www.it-ebooks.info Office 2007 Bible John Walkenbach Herb Tyson Faithe Wempen Cary N Prague Michael R Groh Peter G Aitken Michael R Irwin Gavin Powell Lisa A Bucki www.it-ebooks.info www.it-ebooks.info Office 2007 Bible www.it-ebooks.info www.it-ebooks.info Office 2007 Bible John Walkenbach Herb Tyson Faithe Wempen Cary N Prague Michael R Groh Peter G Aitken Michael R Irwin Gavin Powell Lisa A Bucki www.it-ebooks.info Office 2007 Bible Published by Wiley Publishing, Inc 10475 Crosspoint Boulevard Indianapolis, IN 46256 www.wiley.com Copyright © 2007 by Wiley Publishing, Inc., Indianapolis, Indiana Published simultaneously in Canada ISBN: 978-0-470-04691-3 Manufactured in the United States of America 10 No part of this publication may be reproduced, stored in a retrieval system or transmitted in any form or by any means, electronic, mechanical, photocopying, recording, scanning or otherwise, except as permitted under Sections 107 or 108 of the 1976 United States Copyright Act, without either the prior written permission of the Publisher, or authorization through payment of the appropriate per-copy fee to the Copyright Clearance Center, 222 Rosewood Drive, Danvers, MA 01923, (978) 750-8400, fax (978) 646-8600 Requests to the Publisher for permission should be addressed to the Legal Department, Wiley Publishing, Inc., 10475 Crosspoint Blvd., Indianapolis, IN 46256, (317) 572-3447, fax (317) 572-4355, or online at http://www.wiley.com/go/permissions Limit of Liability/Disclaimer of Warranty: The publisher and the author make no representations or warranties with respect to the accuracy or completeness of the contents of this work and specifically disclaim all warranties, including without limitation warranties of fitness for a particular purpose No warranty may be created or extended by sales or promotional materials The advice and strategies contained herein may not be suitable for every situation This work is sold with the understanding that the publisher is not engaged in rendering legal, accounting, or other professional services If professional assistance is required, the services of a competent professional person should be sought Neither the publisher nor the author shall be liable for damages arising herefrom The fact that an organization or Website is referred to in this work as a citation and/or a potential source of further information does not mean that the author or the publisher endorses the information the organization or Website may provide or recommendations it may make Further, readers should be aware that Internet Websites listed in this work may have changed or disappeared between when this work was written and when it is read For general information on our other products and services or to obtain technical support, please contact our Customer Care Department within the U.S at (800) 762-2974, outside the U.S at (317) 572-3993 or fax (317) 572-4002 Library of Congress Cataloging-in-Publication Data Office 2007 bible / John Walkenbach [et al.] p cm Includes index ISBN 978-0-470-04691-3 (paper/website) Microsoft Office Business—Computer programs I Walkenbach, John HF5548.4.M525O3342 2007 005.5—dc22 2007014969 Trademarks: Wiley, the Wiley logo, and related trade dress are trademarks or registered trademarks of John Wiley & Sons, Inc and/or its affiliates, in the United States and other countries, and may not be used without written permission Microsoft is a registered trademark of Microsoft Corporation in the United States and/or other countries All other trademarks are the property of their respective owners Wiley Publishing, Inc., is not associated with any product or vendor mentioned in this book Wiley also publishes its books in a variety of electronic formats Some content that appears in print may not be available in electronic books www.it-ebooks.info About the Authors John Walkenbach is a bestselling Excel author and has published more than 50 spreadsheet books He lives amid the saguaros, javelinas, and gila monsters in Southern Arizona For more information, Google him Herb Tyson is an economist and computer consultant and trainer in the Washington, D.C., area He earned an interdisciplinary doctorate from Michigan State University in 1977 and an undergraduate degree in Economics and Sociology from Georgetown University in 1973 He is the author of many computer magazine and ezine articles, as well as more than a dozen computing books, including Teach Yourself Outlook 2000 in 24 Hours, Word for Windows Super Book, Teach Yourself Web Publishing with Microsoft Word, XyWrite Revealed, Word for Windows Revealed, Your OS/2 Consultant, and Navigating the Internet with OS/2 Warp Herb is also joint author and technical editor for many other books He has received the Microsoft MVP (Most Valuable Professional) award each year for more than ten years in recognition for helping thousands of Microsoft Word users Widely recognized for his expertise, Herb’s clients have included IBM, Wang, the federal government, the World Bank, as well as numerous law firms and publishers Herb is also a singer and songwriter, currently working on his second CD He and his guitar are no strangers to musical venues in the Washington, D.C., area He has performed at the Birchmere, the Kennedy Center, Jammin’ Java, and