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 contents

windows & office Intro. 5—Printing, Sharing, and

Customizing Files intro-32
INTRO CHAPTER: WINDOWS 10, Print a File intro-32
Export as a PDF File intro-32
OFFICE 365/2019, AND FILE Document Properties intro-33
MANAGEMENT Intro-1 Share a File intro-34
Program Options intro-36
Chapter Overview intro-1
Intro. 6—Using the Ribbon, Tabs, and
Student Learning Outcomes (SLOs) intro-1
Quick Access Toolbar intro-37
Case Study intro-1 The Ribbon, Tabs, and Groups intro-37
Intro. 1—Using Windows 10 intro-2 Ribbon Display Options intro-37
Windows 10 intro-2 Buttons, Drop-Down Lists, and Galleries intro-38
Microsoft Account intro-2 Dialog Boxes, Task Panes, and Launchers intro-38
Windows Desktop and Taskbar intro-3 ScreenTips intro-39
Start Menu intro-3 Radio Buttons, Check Boxes, and
Add Apps intro-4 Text Boxes intro-39
Customize the Start Menu intro-4 Quick Access Toolbar intro-39
Customize the Taskbar intro-5 Customize the Quick Access Toolbar intro-40
File Explorer intro-6 Intro. 7—Using Context Menus, the
OneDrive intro-7 Mini Toolbar, and Keyboard Shortcuts intro-41
OneDrive Online intro-8 Context Menu intro-41
Cortana intro-9 Mini Toolbar intro-41
Task View intro-9 Keyboard Shortcuts intro-41
Settings intro-10 Function Keys on a Laptop intro-42
Action Center intro-11
Pause & Practice Intro-2 intro-42
Intro. 2—Using Microsoft Office intro-12
Intro. 8—Organizing and Customizing
Office 2019 and Office 365 intro-12
Folders and Files intro-46
Office 365 Products, Versions, and
Create a Folder intro-46
Update Channels intro-12
Move and Copy Files and Folders intro-46
Office Desktop Apps, Office Mobile
Rename Files and Folders intro-47
Apps, and Office Online intro-13
Delete Files and Folders intro-47
Open an Office Desktop Application intro-15
Create a Zipped (Compressed) Folder intro-48
Office Start Page intro-15
Extract a Zipped (Compressed) Folder intro-49
Backstage View intro-16
Office Help—Tell Me intro-17 Pause & Practice Intro-3 intro-50
Mouse and Pointers intro-18 Chapter Summary intro-52
Touch Mode and Touch-Screen Gestures intro-18 Using Microsoft Windows 10 and Office 365 intro-55
Intro. 3—Creating, Saving, Closing, and Guided Project Intro-1 intro-55
Opening Office Files intro-19 Guided Project Intro-2 intro-58
Create a New File intro-19 Independent Project Intro-3 intro-60
Save a File intro-21 Independent Project Intro-4 intro-61
AutoSave intro-22 Challenge Project Intro-5 intro-63
Create a New Folder When Saving a File intro-22 Challenge Project Intro-6 intro-63
Save As a Different File Name intro-22
Office File Types intro-23
Close a File intro-23 word
Open an Existing File intro-24
Pause & Practice Intro-1 intro-25 CHAPTER 1: CREATING AND EDITING
Intro. 4—Working with Files intro-28 DOCUMENTS W1-2
File Views intro-28
Chapter Overview W1-2
Change Display Size intro-29
Manage Multiple Open Files and Windows intro-30 Student Learning Outcomes (SLOs) W1-2
Snap Assist intro-31 Case Study W1-2

Contents vii
1.1—Creating, Saving, and Opening Documents W1-3 1.8—Customizing Document Properties W1-38
Create a New Document W1-3 Document Properties W1-38
Save a Document W1-4 Advanced Properties W1-39
AutoSave W1-5 Print Document Properties W1-39
Save As a Different File Name W1-5 Pause & Practice: Word 1-3 W1-39
Open a Document W1-6
Chapter Summary W1-44
Pin a Frequently Used Document W1-6
Check for Understanding W1-45
1.2—Entering and Selecting Text W1-7
Type Text and Use Word Wrap W1-7 Using Microsoft Word 365 W1-46
Show/Hide Formatting Symbols W1-7 Guided Project 1-1 W1-46
Select Text W1-8 Guided Project 1-2 W1-50
AutoComplete W1-9 Guided Project 1-3 W1-53
AutoCorrect and AutoFormat W1-9 Independent Project 1-4 W1-57
AutoCorrect Smart Tag W1-9 Independent Project 1-5 W1-59
Add Custom AutoCorrect Entry W1-10 Independent Project 1-6 W1-61
Improve It Project 1-7 W1-63
1.3—Using Paragraph Breaks, Line Breaks,
Challenge Project 1-8 W1-65
and Non-Breaking Spaces W1-10
Challenge Project 1-9 W1-65
Paragraph Breaks W1-10
Challenge Project 1-10 W1-66
Line Breaks W1-11
Spaces and Non-Breaking Spaces W1-11
Pause & Practice: Word 1-1 W1-12 CHAPTER 2: FORMATTING AND
1.4—Moving and Copying Text W1-15 CUSTOMIZING DOCUMENTS W2-67
Move Text W1-15
Copy Text W1-15 Chapter Overview W2-67
Paste Text and Paste Options W1-16 Student Learning Outcomes (SLOs) W2-67
Clipboard Pane W1-17
Undo Change W1-17 Case Study W2-67
Redo and Repeat Change W1-18 2.1—Customizing Margins and Page Layout W2-68
1.5—Changing Fonts, Font Sizes, and Attributes W1-18 Page Layout Settings W2-68
Font and Font Size W1-18 Margin Settings W2-68
Bold, Italic, and Underline Font Styles W1-19 Page Setup Dialog Box W2-69
Other Font Style Buttons W1-20 Page Orientation W2-69
Change Case W1-20 Paper Size W2-70
Font Dialog Box W1-21 Vertical Alignment W2-70
»» Font Color W1-21 Use the Ruler W2-70
»» Underline Style and Color W1-22 Page Movement W2-71
»» Font Effects W1-22 2.2—Setting, Using, and Editing Tab Stops W2-72
»» Character Spacing W1-23 Set a Tab Stop W2-72
Text Effects W1-23 »» Set a Tab Stop Using the Tabs
Format Painter W1-24 Dialog Box W2-73
Clear All Formatting W1-25 »» Set a Tab Stop Using the Ruler W2-73
Change Default Font and Font Size W1-25 Move a Tab Stop W2-74
Pause & Practice: Word 1-2 W1-26 Remove a Tab Stop W2-75
Add a Tab Leader W2-75
1.6—Changing Text Alignment, Line Spacing, Change Default Tab Stops W2-76
and Paragraph Spacing W1-28
Default Settings W1-29 2.3—Using Indents W2-76
Paragraph Alignment W1-29 Left and Right Indents W2-77
Line Spacing W1-29 First Line and Hanging Indents W2-78
Paragraph Spacing W1-30 Remove Indents W2-79
Paragraph Dialog Box W1-31 Pause & Practice: Word 2-1 W2-80
Change Default Line and Paragraph Spacing W1-32 2.4—Inserting Page Numbers, Headers, and
1.7—Using Smart Lookup and Proofreading Tools W1-32 Footers W2-82
Smart Lookup and the Smart Lookup Pane W1-32 Page Numbering W2-82
Automatic Spelling and Grammar Notifications W1-33 »» Insert Page Number W2-82
Editor Pane W1-34 »» Edit Page Number in Header or Footer W2-82
Customize the Dictionary W1-35 »» Different First Page W2-83
The Thesaurus W1-35 »» Page Number Format W2-83
Word Count W1-36 »» Remove Page Number W2-84
Read Aloud W1-37 Insert Header and Footer Content W2-84
Learning Tools W1-37 »» Number of Pages Field W2-85

