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Tabular reports .......................................................................................................... 168
Columnar reports ...................................................................................................... 169
Mailing labels ........................................................................................................... 170
xiv Contents


The difference between reports and forms ...................................................................... 171
The process of creating a report ...................................................................................... 172
Defining the report layout ........................................................................................ 172
Assembling the data ................................................................................................. 173
Creating a Report with Report Wizards .................................................................................. 173
Creating a new report ...................................................................................................... 173
Choosing the data source ................................................................................................. 174
Choosing the fields .......................................................................................................... 174
Selecting the grouping levels ........................................................................................... 175
Defining the group data ................................................................................................... 176
Selecting the sort order .................................................................................................... 177
Selecting summary options .............................................................................................. 177
Selecting the layout ......................................................................................................... 178
Choosing the style ........................................................................................................... 179
Opening the report design ............................................................................................... 180
Using the Print Preview window ..................................................................................... 180
Viewing the Report Design window ............................................................................... 182
Printing a Report ..................................................................................................................... 182
Saving the Report .................................................................................................................... 183
Starting with a Blank Form ..................................................................................................... 183
The Design Window toolbar ............................................................................................ 184
Banded Report Writer Concepts ............................................................................................. 185
How sections process data ............................................................................................... 186
The Report Writer sections .............................................................................................. 188
Report header section ............................................................................................... 189
Page header section .................................................................................................. 189
Group header ............................................................................................................ 190
Detail section ............................................................................................................ 190
Group footer ............................................................................................................. 190
Page footer ................................................................................................................ 190
Report footer ............................................................................................................. 191
Creating a New Report ........................................................................................................... 191
Creating a new report and binding it to a query .............................................................. 193
Defining the report page size and layout ......................................................................... 194
Placing fields on the report .............................................................................................. 195
Displaying the field list ............................................................................................ 196
Selecting the fields for your report ........................................................................... 197
Dragging fields onto your report .............................................................................. 197
Resizing a section ............................................................................................................ 198
Working with unattached label controls and text ............................................................ 198
Creating unattached labels ........................................................................................ 199
Modifying the appearance of text in a control ......................................................... 199
Working with text boxes and their attached label controls ............................................. 200
Creating and using text box controls ........................................................................ 200
Entering an expression in a text control ................................................................... 201
Sizing a text box control or label control ................................................................. 202
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Changing the size of a label control ......................................................................... 202
Deleting and Cutting attached labels from text controls .......................................... 204
Pasting labels into a report section ........................................................................... 204
Moving label and text controls ................................................................................. 205
Modifying the appearance of multiple controls ....................................................... 206
Changing label and text box control properties .............................................................. 207
Growing and shrinking text box controls ........................................................................ 208
Sorting and grouping data ............................................................................................... 209
Creating a group header or footer ............................................................................ 211
Changing the group order ......................................................................................... 213
Removing a group header or footer ......................................................................... 213
Hiding a section ........................................................................................................ 213
Sizing a section ......................................................................................................... 214
Moving controls between sections ........................................................................... 214
Adding page breaks ......................................................................................................... 215
Making the Report Presentation Quality ................................................................................ 216
Adjusting the Page Header .............................................................................................. 218
Creating an expression in the Group Header .................................................................. 219
Changing the picture properties and the Detail section .................................................. 220
Creating a standard page footer ....................................................................................... 221
Saving your report ........................................................................................................... 222

Part II: Collaborating and Integrating
with Microsoft Office 2003 ................................................. 225