coffeehouses, and is a frequent performer at the Mount Vernon Unitarian Church (where he serves as Webmaster) You can visit Herb’s Web site at www.herbtyson.com Questions about this book and Microsoft Office can be pursued at Herb’s Word 2007 blog, at word2007bible.blogspot.com You can also e-mail Herb Tyson at herbsbooks@herbtyson.com Faithe Wempen, M.A., is an A+ Certified hardware guru, Microsoft Office Specialist Master Instructor, and software consultant with more than 90 computer books to her credit She has taught Microsoft Office applications, including PowerPoint, to more than a quarter of a million online students for corporate clients including Hewlett Packard, CNET, Sony, Gateway, and eMachines When she is not writing, she teaches Microsoft Office classes in the Computer Technology department at Indiana University–Purdue University at Indianapolis (IUPUI), does private computer training and support consulting, and owns and operates Sycamore Knoll Bed and Breakfast in Noblesville, Indiana (www.sycamoreknoll.com) Cary N Prague is an internationally best-selling author and lecturer in the database industry He owns Database Creations, Inc., the world’s largest Microsoft Access add-on company Their products include a line of financial software; Business! for Microsoft Office, a mid-range accounting system, POSitively Business! Point of Sale software, the Inventory Barcode manager for mobile data collection, and the Check Writer and General Ledger Database Creations also produces a line of developer tools including the appBuilder, an application generator for Microsoft Access, the EZ Access Developer Tools for building great user interfaces, appWatcher for maintaining code bases among several developers, and Surgical Strike, the only Patch Manager for Microsoft Access Cary also owns Database Creations Consulting, LLC., a successful consulting firm specializing in Microsoft Access and SQL Server applications Local and national clients include many Fortune 100 companies including manufacturers, defense contractors, insurance, health-care, and software industry companies His client list includes Microsoft, United Technologies, ABB, Smith & Wesson Firearms, Pratt and Whitney Aircraft, ProHealth, OfficeMax, Continental Airlines, and other Fortune 500 companies Formerly, he has held numerous management positions in corporate information systems, including Director of Managed Care Reporting for MetraHealth, Director of Corporate Finance and Software Productivity at Travelers Insurance, where he was responsible for software support for 35,000 end users, and Manager of Information Systems support for Northeast Utilities www.it-ebooks.info He is one of the top bestselling authors in the computer database management market, having written more than 40 books that have sold more than one million copies on software including Microsoft Access, Borland (Ashton-Tate) dBASE, Paradox, R:Base, Framework, and graphics Cary’s books include 11 books in the Access Bible series (recently number one on the Ingram Bestselling Database Titles list and in the Amazon.com top 100), Access 97 Secrets, dBASE for Windows Handbook, dBASE IV Programming (winner of the Computer Press Association’s Book of the Year award for Best Software Specific Book), and Everyman’s Database Primer Featuring dBASE IV He recently completed several books for Access 2003 including Weekend Crash Course in Office Access 2003 Programming Cary recently sold a product line named eTools for Microsoft Access to MightyWords, a division of FatBrain.com and Barnes and Noble Cary is certified in Access as a Microsoft Certified Professional and has passed the MOUS test in Access and Word He is a frequent speaker at seminars and conferences around the country He is on the exclusive Microsoft Access Insider Advisory Board and makes frequent trips to Microsoft headquarters in Redmond, WA He has been voted the best speaker by the attendees of several national conferences Recently, he was a speaker for Microsoft-sponsored conferences in New Orleans, Hawaii, Phoenix, Chicago, Toronto, Palm Springs, Boston, and Orlando He has also spoken at Borland’s Database Conference, Digital Consulting’s Database World, Microsoft’s Developer Days, Computerland’s Technomics Conference, COMDEX, and COMPAQ Computer’s Innovate He was a contributing editor to Access Advisor magazine and has written for the Microsoft Office Developer’s journal He is active in local town politics serving on the South Windsor, Connecticut, Board of Education, Parks and Recreation Commission, and the Board of Assessment Appeals Cary holds a master’s degree in computer science from Rensselaer Polytechnic Institute, and an MBA and a Bachelor of Accounting from the University of Connecticut He is also a Certified Data Processor Michael R Groh is a well-known author, writer, and consultant specializing in Windows database systems His company, PC Productivity Solutions, provides information-management applications to companies across the country Over the last 25 years, Mike has worked with a wide variety of programming languages, operating systems, and computer hardware, ranging from programming a DEC PDP-8A using the Focal interpreted language to building distributed applications under Visual Studio NET and Microsoft SharePoint