viii Contents
 »» Date and Time W2-85 3.1—Using Comments W3-139
»» Document Properties W2-86 Change User Name W3-139
Built-In Headers, Footers, and Page Numbers W2-87 Insert a Comment W3-139
Pause & Practice: Word 2-2 W2-87 Ink Comments W3-140
Review Comments W3-141
2.5—Using Page and Section Breaks W2-89
Reply to a Comment W3-141
Page Breaks W2-90
Resolve Comment W3-141
Section Breaks W2-90
Edit and Delete Comments W3-142
Edit Page and Section Breaks W2-91
3.2—Using Track Changes and Sharing W3-142
2.6—Using Bulleted, Numbered, and
Track Changes W3-142
Multilevel Lists W2-91
Display for Review Views W3-143
Create a Bulleted List W2-91
Accept and Reject Changes W3-144
Customize a Bulleted List W2-92
Reviewing Pane W3-145
Create a Numbered List W2-93
Share an Online File W3-145
Customize a Numbered List W2-94
Create a Sharing Link W3-147
Multilevel Lists W2-95
Pause & Practice: Word 3-1 W3-148
2.7—Using Styles and Themes W2-95
Style Gallery W2-96 3.3—Using Footnotes and Endnotes W3-151
Apply a Built-In Style W2-96 Insert a Footnote W3-151
Modify a Style W2-96 Insert an Endnote W3-151
Apply a Theme W2-97 View Footnotes and Endnotes W3-152
Customize Footnotes and Endnotes W3-152
Pause & Practice: Word 2-3 W2-98
»» Modify Footnote and Endnote Format W3-153
2.8—Using Find and Replace and Resume »» Modify Footnote and Endnote Styles W3-153
Assistant W2-100 Convert Footnotes and Endnotes W3-155
Find W2-100 Move Footnotes and Endnotes W3-155
Find and Replace W2-101 Delete Footnotes and Endnotes W3-156
Go To W2-102
3.4—Creating a Bibliography and Inserting
Resume Assistant W2-102
Citations W3-156
2.9—Using Borders, Shading, and Hyperlinks W2-103 Report Styles W3-156
Apply Built-In Borders W2-104 Bibliography Styles W3-156
Customize Borders W2-104 Add a New Source W3-157
Apply Shading W2-105 Insert a Citation W3-159
Apply a Page Border W2-106 Insert a Placeholder W3-159
Insert a Horizontal Line W2-107 Manage Sources W3-160
Create a Hyperlink W2-107 Edit Citations and Sources W3-161
Edit or Remove a Hyperlink W2-108 Use the Researcher W3-162
Pause & Practice: Word 2-4 W2-109 Insert a Bibliography W3-162
Chapter Summary W2-113 Pause & Practice: Word 3-2 W3-164
Check for Understanding W2-114 3.5—Inserting a Table of Contents W3-168
Use Heading Styles for a Table of Contents W3-168
Using Microsoft Word 365 W2-115
Insert a Built-In Table of Contents W3-169
Guided Project 2-1 W2-115
Insert a Custom Table of Contents W3-170
Guided Project 2-2 W2-119
Modify a Table of Contents W3-171
Guided Project 2-3 W2-122
Update a Table of Contents W3-171
Independent Project 2-4 W2-126
Remove a Table of Contents W3-172
Independent Project 2-5 W2-129
Independent Project 2-6 W2-131 3.6—Inserting a Cover Page W3-172
Improve It Project 2-7 W2-134 Insert a Built-In Cover Page W3-172
Challenge Project 2-8 W2-136 Customize Cover Page Content W3-173
Challenge Project 2-9 W2-136 »» Customize Document Property Content W3-173
Challenge Project 2-10 W2-137 »» Add or Remove Document Property Fields W3-173
»» Customize Content Control Fields W3-174
Remove a Cover Page W3-174
CHAPTER 3: COLLABORATING WITH 3.7—Using Advanced Headers and Footers W3-175
OTHERS AND WORKING WITH Page and Section Breaks W3-175
Built-In Headers, Footers, and Page Numbers W3-176
REPORTS W3-138 Customize Header and Footer Content W3-176
Different First Page Header and Footer W3-177
Chapter Overview W3-138
Different Odd and Even Pages W3-178
Student Learning Outcomes (SLOs) W3-138 Link to Previous Header or Footer W3-179
Case Study W3-138 Format Page Numbers W3-179

