Microsoft Office Guides

Another new feature in Office 2010 that adds a touch of visual sophistication to the files you create is support for OpenType typography.  OpenType fonts are a type of scalable font developed by Microsoft and Adobe to provide an expressive font format that enables software users to create files reflecting an increasingly diverse range of languages.  Word 2010 and Publisher 2010 now support the typography features found in some OpenType fonts, such as working with ligatures and stylistic sets.  Word 2010 and Publisher 2010 also include support for Number Forms and Spacing  (The feature is called Number Styles in Publisher ).

A ligature is a character in typography that consists of two or more connecting letters; for example, the letters f are often set as a ligature.  Ligatures were originally invented (back in the dark ages when typesetters cast type in lead before inking them and printing pages) to save space and reduce typesetting effort.

A stylistic set is a font displayed with a specific set of characteristics, enabling you to get a subtly different look and feel for selected text even though you’re using the same font throughout a document.  Gabriola, a new font in Office 2010, offers a variety of stylistic sets you can try in your documents.  Different stylistic sets might give you a whole range of   choices for that particular font, including whether you want to display serifs or not, how characters with extenders are displayed, and much more.

To see your typography choices in Word 2010, click the dialog launcher in the Font group on the Home tab, and then click the Advanced tab.  The Ligatures setting enables you to choose how you want the ligatures to be applied when they are available, and the Stylistic Sets choice offers a list of available sets you can select for the current font.  Take a close look at the length and shape of the extenders on the letters h, k, and p as well as the spacing between the characters to see the difference.

You’re on page 374 of your novel when inspiration strikes and you know you just have to change the main character’s name from Eleanor to Fifi. Instead of combing through all of those hundreds of pages, hunting for each instance of “Eleanor,” you can make the change globally, throughout the whole document, with just a few clicks. To find all instances of a search term and replace it with something else, follow these steps:
1. With the document open, click Home?Replace (Alt, H, R).
Word opens the Find and Replace dialog box, with the Replace tab selected.
2. In the “Find what” box, type the word or phrase you want to replace. (In the novel example, you’d type Eleanor.) Below it, in the “Replace with” box, type the word or phrase you want to replace it with (Fifi in the example). Click Replace All (Alt+A). Word replaces all instances of the “Find what” term with the “Replace with” term and shows a dialog box telling you how many replacements it made.
3. Click OK. If you’re done searching and replacing for now, click Close.
Word closes the Find and Replace dialog box.
What if you don’t want to replace each and every instance of the search term? For example, imagine you’ve been working on a personnel report, and you realize that you’ve misspelled Bob Browne’s name all the way through, typing it as “Brown.” But you can’t just replace all instances of “Brown” with “Browne,” because then Samantha Brown’s name would be wrong. You need to see each instance in context before you decide whether to replace it.

It’s no secret that seeing how something is done in video format is a simple way to learn a new technique, whether you’re changing the oil in your car, learning how to plant a rosebush, or designing a new brochure in Publisher 2010.  A video clip enables you to share with others the “how to” as well as the “why” because you can explain the reasons for the action while
you’re demonstrating the technique for those viewing the clip.

Are you ready to let your creativity out of the box? Take a look at the new video capabilities in PowerPoint 2010.  Now the video from your files is embedded by default, which means that you no longer have to carry all your media files along whenever you copy, move, or share a presentation.  Because the video is embedded, you can edit the video directly in PowerPoint without using any other video-editing software.

The video-editing features in PowerPoint 2010 enable you to shorten long video segments, apply fade-in and fade-out settings, add bookmarks to help you quickly access important points in the video or even trigger animation from key points in your video.

Tip If you have online video you’d like to use in your PowerPoint 2010 presentation, you can easily embed the code from the online video site right in your PowerPoint slide.

You’re on page 374 of your novel when inspiration strikes and you know you just have to change the main character’s name from Eleanor to Fifi. Instead of combing through all of those hundreds of pages, hunting for each instance of “Eleanor,” you can make the change globally, throughout the whole document, with just a few clicks. To find all instances of a search term and replace it with something else, follow these steps:
1. With the document open, click Home?Replace (Alt, H, R).
Word opens the Find and Replace dialog box, with the Replace tab selected.
2. In the “Find what” box, type the word or phrase you want to replace. (In the novel example, you’d type Eleanor.) Below it, in the “Replace with” box, type the word or phrase you want to replace it with (Fifi in the example). Click Replace All (Alt+A). Word replaces all instances of the “Find what” term with the “Replace with” term and shows a dialog box telling you how many replacements it made.
3. Click OK. If you’re done searching and replacing for now, click Close.
Word closes the Find and Replace dialog box.
What if you don’t want to replace each and every instance of the search term? For example, imagine you’ve been working on a personnel report, and you realize that you’ve misspelled Bob Browne’s name all the way through, typing it as “Brown.” But you can’t just replace all instances of “Brown” with “Browne,” because then Samantha Brown’s name would be wrong. You need to see each instance in context before you decide whether to replace it.

Maybe it’s all about the data for you.  You design elegant databases; you create new data tables and forms.  You know how to put together such a sophisticated query that it leaves others in awe.  When you need to communicate your ideas to others who aren’t as comfortable with data as you are, chances are that you know what happens when other peoples’ eyes glaze over.  They are no longer listening, which means they aren’t following what you’re saying.  How can you make sure they understand what your data is saying in a way that makes sense? Access 2010 data visualizations can help.

Conditional formatting in Access 2010 now supports data bars, which enable you to depict data visually so that your audience can understand your ideas.  In addition to the traditional data bars, now you can set negative values for data bar display as well.
Improved tools in Access 2010 enable you to apply a greater range of conditional formatting to the tables and reports you create. Here are other ways you can add visual elements to Access 2010:

• Include data bars, icons for minimum and maximum values, and more
• Display an image on the background of your reports by using the Background Image feature in the Report Design Tools Format tab.