Mike was one of the first people outside Microsoft to see Access in action He was among a select group of journalists and publishers invited to preview the Access 1.0 beta (then called Cirrus) at the 1992 Windows World Conference in Chicago Since then, Mike has been involved in every Microsoft Access beta program, as an insider and as a journalist and reporter documenting the evolution of this fascinating product Mike has authored parts of more than 20 different computer books and is a frequent contributor to computer magazines and journals Mike has written more than 200 articles and editorials over the last 15 years, mostly for Advisor Media (San Diego, CA) He frequently speaks at computer conferences virtually everywhere in the world, and is technical editor and contributor to periodicals and publications produced by Advisor Media Mike holds a master’s degree in Clinical Chemistry from the University of Iowa (Iowa City, IA) and an MBA from Northeastern University (Boston, MA) Mike can be reached at AccessBible@mikegroh.com Please prefix the e-mail subject line with “AccessBible:” to get past the spam blocker on this account Peter G Aitken has been writing about computers and programming for over 15 years, with more than 45 books to his credit and more than 1.5 million copies in print He has also contributed hundreds of articles and product reviews to magazines and Web sites such as Visual Developer Magazine, PC Magazine, DevX, Microsoft Office Pro, Builder.com, and DevSource Peter is the proprietor of PGA Consulting, providing custom application development and technical writing services to business, academia, and government since 1994 vi www.it-ebooks.info Michael R Irwin is considered one of the leading authorities on automated database and Internet management systems today He is a noted worldwide lecturer, winner of national and international awards, bestselling author, and developer of client/server, Internet, intranet, and PC-based database-management systems Michael has extensive database knowledge, gained by working with the Metropolitan Police Department in Washington, D.C., as a developer and analyst for the Information Systems Division for more than 20 years and assorted Federal Agencies of the United States Government Since retiring in June 1992, he has run his own consulting firm, named The Irwin Group, and is principal partner in the company - IT in Asia, LLC, specializing in Internet database integration and emphasizing Client/Server and Internet solutions With consulting offices in Cincinnati, Ohio, Bangkok, Thailand, and Manila, Philippines, his companies offer training and development of Internet and database applications His company has the distinction of being one of the first Microsoft Solution’s Providers (in 1992) His local, national, and international clients include many software companies, manufacturers, government agencies, and international companies His range of expertise includes database processing and integration between mainframe, minicomputer, and PC-based database systems, as well as B-2-B and B-2-C integration between back-end databases He is a leading authority on PC-based databases He is one of the top bestselling authors in the computer database-management market, having authored numerous database books, with several of them consistently on the bestseller lists His books, combined, have sold nearly a million copies worldwide His most recent works include The OOPs Primer (Borland Press), dBASE 5.5 for Windows Programming (Prentice Hall), Microsoft Access 2002 Bible, Microsoft Access 2002 Bible Gold Edition (co-authored), and Working with the Internet The Access Bible series have constantly been number one on the Ingram Best-selling Database Titles list and is consistently in the Amazon.com and Buy.com top 10 He has also written several books on customs and cultures of the countries of Asia (including China, Japan, Thailand, and India) Two of his books have won international acclaim His books are published in more than 24 languages worldwide He has been a contributing editor and author to many well-known magazines and journals He is a frequent speaker at seminars and conferences around the world and has been voted the best speaker by the attendees of several international conferences Michael has developed and markets several add-on software products for the Internet and productivityrelated applications Many of his productivity applications can be obtained from several of his Internet sites or on many common download sites Many of his application and systems are distributed as freeware and careware He has also developed and distributes several development tools and add-ins for a wide range of developer applications Gavin Powell is a computer consultant and a writer, with more than 20 years of IT experience and more than 10 titles to his credit He has worked as a programmer, analyst, data modeler, database administrator, and Unix administrator Gavin is also a semiprofessional musician, songwriter, and recording engineer, playing multiple instruments and writing prolifically Gavin can be reached by e-mail at info@oracledbaexpert com or ezpowell@ezpowell.com Lisa A Bucki is an author, trainer, and consultant and has been writing and teaching about computers and software for