Chapter 9: Building Integrated Documents ............................................. 227
Inserting Objects from Other Applications ............................................................................ 228
Copy and paste ................................................................................................................. 228
Using Paste Special in Word .................................................................................... 228
Choosing a paste method .......................................................................................... 229
Using the Insert Object command ................................................................................... 229
Working with Embedded Objects ........................................................................................... 230
Working with Linked Objects ................................................................................................. 232
Moving and resizing linked objects ................................................................................. 233
Editing and updating links ............................................................................................... 233
Using the Locked and Save picture options .................................................................... 234
Other Methods of Sharing Data .............................................................................................. 234
Sending a Word document to PowerPoint ....................................................................... 234
Analyzing Access data in Excel ...................................................................................... 236
Publishing Access reports with Word .............................................................................. 236
Merging Access data in Word .......................................................................................... 236
Sending a PowerPoint presentation to Word ................................................................... 237
Sharing Data with XML ......................................................................................................... 238
Summary ................................................................................................................................. 238
xvi Contents


Chapter 10: Integrating Outlook with Other Applications ...................... 241
Integrating Outlook with Office ............................................................................................. 241
Creating a Mail Merge ............................................................................................................ 244
Getting names from contacts ........................................................................................... 244
Sending an E-mail from an Application ................................................................................. 249
Importing and Exporting Data ................................................................................................ 252
Importing information into Outlook ................................................................................ 253
Exporting information from Outlook .............................................................................. 254
Saving Outlook messages ................................................................................................ 254
Summary ................................................................................................................................. 255
Chapter 11: Comments and Reviewing Functions in Word ..................... 257
Placing Comments in Documents ........................................................................................... 258
Working with comments .................................................................................................. 259
Inserting voice comments ................................................................................................ 260
Changing and manipulating comments ........................................................................... 262
Reviewing comments ............................................................................................... 263
Printing comments .................................................................................................... 265
Highlighting text .............................................................................................................. 265
Using Reviewing Tools ........................................................................................................... 266
Adding revision marks ..................................................................................................... 266
Viewing changes .............................................................................................................. 267
Reviewing, accepting, and rejecting changes .................................................................. 268
Customizing revision marks ............................................................................................ 269
Comparing and merging documents ................................................................................ 270
Comparing documents .............................................................................................. 271
Merging comments and revisions from multiple reviewers ..................................... 272
Comparing side by side ................................................................................................... 273
Reading Layout View ............................................................................................................. 273
Moving around in Reading Layout view ......................................................................... 275
Changing text size ........................................................................................................... 276
Editing in Reading Layout view ...................................................................................... 276
Summary ................................................................................................................................. 277
Chapter 12: Sharing Excel Data with Other Applications ....................... 279
Understanding Data Sharing ................................................................................................... 279
Pasting and Linking Data ........................................................................................................ 280
Using the Clipboards ....................................................................................................... 280
Linking data ..................................................................................................................... 282
Copying Excel data to Word ............................................................................................ 283
Pasting without a link ............................................................................................... 284
Pasting with a link .................................................................................................... 284
Embedding Objects in Documents ......................................................................................... 284
Embedding an Excel range in a Word document ............................................................ 285
Creating a new Excel object in Word .............................................................................. 287
Embedding objects in an Excel worksheet ...................................................................... 288
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Contents


