Illustrated Microsoft Office 365 & Office 2019 Intermediate [1 ed.]

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INTERMEDIATE

®

MICROSOFT OFFICE 365™

OFFICE 2016

For Microsoft Office updates, go to sam.cengage.com ®

BESKEEN + CRAM DUFFY + FRIEDRICHSEN Copyright 2017 Cengage Learning. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part. WERMERS

WCN 02-200-203

This is an electronic version of the print textbook. Due to electronic rights restrictions, some third party content may be suppressed. Editorial review has deemed that any suppressed content does not materially affect the overall learning experience. The publisher reserves the right to remove content from this title at any time if subsequent rights restrictions require it. For valuable information on pricing, previous editions, changes to current editions, and alternate formats, please visit www.cengage.com/highered to search by ISBN, author, title, or keyword for materials in your areas of interest. Important notice: Media content referenced within the product description or the product text may not be available in the eBook version.

Copyright 2017 Cengage Learning. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part. WCN 02-200-203

Want to turn C’s into A’s? Obviously, right? But the right way to go about it isn’t always so obvious. Go digital to get the grades. MindTap’s customizable study tools and eTextbook give you everything you need all in one place. Engage with your course content, enjoy the flexibility of studying anytime and anywhere, stay connected to assignment due dates and instructor notifications with the MindTap Mobile app... and most of all…EARN BETTER GRADES.

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INTERMEDIATE

®

MICROSOFT OFFICE 365™

OFFICE 2016

®

For Microsoft Office updates, go to sam.cengage.com BESKEEN + CRAM DUFFY + FRIEDRICHSEN WERMERS

Australia • Brazil • Mexico • Singapore • United Kingdom • United States

Copyright 2017 Cengage Learning. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part. WCN 02-200-203

Illustrated Microsoft® Office 365TM & Office 2016—Intermediate Beskeen/Cram/Duffy/Friedrichsen/Wermers SVP, GM Skills & Global Product Management: Dawn Gerrain Product Director: Kathleen McMahon Senior Product Team Manager: Lauren Murphy

© 2017 Cengage Learning ALL RIGHTS RESERVED. No part of this work covered by the copyright herein may be reproduced or distributed in any form or by any means, except as permitted by U.S. copyright law, without the prior written permission of the copyright owner. For product information and technology assistance, contact us at Cengage Learning Customer & Sales Support, 1-800-354-9706

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Product Development Manager: Leigh Hefferon Senior Content Developer: Christina Kling-Garrett Developmental Editors: Rachel Biheller Bunin, Barbara Clemens, Pam Conrad, MT Cozzola, Lisa Ruffolo Product Assistant: Erica Chapman Marketing Director: Michele McTighe Marketing Manager: Stephanie Albracht Marketing Coordinator: Cassie Cloutier Senior Production Director: Wendy Troeger Production Director: Patty Stephan Senior Content Project Manager: Stacey Lamodi Art Director: Diana Graham Text Designer: Joseph Lee, Black Fish Design Cover Template Designer: Lisa Kuhn, Curio Press, LLC www.curiopress.com Composition: GEX Publishing Services

Mac users: If you're working through this product using a Mac, some of the steps may vary. Additional information for Mac users is included with the Data Files for this product. Some of the product names and company names used in this book have been used for identification purposes only and may be trademarks or registered trademarks of their respective manufacturers and sellers. Windows® is a registered trademark of Microsoft Corporation. © 2012 Microsoft. Microsoft and the Office logo are either registered trademarks or trademarks of Microsoft Corporation in the United States and/or other countries. Cengage Learning is an independent entity from Microsoft Corporation and not affiliated with Microsoft in any manner. Microsoft product screenshots used with permission from Microsoft Corporation. Unless otherwise noted, all clip art is courtesy of openclipart.org. Disclaimer: Any fictional data related to persons or companies or URLs used throughout this text is intended for instructional purposes only. At the time this text was published, any such data was fictional and not belonging to any real persons or companies. Disclaimer: The material in this text was written using Microsoft Windows 10 Professional and Office 365 Professional Plus and was Quality Assurance tested before the publication date. As Microsoft continually updates the Windows 10 operating system and Office 365, your software experience may vary slightly from what is presented in the printed text. Library of Congress Control Number: 2016932226

Soft-cover Edition ISBN: 978-1-305-87604-0 Hard-cover Edition ISBN: 978-1-337-11378-6 Loose-leaf Edition ISBN: 978-1-337-25085-6 Cengage Learning 20 Channel Center Street Boston, MA 02210 USA Cengage Learning is a leading provider of customized learning solutions with employees residing in nearly 40 different countries and sales in more than 125 countries around the world. Find your local representative at www.cengage.com Cengage Learning products are represented in Canada by Nelson Education, Ltd. For your course and learning solutions, visit www.cengage.com Purchase any of our products at your local college store or at our preferred online store www.cengagebrain.com

Printed in the United States of America Print Number: 01

Print Y Year: 2016

Copyright 2017 Cengage Learning. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part. WCN 02-200-203

Contents Productivity App Productivity Apps for School and Work ........................................ PA-1 Introduction to OneNote 2016 ............................PA-2 P PA-2 Introduction to Sway............................................PA-6 Introduction to Office Mix.................................PA-10 Introduction to Microsoft Edge..........................PA-14

Module 6: Illustrating Documents with Graphics................................. Word 129 Insert a Graphic .......................................... W Word 130 Correcting pictures, changing colors, and applying artistic effects Size and Scale a Graphic.............................. Word 132 Cropping graphics Position a Graphic....................................... Word 134

Word 2016 Module 5: Creating and Formatting Tables..................................... Word 105 Insert a Table ............................................... W Word 106 Converting text to a table and a table to text Insert and Delete Rows and Columns......... Word 108 Copying and moving rows and columns Modify Rows and Columns......................... Word 110 Setting advanced table properties Sort Table Data............................................. Word 112 Sorting lists and paragraphs

Removing the background from a picture Create a Text Box......................................... Word 136 Linking text boxes Create WordArt............................................ Word 138 Enhancing graphic objects with styles and effects Draw Shapes ................................................ Word 140 Creating an illustration in a drawing canvas Create a Chart ............................................. Word 142 Creating SmartArt graphics Finalize Page Layout .................................... Word 144 Inserting online videos and online pictures in a document Practice ........................................................ W Word 146

Split and Merge Cells................................... Word 114 Changing cell margins Using tables to lay out a page Perform Calculations in Tables.................... Word 116 Working with formulas Apply a Table Style ..................................... Word 118 Customize a Table Format .......................... Word 120 Drawing a table Practice ........................................................ W Word 122

Module 7: Working with Themes and Building Blocks..................................... Word 153 Apply Styles to Text..................................... W Word 154 Saving a document as a webpage Apply a Theme ............................................ Word 156 Changing the style set Changing the default theme Customize a Theme..................................... Word 158

CONTENTS iii Copyright 2017 Cengage Learning. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part. WCN 02-200-203

Insert a Sidebar ............................................ W Word 160 Insert Quick Parts ........................................ Word 162 Add a Cover Page......................................... Word 164 Create Building Blocks ................................ Word 166 Renaming a building block and editing other properties Insert Building Blocks.................................. Word 168 Practice ........................................................ W Word 170

Module 8: Merging Word Documents ........................... Word 177 Understand Mail Merge............................... W Word 178 Create a Main Document ............................ Word 180 Using a mail merge template Design a Data Source................................... Word 182 Merging with an Outlook data source Enter and Edit Records ................................ Word 184 Add Merge Fields ......................................... Word 186 Matching fields Merge Data .................................................. W Word 188 Create Labels................................................ W Word 190 Printing individual envelopes and labels Sort and Filter Records................................. Word 192 Inserting individual merge fields Practice ........................................................ W Word 194

Excel 2016

Consolidate Data Using a Formula ............. Excel 110 Linking data between workbooks Check Formulas for Errors........................... Excel 112 Correcting circular references Construct Formulas Using Named Ranges.......................................................... Excel 114 Consolidating data using named ranges Managing workbook names Build a Logical Formula with the IF Function .................................................. Excel 116 Build a Logical Formula with the AND Function ............................................. Excel 118 Using the OR and NOT logical functions Calculate Payments with the PMT Function ...................................................... Excel 120 Calculating future value with the FV function Practice ........................................................ Excel 122

Module 6: Managing Workbook Data ........................................ Excel 129 View and Arrange Worksheets..................... Excel 130 Splitting the worksheet into multiple panes Protect Worksheets and Workbooks................................................... Excel 132 Freezing rows and columns Save Custom Views of a Worksheet.................................................... Excel 134 Using Page Break Preview

Module 5: Analyzing Data Using Formulas ................................. Excel 105 Format Data Using Text Functions.............. Excel 106 Working with text in other ways Sum a Data Range Based on Conditions................................................... Excel 108 Entering date and time functions

Add a Worksheet Background ..................... Excel 136 Working with screenshots in Excel Prepare a Workbook for Distribution.......... Excel 138 Sharing a workbook using OneDrive Insert Hyperlinks ......................................... Excel 140 Working with Headers and Footers Using research tools

iv CONTENTS Copyright 2017 Cengage Learning. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part. WCN 02-200-203

Save a Workbook for Distribution............... Excel 142 Saving a workbook in other formats

Look Up Values in a Table ........................... Excel 186 Using other LOOKUP functions

Group W Worksheets ....................................... Excel 144

Summarize Table Data................................. Excel 188

Practice ........................................................ Excel 146

Validate Table Data...................................... Excel 190 Restricting cell values and data length Adding input messages and error alerts

Module 7: Managing Data Using Tables...................................... Excel 153

Create Subtotals........................................... Excel 192

Plan a Table.................................................. Excel 154

Practice ........................................................ Excel 194

Create and Format a TTable........................... Excel 156 Changing table style options

Integration

Add Table Data ............................................ Excel 158 Selecting table elements Find and Replace Table Data ....................... Excel 160 Using Find and Select features Delete Table Data......................................... Excel 162 Sort Table Data............................................. Excel 164 Sorting conditionally formatted data Specifying a custom sort order Use Formulas in a Table............................... Excel 166 Print a Table................................................. Excel 168 Setting a print area Practice ........................................................ Excel 170

Module 4: Integrating Word and  Excel................................Integration 49 Use Paste Special to Modify Formatting............................................Integration 50 Create a Hyperlink Between W Word and Excel.....................................................Integration 52 Editing and removing a hyperlink Create an Excel Spreadsheet in  Word ....................................................Integration 54 Embed an Excel File in W Word ...............Integration 56 Formatting pasted, embedded, and linked objects Change Link Sources ...........................Integration 58 Reestablishing links

Module 8: Analyzing Table Data ......... Excel 177

Practice .................................................Integration 60

Filter a Table ................................................ Excel 178 Create a Custom Filter................................. Excel 180 Using more than one rule when conditionally formatting data Filter a Table with the Advanced Filter............................................ Excel 182 Saving time with conditional formatting Extract Table Data........................................ Excel 184 Understanding the criteria range and the copy-to location

Access 2016 Module 5: Modifying the Database Structure...............................Access 105 Examine Relational Databases ...................Access 106 Using many-to-many relationships Enforcing referential integrity Design Related Tables .................................Access 108 Specifying the foreign key field data type

CONTENTS v Copyright 2017 Cengage Learning. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part. WCN 02-200-203

Create One-to-Many Relationships............Access 110 More on enforcing referential integrity Create Lookup Fields ..................................Access 112 Creating multivalued fields Modify Short Text Fields ............................Access 114 Working with the Input Mask property Modify Number and Currency Fields.........Access 116 Modifying fields in Datasheet View Modify Date/Time Fields ............................Access 118 Using Smart Tags Modify Validation Properties .....................Access 120 Create Attachment Fields ...........................Access 122 Working with database file types Practice .......................................................Access 124

Align Control Edges ...................................Access 168 Anchoring, margins, and padding Add a Combo Box for Data Entry ..............Access 170 Choosing between a combo box and a list box Add a Combo Box to Find Records .......................................................Access 172 Add Command Buttons .............................Access 174 Shape effects Add Option Groups....................................Access 176 Protecting data Add Tab Controls........................................Access 178 Practice .......................................................Access 180

Module 8: Analyzing Data with Reports .................................Access 189 Use Report Design View ............................Access 190

Module 6: Improving Queries............Access 137 Create Multitable Queries .........................Access 138 Deleting a field from the query grid Apply Sorts and View SQL..........................Access 140 Specifying a sort order different from the field order in the datasheet Develop AND Criteria.................................Access 142 Develop OR Criteria ...................................Access 144 Using wildcard characters in query criteria Create Calculated Fields .............................Access 146 Build Summary Queries..............................Access 148 Build Crosstab Queries ...............................Access 150

Create Parameter Reports ...........................Access 192 Parameter criteria Apply Conditional Formatting...................Access 194 Conditional formatting using data bars Add Lines....................................................Access 196 Line troubles Use the Format Painter and  Themes .......................................................Access 198 Add Subreports ...........................................Access 200 Modify Section Properties ..........................Access 202 Create Summary Reports............................Access 204 Practice .......................................................Access 206

Using query wizards Create a Report on a Query........................Access 152 Practice .......................................................Access 154

Module 7: Enhancing Forms..............Access 163 Use Form Design View................................Access 164 Add Subforms .............................................Access 166 Linking the form and subform

Integration Module 5: Integrating Word and  Access .............................Integration 65 Merge from Access to Word..................Integration 66 Export an Access Report to Word.................................................Integration 68 Practice .................................................Integration 70

vi CONTENTS Copyright 2017 Cengage Learning. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part. WCN 02-200-203

Powerpoint 2016

Embed an Excel Chart ....................... PowerPoint 132 Embedding a worksheet

Module 5: Working with Advanced Tools and Masters .......................... PowerPoint 97 Draw and Format Connectors............. PowerPoint 98 Changing page setup and slide orientation Use Advanced Formatting Tools ............................... PowerPoint 100

Link an Excel Worksheet ................... PowerPoint 134 Update a Linked Excel Worksheet.......................................... PowerPoint 136 Editing links Practice .............................................. PowerPoint 138

Creating columns in a text box Customize Animation Effects............ PowerPoint 102 Understanding animation timings Create Custom Slide Layouts ............ PowerPoint 104 Restoring the slide master layout Format Master Text............................ PowerPoint 106 Organizing slides into sections Change Master Text Indents ............. PowerPoint 108 Adjust Text Objects............................ PowerPoint 110 Changing text direction Use Templates and Add Comments ................................. PowerPoint 112 Understanding PowerPoint templates and themes Practice .............................................. PowerPoint 114

Module 7: Inserting Graphics, Media, and Objects......................... PowerPoint 145 Create a Custom Table ...................... PowerPoint 146 Design a SmartArt Graphic................ PowerPoint 148 Creating mathematical equations Enhance a SmartArt Graphic............. PowerPoint 150 Saving a presentation in PDF, XPS, or other fixed file formats Insert and Edit Digital Video............. PowerPoint 152 Trimming a video Insert and Trim Audio ....................... PowerPoint 154 Recording a narration on a slide Edit and Adjust a Picture................... PowerPoint 156 Compressing pictures

Module 6: Enhancing Charts .... PowerPoint 121 Work with Charts in PowerPoint ...... PowerPoint 122 Using Paste Special Change Chart Design and Style ............................................ PowerPoint 124 Using AutoFit Options to divide and fit body text Customize a Chart ............................ PowerPoint 126 Using the Insights task pane Format Chart Elements ..................... PowerPoint 128 Changing PowerPoint options Animate a Chart ................................ PowerPoint 130 Inserting a picture as a slide background

Add Action Buttons ........................... PowerPoint 158 Changing the transparency of a picture Insert Hyperlinks ............................... PowerPoint 160 Inserting a screenshot Practice .............................................. PowerPoint 162

Module 8: Using Advanced Features ....................... PowerPoint 169 Customize Handout and Notes Masters .................................... PowerPoint 170 Creating handouts in Microsoft Word Send a Presentation for Review........... PowerPoint 172 Packaging a presentation CONTENTS vii

Copyright 2017 Cengage Learning. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part. WCN 02-200-203

Combine Reviewed Presentations ..................................... PowerPoint 174 Coauthoring a presentation Set Up a Slide Show .......................... PowerPoint 176 Installing and using Office Add-ins Create a Custom Show ...................... PowerPoint 178 Linking to a custom slide show Prepare a Presentation for Distribution ....................................... PowerPoint 180 Recording a slide show Create a Photo Album ....................... PowerPoint 182 Publishing slides to a Slide Library Deliver a Presentation Online ........... PowerPoint 184 Mastering PowerPoint features and online presentations Practice .............................................. PowerPoint 186

Integration Module 6: Integrating Word, Excel, Access, and PowerPoint .....................Integration 73 Insert an Access Table into  PowerPoint ...........................................Integration 74 Insert Word Objects into  PowerPoint ...........................................Integration 76 Link an Excel File into PowerPoint ...........................................Integration 78 Create PowerPoint Handouts in Word ................................................Integration 80 Embed a PowerPoint Slide in Word.................................................Integration 82 Practice .................................................Integration 84

Glossary.............................................. Glossary 1 Index ..................................................... Index 32

viii CONTENTS Copyright 2017 Cengage Learning. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part. WCN 02-200-203

Productivity Apps for School and Work

OneNote Sway Office Mix Edge

Corinne Hoisington

Lochlan keeps track of his class notes, football plays, and internship meetings with OneNote.