Contents ix
 Navigate between Headers and Footers W3-180 Insert a Column Break W4-238
Remove a Header or Footer W3-180 Balance Columns W4-238
Pause & Practice: Word 3-3 W3-181 Pause & Practice: Word 4-3 W4-239
Chapter Summary W3-186 4.5—Working with Graphics W4-240
Check for Understanding W3-187 Pictures and Online Pictures W4-240
Insert a Picture W4-241
Using Microsoft Word 365 W3-188
Use Alt Text W4-242
Guided Project 3-1 W3-188
Insert an Online Picture W4-242
Guided Project 3-2 W3-193
Resize a Graphic W4-243
Guided Project 3-3 W3-198
Wrap Text around a Graphic W4-244
Independent Project 3-4 W3-203
Position a Graphic W4-246
Independent Project 3-5 W3-206
Insert a Caption W4-246
Independent Project 3-6 W3-210
Group Graphic Objects W4-247
Improve It Project 3-7 W3-213
Challenge Project 3-8 W3-216 4.6—Working with Other Graphic Objects W4-248
Challenge Project 3-9 W3-216 Insert and Customize a Shape W4-248
Challenge Project 3-10 W3-217 Insert and Customize SmartArt W4-249
Insert and Customize WordArt W4-250
Modify Graphics with Styles W4-251
Insert Icons and 3D Models W4-251
CHAPTER 4: USING TABLES, Insert Online Video W4-252
COLUMNS, AND GRAPHICS W4-218 Insert Symbols and Special Characters W4-253
Pause & Practice: Word 4-4 W4-254
Chapter Overview W4-218
Chapter Summary W4-259
Student Learning Outcomes (SLOs) W4-218
Check for Understanding W4-260
Case Study W4-218
Using Microsoft Word 365 W4-261
4.1—Creating and Editing Tables W4-219 Guided Project 4-1 W4-261
Tables W4-219 Guided Project 4-2 W4-264
Navigate within a Table W4-220 Guided Project 4-3 W4-268
Table Tools Layout Tab W4-220 Independent Project 4-4 W4-272
Select Table and Text W4-220 Independent Project 4-5 W4-274
Add Rows and Columns W4-221 Independent Project 4-6 W4-277
Merge and Split Cells W4-222 Improve It Project 4-7 W4-280
Copy or Move Columns and Rows W4-222 Challenge Project 4-8 W4-282
Delete Columns and Rows W4-223 Challenge Project 4-9 W4-283
Delete a Table W4-223 Challenge Project 4-10 W4-284
4.2—Arranging Text in Tables W4-223
Resize Columns and Rows W4-223
AutoFit a Table W4-224 excel
Distribute Rows and Columns W4-224
Text Alignment W4-225 CHAPTER 1: CREATING AND
Cell Margins W4-225 EDITING WORKBOOKS E1-2
Table Properties Dialog Box W4-226
Sort Data in Tables W4-226 Chapter Overview E1-2
Pause & Practice: Word 4-1 W4-227 Student Learning Outcomes (SLOs) E1-2
4.3—Formatting and Editing Tables W4-229 Case Study E1-2
Table Tools Design Tab W4-229 1.1—Creating, Saving, and Opening a Workbook E1-3
Table Borders W4-230 Create a New Workbook E1-3
View Gridlines W4-231 Save and Close a Workbook E1-4
Table Shading W4-231 Open a Workbook E1-5
Table Styles W4-231 Save a Workbook with a Different File Name E1-5
Table Style Options W4-232 Workbook File Formats E1-6
Insert a Formula in a Table W4-232
1.2—Entering and Editing Data E1-7
Update a Formula W4-233
Enter Labels and Values E1-7
Convert Text to a Table W4-233
Edit Cell Contents E1-8
Pause & Practice: Word 4-2 W4-234 Replace or Clear Cell Contents E1-8
4.4—Using Columns W4-236 Align and Indent Cell Contents E1-9
Preset Column Settings W4-236 Select Cells E1-10
Customize Columns W4-236 The Fill Handle E1-11
Convert Text to Columns W4-237 AutoComplete E1-12

x Contents
 Cut, Copy, and Paste Cell Contents E1-13 Guided Project 1-3 E1-73
»» Move or Cut Cell Contents E1-13 Independent Project 1-4 E1-78
»» The Office Clipboard E1-14 Independent Project 1-5 E1-80
»» Copy Cell Contents E1-15 Independent Project 1-6 E1-82
»» Paste Options E1-16 Improve It Project 1-7 E1-84
Challenge Project 1-8 E1-86
Pause & Practice: Excel 1-1 E1-17
Challenge Project 1-9 E1-86
1.3—Using the SUM Function E1-19 Challenge Project 1-10 E1-87
Function Syntax E1-20
Copy the SUM Function E1-20
Edit the Function Argument E1-21 CHAPTER 2: WORKING WITH
1.4—Formatting a Worksheet E1-22 FORMULAS AND FUNCTIONS E2-88
Font Face, Size, Style, and Color E1-22
The Format Painter E1-23 Chapter Overview E2-88
Number Formats E1-23 Student Learning Outcomes (SLOs) E2-88
Borders and Fill E1-24
Case Study E2-88
Cell Styles E1-26
Workbook Themes E1-26 2.1—Building and Editing a Formula E2-89
Type a Formula E2-89
Pause & Practice: Excel 1-2 E1-27
Point and Click to Build a Formula E2-90
1.5—Modifying Columns and Rows E1-30 Edit a Formula E2-90
Adjust Column Width and Row Height E1-31
2.2—Setting Mathematical Order of Operations E2-91
AutoFit Columns and Rows E1-32
Multiple Operators in a Formula E2-92
Wrap Text, Merge Cells, and Center
Across Selection E1-32 2.3—Using Absolute, Mixed, Relative, and
Insert and Delete Columns and Rows E1-33 3D References E2-93
Hide and Unhide Columns and Rows E1-35 Copy a Formula with a Relative Reference E2-94
Build and Copy a Formula with an
1.6—Inserting, Deleting, and Moving Worksheets E1-36
Absolute Reference E2-94
Insert and Delete Worksheets E1-36
Build and Copy a Formula with a Mixed Reference E2-95
Rename Worksheets and Change Tab Color E1-37
Create a Formula with a 3D Reference E2-96
Move and Copy Worksheets E1-38
Range Names and Formula AutoComplete E2-96
Pause & Practice: Excel 1-3 E1-39 2.4—Using Formula Auditing Tools E2-99
1.7—Modifying the Appearance of a Workbook E1-41 The Formula Auditing Group E2-100
Workbook Views E1-41 Trace Precedents and Dependents E2-100
Zoom Options E1-43 The Formula Correction Message Window E2-101
Freeze Panes E1-43 Circular Reference E2-101
Split a Worksheet into Panes E1-44 Pause & Practice: Excel 2-1 E2-102
Hide or Unhide Worksheets E1-44
Switch Windows Command E1-45 2.5—Working with Statistical and Date &
View Multiple Worksheets E1-46 Time Functions E2-106
AVERAGE Function E2-107
1.8—Finalizing a Workbook E1-47 COUNT Functions E2-108
Check Spelling E1-47 MAX and MIN Functions E2-109
Document Properties E1-48 AutoCalculate E2-110
The Properties Dialog Box E1-48 TODAY and NOW Functions E2-111
The Page Setup Dialog Box E1-49
Margins, Page Orientation, and Paper Size E1-50 Pause & Practice: Excel 2-2 E2-112
Headers and Footers E1-51 2.6—Working with Financial, Logical, and
Page Breaks E1-53 Lookup Functions E2-114
»» Preview and Move a Page Break E1-54 The Function Arguments Dialog Box E2-114
»» Remove a Manual Page Break E1-55 PMT Function E2-115
Customize Print Settings E1-55 IF Function E2-117
»» Scale to Fit E1-56 Lookup Functions E2-119
»» Print Area E1-57 2.7—Using Math & Trig Functions E2-122
»» Print a Worksheet or Workbook E1-58 Round Function E2-122
Pause & Practice: Excel 1-4 E1-59 SUMIF Function E2-123
SUMPRODUCT Function E2-125
Chapter Summary E1-62
Pause & Practice: Excel 2-3 E2-126
Check for Understanding E1-64
Chapter Summary E2-131
Using Microsoft Excel 365 E1-65
Guided Project 1-1 E1-65 Check for Understanding E2-132
Guided Project 1-2 E1-69 Using Microsoft Excel 365 E2-133