more than 15 years She wrote Teach Yourself Visually Microsoft Office PowerPoint 2007, Microsoft Office Project 2007 Survival Guide, Learning Photoshop CS2, Dell Guide to Digital Photography: Shooting, Editing, and Printing Pictures, Learning Computer Applications: Projects & Exercises (multiple editions), and Adobe Photoshop Fast & Easy Lisa has written or contributed to dozens of additional books and multimedia tutorials covering a variety of software and technology topics, including FileMaker Pro for the Mac, iPhoto 2, Fireworks and Flash from Adobe, Microsoft Office applications, and digital photography She also spearheaded or developed more than 100 computer and trade titles during her association with the former Macmillan Computer Publishing (now a division of Pearson) vii www.it-ebooks.info Customizing Office FIGURE A-5 PowerPoint’s Advanced options Top Access Options Access’ Options dialog box offers options to help you increase database effectiveness, in these categories: n Current Database This category (Figure A-6) offers settings for customizing the current database file, including entering an Application Title and selecting an Application icon You can choose a Display Form, set up Navigation Options, and choose Ribbon and Toolbar Options for the finished database, among other choices Datasheet This category offers formatting settings for any datasheet in Access You can choose n Default Colors for many items, change settings for Gridlines and Cell Effects, and change the Default Font settings n Object Designers This category offers choices for controlling appearance and behavior when you’re using Table Design and Query Design views, as well as the design views for Forms/Reports For example, you can choose a Default Field Type and Default Text Field Size for the Table Design view, or choose whether to Show Table Names in Query Design view This category also has settings for controlling Error Checking n Proofing As in the other apps, the settings here adjust AutoCorrect and spelling check n Advanced This category offers a number of settings for Editing in tables, such as whether pressing an arrow key moves to the next field or the next character You can specify margins for printing, or turn on such features as Open Last Used Database When Access Starts BC7 www.it-ebooks.info A A Customizing Office FIGURE A-6 Access’ Current Database options Top Outlook Options When you select Tools ➪ Options in Outlook, Outlook’s Options dialog box appears As shown in Figure A-7, it organizes options in the traditional tabbed format, offering tabs for each of its categories of settings, as follows: n Preferences Use the choices here to adjust functionality for the various tools offered in Outlook: E-mail, Calendar, Tasks, Contacts and Notes, Search, and Mobile One important choice here is the Junk E-Mail button; clicking it displays a dialog box in which you can make choices about how Outlook should handle spam messages The E-mail Options button presents choices for handling messages, such as Save Copies of Messages in Sent Items Folder, and whether to quote original text when replying to or forwarding a message n Mail Setup The choices on this tab enable you to set up E-mail Accounts to work in Outlook, as well as adjust send and receive, storage, and dial-up connection settings n Mail Format Use this tab to specify the default format to use for your outgoing messages (HTML, Rich Text, or Plain Text), as well as to choose Stationery and Fonts, set up Signatures, and work with Editor Options BC8 www.it-ebooks.info Customizing Office n Spelling Turn message spell checking on or off here, as well as access more detail settings for Spelling and AutoCorrection behavior n Other On this tab, you can set up Default Program settings in Outlook, change AutoArchive settings, and change the appearance of the panes in Outlook FIGURE A-7 Outlook’s Options dialog box uses the traditional tabbed format Customizing the Quick Access Toolbar Even though certain commands you may have relied on in prior versions of Office not appear on the Ribbon in the 2007 versions of the applications, some of those commands remain available as buttons that you can add to the Quick Access toolbar (QAT) next to the Office button You can find and add those “missing” buttons and others to the QAT using the Options dialog box, as follows: Click the Customize Quick Access Toolbar down-arrow button at the far-right end of the QAT and then click More Commands Doing so displays the program’s Options dialog box, with the Customize category already selected Make a selection from the Choose Commands From drop-down list If you’re looking for a command from an earlier version, select Commands Not in the Ribbon BC9 www.it-ebooks.info A A Customizing Office Click the command to add the list at the left Click Add The command is added to the right list For example, Figure A-8 shows the Strikethrough button added to the list of QAT commands at the right Repeat Steps through to add buttons as needed To remove a button, click it in the right list and then click Remove Click OK The QAT changes to reflect the buttons you added or removed FIGURE A-8 Use the Customize category of the Options dialog box to add QAT buttons BC10 www.it-ebooks.info Optimizing Your Office