Nori is creating a Sway site to highlight this year’s activities for the Student Government Association.

Zoe is using the annotation features of Microsoft Edge to take and save web notes for her research paper.

Hunter is adding interactive videos and screen recordings to his PowerPoint resume.

© Rawpixel/Shutterstock.com

In this Module

Being computer literate no longer means mastery of only Word, Excel, PowerPoint, Outlook, and Access. To become technology power users, Hunter, Nori, Zoe, and Lochlan are exploring Microsoft OneNote, Sway, Mix, and Edge in Office 2016 and Windows 10. Introduction to OneNote 2016 ................. 2 Introduction to Sway .................................. 6 Introduction to Office Mix ....................... 10 Introduction to Microsoft Edge .............. 14

Learn to use productivity apps! Links to companion Sways, featuring videos with hands-on instructions, are located on www.cengagebrain.com.

Productivity Apps for School and Work Copyright 2017 Cengage Learning. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part. WCN 02-200-203

PA-1

Introduction to OneNote 2016 notebook | section tab | To Do tag | screen clipping | note | template | Microsoft OneNote Mobile app | sync | drawing canvas | inked handwriting | Ink to Text

Bottom Line

• OneNote is a note-taking app for your academic and professional life. • Use OneNote to get organized by gathering your ideas, sketches, webpages, photos, videos, and notes in one place.

As you glance around any classroom, you invariably see paper notebooks and notepads on each desk. Because deciphering and sharing handwritten notes can be a challenge, Microsoft OneNote 2016 replaces physical notebooks, binders, and paper notes with a searchable, digital notebook. OneNote captures your ideas and schoolwork on any device so you can stay organized, share notes, and work with others on projects. Whether you are a student taking class notes as shown in Figure 1 or an employee taking notes in company meetings, OneNote is the one place to keep notes for all of your projects.

Figure 1: OneNote 2016 notebook Each notebook is divided into sections, also called section tabs, by subject or topic.

Type on a page to add a note, a small window that contains text or other types of information.

Use To Do tags, icons that help you keep track of your assignments and other tasks.

Personalize a page with a template, or stationery.

Write or draw directly on the page using drawing tools.

Pages can include pictures such as screen clippings, images from any part of a computer screen.

Attach files and enter equations so you have everything you need in one place.

Creating a OneNote Notebook

Learn to use OneNote!

Links to companion Sways, featuring videos with hands-on instructions, are located on www.cengagebrain.com.

OneNote is divided into sections similar to those in a spiral-bound notebook. Each OneNote notebook contains sections, pages, and other notebooks. You can use OneNote for school, business, and personal projects. Store information for each type of project in different notebooks to keep your tasks separate, or use any other organization that suits you. OneNote is flexible enough to adapt to the way you want to work. When you create a notebook, it contains a blank page with a plain white background by default, though you can use templates, or stationery, to apply designs in categories such as Academic, Business, Decorative, and Planners. Start typing or use the buttons on the Insert tab to insert notes, which are small resizable windows that can contain text, equations, tables, on-screen writing, images, audio and video recordings, to-do lists, file attachments, and file printouts. Add as many notes as you need to each page.

Syncing a Notebook to the Cloud OneNote saves your notes every time you make a change in a notebook. To make sure you can access your notebooks with a laptop, tablet, or smartphone wherever you are, OneNote uses cloud-based storage, such as OneDrive or SharePoint. Microsoft OneNote Mobile app, a lightweight version of OneNote 2016 shown in Figure 2, is available for free in the Windows Store, Google Play for Android devices, and the AppStore for iOS devices. If you have a Microsoft account, OneNote saves your notes on OneDrive automatically for all your mobile devices and computers, which is called syncing. For example, you can use OneNote to take notes on your laptop during class, and then PA-2

Productivity Apps for School and Work Copyright 2017 Cengage Learning. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part. WCN 02-200-203

open OneNote on your phone to study later. To use a notebook stored on your computer with your OneNote Mobile app, move the notebook to OneDrive. You can quickly share notebook content with other people using OneDrive. Figure 2: Microsoft OneNote Mobile app

Notes synced to OneDrive and displayed on a smartphone

Taking Notes Use OneNote pages to organize your notes by class and topic or lecture. Beyond simple typed notes, OneNote stores drawings, converts handwriting to searchable text and mathematical sketches to equations, and records audio and video. OneNote includes drawing tools that let you sketch freehand drawings such as biological cell diagrams and financial supply-and-demand charts. As shown in Figure 3, the Draw tab on the ribbon provides these drawing tools along with shapes so you can insert diagrams and other illustrations to represent your ideas. When you draw on a page, OneNote creates a drawing canvas, which is a container for shapes and lines. Figure 3: Tools on the Draw tab

On the Job Now OneNote is ideal for taking notes during meetings, whether you are recording minutes, documenting a discussion, sketching product diagrams, or listing follow-up items. Use a meeting template to add pages with content appropriate for meetings.

Draw tab

Pens and highlighters are in the Tools group. Insert rectangles and lines from the Shapes group.

Lines and shapes are in the Shapes group.

Make drawings using pens in the Tools group.

Insert text using the Type button in the Tools group.

Converting Handwriting to Text When you use a pen tool to write on a notebook page, the text you enter is called inked handwriting. OneNote can convert inked handwriting to typed text when you use the Ink to Text button in the Convert group on the Draw tab, as shown in Figure 4. After OneNote converts the handwriting to text, you can use the Search box to find terms in the converted text or any other note in your notebooks. Productivity Apps for School and Work Copyright 2017 Cengage Learning. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part. WCN 02-200-203

PA-3

Figure 4: Converting handwriting to text Ink to Text button

Writing inserted with a fingertip

On the Job Now Use OneNote as a place to brainstorm ongoing work projects. If a notebook contains sensitive material, you can password-protect some or all of the notebook so that only certain people can open it.

Handwriting converted to searchable text

Recording a Lecture If your computer or mobile device has a microphone or camera, OneNote can record the audio or video from a lecture or business meeting as shown in Figure 5. When you record a lecture (with your instructor’s permission), you can follow along, take regular notes at your own pace, and review the video recording later. You can control the start, pause, and stop motions of the recording when you play back the recording of your notes. Figure 5: Video inserted in a notebook Record Video button

Audio & Video Recording tab

Video recording

© iStock.com/petrograd99

Math Lecture video file

PA-4

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Try This Now

Learn to use OneNote!

Links to companion Sways, featuring videos with hands-on instructions, are located on www.cengagebrain.com.

1: Taking Notes for a Week

As a student, you can get organized by using OneNote to take detailed notes in your classes. Perform the following tasks: a. Create a new OneNote notebook on your Microsoft OneDrive account (the default location for new notebooks). Name the notebook with your first name followed by “Notes,” as in Caleb Notes. b. Create four section tabs, each with a different class name. c. T Take detailed notes in those classes for one week. Be sure to include notes, drawings, and other types of content. d. Sync your notes with your OneDrive. Submit your assignment in the format specified by your instructor.

2: Using OneNote to Organize a Research Paper You have a research paper due on the topic of three habits of successful students. Use OneNote to organize your research. Perform the following tasks: a. Create a new OneNote notebook on your Microsoft OneDrive account. Name the notebook Success Research. b. Create three section tabs with the following names: • Take Detailed Notes • Be Respectful in Class • Come to Class Prepared c. On the web, research the topics and find three sources for each section. Copy a sentence from each source and paste the sentence into the appropriate section. When you paste the sentence, OneNote inserts it in a note with a link to the source. d. Sync your notes with your OneDrive. Submit your assignment in the format specified by your instructor.

3: Planning Your Career Note: This activity requires a webcam or built-in video camera on any type of device. Consider an occupation that interests you. Using OneNote, examine the responsibilities, education requirements, potential salary, and employment outlook of a specific career. Perform the following tasks: a. Create a new OneNote notebook on your Microsoft OneDrive account. Name the notebook with your first name ffollowed by a career title, such as Kara - App Developer. b. Create four section tabs with the names Responsibilities, Education Requirements, Median Salary, and Employment Outlook. c. Research the responsibilities of your career path. Using OneNote, record a short video (approximately 30 seconds) of yourself explaining the responsibilities of your career path. Place the video in the Responsibilities section. d. On the web, research the educational requirements for your career path and find two appropriate sources. Copy a paragraph from each source and paste them into the appropriate section. When you paste a paragraph, OneNote inserts it in a note with a link to the source. e. Research the median salary for a single year for this career. Create a mathematical equation in the Median Salary section that multiplies the amount of the median salary times 20 years to calculate how much you will possibly earn. f. For the Employment Outlook section, research the outlook for your career path. Take at least four notes about what you find when researching the topic. g. Sync your notes with your OneDrive. Submit your assignment in the format specified by your instructor.

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PA-5

Introduction to Sway Sway site | responsive design | Storyline | card | Creative Commons license | animation emphasis effects | Docs.com

Bottom Line

• Drag photos, videos, and files from your computer and content from Facebook and Twitter directly to your Sway presentation. • Run Sway in a web browser or as an app on your smartphone, and save presentations as webpages.

Expressing your ideas in a presentation typically means creating PowerPoint slides or a Word document. Microsoft Sway gives you another way to engage an audience. Sway is a free Microsoft tool available at Sway.com or as an app in Office 365. Using Sway, you can combine text, images, videos, and social media in a website called a Sway site that you can share and display on any device. To get started, you create a digital story on a web-based canvas without borders, slides, cells, or page breaks. A Sway site organizes the text, images, and video into a responsive design, which means your content adapts perfectly to any screen size as shown in Figure 6. You store a Sway site in the cloud on OneDrive using a free Microsoft account. Figure 6: Sway site with responsive design

© iStock.com/marinello, © iStock.com/marekuliasz

You can display a Sway presentation in a web browser.

Sway uses responsive design to make sure pages fit perfectly on any device.

Learn to use Sway!

Links to companion Sways, featuring videos with hands-on instructions, are located on www.cengagebrain.com.

PA-6

Creating a Sway Presentation You can use Sway to build a digital flyer, a club newsletter, a vacation blog, an informational site, a digital art portfolio, or a new product rollout. After you select your topic and sign into Sway with your Microsoft account, a Storyline opens, providing tools and a work area for composing your digital story. See Figure 7. Each story can include text, images, and videos. You create a Sway by adding text and media content into a Storyline section, or card. To add pictures, videos, or documents, select a card in the left pane and then select the Insert Content button. The first card in a Sway presentation contains a title and background image.

Productivity Apps for School and Work Copyright 2017 Cengage Learning. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part. WCN 02-200-203

Figure 7: Creating a Sway site Design and create Sway presentations.

Share and play published Sway sites.

Arrange content in a Storyline, which contains all the text, pictures, videos, and other media in a Sway presentation.

To add content, select a card, which is designed to hold a particular type of information.

After selecting a card, click the Insert Content button to add the content to the Sway presentation.

Adding Content to Build a Story As you work, Sway searches the Internet to help you find relevant images, videos, tweets, and other content from online sources such as Bing, YouTube, Twitter, and Facebook. You can drag content from the search results right into the Storyline. In addition, you can upload your own images and videos directly in the presentation. For example, if you are creating a Sway presentation about the market for commercial drones, Sway suggests content to incorporate into the presentation by displaying it in the left pane as search results. The search results include drone images tagged with a Creative Commons license at online sources as shown in Figure 8. A Creative Commons license is a public copyright license that allows the free distribution of an otherwise copyrighted work. In addition, you can specify the source of the media. For example, you can add your own Facebook or OneNote pictures and videos in Sway without leaving the app.

On the Job Now If you have a Microsoft Word document containing an outline of your business content, drag the outline into Sway to create a card for each topic.

Figure 8: Images in Sway search results

Select the source of media objects

Information about Creative Commons licenses Storyline title

Drag an image to the picture placeholder box Suggested images in the search results

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PA-7

Designing a Sway On the Job Now If your project team wants to collaborate on a Sway presentation, click the Authors button on the navigation bar to invite others to edit the presentation.

Sway professionally designs your Storyline content by resizing background images and fonts to fit your display, and by floating text, animating media, embedding video, and removing images as a page scrolls out of view. Sway also evaluates the images in your Storyline and suggests a color palette based on colors that appear in your photos. Use the Design button to display tools including color palettes, font choices, animation emphasis effects, and style templates to provide a personality for a Sway presentation. Instead of creating your own design, you can click the Remix button, which randomly selects unique designs for your Sway site.

Publishing a Sway Use the Play button to display your finished Sway presentation as a website. The Address bar includes a unique web address where others can view your Sway site. As the author, you can edit a published Sway site by clicking the Edit button (pencil icon) on the Sway toolbar.

Sharing a Sway When you are ready to share your Sway website, you have several options as shown in Figure 9. Use the Share slider button to share the Sway site publically or keep it private. If you add the Sway site to the Microsoft Docs.com public gallery, anyone worldwide can use Bing, Google, or other search engines to find, view, and share your Sway site. You can also share your Sway site using Facebook, Twitter, Google+, Yammer, and other social media sites. Link your presentation to any webpage or email the link to your audience. Sway can also generate a code for embedding the link within another webpage. Figure 9: Sharing a Sway site Share button

Drag the slider button to Just me to keep the Sway site private

Post the Sway site on Docs.com Options differ depending on your Microsoft account

Send friends a link to the Sway site

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Productivity Apps for School and Work Copyright 2017 Cengage Learning. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part. WCN 02-200-203

Try This Now

Learn to use Sway!