Contents xi
 Guided Project 2-1 E2-133 Sparkline Design Tools E3-195
Guided Project 2-2 E2-140 Clear Sparklines E3-196
Guided Project 2-3 E2-145 Pause & Practice: Excel 3-3 E3-196
Independent Project 2-4 E2-150
Chapter Summary E3-200
Independent Project 2-5 E2-152
Independent Project 2-6 E2-155 Check for Understanding E3-201
Improve It Project 2-7 E2-157 Using Microsoft Excel 365 E3-202
Challenge Project 2-8 E2-160 Guided Project 3-1 E3-202
Challenge Project 2-9 E2-160 Guided Project 3-2 E3-206
Challenge Project 2-10 E2-161 Guided Project 3-3 E3-209
Independent Project 3-4 E3-213
Independent Project 3-5 E3-214
CHAPTER 3: CREATING AND Independent Project 3-6 E3-215
EDITING CHARTS E3-162 Improve It Project 3-7 E3-217
Challenge Project 3-8 E3-219
Chapter Overview E3-162 Challenge Project 3-9 E3-219
Student Learning Outcomes (SLOs) E3-162 Challenge Project 3-10 E3-220
Case Study E3-162
3.1—Creating a Chart Object and a Chart Sheet E3-163 CHAPTER 4: FORMATTING,
Create a Chart Object E3-163 ORGANIZING, AND GETTING DATA E4-221
Excel Chart Types E3-164
Size and Position a Chart Object E3-165 Chapter Overview E4-221
Create a Chart Sheet E3-166 Student Learning Outcomes (SLOs) E4-221
3.2—Using Quick Layouts and Chart Styles E3-167 Case Study E4-221
Apply a Quick Layout E3-167 4.1—Creating and Formatting an Excel Table E4-222
Apply a Chart Style E3-168 Create an Excel Table E4-222
Change Chart Colors E3-169 Table Styles and Options E4-223
Print a Chart E3-169 The Table Tools and Properties Groups E4-225
Pause & Practice: Excel 3-1 E3-170 Structured References and Table Formulas E4-227
3.3—Editing Chart Elements and Data E3-172 4.2—Applying Conditional Formatting E4-228
Add and Remove Chart Elements E3-173 Highlight Cells Rules E4-228
»» Chart and Axes Titles E3-173 Top/Bottom Rules E4-229
»» Data Labels E3-175 Use a Formula for a Rule E4-230
»» Data Table E3-175 Data Bars, Color Scales, and Icon Sets E4-230
»» Trendlines E3-176 Manage Conditional Formatting Rules E4-231
Switch Row and Column Data E3-177 Pause & Practice: Excel 4-1 E4-232
Change the Chart Type E3-177
4.3—Sorting Data E4-235
Filter Source Data E3-178
Sort Options E4-235
Edit Source Data E3-178
»» Sort Data by One Column E4-235
3.4—Formatting Chart Elements E3-179 »» Sort Data by Multiple Columns E4-236
Apply a Shape Style E3-179 »» Sort Data by Cell Attribute E4-237
Apply Shape Fill, Outline, and Effects E3-180 Sort Data in an Excel Table E4-238
The Format Task Pane E3-182
4.4—Filtering Data E4-238
3.5—Using Pictures, Shapes, and AutoFilters E4-239
WordArt in a Chart E3-183 Custom AutoFilter E4-239
Use a Picture as Shape Fill E3-183 Advanced Filter E4-240
Insert Shapes E3-184
4.5—Using Subtotals, Groups, and Outlines E4-242
Use WordArt in a Chart E3-185
The Subtotal Command E4-243
Pause & Practice: Excel 3-2 E3-186 Outline Buttons E4-244
3.6—Building Pie and Combination Charts E3-188 Create an Auto Outline E4-245
Create a 3-D Pie Chart E3-188 Define Groups E4-245
Pie Chart Elements and Options E3-189 Pause & Practice: Excel 4-2 E4-246
Create a Combination Chart E3-190
4.6—Importing Data E4-248
Combination Chart E­ lements and Options E3-191
Text Files E4-249
3.7—Creating Sunburst and Waterfall Charts E3-191 Word Documents E4-250
Create a Sunburst Chart E3-192 Access Database Files E4-250
Create a Waterfall Chart E3-193 Web Site Data E4-252
3.8—Inserting and Formatting Sparklines E3-194 Workbook Queries and Connections E4-253
Insert Sparklines E3-195 Flash Fill E4-253