Installation F or many users, Office 2007 may already be installed on a company computer or preinstalled on a new system before purchase Even if one of those situations applies to you, you may still need to adjust your Office installation at some point Many of the installation and repair tasks start with inserting the Microsoft Office 2007 CD-ROM into your CD or DVD drive In most cases, the setup program launches automatically If it doesn’t, open a folder window for the drive on the desktop and double-click the setup.exe file Follow the onscreen prompts, entering your 25-character Product Key when prompted Most users choose a typical install and install to the default location recommended by setup If you are upgrading from Office 2003 to Office 2007, by default the new installation uses the same settings as your old install However, if you think you might need to return to Office 2003 at any time or might want to apply your Office 2003 settings to another system, you can use the Save My Settings Wizard to preserve a copy of your Office 2003 settings for later use To start this wizard, choose Start ➪ All Programs ➪ Microsoft Office ➪ Microsoft Office Tools ➪ Microsoft Office 2003 Save My Settings Wizard NOTE Activating Microsoft Office One crucial action in keeping Office running well is to activate your Office installation Microsoft requires activation as part of its system to verify users of properly acquired Office programs versus those who may have obtained the suite fraudulently When you start an Office application the first time, you will be prompted to activate your installation If you decline to activate the software, Microsoft provides a “grace period” of 25 uses of Office, after which Office enters Reduced Functionality mode BC11 www.it-ebooks.info B Optimizing Your Office Installation If you need to start the activation process manually, you can follow these steps from one of the main (Word, Excel, PowerPoint, or Access) Office programs: Choose Office Button ➪ (Program Name) Options The Options dialog box for the program appears Click Resources in the list at the left Click Activate (See Figure B-1.) FIGURE B-1 Activate Office via program Options Follow the onscreen prompts to complete the activation Getting Updates Microsoft periodically releases updates to the Office programs that affect functionality and security You can manually download and install updates at any time using the Options dialog box for one of the top Office programs Follow Steps and above and then click the Check for Updates button (refer to Figure B-1) Office finds and enables you to download the latest options needed for your Office installation Adding or Removing Office Features You can add or remove Office applications and components as needed Most often in a business environment, systems are initially set up with a typical or minimal installation, and a user needs to add more components to tackle particular work tasks BC12 www.it-ebooks.info Optimizing Your Office Installation To add or remove programs and features in Office: Insert the Office CD in your system’s drive, and if setup doesn’t restart automatically, open a folder window and double-click setup.exe Click Add or Remove Features in the first setup screen and then click Continue Choose options to install and uninstall in the Installation Options tab As shown in Figure B-2, you can choose to install (Run from My Computer) or uninstall (Not Available) by clicking the disk button for the option and then clicking the desired choice FIGURE B-2 Add and remove features to your Office installation Click Continue and then respond to additional prompts as needed to finish adding and removing features Running Microsoft Office Diagnostics If you are having trouble with the reliability of your Office installation, you can run a tool called Microsoft Office Diagnostics to try to identify the problem For example, it will check for corruption in the Office installation It also can check for known solutions to a particular problem To start Microsoft Office Diagnostics, you can click the Diagnose button in the Resource section of the Options dialog box, as shown in Figure B-1 Or, you can choose Start ➪ All Programs ➪ Microsoft Office ➪ Microsoft Office Tools ➪ Microsoft Office Diagnostics The Microsoft Office Diagnostics dialog BC13 www.it-ebooks.info B B Optimizing Your Office Installation box that appears warns you that the check may take 15 minutes or more Click Continue and then Run Diagnostics In some cases, you may need to insert your Office CD during the diagnostic process, so have it handy When you see the results, you can then take any necessary action, such as repairing your Office installation, which is covered next Repairing Your Installation Repairing an installation generally takes care of any issues with missing or corrupted files Repairing is a less drastic option than removing (uninstalling) and reinstalling Office, so it’s always a good troubleshooting procedure to try to repair your install To repair Office: Insert the Office CD in your system’s drive, and if setup doesn’t restart automatically, open a folder window and double-click setup.exe Click Repair in the first setup screen (Figure B-3) and then click Continue FIGURE B-3 Repair your Office installation Respond to