Links to companion Sways, featuring videos with hands-on instructions, are located on www.cengagebrain.com.

1: Creating a Sway Resume

Sway is a digital storytelling app. Create a Sway resume to share the skills, job experiences, and achievements you have that match the requirements of a future job interest. Perform the following tasks: a. Create a new presentation in Sway to use as a digital resume. Title the Sway Storyline with your full name and then select a background image. b. Create three separate sections titled Academic Background, Work Experience, and Skills, and insert text, a picture, and a paragraph or bulleted points in each section. Be sure to include your own picture. c. Add a fourth section that includes a video about your school that you find online. d. Customize the design of your presentation. e. Submit your assignment link in the format specified by your instructor.

2: Creating an Online Sway Newsletter Newsletters are designed to capture the attention of their target audience. Using Sway, create a newsletter for a club, organization, or your favorite music group. Perform the following tasks: a. Create a new presentation in Sway to use as a digital newsletter for a club, organization, or your favorite music group. Provide a title for the Sway Storyline and select an appropriate background image. b. Select three separate sections with appropriate titles, such as Upcoming Events. In each section, insert text, a picture, and a paragraph or bulleted points. c. Add a fourth section that includes a video about your selected topic. d. Customize the design of your presentation. e. Submit your assignment link in the format specified by your instructor.

3: Creating and Sharing a Technology Presentation To place a Sway presentation in the hands of your entire audience, you can share a link to the Sway presentation. Create a Sway presentation on a new technology and share it with your class. Perform the following tasks: a. Create a new presentation in Sway about a cutting-edge technology topic. Provide a title for the Sway Storyline and select a background image. b. Create four separate sections about your topic, and include text, a picture, and a paragraph in each section. c. Add a fifth section that includes a video about your topic. d. Customize the design of your presentation. e. Share the link to your Sway with your classmates and submit your assignment link in the format specified by your instructor.

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PA-9

Introduction to Office Mix add-in | clip | slide recording | Slide Notes | screen recording | free-response quiz

Bottom Line

• Office Mix is a free PowerPoint add-in from Microsoft that adds features to PowerPoint. • The Mix tab on the PowerPoint ribbon provides tools for creating screen recordings, videos, interactive quizzes, and live webpages.

To enliven business meetings and lectures, Microsoft adds a new dimension to presentations with a powerful toolset called Office Mix, a free add-in for PowerPoint. (An add-in is software that works with an installed app to extend its features.) Using Office Mix, you can record yourself on video, capture still and moving images on your desktop, and insert interactive elements such as quizzes and live webpages directly into PowerPoint slides. When you post the finished presentation to OneDrive, Office Mix provides a link you can share with friends and colleagues. Anyone with an Internet connection and a web browser can watch a published Office Mix presentation, such as the one in Figure 10, on a computer or mobile device. Figure 10: Office Mix presentation You can view a published Office Mix presentation in a browser on any device, even if PowerPoint is not installed.

Click to continue to the next slide. Display a list of slides with titles.

Learn to use Office Mix! Links to companion Sways, featuring videos with hands-on instructions, are located on www.cengagebrain.com.

Adding Office Mix to PowerPoint To get started, you create an Office Mix account at the website mix.office.com using an email address or a Facebook or Google account. Next, you download and install the Office Mix add-in (see Figure 11). Office Mix appears as a new tab named Mix on the PowerPoint ribbon in versions of Office 2013 and Office 2016 running on personal computers (PCs). Figure 11: Getting started with Office Mix Download the Office Mix free add-in from mix.office.com.

Click the Get Office Mix button to download Office Mix and install it as a tab on the PowerPoint ribbon.

PA-10

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Capturing Video Clips A clip is a short segment of audio, such as music, or video. After finishing the content on a PowerPoint slide, you can use Office Mix to add a video clip to animate or illustrate the content. Office Mix creates video clips in two ways: by recording live action on a webcam and by capturing screen images and movements. If your computer has a webcam, you can record yourself and annotate the slide to create a slide recording as shown in Figure 12.

On the Job Now Companies are using Office Mix to train employees about new products, to explain benefit packages to new workers, and to educate interns about office procedures.

Figure 12: Making a slide recording Record your voice; also record video if your computer has a camera.

Use the Slide Notes button to display notes for your narration.

Use inking tools to write and draw on the slide as you record.

When you are making a slide recording, you can record your spoken narration at the same time. The Slide Notes feature works like a teleprompter to help you focus on your presentation content instead of memorizing your narration. Use the Inking tools to make annotations or add highlighting using different pen types and colors. After finishing a recording, edit the video in PowerPoint to trim the length or set playback options. The second way to create a video is to capture on-screen images and actions with or without a voiceover. This method is ideal if you want to show how to use your favorite website or demonstrate an app such as OneNote. To share your screen with an audience, select the part of the screen you want to show in the video. Office Mix captures everything that happens in that area to create a screen recording, as shown in Figure 13. Office Mix inserts the screen recording as a video in the slide.

For best results, look directly at your webcam while recording video.

Choose a video and audio device to record images and sound.

On the Job Now To make your video recordings accessible to people with hearing impairments, use the Office Mix closed-captioning tools. You can also use closed captions to supplement audio that is difficult to understand and to provide an aid for those learning to read.

Figure 13: Making a screen recording Record the action on the screen within the red dashed outline.

Select Area button

Record audio while capturing your on-screen actions.

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PA-11

Inserting Quizzes, Live Webpages, and Apps To enhance and assess audience understanding, make your slides interactive by adding quizzes, live webpages, and apps. Quizzes give immediate feedback to the user as shown in Figure 14. Office Mix supports several quiz formats, including a free-response quiz similar to a short answer quiz, and true/false, multiple-choice, and multiple-response formats. Figure 14: Creating an interactive quiz Mix tab on the PowerPoint ribbon

Quizzes Videos Apps button

Randomly shuffle quiz responses

Green checkmark identifies the correct answer

Sharing an Office Mix Presentation When you complete your work with Office Mix, upload the presentation to your personal Office Mix dashboard as shown in Figure 15. Users of PCs, Macs, iOS devices, and Android devices can access and play Office Mix presentations. The Office Mix dashboard displays built-in analytics that include the quiz results and how much time viewers spent on each slide. You can play completed Office Mix presentations online or download them as movies. Figure 15: Sharing an Office Mix presentation

Office Mix dashboard displays the quiz analytics.

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Productivity Apps for School and Work Copyright 2017 Cengage Learning. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part. WCN 02-200-203

Try This Now

Learn to use Office Mix!

1: Creating an Office Mix Tutorial for OneNote

Links to companion Sways, featuring videos with hands-on instructions, are located on www.cengagebrain.com.

Note: This activity requires a microphone on your computer. Office Mix makes it easy to record screens and their contents. Create PowerPoint slides with an Office Mix screen recording to show OneNote 2016 features. Perform the following tasks: a. Create a PowerPoint presentation with the Ion Boardroom template. Create an opening slide with the title My Favorite OneNote Features and enter your name in the subtitle. b. Create three additional slides, each titled with a new feature of OneNote. Open OneNote and use the Mix tab in PowerPoint to capture three separate screen recordings that teach your favorite features. c. Add a fifth slide that quizzes the user with a multiple-choice question about OneNote and includes four responses. Be sure to insert a checkmark indicating the correct response. d. U Upload the completed presentation to your Office Mix dashboard and share the link with your instructor. e. Submit your assignment link in the format specified by your instructor.

2: Teaching Augmented Reality with Office Mix Note: This activity requires a webcam or built-in video camera on your computer. A local elementary school has asked you to teach augmented reality to its students using Office Mix. Perform the following tasks: a. Research augmented reality using your favorite online search tools. b. Create a PowerPoint presentation with the Frame template. Create an opening slide with the title Augmented Reality and enter your name in the subtitle. c. Create a slide with four bullets summarizing your research of augmented reality. Create a 20-second slide recording of yourself providing a quick overview of augmented reality. d. Create another slide with a 30-second screen recording of a video about augmented reality from a site such as YouTube or another video-sharing site. e. Add a final slide that quizzes the user with a true/false question about augmented reality. Be sure to insert a checkmark indicating the correct response. f. U Upload the completed presentation to your Office Mix dashboard and share the link with your instructor. g. Submit your assignment link in the format specified by your instructor.

3: Marketing a Travel Destination with Office Mix Note: This activity requires a webcam or built-in video camera on your computer. To convince your audience to travel to a particular city, create a slide presentation marketing any city in the world using a slide recording, screen recording, and a quiz. Perform the following tasks: a. Create a PowerPoint presentation with any template. Create an opening slide with the title of the city you are marketing as a travel destination and your name in the subtitle. b. Create a slide with four bullets about the featured city. Create a 30-second slide recording of yourself explaining why this city is the perfect vacation destination. c. Create another slide with a 20-second screen recording of a travel video about the city from a site such as YouTube or another video-sharing site. d. Add a final slide that quizzes the user with a multiple-choice question about the featured city with five responses. Be sure to include a checkmark indicating the correct response. e. U Upload the completed presentation to your Office Mix dashboard and share your link with your instructor. f. Submit your assignment link in the format specified by your instructor.

Productivity Apps for School and Work Copyright 2017 Cengage Learning. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part. WCN 02-200-203

PA-13

Introduction to Microsoft Edge Reading view | Hub | Cortana | Web Note | Inking | sandbox

Bottom Line

• Microsoft Edge is the name of the new web browser built into Windows 10. • Microsoft Edge allows you to search the web faster, take web notes, read webpages without distractions, and get instant assistance from Cortana.

Microsoft Edge is the default web browser developed for the Windows 10 operating system as a replacement for Internet Explorer. Unlike its predecessor, Edge lets you write on webpages, read webpages without advertisements and other distractions, and search for information using a virtual personal assistant. The Edge interface is clean and basic, as shown in Figure 16, meaning you can pay more attention to the webpage content.

Figure 16: Microsoft Edge tools Forward button

New tab button

Web address in the Address bar

Add to favorites or reading list button

Reading view button

Back button

More button Share Web Note button

Refresh (F5) button

Learn to use Edge!

Links to companion Sways, featuring videos with hands-on instructions, are located on www.cengagebrain.com.

On the Job Now Businesses started adopting Internet Explorer more than 20 years ago simply to view webpages. Today, Microsoft Edge has a different purpose: to promote interaction with the web and share its contents with colleagues.

PA-14

Hub (Favorites, reading list, history, and downloads) button

Make a Web Note button

Browsing the Web with Microsoft Edge One of the fastest browsers available, Edge allows you to type search text directly in the Address bar. As you view the resulting webpage, you can switch to Reading view, which is available for most news and research sites, to eliminate distracting advertisements. For example, if you are catching up on technology news online, the webpage might be difficult to read due to a busy layout cluttered with ads. Switch to Reading view to refresh the page and remove the original page formatting, ads, and menu sidebars to read the article distraction-free. Consider the Hub in Microsoft Edge as providing one-stop access to all the things you collect on the web, such as your favorite websites, reading list, surfing history, and downloaded files.

Locating Information with Cortana Cortana, the Windows 10 virtual assistant, plays an important role in Microsoft Edge.

After you turn on Cortana, it appears as an animated circle in the Address bar when you might need assistance, as shown in the restaurant website in Figure 17. When you click the Cortana icon, a pane slides in from the right of the browser window to display detailed information about the restaurant, including maps and reviews. Cortana can also assist you in defining words, finding the weather, suggesting coupons for shopping, updating stock market information, and calculating math.

Productivity Apps for School and Work Copyright 2017 Cengage Learning. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part. WCN 02-200-203

Figure 17: Cortana providing restaurant information Cortana circle icon in the Address bar

Cortana provides a map, address, location details, phone number, type of food, rating, and menu.

Annotating Webpages One of the most impressive Microsoft Edge features are the Web Note tools, which you use to write on a webpage or to highlight text. When you click the Make a Web Note button, an Inking toolbar appears, as shown in Figure 18, that provides writing and drawing tools. These tools include an eraser, a pen, and a highlighter with different colors. You can also insert a typed note and copy a screen image (called a screen clipping). You can draw with a pointing device, fingertip, or stylus using different pen colors. Whether you add notes to a recipe, annotate sources for a research paper, or select a product while shopping online, the Web Note tools can enhance your productivity. After you complete your notes, click the Save button to save the annotations to OneNote, your Favorites list, or your Reading list. You can share the inked page with others using the Share Web Note button.

On the Job Now To enhance security, Microsoft Edge runs in a partial sandbox, an arrangement that prevents attackers from gaining control of your computer. Browsing within the sandbox protects computer resources and information from hackers.

Figure 18: Web Note tools in Microsoft Edge Inking toolbar with Web Note tools for making annotations

Writing and drawing created with the Pen tool

Highlighted text

Save a copy of the webpage with annotations

Typed note

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PA-15

Try This Now 1: Using Cortana in Microsoft Edge

Learn to use Edge!

Links to companion Sways, featuring videos with hands-on instructions, are located on www.cengagebrain.com.

Note: This activity requires using Microsoft Edge on a Windows 10 computer. Cortana can assist you in finding information on a webpage in Microsoft Edge. Perform the following tasks: a. Create a Word document using the Word Screen Clipping tool to capture the following screenshots. • Screenshot A—Using Microsoft Edge, open a webpage with a technology news article. Right-click a term in the article and ask Cortana to define it. • Screenshot B—Using Microsoft Edge, open the website of a fancy restaurant in a city near you. Make sure the Cortana circle icon is displayed in the Address bar. (If it’s not displayed, find a different restaurant website.) Click the Cortana circle icon to display a pane with information about the restaurant. • Screenshot C—Using Microsoft Edge, type 10 USD to Euros in the Address bar without pressing the Enter key. Cortana converts the U.S. dollars to Euros. • Screenshot D—Using Microsoft Edge, type Apple stock in the Address bar without pressing the Enter key. Cortana displays the current stock quote. b. Submit your assignment in the format specified by your instructor.

2: Viewing Online News with Reading View Note: This activity requires using Microsoft Edge on a Windows 10 computer. Reading view in Microsoft Edge can make a webpage less cluttered with ads and other distractions. Perform the following tasks: a. Create a Word document using the Word Screen Clipping tool to capture the following screenshots. • Screenshot A—Using Microsoft Edge, open the website mashable.com. Open a technology article. Click the Reading view button to display an ad-free page that uses only basic text formatting. • Screenshot B—Using Microsoft Edge, open the website bbc.com. Open any news article. Click the Reading view button to display an ad-free page that uses only basic text formatting. • Screenshot C—Make three types of annotations (Pen, Highlighter, and Add a typed note) on the BBC article page displayed in Reading view. b. Submit your assignment in the format specified by your instructor.

3: Inking with Microsoft Edge Note: This activity requires using Microsoft Edge on a Windows 10 computer. Microsoft Edge provides many annotation options to record your ideas. Perform the following tasks: a. Open the website wolframalpha.com in the Microsoft Edge browser. Wolfram Alpha is a well-respected academic search engine. Type US$100 1965 dollars in 2015 in the Wolfram Alpha search text box and press the Enter key. b. Click the Make a Web Note button to display the Web Note tools. Using the Pen tool, draw a circle around the result on the webpage. Save the page to OneNote. c. In the Wolfram Alpha search text box, type the name of the city closest to where you live and press the Enter key. Using the Highlighter tool, highlight at least three interesting results. Add a note and then type a sentence about what you learned about this city. Save the page to OneNote. Share your OneNote notebook with your instructor. d. Submit your assignment link in the format specified by your instructor.