xii Contents
4.7—Exporting Data E4-254 1.3—Creating and Using a Table in
Export Data as a Text File E4-254 Datasheet View A1-21
Export Data via the Clipboard E4-256 Create a New Table in Datasheet View A1-21
SharePoint Lists E4-256 Edit the Default Primary Key A1-22
Pause & Practice: Excel 4-3 E4-257 Add New Fields A1-22
»» Add New Fields by Entering Field Names A1-22
4.8—Building and Formatting PivotTables E4-259
»» Add New Fields by Entering Data A1-24
Create a PivotTable E4-260
Delete Fields A1-25
The PivotTable Fields Pane E4-260
Edit Properties in Datasheet View A1-25
Field Settings E4-261
Add a Table Description A1-26
Format a PivotTable E4-263
Save a Table A1-27
PivotTable Layout E4-263
Close a Table A1-27
Refresh a PivotTable E4-264
Open a Table A1-27
Calculated Fields E4-265
Rename a Table A1-28
Create a PivotChart E4-266
Add, Edit, and Delete Records A1-28
Pause & Practice: Excel 4-4 E4-267
Pause & Practice: Access 1-2 A1-30
Chapter Summary E4-270
1.4—Importing Data Records from Excel A1-33
Check for Understanding E4-271
1.5—Exploring Datasheet View A1-35
Using Microsoft Excel 365 E4-272 Navigation Buttons A1-35
Guided Project 4-1 E4-272 Refine the Datasheet Layout A1-36
Guided Project 4-2 E4-276 »» Modify the Field Order A1-36
Guided Project 4-3 E4-282 »» Select a Display Font Face and Font Size A1-37
Independent Project 4-4 E4-286 »» Modify the Row Height A1-37
Independent Project 4-5 E4-289 »» Modify the Column Width A1-38
Independent Project 4-6 E4-291 »» Modify the Field Alignment A1-40
Improve It Project 4-7 E4-293 »» Display Gridlines A1-40
Challenge Project 4-8 E4-295 »» Display Alternate Row Colors A1-40
Challenge Project 4-9 E4-296 »» Use the Datasheet Formatting Dialog Box A1-40
Challenge Project 4-10 E4-297 »» Hide and Unhide Table Fields A1-41
»» Add Total Rows A1-42
»» Save Changes A1-42

access Pause & Practice: Access 1-3 A1-43

1.6—Using Search, Sort, and Filter Tools to
CHAPTER 1: CREATING A Find Records in a Table A1-46
DATABASE AND TABLES A1-2 Search Data in a Table A1-46
Sort Data in a Table with Datasheet View A1-48
Chapter Overview A1-2 »» Sort Data on a Single Field A1-48
Student Learning Outcomes (SLOs) A1-2 »» Sort Data on Multiple Fields A1-49
»» Remove Sorting Criteria A1-50
Case Study A1-2
Filter Data in a Table with Datasheet View A1-50
1.1—Understanding Database Concepts A1-3 »» Create a Filter by Selection A1-50
Organize Data A1-3 »» Create a Text Filter, Number Filter,
The Access Interface A1-4 or Date Filter A1-51
»» Examine Access Objects A1-5 »» Create Compound Filter Criteria A1-52
»» Use the Navigation Pane A1-6 »» Remove Filter Criteria A1-53
»» Use Datasheet and Design View
of a Table A1-7 Pause & Practice: Access 1-4 A1-54
Pause & Practice: Access 1-1 A1-8 Chapter Summary A1-57
1.2—Creating and Managing a Database A1-12 Check for Understanding A1-58
Templates A1-12 Using Microsoft Access 365 A1-59
Database Properties A1-13 Guided Project 1-1 A1-59
Create a Blank Database A1-14 Guided Project 1-2 A1-63
Access Naming Rules A1-14 Guided Project 1-3 A1-68
Data Types A1-15 Independent Project 1-4 A1-73
Create and Save Database Objects A1-16 Independent Project 1-5 A1-75
Open Database Objects A1-17 Independent Project 1-6 A1-77
Rename Database Objects A1-18 Improve It Project 1-7 A1-79
Delete Database Objects A1-18 Challenge Project 1-8 A1-81
Close and Open a Database A1-18 Challenge Project 1-9 A1-82
Back Up and Recover a Database A1-19 Challenge Project 1-10 A1-82

Contents xiii
CHAPTER 2: USING DESIGN VIEW, 2.7—Printing the Contents of a Table A2-127
DATA VALIDATION, AND Preview the Data Records A2-127
Print the Data Records without Previewing A2-128
RELATIONSHIPS A2-83
2.8—Using the Compact & Repair
Chapter Overview A2-83 Database Utility A2-129
Student Learning Outcomes (SLOs) A2-83 Pause & Practice: Access 2-3 A2-130
Case Study A2-83 Chapter Summary A2-135
2.1—Creating a Table in Design View A2-84 Check for Understanding A2-136
Create a New Table in Design View A2-84 Using Microsoft Access 365 A2-137
Add New Fields A2-85 Guided Project 2-1 A2-137
Define a Primary Key A2-86 Guided Project 2-2 A2-140
Delete Fields in a Table A2-87 Guided Project 2-3 A2-143
Save, Close, Rename, and Open a Table A2-87 Independent Project 2-4 A2-147
Property Update Options Smart Tag A2-88 Independent Project 2-5 A2-150
Switch between Datasheet Independent Project 2-6 A2-153
and Design Views A2-88 Improve It Project 2-7 A2-155
2.2—Setting Field Properties A2-88 Challenge Project 2-8 A2-158
Set the Field Size A2-89 Challenge Project 2-9 A2-159
The Format Property A2-90 Challenge Project 2-10 A2-160
»» Number and Currency Field Formats A2-90
»» Date/Time Field Formats A2-90
»» Yes/No Field Formats A2-90
»» Short Text and Long Text Field Formats A2-91 CHAPTER 3: CREATING AND
The Caption Property A2-91 USING QUERIES A3-161
Set the Default Value A2-91
The Required Property A2-92 Chapter Overview A3-161
The New Values Property A2-92 Student Learning Outcomes (SLOs) A3-161
Pause & Practice: Access 2-1 A2-92 Case Study A3-161
2.3—Understanding Data Integrity and 3.1—Understanding Queries and Using
Data Validation A2-95 the Simple Query Wizard A3-162
2.4—Integrating Data Validation in Tables A2-97 3.2—Creating, Running, and Editing a
Field Validation Rules A2-97 Query in Design View A3-163
Record Validation Rules A2-99 Create a Query Based on a Single Table A3-164
Test Validation Rules A2-101 Add Fields into a Query A3-165
Create Validation Text A2-102 Run a Query A3-165
Create a Lookup Field A2-103 Switch between Datasheet and Design Views A3-166
Define an Input Mask A2-107 Save and Close a Query A3-167
Open a Saved Query A3-167
2.5—Changing Field Properties after Records
Rename a Query A3-167
Are Added into a Table A2-111
Create a Query Based on Multiple Tables A3-168
Pause & Practice: Access 2-2 A2-112 Edit Fields in Query Design A3-168
2.6—Understanding and Designing Relational 3.3—Adding a Criterion to a Query A3-169
Databases A2-117 Single Criterion A3-169
Relational Principles A2-117 Comparison Operators A3-171
The Steps to Design a Relational Database A2-118 Use Wildcards in Criteria A3-171
Three Types of Relationships A2-119 »» The ? Wildcard Character A3-172
»» One-to-One Relationship A2-119 »» The * Wildcard Character A3-172
»» One-to-Many Relationship A2-119 »» The # Wildcard Character A3-173
»» Many-to-Many Relationship A2-120 Pause & Practice: Access 3-1 A3-173
»» Understand a Foreign Key A2-120
3.4—Controlling the Display of Query Results A3-175
Create Relationships between Tables A2-122
Unique Values Property A3-175
»» Define a Relationship Using the
Show Option for Query Fields A3-176
­Relationships Window A2-122
Apply Sorting A3-177
»» Enforce Referential Integrity A2-124
»» Cascade Updates A2-125 3.5—Defining Multiple Criteria in a Query A3-178
»» Cascade Deletes A2-125 The AND Operator A3-178
»» Save a Relationship A2-125 The OR Operator A3-179
Delete a Relationship between Tables A2-125 Combine the AND and OR Operators A3-180
Edit a Relationship between Tables A2-126 Pause & Practice: Access 3-2 A3-182

