in the formula bar.
FIGURE 14-5: Paste Special lets you paste values, formulas, formatting, and mor...
FIGURE 14-6: Using the toolbar’s paste options button gives you a formatting ch...
FIGURE 14-7: Get a fill handle (left) and drag through the cells you want to fi...
FIGURE 14-8: Formula Builder makes finding and using Excel’s built-in functions...
FIGURE 14-9: Excel builds your formula as you fill in the blanks in Formula Bui...
FIGURE 14-10: Formula AutoComplete helps you cut down on typing by narrowing th...
FIGURE 14-11: Enable AutoComplete in Excel’s Preferences dialog.
FIGURE 14-12: Control the types of errors Excel checks for in the Error Checkin...
FIGURE 14-13: Use the Error Checking dialog to easily locate problematic formul...
FIGURE 14-14: Filter arrows appear at the top of a list column.
FIGURE 14-15: Search for specific values in the Find dialog.
FIGURE 14-16: Similar to the Find dialog, the Replace dialog lets you find data...

Chapter 15

FIGURE 15-1: Excel shows you which data is being charted when you click the cha...
FIGURE 15-2: The ribbon provides full configuration control.
FIGURE 15-3: The Select Data Source dialog offers several ways to (re)format yo...
FIGURE 15-4: Occasionally, you have to make your point truly obvious, and an ar...
FIGURE 15-5: The Insert tab’s Illustrations button is your graphics one-stop-sh...
FIGURE 15-6: Use the Format pane to change the fill for a data series in your c...
FIGURE 15-7: Use the handles to resize or rotate an image.
FIGURE 15-8: The Picture Format tab lets you apply both fine and coarse adjustm...
FIGURE 15-9: Transparent Color allows the background to show through specific c...
FIGURE 15-10: The Format Picture pane’s Effects tab is a treasure trove of filt...
FIGURE 15-11: The Picture Format tab’s Artistic Effects option lets you apply P...
FIGURE 15-12: In the Custom Lists pane, create and manage the lists Excel knows...
FIGURE 15-13: Choose a custom list to specify a column’s sort order.
FIGURE 15-14: Click in the Add header area to add a header.
FIGURE 15-15: The Header & Footer tab on the ribbon.
FIGURE 15-16: The Excel Page Setup dialog.
FIGURE 15-17: The Header dialog.
FIGURE 15-18: Excel’s slightly customized Print dialog.

Chapter 16

FIGURE 16-1: Is it System Preferences, or is it Excel Preferences?
FIGURE 16-2: Use the Manage Rules dialog to add conditional formatting rules.
FIGURE 16-3: In the New Formatting Rule dialog, you can configure conditional f...
FIGURE 16-4: Define your hyperlinks in the Insert Hyperlink dialog.
FIGURE 16-5: Type the cell range or select a named range in this dialog.
FIGURE 16-6: Saving a workbook to OneDrive is the first step to sharing it.
FIGURE 16-7: Share your uploaded workbook via OneDrive.
FIGURE 16-8: The Highlight Changes dialog lets you highlight changes during a s...
FIGURE 16-9: Specify the group of changes you want to check for.
FIGURE 16-10: Step through the change history in the Accept or Reject Changes d...

Chapter 17

FIGURE 17-1: Outlook Mail module.
FIGURE 17-2: The Outlook Calendar module.
FIGURE 17-3: The Outlook People module.
FIGURE 17-4: The Outlook Tasks module.
FIGURE 17-5: The Outlook Notes module.

Chapter 18

FIGURE 18-1: Enter your email account information here.
FIGURE 18-2: A successful automatic configuration has set up an Outlook account...
FIGURE 18-3: Email accounts that you’ve added to Outlook appear in the Accounts...
FIGURE 18-4: Click the IMAP/POP button to manually add your email account.
FIGURE 18-5: Additional settings appear when you add an email account manually.
FIGURE 18-6: Dragging and dropping is one way to add a recipient.
FIGURE 18-7: The Message tab and its options for formatting text.
FIGURE 18-8: You can remove attachments as easily as you can add them.
FIGURE 18-9: A signature is great way to spice up and personalize your emails.
FIGURE 18-10: Schedule certain emails to be sent at a later date or time or bot...
FIGURE 18-11: Allow and block senders using the tabs in the Junk pane.
FIGURE 18-12: The Search ribbon provides an abundance of tools to narrow your s...
FIGURE 18-13: An advanced search lets you apply a multitude of filters at one t...
FIGURE 18-14: Set up conditions for your rule.