PA-16

Productivity Apps for School and Work Copyright 2017 Cengage Learning. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part. WCN 02-200-203

Word 2016 Module 5

Creating and Formatting Tables You are preparing a summary budget for an advertising campaign aimed at the Boston market. The goal of the ad campaign is to promote winter projects in tropical destinations. YYou decide to format the budget information as a table so that it is easy to read and analyze.

CASE

Module Objectives After completing this module, you will be able to: • Insert a table

• Split and merge cells

• Insert and delete rows and columns

• Perform calculations in tables

• Modify rows and columns

• Apply a table style

• Sort table data

• Customize a table format

Files You Will Need WD 5-1.docx

WD 5-2.docx

Copyright 2017 Cengage Learning. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part. WCN 02-200-203

Insert a Table

Word 2016

Module 5 Learning Outcomes

A table is a grid made up of rows and columns of cells that you can fill with text and graphics. A cell is the box formed by the intersection of a column and a row. The lines that divide the columns and rows and help you see the grid-like structure of a table are called borders. You Y can create a table in a document by using the Table T command in the Tables T group on the Insert tab. Once you have created a table, you can add text and graphics to it. CASE YYou begin by inserting a blank table and adding text to it.

• Insert a table • Type text in a table • Add rows

STEPS

1. Start Word, click Blank document, click the View tab, then click the Page Width button in the Zoom group 2. Click the Insert tab, then click the Table button in the Tables group

QUICK TIP If the rulers are not displayed, click the Ruler check box in the Show group on the View tab.

The Table menu opens. It includes a grid for selecting the number of columns and rows you want the table to contain, as well as several commands for inserting a table. TABLE 5-1 describes these commands. As you move the pointer across the grid, a preview of the table with the specified number of columns and rows appears in the document at the location of the insertion point.

3. Point to the second box in the fourth row to select 2x4 Table, then click A table with two columns and four rows is inserted in the document, as shown in FIGURE 5-1. Black borders surround the table cells. The insertion point is in the first cell in the first row.

4. Type Location, then press [Tab] Pressing [Tab] moves the insertion point to the next cell in the row.

5. Type Cost, press [Tab], then type The Boston Globe Pressing [Tab] at the end of a row moves the insertion point to the first cell in the next row.

6. Press [Tab], type 28,900, press [Tab], then type the following text in the table, pressing [Tab] to move from cell to cell Boston.com

26,000

Taxi tops

16,000

7. Press [Tab] Pressing [Tab] at the end of the last cell of a table creates a new row at the bottom of the table, as shown in FIGURE 5-2. The insertion point is located in the first cell in the new row.

8. TType the following, pressing [Tab] to move from cell to cell and to create new rows

TROUBLE If you pressed [Tab] after the last row, click the Undo button on the Quick Access toolbar to remove the new blank row.

Cambridge Chronicle Wickedlocal.com

17,460 5,750

MBTA stops

12,000

Boston Magazine

11,400

9. Click the Save button on the Quick Access toolbar, then save the document as WD 5-Boston Ad Budget to the location where you store your Data Files The table is shown in FIGURE 5-3.

TABLE 5-1: Table menu commands

command

use to

Insert Table

Create a table with any number of columns and rows and select an AutoFit behavior

Draw Table

Create a complex table by drawing the table columns and rows

Convert Text to Table

Convert text that is separated by tabs, commas, or another separator character into a table

Excel Spreadsheet

Insert a blank Excel worksheet into the document as an embedded object

Quick Tables

Insert a preformatted table template and replace the placeholder data with your own data

Word 106

Creating and Formatting Tables Copyright 2017 Cengage Learning. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part. WCN 02-200-203

FIGURE 5-1: Blank table

Column Table move handle

Table Tools Design tab

Insertion point Cell

Row

FIGURE 5-2: New row in table

New row

Word 2016

FIGURE 5-3: Text in the table

Converting text to a table and a table to text Starting with a blank table is just one way to create a table. You can also convert text that is separated by a tab, a comma, or another separator character into a table. For example, to create a two-column table of last and first names, you could type the names as a list with a comma separating the last and first name in each line, and then convert the text to a table. The separator character—a comma in this example—indicates where you want to divide the table into columns, and a paragraph mark indicates where you want to begin a new row. To convert text

to a table, select the text, click the Table button in the Tables group on the Insert tab, and then click Convert Text to Table. In the Convert Text to Table dialog box, select from the options for structuring and formatting the table, and then click OK to create the table. Conversely you can convert a table to text that is separated Conversely, by tabs, commas, or some other character by selecting the table, clicking the Table Tools Layout tab, and then clicking the Convert to Text button in the Data group.

Creating and Formatting Tables Copyright 2017 Cengage Learning. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part. WCN 02-200-203

Word 107

Word 2016

Module 5 Learning Outcomes: Outcomes • Select rows and columns • Insert and delete rows and columns

STEPS QUICK TIP You can also insert a row by right-clicking a row, clicking the Insert button on the Mini toolbar, and then clicking Insert Above or Insert Below. Below

QUICK TIP If the end of row mark is not selected, you have selected only the text in the row not the the row, row itself.

Insert and Delete Rows and Columns You can easily modify the structure of a table by adding and removing rows and columns. First, you must click or select an existing row or column in the table to indicate where you want to insert or delete. You Y can select any element of a table using the Select command on the Table T T Tools Layout tab, but it is often easier to select, add, and delete rows and columns using the mouse. CASE YYou add new rows and columns to the table, and delete unnecessary rows.

1. Click the Home tab, click the Show/Hide ¶ button in the Paragraph group to display formatting marks, then move the pointer up and down the left edge of the table An end of cell mark appears at the end of each cell and an end of row mark appears at the end of each row. When you move the pointer to the left of two existing rows, an Insert Control appears outside the table.

2. Move the pointer to the left of the border above the Wickedlocal.com row, then click the Insert Control A new row is inserted directly above the Wickedlocal.com row, as shown in FIGURE 5-4.

3. Click the first cell of the new row, type Bostonherald.com, press [Tab], then type 15,300 4. Place the pointer in the margin to the left of the Boston.com row until the pointer changes to , click to select the row, press and hold the mouse button, drag down to select the Taxi tops row row, then release the mouse button The two rows are selected, including the end of row marks.

5. Click the Table Tools Layout tab, then click the Insert Below button in the Rows & Columns group Two new rows are added below the selected rows. To insert multiple rows, you select the number of rows you want to insert before inserting the rows, and then click an Insert Control or use the buttons on the Ribbon.

QUICK TIP If you select a row and press [Delete], you delete only the contents of the row, not the row itself.

6. Click the Cambridge Chronicle row row, click the Delete button in the Rows & Columns group, click Delete Rows, select the two blank rows, click the Delete button on the Mini toolbar, then click Delete Rows The Cambridge Chronicle row and the two blank rows are deleted.

7. Place the pointer over the top border of the Location column until the pointer changes to , then click The entire column is selected.

QUICK TIP To select a cell, place the pointer near the left border of the cell, then click.

8. Click the Insert Left button in the Rows & Columns group, then type Type A new column is inserted to the left of the Location column, as shown in FIGURE 5-5.

9. Place the pointer over the border between the Location and Cost columns at the top of the table, click the Insert Control, then type Details in the first cell of the new column A new column is added between the Location and Cost columns.

10. Press [ ] to move the insertion point to the next cell in the Details column, click the Home tab, click to turn off the display of formatting marks, enter the text shown in FIGURE 5-6 in each cell in the Details and Type columns, then save your changes You can use the arrow keys to move the insertion point from cell to cell. Notice that text wraps to the next line in the cell as you type. Compare your table to FIGURE 5-6. Word 108

Creating and Formatting Tables Copyright 2017 Cengage Learning. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part. WCN 02-200-203

FIGURE 5-4: Inserted row

End of cell mark End of row mark

Insert Control

New row is selected by default

FIGURE 5-5: Inserted column

New column

Word 2016

FIGURE 5-6: Text in Type and Details columns

Copying and moving rows and columns You can copy and move rows and columns within a table in the same manner you copy and move text. Select the row or column you want to move, then use the Copy or Cut button to place the selection on the Clipboard. Place the insertion point in the location where you want to insert the row or column, then click the Paste

button to paste the selection. Rows are inserted above the row containing the insertion point; columns are inserted to the left of the column containing the insertion point. You can also copy or move columns and rows by selecting them and using the pointer to drag them to a new location in the table.

Creating and Formatting Tables Copyright 2017 Cengage Learning. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part. WCN 02-200-203

Word 109

Word 2016

Module 5 Learning Outcomes: Outcomes • Resize columns • Select a table • Align text in cells

STEPS QUICK TIP Press [Alt] as you drag a border to display the column width or row height measurements on the ruler.

Modify Rows and Columns Once you create a table, you can easily adjust the size of columns and rows to make the table easier to read. You can change the width of columns and the height of rows by dragging a border, border by using the AutoFit command, or by setting precise measurements in the Cell Size group on the Table T T Tools Layout tab. CASE YYou adjust the size of the columns and rows to make the table more attractive and easier to read. You also center the text vertically in each table cell.

1. Position the pointer over the border between Type and Location until the pointer changes to , then drag the border to approximately the ½" mark on the horizontal ruler The dotted line that appears as you drag represents the border. Dragging the column border changes the width of the first and second columns: the first column is narrower and the second column is wider. When dragging a border to change the width of an entire column, make sure no cells are selected in the column. You can also drag a row border to change the height of the row above it.

2. Position the pointer over the right border of the Location column until the pointer changes to , then double-click Double-clicking a column border automatically resizes the column to fit the text.

3. Double-click the right border of the Details column with the pointer click the right border of the Cost column with the

pointer, then double-

The widths of the Details and Cost columns are adjusted.

4. Move the pointer over the table, then click the table move handle outside the upper-left corner of the table

that appears

Clicking the table move handle selects the entire table. You can also use the Select button in the Table group on the Table Tools Layout tab to select an entire table.

5. With the table still selected, click the Table Tools Layout tab, click the Distribute Rows in the Cell Size group, then click in the table to deselect it button QUICK TIP Quickly resize a table by dragging the table resize handle to a new location.

All the rows in the table become the same height, as shown in FIGURE 5-7. You can also use the Distribute Columns button to make all the columns the same width, or you can use the AutoFit button to make the width of the columns fit the text, to adjust the width of the columns so the table is justified between the margins, or to set fixed column widths.

6. Click in the Details column, click the Table Column Width text box in the Cell Size group, type 3.5, then press [Enter] The width of the Details column changes to 3.5".

QUICK TIP Quickly center a table on a page by selecting the table and clicking the Center button in the Paragraph group on the Home tab.

Word 110

7. Click the Select button in the Table group, click Select Table, click the Align Center in the Alignment group, deselect the table, then save your changes Left button The text is centered vertically in each table cell, as shown in FIGURE 5-8. You can use the alignment buttons in the Alignment group to change the vertical and horizontal alignment of the text in selected cells or in the entire table.

Creating and Formatting Tables Copyright 2017 Cengage Learning. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part. WCN 02-200-203

FIGURE 5-7: Resized columns and rows

Table move handle: click to select the table; drag to move the table Rows are all the same height Table resize handle; drag to change the size of all the rows and columns

FIGURE 5-8: Text centered vertically in cells

Text is centered vertically in the cell

Column is widened

Word 2016

Setting advanced table properties When you want to wrap text around a table, indent a table, or set other advanced table properties, you click the Properties command in the Table group on the Table Tools Layout tab to open the Table Properties dialog box, shown in FIGURE 5-9. Using the Table tab in this dialog box, you can set a precise width for the table, change the horizontal alignment of the table between the margins, indent the table, and set text wrapping options for the table. You can also click Options on the Table tab to open the Table Options dialog box, which you use to customize the table’s default cell margins and the spacing between table cells. Alternatively, click Borders and Shading on the Table tab to open the Borders and Shading dialog box, which you can use to create a custom format for the table. The Column, Row, and Cell tabs in the Table Properties dialog box allow you to set an exact width for columns, to specify an exact height for rows, and to indicate an exact size for individual cells. The Alt Text tab is used to add alternative text for a table that will appear on a Web page, such as a title and a description.

FIGURE 5-9: Table Properties dialog box

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Word 111

Word 2016

Module 5 Learning Outcomes: Outcomes • Sort table data by one or more criteria • Sort lists and paragraphs

STEPS

Sort Table Data Tables are often easier to interpret and analyze when the data is sorted, which means the rows are organized in alphabetical or sequential order based on the data in one or more columns. When you sort a table, Word W arranges all the table data according to the criteria you set. You Y set sort criteria by specifying the column (or columns) you want to sort by and indicating the sort order—ascending or descending— you want to use. Ascending order lists data alphabetically or sequentially (from A to Z, 0 to 9, or earliest to latest). Descending order lists data in reverse alphabetical or sequential order (from Z to A, 9 to 0, or latest to earliest). You Y can sort using the data in one column or multiple columns. When you sort by multiple columns you must select primary, primar secondary, secondar and tertiary tertiar sort criteria. You Y use the Sort command in the Data group on the Table T T Tools Layout tab to sort a table. CASE You sort the table so that all ads of the same type are listed together. You also add secondary sort criteria so that the ads within each type are listed in descending order by cost.

1. Place the insertion point anywhere in the table To sort an entire table, you simply need to place the insertion point anywhere in the table. If you want to sort specific rows only, then you must select the rows you want to sort.

2. Click the Sort button in the Data group on the Table Tools Layout tab The Sort dialog box opens, as shown in FIGURE 5-10. You use this dialog box to specify the column or columns you want to sort by by, the type of information you are sorting (text, numbers, or dates), and the sort order (ascending or descending). Column 1 is selected by default in the Sort by list box. Since you want to sort your table first by the information in the first column—the type of ad (Print, Web, or Misc.)—you don’t change the Sort by criteria. QUICK TIP To repeat the header row on every page of a table that spans multiple pages, click the Repeat Header Rows button in the Data group on the T Table Tools Layout tab.

3. Click the Header row option button in the My list has section to select it The table includes a header row, which is the first row of a table that contains the column headings. You must select the Header row option button first when you do not want the header row included in the sort.

4. Click the Descending option button in the Sort by section The information in the Type column will be sorted in descending—or reverse alphabetical—order, so that the “Web” ads will be listed first, followed by the “Print” ads, and then the “Misc.” ads.

5. Click the Then by list arrow in the first Then by section, click Cost, verify that Number appears in the Type list box, then click the Descending option button Within the Web, Print, and Misc. groups, the rows will be sorted by the cost of the ad, which is the information contained in the Cost column. The rows will appear in descending order within each group, with the most expensive ad listed first.

6. Click OK, then deselect the table The rows in the table are sorted first by the information in the Type column and second by the information in the Cost column, as shown in FIGURE 5-11. The first row of the table, which is the header row, is not included in the sort.