xiv Contents
3.6—Creating and Using a Simple Create a Form from a Template with
Parameter Query A3-184 Application Parts A4-240
Create a Parameter A3-184 4.3—Facilitating Data Input with a Form A4-241
The Parameter Data Type A3-186 Restrict a Form to Data Entry A4-242
Use Wildcards in a Parameter Query A3-187 Limit Edits and Deletions on a Form A4-242
3.7—Adding Calculated Fields to a Query A3-189 Add a Command Button A4-243
Enter a Formula in a Calculated Field A3-189 Test a Form A4-245
Troubleshoot Calculated Fields A3-190 Pause & Practice: Access 4-2 A4-245
Functions in a Calculated Field A3-191
4.4—Creating and Working with a
Pause & Practice: Access 3-3 A3-192 Simple Report A4-248
3.8—Creating and Using a Summary Query A3-194 The Report Wizard A4-249
Aggregate Functions A3-194 View or Modify a Report A4-253
Build a Summary Query A3-195 Save a Report A4-255
Pause & Practice: Access 3-4 A3-198 Open a Saved Report A4-255
Delete a Report A4-256
Chapter Summary A3-200
4.5—Creating and Customizing a Report in
Check for Understanding A3-201 Layout View A4-256
Using Microsoft Access 365 A3-202 The Blank Report Button A4-256
Guided Project 3-1 A3-202 Report Controls A4-256
Guided Project 3-2 A3-204 Report Control Layouts A4-257
Guided Project 3-3 A3-209 Add and Delete Fields in a Control Layout A4-257
Independent Project 3-4 A3-211 Customize a Report in Layout View A4-258
Independent Project 3-5 A3-213 »» Change Control Layouts A4-259
Independent Project 3-6 A3-215 »» Adjust Column Widths A4-259
Improve It Project 3-7 A3-217 »» Add and Delete Rows and Columns
Challenge Project 3-8 A3-220 in a Control Layout A4-260
Challenge Project 3-9 A3-220 »» Move a Control within a Layout A4-260
Challenge Project 3-10 A3-221 Adjust Control Positioning on a Report A4-261
Add a Title, Logo, Date, or Page Numbers
to a Report A4-261
CHAPTER 4: CREATING AND USING
Pause & Practice: Access 4-3 A4-263
FORMS AND REPORTS A4-222
4.6—Adding Grouping, Sorting, and Totals A4-265
Chapter Overview A4-222 Sorting A4-265
Add a Group to a Report A4-266
Student Learning Outcomes (SLOs) A4-222
Group and Sort Options A4-267
Case Study A4-222 Add Totals to a Report A4-268
4.1—Creating and Working with a Simple Form A4-223 4.7—Using Conditional Formatting in a Report A4-269
The Form Wizard A4-223 Conditional Formatting Rules A4-269
The Form Button A4-226 Add Conditional Formatting to a Report A4-270
The Split Form A4-226 Manage Conditional Formatting Rules A4-271
View or Modify a Form A4-227
4.8—Printing a Report A4-271
Save a Form A4-228
Preview a Report A4-271
Open a Saved Form A4-229
Print a Report without Print Preview A4-272
Delete a Form A4-229
Format and Print a Report with Multiple
Pause & Practice: Access 4-1 A4-229 Columns A4-273
4.2—Creating and Customizing a Form in Pause & Practice: Access 4-4 A4-274
Layout View A4-231 Chapter Summary A4-276
Create a Form Using the Blank Form Button A4-231
Form Controls A4-232 Check for Understanding A4-277
Form Control Layouts A4-233 Using Microsoft Access 365 A4-278
Add Fields to a Control Layout A4-233 Guided Project 4-1 A4-278
Delete Fields from a Control Layout A4-234 Guided Project 4-2 A4-281
Customize a Form in Layout View A4-235 Guided Project 4-3 A4-285
»» Change Control Layouts A4-235 Independent Project 4-4 A4-288
»» Adjust Control Widths and Heights A4-236 Independent Project 4-5 A4-290
»» Add and Delete Rows and Columns in Independent Project 4-6 A4-294
a Control Layout A4-237 Improve It Project 4-7 A4-298
»» Move a Control within a Layout A4-238 Challenge Project 4-8 A4-299
Adjust Control Positioning on a Form A4-238 Challenge Project 4-9 A4-300
Add a Title, Date, or Logo to a Form A4-239 Challenge Project 4-10 A4-301