Chapter 19

FIGURE 19-1: Month (top), work week (center), and day (bottom) views.
FIGURE 19-2: The Appointment window is where you get down to the nitty-gritty o...
FIGURE 19-3: After you click Save & Close in the Appointment window, the event ...
FIGURE 19-4: To invite others to your meeting, add their email addresses to the...
FIGURE 19-5: The Quick Print button opens the Print dialog.
FIGURE 19-6: A quick click will cancel your meetings or appointments.
FIGURE 19-7: Create a contact by filling in the blanks in the New Contact windo...
FIGURE 19-8: Adding the sender of an email message to the contacts list.
FIGURE 19-9: Click By to choose how to sort your contacts.
FIGURE 19-10: Searching for Apple reveals these contacts for us.
FIGURE 19-11: A search with multiple criteria.
FIGURE 19-12: Edit, add, or delete categories in the Categories preference pane...
FIGURE 19-13: The Tasks module helps you keep track of what needs to be done.
FIGURE 19-14: A note with a picture from a pal, JT.

Chapter 20

FIGURE 20-1: The ribbon playing peek-a-boo.
FIGURE 20-2: Display and hide columns by using the View menu or by right-clicki...
FIGURE 20-3: Get to the Advanced Search screen by pressing ⌘ +Option+F.
FIGURE 20-4: Use the General pane to open Office files on OneDrive or SharePoin...
FIGURE 20-5: Teach AutoCorrect new tricks using the options in this preference ...
FIGURE 20-6: Decide how to handle messages here.
FIGURE 20-7: The Calendar pane allows you to customize your calendar for your n...
FIGURE 20-8: A new Outlook awaits if you but click this switch.
FIGURE 20-9: New Outlook looks great, but you’ll want to play around a bit befo...

Introduction

You made the right choice twice: Microsoft Office for Mac and this book.

Take a deep breath and get ready to have a rollicking good time. That’s right — this is a computer book, but it’s fun. What a concept! Whether you’re brand-spanking new to the Office suite or a grizzled Office veteran, we guarantee that reading this book to discover the ins and outs of Office for Mac is fun and easy.

About This Book

Why write a For Dummies book about Office for Mac? Well, Office for Mac is a big, somewhat complicated suite of productivity applications, so we made Office 2021 For Macs For Dummies a not-so-big, not-so-complicated book that shows you how to perform the most common tasks you’re likely to perform using Office for Mac, all without boring you to tears, confusing you, or poking you with sharp objects.

In fact, we think you’ll be so darned comfortable that we wanted the title to be Office For Macs without Discomfort, the Very Comfortable 2021 Edition, but the publisher wouldn’t allow it. Apparently, we For Dummies authors have to follow some rules, and using For Dummies and Office For Macs in this book’s title are among them.

Speaking of dummies, we don’t think you’re dumb — quite the opposite! Our second choice for this book’s title was Office For Macs For People Smart Enough to Know That They Need Help Using It, but you can just imagine what the Wiley folks thought of that. (“C’mon, that’s the whole point of the name!” they insisted. “Besides, it’s shorter this way.”)

Anyway, the book is chock-full of information and advice, explaining everything you need to know about Office for Mac in language you can understand — along with giving you timesaving tips, tricks, techniques, and step-by-step instructions, all served up in generous quantities.

Foolish Assumptions

Although we know what happens when you make assumptions, we’ve made a few, anyway. First, we assume that you, gentle reader, know nothing about using Office — beyond knowing what it is, that you want to use it, that you want to understand it without digesting an incomprehensible technical manual, and that you made the right choice by selecting this particular book.

And so we do our best to explain each new concept in full and loving detail. Maybe that’s foolish, but, so be it.

Oh, and we also assume that you can read. If you can’t, just ignore this paragraph.

Icons Used in This Book

Little round pictures (icons) appear to the left side of the text throughout this book. Consider these icons miniature road signs, telling you a little something extra about the subject at hand. Here’s what the different icons look like and what they all mean:

Look for Tip icons to find the juiciest morsels: shortcuts, tips, and undocumented secrets about Office for Mac. Try them all and impress your friends!

When you see this icon, you know that this particular bit is something we think you should memorize (or at least write on your shirt cuff).

Put on your propeller-head beanie and pocket protector; these tidbits include the truly geeky stuff. They’re certainly not required reading, but they must be interesting or informative or else we wouldn’t have wasted your time with them.