7. Save your changes to the document

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Creating and Formatting Tables Copyright 2017 Cengage Learning. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part. WCN 02-200-203

FIGURE 5-10: Sort dialog box

Select the primary sort column

Select the type of data in the sort column Choose the sort order

Include or exclude the header row in the sort

FIGURE 5-11: Sorted table

Second, within each type, rows are sorted by cost in descending order

First, rows are sorted by type in descending order

Word 2016

Header row is not included in the sort

Sorting lists and paragraphs In addition to sorting table data, you can use the Sort command to alphabetize text or sort numerical data. When you want to sort data that is not formatted as a table, such as lists and paragraphs, you use the Sort command in the Paragraph group on the Home tab. To sort lists and paragraphs, select the items you want included in the sort, then click the Sort button. In the Sort Text dialog box, use the Sort by list arrow to select the sort by criteria (such as paragraphs or fields), use the Type list arrow to select the type of data (text, numbers, or dates), and then click the Ascending or Descending option button to choose a sort order.

When sorting text information in a document, the term “fields” refers to text or numbers that are separated by a character, such as a tab or a comma. For example, you might want to sort a list of names alphabetically. If the names you want to sort are listed in “Last name, First name” order, then last name and first name are each considered a field. You can choose to sort the list in alphabetical order by last name or by first name. Use the Options button in the Sort Text T dialog box to specify the character that separates the fields in your lists or paragraphs, along with other sort options.

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Word 113

Word 2016

Module 5 Learning Outcomes • Split cells • Merge cells

STEPS TROUBLE If you click below the table to deselect it, the active tab changes to the Home tab. If necessary, click in the table, then click the Table Tools Layout tab to continue with the steps in this lesson.

Split and Merge Cells A convenient way to change the format and structure of a table is to merge and split the table cells. When you merge cells, you combine adjacent cells into a single larger cell. When you split a cell, you divide an existing cell into multiple cells. You Y can merge and split cells using the Merge Cells and Split Cells commands in the Merge group on the Table T T Tools Layout tab. CASE YYou merge cells in the first column to create a single cell for each ad type—W type—Web, Print, and Misc. You also add a new row to the bottom of the table, and split the cells in the row to create three new rows with a different structure.

1. Drag to select the two Print cells in the first column of the table, click the Merge Cells button in the Merge group on the Table Tools Layout tab, then deselect the text The two Print cells merge to become a single cell. When you merge cells, Word converts the text in each cell into a separate paragraph in the merged cell.

2. Select the first Print in the cell, then press [Delete] 3. Select the three Web cells in the first column, click the Merge Cells button, type Web, select the two Misc. cells, click the Merge Cells button, then type Misc. The three Web cells merge to become one cell and the two Misc. cells merge to become one cell.

4. Click the MBTA stops cell, then click the Insert Below button in the Rows & Columns group A row is added to the bottom of the table.

5. Select the first three cells in the new last row of the table, click the Merge Cells button, then deselect the cell The three cells in the row merge to become a single cell. QUICK TIP To split a table in two, click the row you want to be the first row in the second table, then click the Split Table button in the Merge group.

6. Click the first cell in the last row row, then click the Split Cells button in the Merge group The Split Cells dialog box opens, as shown in FIGURE 5-12. You use this dialog box to split the selected cell or cells into a specific number of columns and rows.

7. Type 1 in the Number of columns text box, press [Tab], type 3 in the Number of rows text box, click OK, then deselect the cells The single cell is divided into three rows of equal height. When you split a cell into multiple rows, the width of the original column does not change. When you split a cell into multiple columns, the height of the original row does not change. If the cell you split contains text, all the text appears in the upper-left cell.

8. Click the last cell in the Cost column, click the Split Cells button, repeat Step 7, then save your changes The cell is split into three rows, as shown in FIGURE 5-13. The last three rows of the table now have only two columns.

Changing cell margins By default, table cells have .08” left and right cell margins with no spacing between the cells, but you can adjust these settings for a table using the Cell Margins button in the Alignment group on the T Table Tools Layout tab. First, place the insertion point in the table, and then click the Cell Margins button to open the Table Options dialog box. Enter new settings for the top, bottom, left, and right cell margins in the text boxes in the Default cell margins section of

Word 114

the dialog box, or select the Allow spacing between cells check box and then enter a setting in the Cell spacing section to increase the spacing between table cells. You can also deselect the Automatically resize to fit contents check box in the Options section of the dialog box to turn off the setting that causes table cells to widen to fit the text as you type. Any settings you change in the Table Options dialog box are applied to the entire table.

Creating and Formatting Tables Copyright 2017 Cengage Learning. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part. WCN 02-200-203

FIGURE 5-12: Split Cells dialog box

Merged cells created by using the Merge Cells button in the Merge group on the Table Tools Layout tab

FIGURE 5-13: Cells split into three rows

Word 2016

Cells are split into three rows

Using tables to lay out a page Tables are often used to display information for quick reference and analysis, but you can also use tables to structure the layout of a page. You can insert any kind of information in the cell of a table—including graphics, bulleted lists, charts, and other tables (called nested tables). For example, you might use a table to lay out a résumé, a newsletter, or a Web page. When you use a table to lay out a page, you generally remove the table borders to hide the table structure from the reader. After you remove borders,

it can be helpful to display the table gridlines on screen while you work. Gridlines are dotted lines that show the boundaries of cells, but do not print. If your document will be viewed online—for example, if you are planning to e-mail your résumé to potential employers—you should turn off the display of gridlines before you distribute the document so that it looks the same online as it looks when printed. To turn gridlines off or on, click the View Gridlines button in the Table group on the Table Tools Layout tab.

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Word 115

Word 2016

Module 5 Learning Outcomes: Outcomes • Sum numbers in a table • Update a field • Insert a formula

STEPS QUICK TIP You must type a zero in any blank cell in a row or column before using the SUM function.

Perform Calculations in Tables If your table includes numerical information, you can perform per simple calculations in the table. The Formula command allows you to quickly total the numbers in a column or row, row and to perform per other standard calculations, such as averages. When you calculate data in a table using formulas, you use cell references to refer to the cells in the table. Each cell has a unique cell reference composed of a letter and a number; the letter represents its column and the number represents its row. For example, the cell in the third row of the fourth column is cell D3. FIGURE 5-14 shows the cell references in a simple table. CASE YYou use the Formula command to calculate the total cost of the Boston ad campaign. You also add information about the budgeted cost, and create a formula to calculate the difference between the total and budgeted costs.

1. Click the first blank cell in column 1, type Total Cost, press [Tab], then click the Formula button in the Data group on the Table Tools Layout tab The Formula dialog box opens, as shown in FIGURE 5-15. The SUM function appears in the Formula text box followed by the reference for the cells to include in the calculation, (ABOVE). The formula =SUM(ABOVE) indicates that Word will sum the numbers in the cells above the active cell.

2. Click OK Word totals the numbers in the cells above the active cell and inserts the sum as a field. You can use the SUM function to quickly total the numbers in a column or a row. If the cell you select is at the bottom of a column of numbers, Word totals the column. If the cell is at the right end of a row of numbers, Word totals the row.

3. Select 12,000 in the cell above the total, then type 15,200 If you change a number that is part of a calculation, you must recalculate the field result. QUICK TIP To change a field result to regular text, click the field to select it, then press [Ctrl][Shift][F9].

4. Press [ ], right-click the cell, then click Update Field The information in the cell is updated. When the insertion point is in a cell that contains a formula, you can also press [F9] or [Fn][F9], depending on your keyboard, to update the field result.

5. Press [Tab], type Budgeted, press [Tab], type 118,320, press [Tab], type Difference, then press [Tab] The insertion point is in the last cell of the table.

6. Click the Formula button The Formula dialog box opens. Word proposes to sum the numbers above the active cell, but you want to insert a formula that calculates the difference between the total and budgeted costs. You can type simple custom formulas using a plus sign (+) for addition, a minus sign (–) for subtraction, an asterisk (*) for multiplication, and a slash (/) for division. QUICK TIP Cell references are determined by the number of columns in each row, not by the number of columns in the table. Rows 9 and 10 have only two columns: A and B.

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7. Select =SUM(ABOVE) in the Formula text box, then type =B9–B10 You must type an equal sign (=) to indicate that the text following the equal sign (=) is a formula. You want to subtract the budgeted cost in the second column of row 10 from the total cost in the second column of row 9; therefore, you type a formula to subtract the value in cell B10 from the value in cell B9.

8. Click OK, then save your changes The difference appears in the cell, as shown in FIGURE 5-16.

Creating and Formatting Tables Copyright 2017 Cengage Learning. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part. WCN 02-200-203

FIGURE 5-14: Cell references in a table

Column D (fourth column) Cell reference indicates the cell’s column and row

Row 3

FIGURE 5-15: Formula dialog box

Suggested formula Suggested range of cells

FIGURE 5-16: Difference calculated

Word 2016

Cell A9

Cell B9

Cell A10

Cell B10 B9-B10=230

Working with formulas In addition to the SUM function, Word includes formulas for averaging, counting, and rounding data, to name a few. To use a W formula, delete any text in the Formula text box, type =, a Word click the Paste function list arrow in the Formula dialog box, select a function, and then insert the cell references of the cells you want to include in the calculation in parentheses after the name of the function. When entering formulas, you must separate cell references by a comma. For example, if you want to

average the values in cells A1, B3, and C4, enter the formula =A =AVERAGE(A1,B3,C4). You must separate cell ranges by a colon. For example, to total the values in cells A1 through A9, enter the formula =SUM(A1:A9). To display the result of a calculation in a particular number format, such as a decimal percentage (0.00%), click the Number format list arrow in the Formula dialog box and select a number format. Word inserts the result of a calculation as a field in the selected cell.

Creating and Formatting Tables Copyright 2017 Cengage Learning. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part. WCN 02-200-203

Word 117

Word 2016

Module 5 Learning Outcomes: Outcomes • Customize a table style • Change theme colors

STEPS

Apply a Table Style Adding shading and other design elements to a table can help give it a polished appearance and make the data easier to read. Word includes predefined, built-in table styles that you can apply to a table to format it quickly. Table T styles include borders, shading, fonts, alignment, colors, and other formatting effects. You Y can apply a table style to a table using the buttons in the Table T Styles group on the Table T T Tools Design tab. CASE You want to enhance the appearance of the table with shading, borders, and other formats, so you apply a table style to the table. After applying a style, you change the theme colors.

1. Click the Table Tools Design tab The Table Tools Design tab includes buttons for applying table styles and for adding, removing, and customizing borders and shading in a table.

2. Click the More button

in the Table Styles group

The gallery of table styles opens, as shown in FIGURE 5-17. You point to a table style in the gallery to preview the style applied to the table.

3. Move the pointer over the styles in the galler gallery, then click the Grid Table 4 – Accent 5 style The Grid Table 4 – Accent 5 style is applied to the table, as shown in FIGURE 5-18. Because of the structure of the table, this style neither enhances the table nor helps make the data more readable. QUICK TIP Click Clear in the galler of table styles gallery to remove all borders, shading, and other style elements from the table.

4. Click the More button Table 3 – Accent 5 style

in the Table Styles group, scroll down, then click the List

This style works better with the structure of the table, and makes the table data easier to read.

5. In the TTable Style Options group, click the First Column check box to clear it, then click the Banded Columns check box to select it The bold formatting is removed from the first column, and column borders are added to the table. When the banded columns or banded rows setting is active, the odd columns or rows are formatted differently from the even columns or rows to make the table data easier to read.

TROUBLE The Colors button Is located on the Design tab, not the T Table Tools Design tab.

6. Click the Design tab, click the Colors list arrow in the Document Formatting group, then scroll down and click Slipstream in the gallery that opens The color palette for the document changes to the colors used in the Slipstream theme, and the table color changes to orange.

7. Click the Table Tools Design tab, then click the List Table 3 – Accent 6 style in the Table Styles group The table color changes to red.

TROUBLE When you select the T column, the first Type column in the last three rows is also selected.

QUICK TIP You can also use the alignment buttons in the Paragraph group on the Home tab to change the alignment of text in a table.

Word 118

8. Click the Table Tools Layout tab, click the table move handle , click the Align Center Left button in the Alignment group, select the Type column, click the Align Center button , select the Cost column, then click the Align Center Right button First, the data in the table is left-aligned and centered vertically, then the data in the Type column is centered, and finally the data in the Cost column is right-aligned.

9. Select the last three rows of the table, click the Bold button on the Mini toolbar, in the Alignment group on the Table Tools then click the Align Center Right button Layout tab on the Ribbon The text in the last three rows is right-aligned and bold is applied.

10. Select the first row of the table, click the Center button on the Mini toolbar, click the Font Size list arrow on the Mini toolbar, click 14, deselect the row, then save your changes The text in the header row is centered and enlarged, as shown in FIGURE 5-19.

Creating and Formatting Tables Copyright 2017 Cengage Learning. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part. WCN 02-200-203

FIGURE 5-17: Gallery of table styles

Gallery of table styles Options for customizing table style settings

Grid Table 4, Accent 5 style

Modify an existing table style Remove a table style from a table Create a new table style

Word 2016

FIGURE 5-18: Grid Table 4, Accent 5 style applied to table

The shading applied to the merged cells is confusing

FIGURE 5-19: List Table 3, Accent 6 style (Slipstream theme) applied to table

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Word 119

Word 2016

Module 5 Learning Outcomes: Outcomes • Add shading and borders to a table • Rotate text

Customize a Table Format You can also use the formatting tools available in Word W to create your own table designs. For example, you can add or remove borders and shading; vary var the line style, thickness, and color of borders; and change the orientation of text from horizontal to vertical. In addition, if a table is located at the top of a document, you can press [Enter] at the beginning of a table to move the table down one line in the document. CASE You adjust the text direction, shading, and borders in the table to make it easier to understand at a glance.

STEPS 1. Select the Type and Location cells in the first row, click the Merge Cells button in the Merge group on the Table Tools Layout tab, then type Ad Location The two cells are combined into a single cell containing the text “Ad Location.”

2. Select the Web, Print, and Misc. cells, click the Bold button on the Mini toolbar, click the Text Direction button in the Alignment group twice, then deselect the cells The text is rotated 270 degrees.

3. Position the pointer over the right border of the Web cell until the pointer changes to  , then drag the border to approximately the ¼" mark on the horizontal ruler The width of the column containing the vertical text narrows. QUICK TIP In cells with vertical text, the I-beam pointer is rotated 90 degrees, and the buttons in the Alignment group change to vertical alignment.

4. Place the insertion point in the Web cell, click the Table Tools Design tab, then click the Shading list arrow in the Table Styles group The gallery of shading colors for the Slipstream theme opens.

5. Click Blue, Accent 1 in the gallery as shown in FIGURE 5-20, click the Print cell, click the Shading list arrow arrow, click Orange, Accent 5, click the Misc. cell, click the Shading list arrow, then click Green, Accent 3 arrow Shading is applied to each cell.

TROUBLE If gridlines appear, click the Borders list arrow then click arrow, View Gridlines to turn off the display.

QUICK TIP To change the color, line weight, line style, or border style of an existing border, adjust the active settings in the Borders group, click the Border Painter button, then click the border with the Border Painter pointer .

6. Drag to select the Nine white cells in the Web rows (rows 2, 3, and 4), click the Shading list arrow arrow, then click Blue, Accent 1, Lighter 40% 7. Repeat Step 6 to apply Orange, Accent 5, Lighter 40% shading to the Print rows and Green, Accent 3, Lighter 40% shading to the Misc. rows Shading is applied to all the cells in rows 1–8.