When you see the Protected View message in your application window, the file you tried to open has either been blocked or has been determined to be in a file format fagged for blocking  If you still want to see what’s in the file or find out if it is from a source you trust, you can open the file in Protected View.

Protected View is a safe mode that enables you to display a read-only view of the document. The file is opened in a protected space called a sandbox, where the file cannot affect your other files or system data  After you determine that the file is acceptable, you can click Enable Editing to open the file normally.

You also can change the way Protected View is used when questionable fles are opened  The settings for Protected View are available in the Protected View category in the Trust Center.

Password Protecting a File

Although you’ve been able to add passwords to your Word, Excel, and PowerPoint files for a while, in Offce 2010 the password encryption rules have been changed to account for password strength as well.  You set an encrypted password for your file using Backstage view.

In addition to ensuring the files you open and work with are trustworthy, you also need to be able to set parameters for the types of modifications that can be made to the file by others who work with the file as well  Each of the Office 2010 applications includes protection features that enable you to set safeguards at the fle level  You’ll fnd all the protection features in Backstage view, in the Info category.

Excel 2010 enables you to set several levels of protection for the current worksheet. In the Info category of Backstage view, you can choose one of the following options to limit the changes that can be made to the fle:

• Protect Current Sheet displays the Protect Sheet dialog box, which enables you to create a password other users must enter in order to modify the worksheet. Additionally, you can choose the actions you want to allow users to complete, such as format cells, insert columns, and delete rows.
• Protect Workbook Structure lets you safeguard the structure of the workbook—or the Excel window—by prohibiting others from adding new worksheets.

Word 2010 offers several levels of restrictions that enable you to set the level of changes that can be made in a specific document. These features, which were also part of Word 2007, allow you to limit others’ changes in the following ways:

• Formatting restrictions limit users to changing styles used in the document
• Editing restrictions enable you to specify whether you want users to view the file as read-only, or whether you will allow them to enter tracked changes, enter comments, or complete forms.

Another way to limit the access others have to your documents is to restrict permissions by role. The Restrict Permission By People option in the Protect settings in the Info tab (in Backstage view) of Word, Excel, and PowerPoint enable you to choose the group of people who you want to give access to your document.  For example, Unrestricted Access is still applied to the current fle, but you can choose another setting to connect to your organization’s rights management system, which defines the roles and permissions in your system.  By default, choosing one of these options displays the introductory page of Information Rights Management, which is a free service from Microsoft that enables you to authenticate the credentials of others who work with your files.

Recovering Unsaved Versions

The process of retrieving unsaved copies of recent fles might not be a security issue in terms of defending against data loss or attack, but having the ability to easily retrieve these copies can help you avoid a major headache if you forgot to save a file with business-critical data. Now Offce 2010 applications enable you to recover unsaved versions of fles you’ve worked
on and retrieve the information you need. You can fnd the recovered versions in Backstage view, in the Info category  Click Manage Versions to display the list of options. Click Recover Draft Versions to display the Open dialog box, which lists any available previous versions of the file.

Tip  You can also display unsaved documents from the Recent category  Scroll to the bottom of the Recent Documents list, and click Recover Unsaved Documents  Double-click the fle you want to view in the Open dialog box.

In keeping with green efforts to maximize efficiency on systems users already have, Office 2010 was designed for any system capable of running Office 2007.  Here are the suggested system requirements for Offce 2010:

• Computer and processor: 500-MHz processor or higher
• Memory: 256 MB (megabytes) of RAM or more
• Hard disk space: 2 GB (gigabytes)*
• Drive: CD-ROM or DVD drive
• Display: 1024 by 768 or higher resolution monitor
• Operating system: Windows XP SP3 (32-bit), Windows Vista SP1 (32-bit or 64-bit), Windows 7 (32-bit or 64-bit), Windows Server 2003 R2 with SP2 (32-bit or 64-bit), or Windows Server 2008 with SP1 (32-bit or 64-bit)  Terminal Server and Windows on Windows (WOW) are also supported  **
  * Part of the used hard disk space can be released after installation is complete
  ** WOW allows users to install 32-bit Offce 2010 on 64-bit systems

You can stock Outlook’s Contact form with everything from the barest basics (name and email address) to a fully f leshed-out address book entry: company, job title, multiple phone numbers and addresses, even a photo. When someone sends you an email, you can instantly transform that person into a contact. As you create new contacts, Outlook automatically builds a virtual business card for those people, giving you at-a-glance access to the info you need.

Creating a new contact from scratch

What you need to do here is really pretty simple; just follow these steps:
1. In Outlook’s Navigation pane, click Contacts. Select Home?New Contact (Alt, H, N) or press Ctrl+N.
The Contact window, shown in Figure 11-1, opens. This window is where you create and work with individual contacts. You can save a ton of information here, including the contact’s name and company, Internet info (email, web address, instant messaging ID), phone numbers, and physical addresses. You can also create a virtual business card—an online card within Outlook that holds a person’s contact information—and add a photo.
2. In the top section, fill in the person’s name and personal information.
Type directly into the text boxes, or click the Full Name button to enter the name by field: Title, First Name, Last Name, and so on. The information you fill in appears on the virtual business card to the right.
3. Take a look at the “File as” box, which tells Outlook how to display this contact—most people go for Last Name, First Name. If that’s not how you’d look for this person, then click the down arrow and select a different category. You might want to look up certain contacts by their company, rather than their names, for example. You can select how you want to file any contact when you create or edit that contact.
4. If you want, add a photo. To do so, click the silhouette to the right of the contact’s name.