Read these notes very, very, very carefully. (Did we say very?) Warning icons flag important information. Neither the authors nor the publisher is responsible if your Mac explodes or spews flaming parts because you ignored a Warning icon. (Just kidding — that type of catastrophe won’t happen.) Macs don’t explode or spew (with the exception of a few choice Michael Spindler–era models — true Apple aficionados will know what we’re talking about). But we got your attention, didn’t we? We tell you again: Read the Warning notes very carefully.

Beyond the Book

There's even more Office for Mac information on www.dummies.com. This book’s cheat sheet shows you how to create automatic replies to senders in Outlook, check documents for accessibility problems, embed fonts in your Word documents and PowerPoint presentations when sharing, and even check the current weather when viewing your Outlook Calendar. To get to the cheat sheet, go to www.dummies.com, and type Office 2021 for Macs For Dummies Cheat Sheet in the Search box. You'll see not only the cheat sheet but any significant updates or changes that occur between editions of this book.

Where to Go from Here

Go to a comfortable spot (preferably not far from a Mac) and look through this book.

In the first few chapters, we describe the basic everyday topics you need to understand to operate your Mac effectively. If you’re new to Macs and Office for Mac, start with Chapters 1–3, which make up Part 1. The discussion in Part 1 is so basic that if you’ve been using Office awhile, you might think you know it all — and you might know most of it. But, hey! Not-so-old-timers need a solid foundation. So read what you need and skip the rest.

What are you waiting for? Go — enjoy the book!

Introduction to Microsoft Office for Mac

IN THIS PART …

Get an overview of the various versions of Office for Mac as well as how to install and set them up.

Become acquainted with the four major apps in the Office suite: Word, PowerPoint, Excel, and Outlook.

Explore Office features that work the same way in all four apps, such as menus, toolbars, preferences, and help.

Chapter 1

Overview from 10,000 Feet

IN THIS CHAPTER

Bullet Deciding which of the editions of Office for Mac to buy

Bullet Signing up for a Microsoft account

Bullet Installing Office

Bullet Keeping your apps updated

Over the next several hundred pages, you can find out in detail about the apps that make up the Microsoft Office for Mac suite. But first you must decide which version of the suite you want or need, acquire a copy of it, and then install it and find out how to update it to ensure that you’re always running the latest and greatest (not to mention most stable) version.

So, without further ado, dig in!

The Many Faces of Office for Mac

When it comes to choices, it seems Microsoft wants to make sure you have a veritable cornucopia of them for Office apps. Combining the number of packages available for individual and business use, there are roughly a dozen to choose from. For simplicity’s sake, we focus on the several tasty flavors of Office for Mac for individuals and home users:

Office for Mac Home & Student
Office for Mac Home & Business
Microsoft 365 Personal
Microsoft 365 Family

Office for Mac Home & Student and Office for Mac Home & Business are both one-off purchases; you pay one price up front and then own it forever. Microsoft 365 Personal and Microsoft 365 Family offer a subscription model, in which you pay a monthly or yearly fee, with access halting only when you choose to cancel or you miss a payment.

The four editions all provide the big three apps — Word, Excel, and PowerPoint — with variations based on whether you selected the Office or Microsoft 365 version. The Microsoft 365 editions of the big three apps provide the latest features and updates on a continual basis — Microsoft calls these premium versions. When Microsoft develops and implements a new feature, you get it automatically, so you apps are always up to date. The Office editions provide classic versions of the big three — what you see is what you get, with no additions or updates except security and bug fixes. You can’t take advantage of new features and products unless you purchase the next Office edition Microsoft releases (they’re usually several years apart).

Here’s the skinny on each of the four editions:

Office for Mac Home & Student : The retail price is $149.99 for a single installation. As the least expensive edition, it includes the big three apps and OneNote. Many users need nothing more.

Note that this edition does not include Microsoft Outlook. Outlook, which is sometimes called the Swiss army knife of personal communications software, combines an email client with an address book, a calendar, to-do lists, and searchable notes in a single app.

Unless you dislike the Mail, Contacts, and Calendar apps that are included with macOS, you probably won’t miss Outlook much.
Office for Mac Home & Business: The retail price is $249.99 for a single installation. What do you get for the additional dough (along with the big three and OneNote)? In two words: Microsoft Outlook.

What’s that, you say? You don’t know whether you need Outlook? Well then, we suggest that you save yourself a bundle and start with the Home & Student Edition.