8. Select the last three rows of the table, click the Borders list arrow in the Borders group, click No Border on the Borders menu, then click in the table to deselect the rows The top, bottom, left, and right borders are removed from each cell in the selected rows. You use the Borders menu to both add and remove borders.

9. Select the Total Cost row row, click the Borders list arrow arrow, click Top Border Border, click the 118,320 arrow, then click the Bottom Border cell, click the Borders list arrow The active border color is black. You can use the buttons in the Borders group to change the active color, line weight, line style, and border style settings before adding a border to a table. A black top border is added to the Total Cost row, and a black bottom border is added below 118,320.

10. Select the Total Cost row row, click the Borders list arrow arrow, click Borders and Shading, click the Color list arrow, click Red, Accent 6, click the top border button in the Preview area, then click OK The top border changes to red. The completed table is shown in FIGURE 5-21.

11. Press [Ctrl][Home], press [Enter] to move the table down one line, type your name, save, submit the document, close the document, then exit Word Word 120

Creating and Formatting Tables Copyright 2017 Cengage Learning. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part. WCN 02-200-203

FIGURE 5-20: Gallery of shading colors from the Slipstream theme

Blue, Accent 1; use ScreenTips as needed to identify colors Merged cell Shading applied to cell

Text rotated in cell

FIGURE 5-21: Completed table

Word 2016

Bottom border added to cell Red top border added to Total Cost row

Drawing a table The Word Draw Table feature allows you to draw table cells exactly where you want them. To draw a table, click the Table button on the Insert tab, and then click Draw Table. If a table is already started, you can click the Draw Table button in the Draw group on the Table Tools Layout tab to turn on the Draw pointer , and then click and drag to draw a cell. Using the same method, you can draw borders within the cell to create columns and rows, or draw additional cells attached to the first cell. Click the Draw Table button to turn off the draw feature. The borders

you draw are added using the active line style, line weight, and pen color settings found in the Borders group on the Table Tools Design tab. If you want to remove a border from a table, click the Eraser button in the Draw group to activate the Eraser pointer , and then click the border you want to remove. Click the Eraser button to turn off the erase feature. You can use the Draw pointer and the Eraser pointer to change the structure of any table, not just the tables you draw from scratch.

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Word 121

Practice Concepts Review Label each element shown in FIGURE 5-22. FIGURE 5-22

1

5 2

3

4

Match each term with the statement that best describes it. 6. 7. 8. 9. 10. 11. 12. 13. 14. 15.

Cell Descending order Ascending order Header row Cell reference Borders Split Merge Gridlines Nested table

a. b. c. d. e. f. g. h. i. j.

Sort order that organizes text from A to Z The box formed by the intersection of a column and a row An object inserted in a table cell The first row of a table that contains the column headings To combine two or more adjacent cells into one larger cell T Lines that separate columns and rows in a table that print To divide an existing cell into multiple cells T Lines that show columns and rows in a table that do not print A cell address composed of a column letter and a row number Sort order that organizes text from Z to A

Select the best answer from the list of choices. 16. Which of the following is the cell reference for the third cell in the second column? a. C2 c. 3B b. 2C d. B3 17. Which button do you use to change the alignment of text in a cell? a. c. b. d. Word 122

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18. Which of the following is not a valid way to add a new row to the bottom of a table? a. Click in the bottom row row, then click the Insert Below button in the Rows & Columns group on the Table Tools Layout tab. b. Click in the bottom row row, open the Properties dialog box, then insert a new row using the options on the Row tab. c. Place the insertion point in the last cell of the last row row, then press [Tab]. d. Right-click the bottom row row, point to Insert, then click Insert Rows Below. 19. Which of the following is not a correct formula for adding the values in cells A1, A2, and A3? a. =SUM(A1,A2,A3) c. =A1+A2+A3 b. =SUM(A1~A3) d. =SUM(A1:A3) 20. What happens when you double-click a column border? a. The column width is adjusted to fit the text. c. A new column is added to the left. b. The columns in the table are distributed evenly. d. A new column is added to the right.

Skills Review

Canada

7.26

10.54

Word 2016

1. Insert a table. a. Start W Word, then save a new blank document as WD 5-Investments to the drive and folder where you store your Data Files. FIGURE 5-23 b. T Type your name, press [Enter] three times, type Mutual Funds Performance, then press [Enter]. c. Insert a table that contains four columns and four rows. d. T Type the text shown in FIGURE 5-23, pressing [Tab] to add rows as necessary. (Note: Do not format the text or the table at this time.) e. Save your changes. 2. Insert and delete rows and columns. a. Insert a row above the Health Care row row, then type the following text in the new row: 9.75

b. Delete the Europe row. c. Insert a column to the right of the 10 Y Year column, type Date Purchased in the header row, then enter a date in each cell in the column using the format MM/DD/YY (for example, 11/27/04). d. Move the Date Purchased column to the right of the Fund Name column, then save your changes. 3. Modify rows and columns. a. Double-click the border between the first and second columns to resize the columns. b. Drag the border between the second and third columns precisely to the 2¼" mark on the horizontal ruler. c. Double-click the right border of the 1 Y Year, 5 Year, and 10 Year columns. d. Select the 1 Y Year, 5 Year, and 10 Year columns, then distribute the columns evenly. e. Select rows 2–7, set the row height to exactly .3", then save your changes. 4. Sort table data. Perform three separate sorts, making sure to select that your list has a header row, as follows: a. Sort the table data in descending order by the information in the 1 Y Year column, then click OK. b. Sort the table data in ascending order by date purchased, then click OK. c. Sort the table data by fund name in alphabetical order order, click OK, then save your changes. 5. Split and merge cells. a. Insert a row above the header row row, then merge the first cell in the new row with the Fund Name cell. b. Merge the second cell in the new row with the Date Purchased cell. c. Merge the three remaining blank cells in the first row into a single cell, then type Average Annual Returns in the merged cell.

Creating and Formatting Tables Copyright 2017 Cengage Learning. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part. WCN 02-200-203

Word 123

Skills Review (continued) d. Add a new row to the bottom of the table. e. Merge the first two cells in the new row row, then type Average Return in the merged cell. f. Select the first seven cells in the first column (from Fund Name to Natural Resources), open the Split Cells dialog box, clear the Merge cells before split check box, then split the cells into two columns. g. Type T Trading Symbol as the heading for the new column, then enter the following text in the remaining cells in the column: FINX, CAND, COMP, FINS, HCRX, NARS. h. Double-click the right border of the first column to resize the column, then save your changes. 6. Perform calculations in tables. a. Place the insertion point in the last cell in the 1 Y Year column. b. Open the Formula dialog box, delete the text in the Formula text box, type =average(above), click the Number format list arrow, scroll down, click 0.00%, then click OK. c. Repeat Step b to insert the average return in the last cell in the 5 Y Year and 10 Year columns. d. Change the value of the 1-year return for the Natural Resources fund to 11.25. e. Recalculate the average return for 1 year year,, then save your changes. ((Hint Hint: Right-click the cell and select Update Field, or use [F9].) 7. Apply a table style. a. Click the T Table Tools Design tab, preview table styles applied to the table, and then apply an appropriate style. Was the style you chose effective? b. Apply the Grid T Table 1 Light style to the table, then remove the style from First Column and Banded Rows. c. Apply bold to the 1 Y Year, 5 Year, and 10 Year column headings, and to the bottom row of the table. d. Center the table between the margins, center the table title Mutual Funds Performance, increase the font size of the title to 14 points, apply bold, then save your changes. 8. Customize a table format. a. Select the entire table, then use the Align Center button in the Alignment group on the T Table Tools Layout tab to center the text in every cell vertically and horizontally. b. Center right-align the dates in column 3 and the numbers in columns 4–6. c. Center left-align the fund names and trading symbols in columns 1 and 2, but not the column headings. d. Center right-align the text in the bottom row. Make sure the text in the header row is still centered. e. Change the theme colors to Marquee. f. Select all the cells in the header row row, including the 1 Year, 5 Year, and 10 Year column headings, apply Green, Accent 2 shading, then change the font color to White, Background 1. g. Apply Green, Accent 2, Lighter 40% shading to the cells containing the fund names and trading symbols, and Green, Accent 2, Lighter 60% shading to the cells containing the purchase dates. h. T To the cells containing the 1 Year, 5 Year, and 10 Year data (excluding the Average Return data), apply Gold, Accent 5, Lighter 40% shading; Orange, Accent 3, Lighter 40% shading; and Green, Accent 2, Lighter 40% shading, respectively. i. Apply Green, Accent 2 shading to the last row of the table, then change the font color to White, Background 1. j. Add a 1/2-point white bottom border to the A Average FIGURE 5-24 Annual Returns cell in the header row. ((Hint: Click in the cell, then, using the buttons in the Borders group on the Table Tools Design tab, verify that the line style is a single line, verify that the weight is ½ pt, change the pen color to white, click the Border Painter button to turn off the Border Painter, then use the Borders button to apply the bottom border.) k. Compare your table to FIGURE 5-24, make any necessary adjustments, save your changes, submit a copy to your instructor, close the file, then exit Word. Word 124

Creating and Formatting Tables Copyright 2017 Cengage Learning. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part. WCN 02-200-203

Independent Challenge 1 You are the director of sales for a publishing company with branch offices in six cities around the globe. In preparation for the upcoming sales meeting, you create a table showing your sales projections for the fiscal year 2019.

Word 2016

a. Start W Word, then save a new blank document as WD 5-2019 Sales to the location where you store your Data Files. b. T Type the table heading Projected Sales in Millions, Fiscal Year 2019 at the top of the document, then press [Enter] twice. c. Insert a table with five columns and four rows, then enter the data shown in FIGURE 5-25 into the table, adding rows as necessary. ((Note: Do not format the text or the table at this time.) FIGURE 5-25 d. Resize the columns to fit the text. e. Sort the table rows in alphabetical order by Office. f. Add a new row to the bottom of the table, type Total in the first cell, then enter a formula in each remaining cell in the new row to calculate the sum of the cells above it. g. Add a new column to the right side of the table, type Total in the first cell, then enter a formula in each remaining cell in the new column to calculate the sum of the cells to the left of it. ((Hint: Make sure the formula you insert in each cell sums the cells to the left, not the cells above. In the last cell in the last column, you can sum the cells to the left or the cells above; either way the total should be the same.) h. Apply a table style to the table. Select a style that enhances the information contained in the table, and adjust the T Table Style Options to suit the content. i. Center the text in the header row row, left-align the remaining text in the first column, then right-align the numerical data in the table. j. Enhance the table with fonts, font colors, shading, and borders to make the table attractive and easy to read at a glance. k. Increase the font size of the table heading to 18 points, then center the table heading and the table on the page. l. Press [Ctrl][End], press [Enter], type your name, save your changes, submit the file to your instructor instructor, close the file, then exit Word.

Independent Challenge 2 You have been invited to speak to your local board of realtors about the economic benefits of living in your city. To illustrate some of your points, you want to distribute a handout comparing the cost of living and other economic indicators in the U.S. cities that offer features similar to your city. You decide to format the data as a table. a. Start W Word, open the file WD 5-1.docx, then save it as WD 5-Cost of Living to the location where you store your Data Files. b. Center the table heading, then increase the font size to 18 points. c. T Turn on formatting marks, select the tabbed text in the document, then convert the text to a table. d. Add a row above the first row in the table, then enter the following column headings in the new header row: City, Cost of Living, Median Income, Average House Cost, Bachelor Degree Rate. e. Apply an appropriate table style to the table. Add or remove the style from various elements of the table using the options in the T Table Style Options group, as necessary. f. Adjust the column widths so that the table is attractive and readable. ((Hint: Allow the column headings to wrap to two lines.) g. Make the height of each row at least .25". h. Center left-align the text in each cell in the first column, including the column head. i. Center right-align the text in each cell in the remaining columns, including the column heads. j. Center the entire table on the page.

Creating and Formatting Tables Copyright 2017 Cengage Learning. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part. WCN 02-200-203

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Independent Challenge 2 (continued) k. Sort the table by cost of living in descending order. l. Add a new row to the bottom of the table, then type Average in the first cell in the new row. m. In each subsequent cell in the A Average row, insert a formula that calculates the averages of the cells above it. ( (Hint : For each cell, replace SUM with AVERAGE in the Formula text box, but do not make other changes. For the Bachelor Degree Rate, be sure the number format is set to 0%.) n. Format the A Average row with borders, shading, fonts, and other formats, as necessary to enhance the data, then adjust the formatting of the table so it fits on one page. o. On the blank line below the table, type Note: The average cost of living in the United States is 100., italicize the text, then use a tab stop and indents to align the text with the left side of the table if it is not aligned. p. Enhance the table with borders, shading, fonts, and other formats, if necessary, to make it attractive and readable. q. T Type your name at the bottom of the document or in the footer, save your changes, submit a copy of the table to your instructor, close the document, then exit Word.

Independent Challenge 3 You work in the advertising department at a magazine. Your boss has asked you to create a fact sheet on the ad dimensions for the magazine. The fact sheet should include the dimensions for each type of ad. As a bonus, you could also add a visual representation of the different ad shapes and sizes, shown in FIGURE 5-26. You’ll use tables to lay out the fact sheet, present the dimension information, and then illustrate the ad shapes and sizes. a. Start W Word, open the file WD 5-2.docx from the location where FIGURE 5-26 you store your Data Files, then save it as WD 5-Ad Fact Sheet. Turn on the display of gridlines, then read the document to get a feel for its contents. b. Drag the border between the first and second columns to approximately the 2¾" mark on the horizontal ruler ruler, resize the second and third columns to fit the text, then make the height of each row in the table .5". c. Change the alignment of the text in the first column to center left, then change the alignment of the text in the second and third columns to center right. d. Remove all the borders from the table, then apply a 2¼ point, Green, Accent 6 dotted line, inside horizontal border to the entire table. This creates a green dotted line between each row. ( (Hint : Change the Pen Color to Green, Accent 6 before selecting the line style.) e. In the second blank paragraph under the table heading, insert a new table with three columns and four rows, then merge the cells in the third column of the new blank table. f. Drag the border between the first and second columns of the new blank table to the 1¼" mark on the horizontal ruler. Drag the border between the second and third columns to the 1½" mark. g. Select the table that contains text, cut it to the Clipboard, then paste it in the merged cell in the blank table. The table with text is now a nested table in the main table. h. Split the nested table above the Unit Size (Bleed) row.. ((Hint: Place the insertion point in the Unit Size (Bleed) row, then use the Split Table button.) i. Scroll up, merge the four cells in the first column of the main table, then merge the four cells in the second column. j. Split the first column into one column and seven rows. Word 126

Creating and Formatting Tables Copyright 2017 Cengage Learning. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part. WCN 02-200-203

Independent Challenge 3 (continued) k. Using the Height text box in the Cell Size group, change the row height of each cell in the first column so that the rows alternate between exactly 1.85" and .25" in height; that is, make sure the height of the first, third, fifth, and seventh rows is 1.85". l. Add Green, Accent 6 shading to the first, third, fifth, and seventh cells in the first column, remove all the borders from the main table, then turn off the display of gridlines. The green dotted line borders in the nested table remain. m. In the first green cell, type Full Page, change the font color to White, Background 1, then center the text horizontally and vertically in the cell. n. In the Borders group on the T Table Tools Design tab, change the Line Style to a single line, change the Line Weight to 2¼ pt, then change the Pen Color to White, Background 1. o. Click the T Table Tools Layout tab, click the Draw Table button in the Draw group to activate the Draw Table pointer, then, referring to FIGURE 5-26, draw a vertical border that divides the second green cell into 2/3 and 1/3. p. Label the cells and align the text as shown in the figure. ((Hint: Change the font color, text direction, and alignment before typing text. Take care not to change the size of the cells when you type. If necessary, press [Enter] to start a new line of text in a cell, or reduce the font size of the text.) q. Referring to FIGURE 5-26, divide the third and fourth green cells, then label the cells as shown in the figure. r. Examine the document for errors, then make any necessary adjustments. s. T Type your name under the table or in the footer, save your changes to the document, preview it, submit the file to your instructor, close the file, then exit Word.