additional prompts as needed to finish repairing the Office installation BC14 www.it-ebooks.info International Support and Accessibility Features T oday’s global economy requires the ability to use documents in a variety of settings and languages You can be prepared for a wider variety of business situations if you know how to work with encoding, language, and accessibility features that impact Office Understanding and Choosing Text Encoding in Word Behind the scenes, applications identify each character (letter, number, punctuation, or symbol) that you type as a numeric code Each language uses its own encoding system, so character 232 in one language encoding system looks drastically different from character 232 in another language encoding system The Unicode encoding system encompasses the characters in the most common language encoding systems in use That means that as long as a document is saved with Unicode encoding, the default in Word, chances are you’ll be able to open and view it If you have instances when Word documents open as funny, unreadable garbage characters, the document may be using an encoding scheme that Word doesn’t recognize by default In such a case, you can set up Word to prompt you to confirm encoding when you open a file To so: With the garbled file open in Word, choose Office Button ➪ Word Options Click Advanced in the list at the left Scroll down and, under General, click the Confirm File Format Conversion on Open checkbox Click OK to apply your changes BC15 www.it-ebooks.info C International Support and Accessibility Features You can then close and reopen the file, and a Convert File dialog box should appear and prompt you to select the required encoding scheme If you need to apply particular encoding to a file that you’re saving, you can so to ensure that any recipient of the file will be able to open it and view its contents To save a Word file with the specified encoding, follow these steps: Choose Office Button ➪ Save As Select Plain Text from the Save As Type drop-down list Click Save The File Conversion dialog box appears Click Other Encoding The list of encoding choices becomes active, as shown in Figure C-1 FIGURE C-1 Save a Word file as text to choose encoding Scroll the Other Encoding list and click the encoding set to apply Click OK Word saves the file with the proper encoding so that you can send it to recipients as needed Enabling Editing Languages for Office Programs If you want to edit text in more than one language in Office, you have to install the appropriate language features Some language features are specific to Office, whereas others are set in the Windows operating system For Office, you can enable additional editing languages so that you can work in those languages To so, choose Start ➪ All Programs ➪ Microsoft Office ➪ Microsoft Office Tools ➪ Microsoft Office 2007 Language Settings The Microsoft Office Language Settings 2007 dialog box appears Click a language to add the Available Editing Languages list at the left (Figure C-2); then click Add to make it one of the Enabled Editing Languages If you want to use another primary editing language, choose it from the drop-down list Click OK If you changed the primary editing language, click Yes to continue Close and restart Word so that the change takes effect BC16 www.it-ebooks.info International Support and Accessibility Features FIGURE C-2 Choose additional editing languages here After you’ve applied a new primary language, it becomes the language used by the spelling and grammar checker and more For example, if you make French (France) the primary language, the automatic spelling check will suggest French corrections for your typos, as shown in Figure C-3 FIGURE C-3 Get help for your bad French by changing primary editing languages BC17 www.it-ebooks.info C C International Support and Accessibility Features The status bar displays the name of the primary editing language in use on the Language button To apply another editing language to selected text within Word, click the Language button, click the desired language, and click OK Make this choice when you start a new document to change the editing language for the entire document TIP You can install other keyboard layouts for typing text in other languages under Windows In Vista, you this in the Clock, Language, and Region area of Control Panel (In XP, it’s the Regional and Language Options section.) In Vista, choose Start ➪ Control Panel and then click Change Display Language under Clock, Language and Region The Regional Language and Options dialog box appears First, click the Change Keyboards button on its Keyboards and Languages tab Click the Add button in the dialog box that appears and then use the tree in the Add Input Language dialog box (Figure C-4) to select the keyboard to install Click OK FIGURE C-4 You can set Vista up to enable you to type in another language Back in the Text Services and Input Language dialog box, choose the keyboard to use from the Default Input Language drop-down list at the top and then click OK twice You can then close Control Panel TIP To see the keyboard layout (characters) available for the selected keyboard, you can display the On-Screen keyboard, discussed later in the “Accessibility Features” section Language