Contents xv
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 powerpoint 1.9—Applying Properties
Pause & Practice: Powerpoint 1-3
P1-48
P1-49
CHAPTER 1: CREATING AND Chapter Summary P1-53
EDITING PRESENTATIONS P1-2 Check for Understanding P1-54
Chapter Overview P1-2 Using Microsoft PowerPoint 365 P1-55
Guided Project 1-1 P1-55
Student Learning Outcomes (SLOs) P1-2
Guided Project 1-2 P1-58
Case Study P1-2 Guided Project 1-3 P1-61
1.1—Creating, Opening, and Saving Presentations P1-3 Independent Project 1-4 P1-64
PowerPoint Start and Open Pages P1-3 Independent Project 1-5 P1-66
Views P1-5 Independent Project 1-6 P1-68
Save and Close a Presentation P1-9 Improve It Project 1-7 P1-70
Share and Export Options P1-11 Challenge Project 1-8 P1-72
1.2—Working with Slides, Layouts, Challenge Project 1-9 P1-72
Placeholders, and Text P1-13 Challenge Project 1-10 P1-73
Add Slides and Choose Layouts P1-13
Enter Text in Placeholders P1-14
Align, Move, and Resize Placeholders P1-17 CHAPTER 2: ILLUSTRATING WITH
Edit Text P1-18 PICTURES AND INFORMATION
Change Text Case P1-19 GRAPHICS P2-74
Change List Bullet Symbols P1-19
The Format Painter P1-20 Chapter Overview P2-74
Reuse Slides from Another Presentation P1-20 Student Learning Outcomes (SLOs) P2-74
Check Spelling and Word Usage P1-21
Case Study P2-74
Use PowerPoint Designer with Listed
Information P1-22 2.1—Working with Shapes, Styles, Effects,
Use PowerPoint QuickStarter to Research and Colors P2-75
Content P1-24 Shapes and Text Boxes P2-75
Style Galleries and Effect Options P2-78
1.3—Navigating between Slides and
Outline Weight and Style P2-78
Organizing Content P1-25
Solid and Gradient Colors P2-79
Navigate between Slides P1-25
Custom Colors P2-81
Copy, Paste, and Duplicate Slides P1-26
Color Matching with the Eyedropper P2-83
Select Multiple Slides P1-27
Picture, Texture, or Pattern Fills P2-83
Rearrange Slide Order P1-28
WordArt Styles and Text Effects P2-84
Delete Slides P1-29
2.2—Working with Icons and 3D Models P2-87
Pause & Practice: Powerpoint 1-1 P1-29
Insert and Format Icons P2-87
1.4—Changing Theme Colors and Fonts P1-32 Insert and Adjust 3D Models P2-91
Change Theme Colors P1-33
2.3—Working with Pictures P2-93
Change Theme Fonts P1-34
Apply Picture Styles and Effects P2-93
Use the Slide Master to Change
Crop a Picture P2-94
Theme Colors and Fonts P1-34
Change Picture Colors P2-94
1.5—Inserting Headers and Footers P1-35 Set a Transparent Color P2-95
Create a Slide Footer P1-35 Compress Pictures P2-96
Create a Notes and Handouts Header P1-36 Insert Online Pictures and Illustrations P2-96
Pause & Practice: Powerpoint 1-2 P1-37 Creative Commons Licensing P2-98
1.6—Working with a Picture from a File P1-40 Pause & Practice: Powerpoint 2-1 P2-99
Insert a Picture and Select a Design 2.4—Creating a Table P2-103
Ideas Layout P1-40 Insert and Draw Methods P2-103
Resize a Picture P1-42 Move and Select P2-105
Align a Picture P1-42 Insert and Delete Rows and Columns P2-106
1.7—Applying and Modifying Transitions P1-43 Merge and Split Cells P2-106
Select Effect Options P1-44 Adjust Sizing P2-107
1.8—Exploring Print Options P1-45 2.5—Formatting a Table P2-108
Preview a Presentation P1-45 Table Style Options and Effects P2-108
Print a Slide P1-46 Shading and Border Colors P2-109
Print a Handout P1-46 Cell Alignment P2-110
Print an Outline P1-47 Cell Margins and Text Direction P2-110

xvi Contents
Pause & Practice: Powerpoint 2-2 P2-111 3.3—Linking to an Online Video P3-175
2.6—Creating a SmartArt Graphic P2-113 Format an Online Video P3-176
SmartArt Layouts P2-114 Play an Online Video P3-176
Add Text P2-115 Obtain Permission P3-178
2.7—Formatting a SmartArt Graphic P2-116 Pause & Practice: Powerpoint 3-1 P3-178
SmartArt Styles P2-116 3.4—Using Rehearsal Techniques P3-182
Change Colors P2-117 Speaker Notes P3-182
Change Layouts P2-117 Rehearse Timings P3-183
Add Shapes P2-118 Set Timings Manually P3-184
Pause & Practice: Powerpoint 2-3 P2-118 Prepare for Mishaps P3-185
2.8—Creating a Chart P2-121 3.5—Controlling Display Options P3-185
Enter Data and Edit P2-124 Adjust Slide Size P3-185
Change Chart Type P2-125 Presenter View P3-186
2.9—Formatting a Chart P2-126 Pause & Practice: Powerpoint 3-2 P3-189
Chart Styles and Colors P2-126 3.6—Presenting Using Projection Equipment P3-191
Format Chart Elements P2-127 Position Equipment P3-192
Legend and Data Labels P2-129 Navigate in a Slide Show P3-192
Explode a Pie Slice P2-131 Control Slide Display P3-192
Pause & Practice: Powerpoint 2-4 P2-132 »» Blank Slides P3-193
»» Hide and Reveal Slides P3-193
Chapter Summary P2-136
»» Use Keyboard Shortcuts P3-193
Check for Understanding P2-137 Remote Control and Laser Pointer P3-194
Using Microsoft PowerPoint 365 P2-138 3.7—Using Annotation Pens P3-195
Guided Project 2-1 P2-138
Pause & Practice: Powerpoint 3-3 P3-196
Guided Project 2-2 P2-141
Guided Project 2-3 P2-145 3.8—Preparing a Self-Running Presentation P3-198
Independent Project 2-4 P2-148 Record a Slide Show with Narration P3-198
Independent Project 2-5 P2-151 Set Up a Kiosk Presentation with Looping P3-200
Independent Project 2-6 P2-155 3.9—Packaging a Presentation for CD or Folder P3-200
Improve It Project 2-7 P2-158 Pause & Practice: Powerpoint 3-4 P3-201
Challenge Project 2-8 P2-160
Chapter Summary P3-205
Challenge Project 2-9 P2-160
Challenge Project 2-10 P2-161 Check for Understanding P3-206
Using Microsoft PowerPoint 365 P3-207
Guided Project 3-1 P3-207
Guided Project 3-2 P3-210
CHAPTER 3: PREPARING FOR Guided Project 3-3 P3-214
DELIVERY AND USING A SLIDE Independent Project 3-4 P3-216
PRESENTATION P3-162 Independent Project 3-5 P3-219
Independent Project 3-6 P3-221
Chapter Overview P3-162 Improve It Project 3-7 P3-224
Student Learning Outcomes (SLOs) P3-162 Challenge Project 3-8 P3-226
Case Study P3-162 Challenge Project 3-9 P3-227
Challenge Project 3-10 P3-227
3.1—Creating Custom Theme and
Background Colors P3-163
Custom Theme Colors P3-163 appendices
Custom Background Colors P3-166 Appendix A: Microsoft Office Shortcuts A-2
»» Format a Background with Pattern and Appendix B: Business Document Formats
Gradient Fills P3-167 (online only) B-1
»» Format a Background with Picture and
Texture Fills P3-169
3.2—Applying Animation P3-172
glossary G-1
Add Entrance, Exit, and Emphasis Effects P3-172
Effect Options, Timing, and Duration P3-173 index I-1