Word 2016

Independent Challenge 4: Explore A well-written and well-formatted résumé gives you an advantage when it comes to getting a job interview. In a winning résumé, the content and format support your career objective and effectively present your background and qualifications. One simple way to create a résumé is to lay out the page using a table. In this exercise you research guidelines for writing and formatting résumés. Y You then create your own résumé using a table for its layout. a. Use your favorite search engine to search the web for information on writing and formatting résumés. Use the keywords resume advice. b. Find helpful advice on writing and formatting résumés from at least two websites. c. Think about the information you want to include in your résumé. The header should include your name, address, telephone number number, and e-mail address. The body should include your career objective and information on your education, work experience, and skills. You may want to add additional information. d. Sketch a layout for your résumé using a table as the underlying grid. Include the table rows and columns in your sketch. e. Start W Word, open a new blank document, then save it as WD 5-My Resume to the location where you store your Data Files. f. Set appropriate margins, then insert a table to serve as the underlying grid for your résumé. Split and merge cells, and adjust the size of the table columns as necessary. g. T Type your résumé in the table cells. Take care to use a professional tone and keep your language to the point. h. Format your résumé with fonts, bullets, and other formatting features. Adjust the spacing between sections by resizing the table columns and rows. i. When you are satisfied with the content and format of your résumé, remove the borders from the table, then hide the gridlines if they are visible. Y You may want to add some borders back to the table to help structure the résumé for readers. j. Check your résumé for spelling and grammar errors. k. Save your changes, preview your résumé, submit a copy to your instructor instructor, close the file, then exit Word.

Creating and Formatting Tables Copyright 2017 Cengage Learning. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part. WCN 02-200-203

Word 127

Visual Workshop Create the calendar shown in FIGURE 5-27 using a table to lay out the entire page. ((Hints: The top and bottom margins are .8", the left and right margins are 1", and the font is Californian FB. The photograph is inserted in the table. The photograph is an online image found using the keyword mountain. Use a different online image or font if the ones shown in the figure are not available.) T Type your name in the last table cell, save the calendar with the file name WD 5-June 2017 to the location where you store your Data Files, then print a copy.

Source: Pixabay

FIGURE 5-27

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Creating and Formatting Tables Copyright 2017 Cengage Learning. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part. WCN 02-200-203

Word 2016 Module 6

Illustrating Documents with Graphics CASE

You are preparing a flyer advertising Reason2Go add-on destination tours in Mexico. You use the graphics features in Word to illustrate the flyer.

Module Objectives After completing this module, you will be able to: • Insert a graphic

• Create WordArt

• Size and scale a graphic

• Draw shapes

• Position a graphic

• Create a chart

• Create a text box

• Finalize page layout

Files You Will Need WD 6-1.docx WD 6-2.docx WD 6-3.docx

Playa.jpg Stone Barn.jpg

Copyright 2017 Cengage Learning. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part. WCN 02-200-203

Word 2016

Module 6 Learning Outcomes • Insert a bitmap graphic • Add a shadow • Wrap text

STEPS

Insert a Graphic You can insert graphic images, including photos taken with a digital camera, scanned art, and graphics created in other graphics programs, into a Word W document. To T insert a graphic file into a document, you use the Pictures command in the Illustrations group on the Insert tab. Once you insert a graphic, you can apply a Picture style to it to enhance its appearance. CASE YYou have written and formatted the text for the Mexico add-ons flyer, and now you want to add a photograph. You insert a photo file in the document, apply a shadow to the photo, and then wrap text around it to make it a floating graphic.

1. Start Word, open the file WD 6-1.docx from the location where you store your Data Files, save it as WD 6-Volunteer Mexico, change the zoom level to 120%, click the Show/Hide ¶ button in the Paragraph group to display formatting marks, read the flyer to get a feel for its format and contents, then press [Ctrl][Home] The flyer is divided into five sections. It includes a hard page break and several inline graphics. The second and fourth sections are formatted in three columns.

2. Click the Insert tab, then click the Pictures button in the Illustrations group The Insert Picture dialog box opens. You use this dialog box to locate and insert graphic files. Most graphic files are bitmap graphics, which are often saved with a .bmp, .png, .jpg, .tif, or .gif file extension.

3. Navigate to the location where you store your Data Files, click the file Playa.jpg, then click Insert The photo is inserted as an inline graphic at the location of the insertion point. When a graphic is selected, white circles, called sizing handles, appear on the sides and corners of the graphic, a white rotate handle appears at the top, and the Picture Tools Format tab appears on the Ribbon. You use this tab to size, crop, position, wrap text around, format, and adjust a graphic.

4. Click the Picture Effects button in the Picture Styles group, point to Shadow Shadow, move the pointer over the shadow styles in the gallery to preview them in the document, then click Offset Diagonal Bottom Right in the Outer section A drop shadow is applied to the photo. You can use the Picture Effects button to apply other visual effects to a graphic, such as a glow, soft edge, reflection, bevel, or 3-D rotation.

5. Click the Picture Effects button, point to Shadow Shadow, then click Shadow Options The Format Picture pane opens with the Effects category active and the Shadow section expanded, as shown in FIGURE 6-1. You use this pane to adjust the format settings applied to graphic objects.

6. Click the Distance up arrow four times until 7 pt appears, then click the Close button in the task pane QUICK TIP Change a floating graphic to an inline graphic by changing the text-wrapping style to In Line with T with Text.

QUICK TIP To position a graphic anywhere on a page, you must apply text wrapping to it even if there is no text on the page.

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The distance of the shadow from the picture is increased to 7 points. Notice that as you adjust the settings in the Format Picture pane, the change is applied immediately in the document.

7. Click the Wrap Text button in the Arrange group, then click Tight The text wraps around the sides of the graphic, as shown in FIGURE 6-2, making the graphic a floating object. You can also use the Layout Options button to change the text wrapping style applied to a graphic. A floating object is part of the drawing layer in a document and can be moved anywhere on a page, including in front of or behind text and other objects. Notice the anchor that appears in the upper-left corner of the photo. The anchor indicates the floating graphic is anchored to the nearest paragraph, in this case the Volunteer Mexico paragraph, which means the graphic moves with the paragraph if the paragraph is moved. The anchor is a non-printing symbol that appears when an object is selected.

8. Deselect the graphic, then click the Save button

on the Quick Access toolbar

Illustrating Documents with Graphics Copyright 2017 Cengage Learning. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part. WCN 02-200-203

FIGURE 6-1: Format Picture pane

Picture Tools Format tab

Rotate handle

Format Picture pane

Effects category active

Shadow effect options

Sizing handles

Courtesy Jennifer Duffy

Distance up arrow

Other effects you can apply to a graphic

FIGURE 6-2: Floating graphic

Courtesy Jennifer Duffy

Text wraps around the shape of the graphic

Word 2016

Layout Options button; use to change the text-wrapping style of the graphic

Photo is anchored to the paragraph next to it

Correcting pictures, changing colors, and applying artistic effects other artistic medium. To experiment with applying an artistic effect, select a photo, click the Artistic Effects button, and then point to each effect to preview it applied to the photo. After you adjust a picture, you can undo any changes by clicking the Reset Picture button in the Adjust group. This command discards all formatting changes made to a picture, including size, cropping, borders, and effects. FIGURE 6-3: Artistic effect applied to a photograph

Illustrating Documents with Graphics Copyright 2017 Cengage Learning. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part. WCN 02-200-203

Courtesy Jennifer Duffy

The Corrections command in the Adjust group allows you to adjust a picture’s relative lightness (brightness), alter the difference between its darkest and lightest areas (contrast), and change the sharpness of an image. To make these adjustments, select the image and then click the Corrections button to open a gallery of preset percentages applied to the selected picture. Point to an option in the gallery to preview it in the document; click an option in the gallery to apply it. You can also fine-tune brightness, contrast, or sharpness by clicking Picture Corrections Options in the Corrections gallery, and then using the sliders in the Picture Corrections section of the Format Picture pane to adjust the percentage. The Color command in the Adjust group is used to change the vividness and intensity of color in an image (color saturation), and to change the “temperature” of a photo by bringing out the cooler blue tones or the warmer orange tones (color tone). The Color command is also used to recolor a picture to give it a stylized effect, such as sepia tone, grayscale, or duotone (using theme colors). T To make changes to the colors in a picture, select it, click the Color button, and then select one of the color modes or variations in the gallery galler that opens, or click Picture Color Options to fine tune color settings using the Picture Format pane. The Artistic Effects command in the Adjust group allows you to make a photo look like a drawing, a painting, a photocopy, photocopy a sketch (see FIGURE 6-3), or some

Word 131

Word 2016

Module 6 Learning Outcomes • Resize a graphic • Scale a graphic

STEPS TROUBLE Click the Ruler check box in the Show group on the View tab to display the rulers if they are not already displayed.

Size and Scale a Graphic Once you insert a graphic into a document, you can change its shape or size. You Y can use the mouse to drag a sizing handle, you can use the Shape Width and Shape Height text boxes in the Size group on the Picture Tools T Format tab to specify an exact height and width for the graphic, or you can change the scale of the graphic using the Size tab in the Layout dialog box. Resizing a graphic with the mouse allows you to see how the image looks as you modify it. Using the text boxes in the Size group or the Size tab in the Layout dialog box allows you to set precise measurements. CASE You enlarge the photograph.

1. Double-click the photo to select it and activate the Picture Tools Format tab, place the , drag to pointer over the middle-right sizing handle, when the pointer changes to the right until the graphic is about 5" wide You can refer to the ruler to gauge the measurements as you drag. When you release the mouse button, the image is stretched to be wider. Dragging a side, top, or bottom sizing handle changes only the width or height of a graphic.

2. Click the Undo button on the Quick Access toolbar, place the pointer over the lower-right sizing handle, when the pointer changes to , drag down and to the right until the graphic is about 2¾" tall and 4" wide, then release the mouse button The image is enlarged. Dragging a corner sizing handle resizes the photo proportionally so that its width and height are reduced or enlarged by the same percentage. TABLE 6-1 describes ways to resize objects using the mouse.

3. Click the launcher

in the Size group

The Layout dialog box opens with the Size tab active, as shown in FIGURE 6-4. The Size tab allows you to enter precise height and width measurements for a graphic or to scale a graphic by entering the percentage you want to reduce or enlarge it by. When a graphic is sized to scale (or scaled), its height to width ratio remains the same. QUICK TIP Deselect the Lock aspect ratio check box if you want to change a photo’s proportions.

4. Select the measurement in the Height text box in the Scale section, type 150, then click the Width text box in the Scale section The scale of the width changes to 150% and the Absolute measurements in the Height and Width sections increase proportionally. When the Lock aspect ratio check box is selected, you need to enter only a height or width measurement. Word calculates the other measurement so that the resized graphic is proportional.

5. Click OK The photo is enlarged to 150% of its original size.

6. Type 4.6 in the Shape Width text box in the Size group, press [Enter], then save your changes The photo is enlarged to be 4.6" wide and close to 3.06" tall, as shown in FIGURE 6-5. Because the Lock aspect ratio check box is selected on the Size tab in the Layout dialog box for this graphic, the photo is sized proportionally when you adjust a setting in either the Shape Height or the Shape Width text box. TABLE 6-1: Methods for resizing an object using the mouse

do this

to

Drag a corner sizing handle

Resize a clip art or bitmap graphic and maintain its proportions

Press [Shift] and drag a corner sizing handle

Resize any graphic object and maintain its proportions

Press [Ctrl] and drag a side, top, or bottom sizing handle

Resize any graphic object vertically or horizontally while keeping the center position fixed

Press [Ctrl] and drag a corner sizing handle

Resize any graphic object diagonally while keeping the center position fixed

Press [Shift][Ctrl] and drag a corner sizing handle

Resize any graphic object while keeping the center position fixed and maintaining its proportions

Word 132

Illustrating Documents with Graphics Copyright 2017 Cengage Learning. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part. WCN 02-200-203

FIGURE 6-4: Size tab in the Layout dialog box

Set specific height and width measurements (yours may differ) Change the scale of an object Select to keep height and width proportional Select to make scaled measurements relative to the original size

Click to reset image to its original size

FIGURE 6-5: Enlarged photo

Word 2016 Courtesy Jennifer Duffy

Shape Height and Width text boxes show the size of the selected object (your height may differ slightly)

Cropping graphics If you want to use only part of a picture in a document, you can crop the graphic to trim the parts you don’t want to use. To crop a graphic, select it, then click the Crop button in the Size group on the Picture Tools Format tab. Cropping handles (solid black lines) appear on all four corners and sides of the graphic. To crop one side of a graphic, drag a side cropping handle inward to where you want to trim the graphic. To crop two adjacent sides at once, drag a corner cropping handle inward to the point where you want the corner of the cropped image to be.

When you finish adjusting the parameters of the graphic, click the Crop button again to turn off the crop feature. Y can also crop a graphic to fit a shape, such as an oval, You a star a sun, or a triangle, or you can crop a graphic to conform a star, to a certain aspect ratio, so that its height and width are proportionate to a ratio, such as 3:5. To apply one of these cropping behaviors to a graphic, select it, click the Crop list arrow in the Size group, point to Crop to Shape or to Aspect Ratio on the menu that opens, and then select the option you want.

Illustrating Documents with Graphics Copyright 2017 Cengage Learning. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part. WCN 02-200-203

Word 133

Word 2016

Module 6 Learning Outcomes • Change text wrapping • Move an anchor

Position a Graphic Once you insert a graphic into a document and make it a floating graphic, you can move it by dragging it with the mouse, nudging it with the arrow keys, or setting an exact location for the graphic using the Position command. CASE You experiment with different positions for the photo, and then you move an inline graphic from page 2 to page 1 using Cut and Paste.

STEPS QUICK TIP Press an arrow key to nudge a selected object in small increments.

QUICK TIP You can place a floating graphic anywhere on a page, including outside the margins.

1. Select the photo if it is not already selected, click the Position button in the Arrange group, then click Position in Middle Center with Square Text Wrapping The photo is centered vertically and horizontally on the page and the text wraps around the graphic. Moving an inline graphic using the Position button is a fast way to make it a floating graphic and position it so it is centered or aligned with the margins.

2. Scroll to position the section break at the top of your screen, then use the drag the photo up and to the right as shown in FIGURE 6-6

pointer to

The text wrapping around the photo changes as you drag it. When you release the mouse button, the photo is moved. Notice that the anchor symbol moved when you moved the graphic. The photo is now anchored to the section break. You want to anchor it to the first body paragraph.