Does your organization require or prefer that you use Outlook? It’s best to find out before you make a purchase. You can’t simply pay a few more dollars to upgrade from Office Home & Student to Office Home & Business; you’d have to pay the full price of Office Home & Business to gain access to Outlook.
Microsoft 365 Personal: For the price of $69.99 annually or $6.99 monthly, you get access for one person to premium versions of the big three, OneNote, Teams, and Outlook, 1TB of OneDrive online storage (more on OneDrive in the next chapter), and the ability to install and use your subscription on up to five devices — Macs, PCs, iOS devices, and Android. That’s right: five devices with support for a variety of desktop and mobile operating systems!
Microsoft 365 Family: The price is $99.99 annually or $9.99 monthly for access to everything in Microsoft 365 Personal. Plus up to six people can use the subscription instead of one. You can also try it for free for one month.

So there you have it — four editions for four budgets.

Installing Office

Regardless of which edition you decide to buy, you’ll need a Microsoft account and an internet connection to download the installation package for your apps.

Getting a Microsoft account

A Microsoft account is similar to your Apple ID; it’s an account for you to manage your Microsoft apps and purchases. To download and install your Office apps, your purchase of Office for Mac must be associated with a Microsoft account (personal, business, or school account).

If you don’t have a Microsoft account, go to https://office.com/setup to create one.

Downloading and installing Office

To install Microsoft Office, you need the username and password for an administrator account on this Mac. If you don't have an administrator account and password handy, it would behoove you to get one now.

After you have that detail settled, here’s how to download and install your Office apps:

Go tohttps://office.com and sign in to the Microsoft account associated with your Microsoft 365 or Office purchase.
Click the Install Office button and download the installer package.
Locate and double-click the installer package to launch the installer app.
Click Continue on the first screen.

The screen displays the license terms.
Read every word of the license terms, and then click Continue.

We’re only half kidding — we know that no one reads the licensing information. But because you’re about to enter into a legally binding agreement, we would be remiss not to at least pretend to urge you to read every word.
On the next screen, click Agree.

The Select a Destination screen appears.
Choose the destination disk for the software installation and then click Continue.

The Standard Install on your hard drive’s name screen appears.
If you want to install the Office apps somewhere other than the Applications folder, click the Change Install Location button and select another destination.

In the next step, you click Install. But if you’re short on disk space, consider not installing some of the apps. To do so, click the Customize button before you click the Install button and then deselect any items you don’t want to install.
Click the Install button to open an authentication window, enter an administrator name and password, and then click OK.

Go get yourself some coffee or a soft drink — the installation takes a bit of time.
When the screen informs you that the installation is complete, click the Close button and you’re ready to go.

Head on over to your Applications folder and double-click one of the newly installed Office apps to get started.

DEALING WITH MULTIPLE VERSIONS OF OFFICE

If you have an earlier version of Office on your hard drive when you install Office, the older version isn’t touched. You now have two (or possibly even three or more) Office versions in your Applications folder.

In a perfect world, all your Office documents, both new and old, would launch the current versions of Word (or other Office apps) when you open them. But in the real world, this may or may not be your experience.

So, we offer you this little lesson in macOS file-opening mastery. You can cause a single file or all files to open in a specific app in two ways. The first method is to right-click the document, choose Open With from the contextual menu, and select an app. The second method is to set a single file or all files of its type to open in a specific app, as follows:

To specify which version of Word, Excel, or PowerPoint opens when you double-click one of its document files, single-click that document file and then choose File ⇒ Get Info (or press ⌘ +I).

A drop-down Open With menu appears. If you don’t see the Open With menu, click the small, gray disclosure triangle next to the words Open With.
Click the Open With menu and select the version of the app you want to open when you double-click this document.
If you want all documents of this type to launch this version of Word, click the Change All button.

There you have it — if the wrong version of an Office app launches when you open a document, you now know how to fix it.

Keeping Your Apps Up-to-Date

Microsoft AutoUpdate is a nifty app that’s installed along with your other Office apps (although you won’t find it in your Applications folder). AutoUpdate does what its name implies: It automatically searches for updates to your Office apps and installs them.

To open AutoUpdate:

Open an Office app (such as Word or Excel).
Choose Help ⇒ Check for Updates from the menu at the top of the screen.

The AutoUpdate app launches and scans Microsoft’s servers to check for updates to any Microsoft apps you have installed (even apps that don’t come with Office, such as Microsoft’s web browser, Edge).
When updates are found, click the Update All button to download and install all available updates, or click the Update button to the right of the app’s name to only update that app.
(Optional) If you want AutoUpdate to periodically check for and install updates automatically, select the box labeled Automatically Keep Microsoft Apps up to Date.
Quit AutoUpdate when you’re finished.

If you don’t elect to have AutoUpdate work automatically, be sure to check every few weeks to a month to make sure you have the latest updates and fixes.