Working with XML Data ........................................................................................................ 289
What is XML? ................................................................................................................. 289
Importing XML data by using a map .............................................................................. 290
Importing XML data to a list ........................................................................................... 292
Exporting XML data from Excel ..................................................................................... 293
Chapter 13: Team Collaboration on a Draft PowerPoint Presentation ... 295
Sharing Your Presentation File on a LAN .............................................................................. 295
Sharing the presentation locally ...................................................................................... 296
Sharing in Windows 2000 or XP .............................................................................. 296
Posting a presentation to an Exchange folder ................................................................. 298
Mailing a presentation via e-mail ........................................................................................... 299
Sharing a Presentation in a Document Workspace ................................................................. 300
Working with Comments ........................................................................................................ 303
Adding a comment ........................................................................................................... 303
Moving, editing, and deleting comments ........................................................................ 304
Reviewing comments ...................................................................................................... 304
Incorporating Changes from Reviewers ................................................................................. 305
Merging review revisions ................................................................................................ 305
Accepting or rejecting revisions ...................................................................................... 306
Using the Reviewing toolbar for revisions ...................................................................... 306
Finishing a review of revisions ........................................................................................ 307
Live Collaboration with NetMeeting ...................................................................................... 307
Live Collaboration with Windows Messenger ....................................................................... 308
Running Windows Messenger ......................................................................................... 308
Inviting someone to share PowerPoint ............................................................................ 309
Giving another participant control ................................................................................... 312
Taking control as a participant ......................................................................................... 314
Chatting with other participants ...................................................................................... 314
Using the Whiteboard ...................................................................................................... 315
Ending an application sharing session ............................................................................. 316
Summary ................................................................................................................................. 316
Chapter 14: Integrating FrontPage with Office Applications ................. 317
From Office to FrontPage ....................................................................................................... 318
Moving from Word to FrontPage .................................................................................... 318
Attaching text files to a Web site .............................................................................. 319
How Word creates HTML files ................................................................................ 320
Copying and pasting text into Web pages ................................................................ 320
Creating Web sites from Publisher files .......................................................................... 321
Sending Excel objects to FrontPage ................................................................................ 322
Copying tables into FrontPage ................................................................................. 322
Exporting Excel sheets as HTML pages .................................................................. 323
Sending charts to FrontPage ..................................................................................... 324
Saving Excel workbooks as folders ......................................................................... 324
From PowerPoint to FrontPage ....................................................................................... 326
xviii Contents


Converting slides to Web pages ............................................................................... 326
Integrating a slideshow into FrontPage .................................................................... 327
Importing files into Webs ................................................................................................ 328
Importing Word and Excel files into a Web site ...................................................... 328
Adding Office Web Components to Web Pages ..................................................................... 330
Adding Office spreadsheets ............................................................................................. 330
Defining ActiveX control properties for a spreadsheet ........................................... 332
Defining spreadsheet properties ............................................................................... 334
Adding Office charts ........................................................................................................ 335
Changing chart properties ........................................................................................ 336
Controlling charts using the chart menu .................................................................. 337
Presenting a database table in a Web spreadsheet ........................................................... 339
Creating Office PivotTables ............................................................................................ 341
Connecting a PivotTable to an Excel data source .................................................... 342
Adding fields to a PivotTable ................................................................................... 345
Formatting and calculating PivotTable data ............................................................. 347
Implementing an Office spreadsheet Web component ............................................. 348
From FrontPage to Office 2003 .............................................................................................. 349
Sending data to Word mail-merge files ........................................................................... 350
Sending data to Excel ...................................................................................................... 351
Sending reports to Excel .................................................................................................. 351
Summary ................................................................................................................................. 352
Chapter 15: Exchanging Access Data with Office Applications ............. 353
Using Automation to Integrate with Office ............................................................................ 354
Creating Automation references ...................................................................................... 354
Early binding an object ............................................................................................. 354
Late binding an object .............................................................................................. 356
Creating an instance of an Automation object ................................................................ 358
Using the New keyword to create a new instance ................................................... 358
Using the CreateObject function to create a new instance ....................................... 358
Getting an existing object instance .................................................................................. 359
Working with Automation objects ................................................................................... 360
Closing an instance of an Automation object .................................................................. 361
An Automation Example Using Word .................................................................................... 361
Creating an instance of a Word object ............................................................................. 365
Making the instance of Word visible ............................................................................... 366
Creating a new document based on an existing template ............................................... 366
Using Bookmarks to insert data ...................................................................................... 367
Activating the instance of Word ...................................................................................... 367
Moving the cursor in Word .............................................................................................. 367
Closing the instance of the Word object .......................................................................... 367
Inserting pictures by using Bookmarks ........................................................................... 368
Using Office™s Macro Recorder ....................................................................................... 368
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Contents