Translation Features Even if you don’t set up other editing languages, Office applications typically have the ability to translate at least a few languages, usually Arabic, English, French, and Spanish These features can be helpful when you need to write or have received a limited amount of text in another language and you need a translation BC18 www.it-ebooks.info International Support and Accessibility Features Translate text You can select text and translate it in several of the Office applications Here are the methods you can use to start the translation in various Office 2007 applications: n In Word or Outlook, select the text to translate, right-click, and then click Translate If a submenu with languages appears, click the desired language n In Word, Excel, PowerPoint, click the Review tab on the Ribbon and then click Translate n In Publisher, OneNote, and Visio, choose Tools ➪ Research, and in the Research pane, open the All Reference Books list and click Translation Translations appear in the Research pane, shown in Figure C-5 FIGURE C-5 Oui, oui, Office can translate to French Translation ScreenTip If you want a fast way to see translations on the fly, Word and Outlook offer translation ScreenTips such as the one shown in Figure C-6 When this feature is enabled, you can point to a word with the mouse (the word can be selected or not), and the Translation ScreenTip appears BC19 www.it-ebooks.info C C International Support and Accessibility Features FIGURE C-6 Translation ScreenTips provide translations on the fly To turn on the Translation ScreenTip in Word, click the Review tab on the Ribbon, click the Translation ScreenTip button in the Proofing group, and then click the desired translation language in the menu that appears In Outlook, click the Message tab on the Ribbon in a message window and then click the bottom half of the Spelling button in the Proofing Group Point to the Translation ScreenTip choice on the menu that appears and then click the desired language Note that clicking the Turn Off Translation ScreenTip on the Translation ScreenTip menu in either application turns the ScreenTips back off Accessibility Features Working with some of the normal settings in Office applications can help a person with special needs work more effectively In other cases, you can call on settings in Windows to make a system easier to use Zoom A neglected but simple way to convert onscreen documents to a “large print” version for persons who are challenged by their eyesight is to zoom the document For example, in Word, you can click the View tab on the Ribbon and then click the Zoom button in the Zoom group Even a zoom setting of 125% makes many documents much more readable Full Screen Reading Word also offers a special view called Full Screen Reading As its name implies, this view places two pages of the document side-by-side in book format, displaying a full page of information on each side of the view To turn on this view, click the View tab and then click Full Screen Reading in the Document Views group This view eliminates scrolling, so anyone who has trouble using their hands can scroll two pages at a time with a single mouse click To close this view, click the Close (X) button in the upper-right corner BC20 www.it-ebooks.info International Support and Accessibility Features Ease of Access Windows Vista offers a number of features collectively called Ease of Access Features In Vista, you access some Ease of Access features by choosing Start ➪ All Programs ➪ Accessories ➪ Ease of Access (XP has many equivalent features accessed via Control Panel or by choosing Start ➪ All Programs ➪ Accessories ➪ Accessibility.) The Ease of Access tools available via this Start menu group include: n Ease of Access Center Opens a Control Panel location where you can apply more detailed settings to make a system accessible n Magnifier Opens a special pane that greatly magnifies a section of the current document for easier reading n Narrator Starts the Narrator feature in Vista, which reads back onscreen text This feature helps users with severe sight challenges n On-Screen Keyboard As shown in Figure C-7, choosing this command opens a graphical keyboard The user can then click with the mouse to type Although it’s a slower method of data entry, it may be preferable for users who have stiffness, soreness, or limited mobility in the fingers FIGURE C-7 Fingers too sore to type? Try clicking n Windows Speech Recognition When this feature is enabled and a microphone is attached to the system, a user can give commands by speaking them and even dictating text Choosing this command starts a wizard that sets up Speech Recognition BC21 www.it-ebooks.info C .. .Office 2007 Bible John Walkenbach Herb Tyson Faithe Wempen Cary N Prague Michael R Groh Peter G Aitken Michael R Irwin Gavin Powell Lisa A Bucki www.it-ebooks.info www.it-ebooks.info Office 2007. .. Data Office 2007 bible / John Walkenbach [et al.] p cm Includes index ISBN 978-0-470-04691-3 (paper/website) Microsoft Office Business—Computer programs I Walkenbach, John HF5548.4.M525O3342 2007. .. Lisa A Bucki www.it-ebooks.info Office 2007 Bible Published by Wiley Publishing, Inc 10475 Crosspoint Boulevard Indianapolis, IN 46256 www.wiley.com Copyright © 2007 by Wiley Publishing, Inc.,