Contents xvii
 about the authors

randy nordell, ed.d.

AMERICAN RIVER COLLEGE

Dr. Randy Nordell is a Professor of Business Technology at American River College in Sacramento, California.
He has been an educator for over 25 years and has taught at the high school, community college, and university
levels. He holds a bachelor’s degree in Business Administration from California State University, Stanislaus, a
single subject teaching credential from Fresno State University, a master’s degree in Education from Fresno Pacific
University, and a doctorate in Education from Argosy University. Randy is the lead author of the Microsoft Office
365: In Practice, Microsoft Office 2016: In Practice, and Microsoft Office 2013: In Practice series of texts. He is also the
author of 101 Tips for Online Course Success and Microsoft Outlook 2010. Randy speaks regularly at conferences on
the integration of technology into the curriculum. When not teaching and writing, he enjoys spending time with his
family, cycling, skiing, swimming, backpacking, and enjoying the California weather and terrain.

kathleen stewart, m.s. ed., m.b.a.

Kathleen Stewart is retired from her role as professor and department chairperson for the Information
Management Systems Department at Moraine Valley Community College in Palos Hills, Illinois. She has a
master’s degree in occupational education from Southern Illinois University in Carbondale and an M.B.A. from
Loyola University in Chicago. She has authored Microsoft Office texts for many years for McGraw-Hill and has
been involved in corporate training in the Chicago area. When not occupied by a writing project, she enjoys travel-
ing, working on her golf game, literacy tutoring, and exploring cultural activities in the city.

annette easton, Ph.d.

Annette Easton is retired from her role as department chair and associate professor of management information
systems at San Diego State University. She taught for over 28 years at the university level and served as a School
Board Trustee for eight years. She holds a bachelor’s degree in business administration from Fresno State
University, and a doctorate in management information systems from the University of Arizona. Annette has pub-
lished articles on information technology education, electronic meeting systems, and integrating new technologies
into the information systems curriculum. She co-authored Cases for Modern Systems Development, and has been
an author of Access textbooks for McGraw-Hill Education since 2013. When not writing, she enjoys traveling and
improving her golf game with her husband, spending time with her family, and cooking.

xviii About the Authors

 pat graves, ed.d.
Pat Graves is a professor emeritus at Eastern Illinois University in Charleston, Illinois. She taught at the high
school level before receiving her doctorate in education from the University of Memphis. At Eastern Illinois
University, she taught in the School of Business for 20 years. Pat has been an author for McGraw-Hill Education
since 2002. She is the PowerPoint author for the Microsoft Office: In Practice series published in 2013, 2016, and
2019. When not writing, she travels, spends time with family and friends, enjoys the music city of Nashville, and
appreciates the peacefulness of the Tennessee mountains.

About the Authors xix

 preface

What We’re About

We wrote Microsoft Office 365: In Practice, 2019 Edition to meet the diverse needs of both students
and instructors. Our approach focuses on presenting Office topics in a logical and structured
manner, teaching concepts in a way that reinforces learning with practice projects that are
transferrable, relevant, and engaging. Our pedagogy and content are based on the following beliefs.

Students Need to Learn and Practice Transferable Skills

Students must be able to transfer the concepts and skills learned in the text to a variety of projects,
not simply follow steps in a textbook. Our material goes beyond the instruction of many texts.
In our content, students practice the concepts in a variety of current and relevant projects and
are able to transfer skills and concepts learned to different projects in the real world. To further
increase the transferability of skills learned, this text is integrated with SIMnet so students also
practice skills and complete projects in an online environment.

Your Curriculum Drives the Content

The curriculum in the classroom should drive the content of the text, not the other way around.
This book is designed to allow instructors and students to cover all the material they need to in
order to meet the curriculum requirements of their courses no matter how the courses are struc-
tured. Microsoft Office 365: In Practice, 2019 Edition teaches the marketable skills that are key to
student success. McGraw-Hill’s Custom Publishing site, Create, can further tailor the content
material to meet the unique educational needs of any school.

Integrated with Technology

Our text provides a fresh and new approach to an Office applications course. Topics integrate
seamlessly with SIMnet with 1:1 content to help students practice and master concepts and skills
using SIMnet’s interactive learning philosophy. Projects in SIMnet allow students to practice their
skills and receive immediate feedback. This integration with SIMnet meets the diverse needs of
students and accommodates individual learning styles. Additional textbook resources found in
SIMnet (Resources and Library sections) integrate with the learning management systems that are
widely used in many online and onsite courses.

Reference Text
In addition to providing students with an abundance of real-life examples and practice projects, we
designed this text to be used as a Microsoft Office 365 reference source. The core material, unclut-
tered with exercises, focuses on real-world use and application. Our text provides clear step-by-step
instructions on how readers can apply the various features available in Microsoft Office in a variety
of contexts. At the same time, users have access to a variety of both online (SIMnet) and textbook
practice projects to reinforce skills and concepts. Both SIMnet and this text are updated with the
most current Office 365 features. For the most current updates, please refer first to SIMnet.

xx Preface
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