Chapter 16: Collaborating on a Network .................................................. 373
Resource Sharing and Security ............................................................................................... 373
Setting file-sharing options when saving ........................................................................ 373
Protecting documents ...................................................................................................... 375
Protecting documents in Word ................................................................................. 375
Protecting documents in Excel ................................................................................. 377
Protecting files in Access and PowerPoint ............................................................... 378
Using Information Rights Management tools ................................................................. 379
Sharing Excel Workbooks ...................................................................................................... 381
Creating a shared workbook ............................................................................................ 381
Reviewing changes .......................................................................................................... 383
Collaborating in PowerPoint ................................................................................................... 384
Sharing Access Databases ...................................................................................................... 386
Using passwords .............................................................................................................. 386
Creating user and group accounts .................................................................................... 387
Securing the database ...................................................................................................... 388
Assigning permissions ..................................................................................................... 388
Encryption ........................................................................................................................ 389
Distributing Office Documents ............................................................................................... 389
Sharing documents via e-mail ......................................................................................... 390
Sending a document (without routing it) ................................................................. 390
Routing a document .................................................................................................. 390
Sending documents that aren™t already open ............................................................ 392
Posting documents to Exchange folders .................................................................. 392
Sending documents to online meeting participants .................................................. 392
Summary ................................................................................................................................. 392
Chapter 17: Windows SharePoint Services with Office System ............. 393
Working with SharePoint Sites and SharePoint Lists ............................................................. 394
Accessing SharePoint Services sites ............................................................................... 394
Windows SharePoint Services site permissions .............................................................. 397
Exploring the Windows SharePoint Services site ........................................................... 398
Adding items to existing lists .......................................................................................... 399
Creating new Windows SharePoint Services lists and libraries ...................................... 401
Working with Datasheet views and linking lists to Excel and Access ............................ 401
Collaborative Document Authoring ....................................................................................... 407
Exploring Document Libraries and Shared Workspaces ................................................. 408
Creating Shared Workspaces ........................................................................................... 412
Working with Shared Workspaces inside Office 2003 applications ............................... 413
SharePoint as a Central Contacts and Calendar Server .......................................................... 421
Making SharePoint contacts available to Outlook .......................................................... 423
Conducting an Online Meeting with the Meeting Workspace ............................................... 424
Summary ................................................................................................................................. 426
xx Contents



Part III: Beyond Mastery: Initiative within Office ................. 429

Chapter 18: Getting Organized with Outlines and Master Documents .. 431
Using Outlines ........................................................................................................................ 431
Understanding Outline View ........................................................................................... 432
Creating outlines .............................................................................................................. 433
Rearranging your outline ................................................................................................. 436
Selecting in Outline view ......................................................................................... 436
Promoting and demoting outline levels .................................................................... 437
Moving outline headings .......................................................................................... 438
Using keyboard shortcuts .................................................................................. 438
Viewing both Outline and Normal view at once ............................................... 439
Printing an outline ........................................................................................................... 440
Copying an outline ........................................................................................................... 441
Understanding Master Documents ......................................................................................... 441
The Master Document view ............................................................................................ 442
Building a master document ............................................................................................ 444
Starting from scratch ................................................................................................ 444
Converting an existing document ............................................................................. 446
Inserting existing documents into a master document ............................................. 446
Working with master documents ..................................................................................... 446
Working with subdocuments ........................................................................................... 447
Opening a subdocument ........................................................................................... 447
Renaming or moving a subdocument ....................................................................... 448
Removing subdocuments ......................................................................................... 448
Rearranging the order of subdocuments .................................................................. 449
Splitting subdocuments ............................................................................................ 449
Merging subdocuments ............................................................................................ 449
Sharing subdocuments .............................................................................................. 449
Summary ................................................................................................................................. 450
Chapter 19: Processing Outlook Messages Automatically ..................... 451
Securing Against HTML Content ........................................................................................... 451
Blocking external HTML content ................................................................................... 452
Configuring security zones .............................................................................................. 453
Using Rules ............................................................................................................................. 454
Using the Rules Wizard ................................................................................................... 454
Creating a rule .......................................................................................................... 454
Controlling rule processing order ............................................................................. 459
Running rules manually ............................................................................................ 460
Modifying and copying rules ................................................................................... 461
Responding automatically to messages ........................................................................... 461
Importing, exporting, and backing up rules .................................................................... 462
Back up rules to a file ............................................................................................... 463
Import rules from a file ............................................................................................ 463
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Contents


Filtering junk and adult content mail .............................................................................. 464
Using the Out of Office Assistant ........................................................................................... 465
Summary ................................................................................................................................. 467
Chapter 20: Analyzing Data with Pivot Tables in Excel .......................... 469
About Pivot Tables .................................................................................................................. 469
A pivot table example ...................................................................................................... 470
Data appropriate for a pivot table .................................................................................... 472
Creating a Pivot Table ............................................................................................................. 474
Step1: Specifying the data location ................................................................................. 474
Step 2: Specifying the data .............................................................................................. 476
Step 3: Completing the pivot table .................................................................................. 476
Using a dialog box to lay out a pivot table .............................................................. 477
Using the PivotTable Field List toolbar to lay out a pivot table .............................. 478
The finished product ................................................................................................. 479
Grouping Pivot Table Items .................................................................................................... 481
Creating a Calculated Field or Calculated Item ..................................................................... 484
Creating a calculated field in a pivot table ...................................................................... 485
Inserting a calculated item into a pivot table ................................................................... 487
Summary ................................................................................................................................. 490
Chapter 21: Designing User-Interactive PowerPoint Presentations ....... 491
What Is a Hyperlink? .............................................................................................................. 491
Navigational Control Choices ................................................................................................. 492
Choosing Appropriate Controls for Your Audience ............................................................... 493
Understanding Kiosk Mode .................................................................................................... 494
Using Action Buttons ............................................................................................................. 494
Setting up action buttons ................................................................................................. 496
Adding text to an action button ....................................................................................... 499
Creating your own action buttons ................................................................................... 500
Adding Text-Based Hyperlinks to Slides ............................................................................... 500
Typing a bare hyperlink ................................................................................................... 501
Creating text hyperlinks ................................................................................................... 502
Choosing the hyperlink address ....................................................................................... 503
Creating a link to a slide in this presentation ........................................................... 504
Creating a link to an existing file ............................................................................. 505
Creating a link to a Web or FTP site ........................................................................ 506
Creating a link to a new document ........................................................................... 508
Creating a link to an e-mail address ......................................................................... 509
Editing a Hyperlink ................................................................................................................. 511
Removing a Hyperlink ............................................................................................................ 511
Creating Graphics-Based Hyperlinks ..................................................................................... 511
Creating a hyperlink with Action Settings ...................................................................... 511
Creating a hyperlink with the Insert Hyperlink feature .................................................. 512
Distributing a User-Interactive Presentation .......................................................................... 512
Interactive Presentation Ideas ................................................................................................. 512
Summary ................................................................................................................................. 513
xxii Contents


Chapter 22: Adding Security to Access Applications ............................. 515
Understanding Jet Security ..................................................................................................... 515
Understanding workgroup files ....................................................................................... 516
Understanding permissions .............................................................................................. 516
Understanding security limitations .................................................................................. 517
Choosing a Security Level to Implement ............................................................................... 518
Creating a Database Password ................................................................................................ 518
Using the /runtime Option ...................................................................................................... 521
Using a Database™s Startup Options ....................................................................................... 523
Using the Jet User-Level Security Model ............................................................................... 525
Enabling security ............................................................................................................. 526
Working with workgroups ............................................................................................... 526
Creating a new workgroup ....................................................................................... 527
Joining an existing workgroup ................................................................................. 529
Working with users .......................................................................................................... 530
Adding and deleting user accounts ........................................................................... 530
Creating and changing user passwords .................................................................... 532
Working with groups ....................................................................................................... 534
Adding and deleting groups ..................................................................................... 535
Assigning and removing group members ................................................................ 536
Securing objects by using permissions ............................................................................ 538
Setting an object™s owner ......................................................................................... 538
Setting object permissions ........................................................................................ 540

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