3. Drag the anchor symbol down the left margin and release it near the top of the first body paragraph Dragging the anchor symbol to a different paragraph anchors the selected graphic to that paragraph.

4. Click the Position button, then click More Layout Options The Layout dialog box opens with the Position tab displayed. You use it to specify an exact position for a graphic relative to some aspect of the document, such as a margin, column, or paragraph.

5. Type 2.44 in the Absolute position text box in the Horizontal section, then type 2.25 in the Absolute position text box in the Vertical section The left side of the photo will be positioned exactly 2.44" to the right of the left margin, and the top of the photo will be positioned precisely 2.25" below the top margin.

6. Click the Text Wrapping tab, type .1 in the Bottom text box, then click OK The position of the photo is adjusted, and the amount of white space under the photo is increased to .1". You use the Text Wrapping tab to change the text-wrapping style, to wrap text around only one side of a graphic, and to change the distance between the edge of the graphic and the edge of the wrapped text.

7. Click the View tab, click the Multiple Pages button in the Zoom group, click the flag photo at the top of page 3, drag it to the blank paragraph above the Reason2Go Mexico… heading in the first column on the first page, then release the mouse button The inline graphic is moved to the bottom of column 1 on page 1, and the document changes to two pages. QUICK TIP Use the Change Picture button in the Adjust group to replace the current picture with another picture while preser preserving the formatting and size of the current picture.

Word 134

8. Double-click the flag photo, click the Position button, click Position in Bottom Left with Square Text Wrapping, then drag the anchor symbol to the margin left of the first body paragraph in the column The flag photo becomes a floating graphic aligned in the lower-left corner of the first page and anchored to the first body paragraph. Dragging the anchor symbol to a different paragraph anchors the selected graphic to that paragraph. Both photos are now anchored to the same paragraph.

9. Click the Playa photo, click the Home tab, click the Format Painter button in the pointer, then click Clipboard group, click the flag photo with the The shadow format settings are copied from the Playa photo to the flag photo, as shown in FIGURE 6-7.

Illustrating Documents with Graphics Copyright 2017 Cengage Learning. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part. WCN 02-200-203

FIGURE 6-6: Dragging a graphic to move it

Right edge of graphic aligns with right margin

Move pointer

Text wraps around the graphic

Courtesy Jennifer Duffy

Anchor symbol moves with the graphic

FIGURE 6-7: Repositioned photos

Courtesy Jennifer Duffy; Source: StockSnap; Unsplash.com; Pixabay

Same shadow format applied to both photos

Word 2016

Selected photo is anchored to the first paragraph of body text

Removing the background from a picture group on the Picture Tools Background Removal tab. Clicking these buttons activates a pointer that you use to click an area of the picture to mark for removal (make it pink) or keep (remove the pink). When you are finished, click Keep Changes in the Close group to remove the background. FIGURE 6-8 shows a photo of a sea turtle and the same photo with the background removed. FIGURE 6-8: Background removed from photo

Source: Unsplash.com

When you want to call attention to a detail in a picture or remove a distracting element, you can use the Remove Background command to remove all or part of the picture background. To do this, select the picture, then click the Remove Background button in the Adjust group on the Picture T Tools Format tab. The background of the photo is highlighted automatically in pink, four marquee lines appear on the photo in the shape of a rectangle, and the Picture Tools Background Removal tab is activated. You can drag a handle on the marquee lines to indicate the areas of the photo you want to keep. The area within the marquee lines is the area that will be kept when the pink background is removed, and the area outside the marquee lines will be removed. To fine-tune the background area (the pink area) you use the Mark Areas to Keep and Mark Areas to Remove commands in the Refine

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Word 135

Word 2016

Module 6 Learning Outcomes • Draw a text box • Format a text box • Add a drop cap

STEPS QUICK TIP To draw an empty text box, click the T Box button, Text click Draw Text Box, then click and drag the pointer to create the text box.

TROUBLE Don’t be concerned if your text box appears on page 1. Simply proceed with steps 4, 5, and 6.

Create a Text Box When you want to illustrate your documents with text, you can create a text box. A text box is a container that you can fill with text and graphics. Like other drawing objects, a text box can be resized, formatted with colors, lines, and text wrapping, and positioned anywhere on a page. You Y can choose to insert a preformatted text box that you customize with your own text, draw an empty text box and then fill it with text, or select existing text and then draw a text box around it. You Y use the Text T Box button in the Text T group on the Insert tab, or the Shapes button in the Illustrations group on the Insert tab to create a text box. CASE YYou draw a text box around the Reason2Go Mexico Add-on Destinations information, resize and position the text box on the page, and then format it using a text box style.

1. Change the zoom level to 100%, scroll to see all the text at the bottom of page 1, select all the text in columns 2 and 3 on page 1, including the heading and the last paragraph mark before the section break, click the View tab, then click the Multiple Pages button in the Zoom group The text in columns 2 and 3 is selected on page 1, and both pages of the flyer appear in the document window.

2. Click the Insert tab, then click the Text Box button in the Text group A gallery of preformatted text boxes and sidebars opens.

3. Click Draw Text Box The selected text is formatted as a text box on a new page 2, as shown in FIGURE 6-9. Your text box might appear on page 1 instead. In either case, notice the text box is anchored to the section break. When you draw a text box around existing text or graphics, the text box becomes part of the drawing layer (a floating object).

4. Click the Drawing Tools Format tab, click the Position button in the Arrange group, then click Position in Bottom Right with Square Text Wrapping The text box is moved to the lower-right corner of the page.

5. Type 4.1 in the Shape Height text box in the Size group, type 4.65 in the Shape Width text box, then press [Enter] QUICK TIP Always verify that a text box is sized so that all the text fits.

TROUBLE If the position of the text box shifts, drag it to position it back in the lower-right corner corner.

The text box is resized to be exactly 4.1" tall and 4.65" wide.

6. Locate the anchor symbol next to the section break, then drag the anchor symbol to the left margin of the first body paragraph on the first page The text box is anchored to the first body paragraph and is located in the lower-right corner of page 1.

7. Click the More button Accent 3

in the Shape Styles group, then click Subtle Effect – Gray-50%,

A style that includes gray shading and a thin gray border is applied to the text box. You can also create your own designs using the Shape Fill and Shape Outline buttons in the Shape Styles group.

8. Place the insertion point in the first body paragraph above the flag photo, click the Insert tab, click the Drop Cap button in the Text group, click Dropped, then deselect the drop cap A drop cap is added to the paragraph.

9. Click the Home tab, click the Show/Hide ¶ button your work

in the Paragraph group, then save

Compare your document to FIGURE 6-10. QUICK TIP

Word 136

Illustrating Documents with Graphics Copyright 2017 Cengage Learning. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part. WCN 02-200-203

FIGURE 6-9: Text formatted as a text box

Text box is anchored to the section break

Courtesy Jennifer Duffy; Source: StockSnap; Unsplash.com; Pixabay

Text box frame is selected (yours might appear on page 1)

FIGURE 6-10: Formatted text box and drop cap in flyer

Word 2016 Courtesy Jennifer Duffy; Source: StockSnap; Unsplash.com; Pixabay

Drop cap

Text box is resized, positioned, and formatted with a style

Linking text boxes If you are working on a longer document, you might want text to begin in a text box on one page and then continue in a text box on another page. By creating a link between two or more text boxes, you can force text to flow automatically from one text box to another, allowing you to size and format the text boxes any way you wish. To link two or more text boxes, you must first create the original text box, fill it with text, and then create a second, empty text box. Then, to create the link, select the first text box, click the Create Link button in the Text

group on the Drawing Tools Format tab to activate the  pointer, and then click the second text box with the pointer. Any overflow text from the first text box flows seamlessly into the second text box. As you resize the first text box, the flow of text adjusts automatically between the two linked text boxes. If you want to break a link between two linked text boxes so that all the text is contained in the original text box, select the original text box, and then click the Break Link button in the Text group.

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Word 137

Word 2016

Module 6 Learning Outcomes • Transform WordArt W • Create a gradient fill

STEPS QUICK TIP Triple-clicking a word selects the entire paragraph, including the paragraph mark.

QUICK TIP You can change the font or font size of W WordArt text using the Mini toolbar.

QUICK TIP You can also use the T Effects and Text T Typography button in the Font group on the Home tab to apply text effects to regular text.

Create WordArt Another way to give your documents punch and flair is to use WordArt. W WordArt is a drawing object that contains decorative text. You Y create WordArt W using the WordArt W button in the Text T group on the Insert tab. Once you have created a WordArt W object, you can change its font, colors, borders, shadows, shape, and other effects to create the impact you desire. CASE YYou use WordArt to create an impressive heading for the flyer flyer.

1. Press [Ctrl][Home], click the View tab, click the Page Width button in the Zoom group, triple-click Volunteer to select Volunteer Mexico, click the Insert tab, then click the WordArt button in the Text group The WordArt Gallery opens. It includes styles you can choose for your WordArt.

2. Click Fill – Gold, Accent 4, Soft Bevel (the fifth style in the first row) The WordArt object appears at the location of the insertion point, and the Drawing Tools Format tab becomes the active tab. The WordArt object is inserted as a floating graphic with square text wrapping.

3. Type 1.3 in the Shape Height text box in the Size group, type 7 in the Shape Width text box, then press [Enter] The WordArt object is enlarged to span the page between the left and right margins. To change the appearance of the W WordArt text, you must apply format settings to it.

4. Click the Text Effects button

in the WordArt Styles group, then point to Transform

The Text Effects button is used to apply a shadow, reflection, glow, bevel, or 3-D rotation to the text. It is also used to change the shape of the text. The Transform gallery shows the available shapes for WordArt text.

5. Click Square in the Warp section (the first warp in the first row) The shape of the WordArt text changes to fill the object, as shown in FIGURE 6-11.

6. Click the Text Fill list arrow click More Gradients

in the WordArt Styles group, point to Gradient, then

The Format Shape pane opens with the Text Fill options expanded. You use this pane to change the fill colors and effects of W WordArt and other graphic objects. Using the Text Fill options, you can select a preset gradient effect or choose colors and shading styles to create your own gradient effect. You will create a green and blue gradient.

7. Click the Gradient fill option button You can choose to use a preset gradient, or you can create your own gradient effect using the type, direction, angle, color, and other options available in the Text Fill section of the Format Shape pane. The Stop 1 of 4 slide is selected on the Gradient stops slide. You can create a custom gradient by adding, removing, or changing the position or color of a gradient stop.

8. Click the Color list arrow arrow, click Blue, Accent 5, click the Stop 4 of 4 slide on the Gradient stops slide, click the Color list arrow arrow, click Green, Accent 6, click the Stop 3 of 4 slide, click the Remove gradient stop button, click the Stop 2 of 3 slide, click the Color list arrow click Green, Accent 6, Lighter 40%, then drag the Stop 2 of 3 slide right to arrow, approximately the 90% position on the Gradient stops slide The customized gradient settings and the new fill effects applied to the WordArt are shown in FIGURE 6-12.

9. Close the Format Shape pane, deselect the object, then save your changes

Word 138

Illustrating Documents with Graphics Copyright 2017 Cengage Learning. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part. WCN 02-200-203

FIGURE 6-11: WordArt object

Square warp style applied to WordArt

FIGURE 6-12: Format Shape pane and completed WordArt object

Format Shape pane

Text fill options

Word 2016

Customized WordArt style

Remove gradient stop button

Courtesy Jennifer Duffy

Gradient options Stop 2 of 3 slide in 90% position

Enhancing graphic objects with styles and effects Another fun way to give a document personality and flair is to apply a style or an effect to a graphic object. To apply a style, select the object and then choose from the style options in the Styles group on the active Format tab for that type of object. Styles include a preset mixture of effects, such as shading, borders, shadows, and other settings. The Effects command in the Styles group on the active Format tab gives you the power to apply a customized variety of effects to an object, including a shadow,

bevel, glow, reflection, soft edge, or 3-D rotation. To apply an effect, select the object, click the Effects command for that type of object, point to the type of effect you want to apply, and then select from the options in the gallery that opens. To further customize an effect, click the Options command for that type of effect at the bottom of the gallery to open the Format Shape pane. The best way to learn about styles and effects is to experiment by applying them to an object and seeing what works.

Illustrating Documents with Graphics Copyright 2017 Cengage Learning. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part. WCN 02-200-203

Word 139

Word 2016

Module 6 Learning Outcome • Group and rotate shapes

STEPS

Draw Shapes One way you can create your own graphics in Word W is to draw shapes. Shapes are the rectangles, ovals, lines, callouts, block arrows, stars, and other drawing objects you can create using the Shapes command in the Illustrations group on the Insert tab. Once you draw a shape, you can add colors, borders, fill effects, shadows, and three-dimensional effects to it. CASE YYou use the Shapes feature to draw a Mayan pyramid in the document.

1. Press [Ctrl][End], click the Insert tab, click the Shapes button in the Illustrations group, then click Bevel in the Basic Shapes section of the Shapes menu QUICK TIP To draw a circle, click the Oval, then press [Shift] while you drag with the pointer.

TROUBLE If the shape is not as expected, click the Undo button on the Quick Access toolbar and try again.

The Shapes menu contains categories of shapes and lines that you can draw. When you click a shape in the Shapes menu, the pointer changes to .Y You draw a shape by clicking and dragging with this pointer.

2. Position the pointer in the blank area at the bottom of the page, press [Shift], then drag down and to the right to create a square bevel that is approximately 2" tall and wide Pressing [Shift] as you drag creates a bevel that is perfectly square. When you release the mouse button, sizing handles appear around the bevel to indicate it is selected, as shown in FIGURE 6-13.

3. Click the Bevel shape in the Insert Shapes group, place the pointer exactly over the inside upper-left corner of the last bevel you drew, press [Shift], drag down and to the right to create a square bevel that fills the inside of the previous bevel, then repeat this step to create two more bevel shapes inside the stack of bevels When you are finished, the stack of bevels looks like an aerial view of a pyramid.

4. With the inside bevel still selected, press and hold [Ctrl], click the other three bevel shapes to select them, click the Group button in the Arrange group, then click Group Grouping converts multiple shapes into a single object that can be sized, positioned, and formatted together. QUICK TIP To add text to a shape, right-click it, then click Add Text.

5. Click the More button Accent 6

in the Shape Styles group, then click Colored Outline – Green,

A different shape style is applied to the graphic.

6. Click the More button in the Insert Shapes group, click Sun in the Basic Shapes section, place the pointer in the upper-left inside corner of the inside bevel, then drag down and to the right to create a sun that fills the top of the pyramid The sun shape includes a yellow adjustment handle. QUICK TIP Drag an adjustment handle to modify the shape, but not the size, of a drawing object.

7. Position the pointer over the adjustment handle until it changes to , drag the handle in the Shape Styles group, click to the right about 1/8", click the More button Intense Effect – Gold, Accent 4, then deselect the sun The sun shape becomes yellow with a shadow, as shown in FIGURE 6-14.

8. Double-click the grouped bevel shape to select it, press and hold [Ctrl], click the sun shape to select it, click the Group button, then click Group The pyramid shape and the sun shape are grouped into a single object.

QUICK TIP Use the Bring Forward and Send Backward list arrows to shift the order of the layers in a stack of graphic objects.

Word 140

9. Click the Rotate button in the Arrange group, then click Rotate Right 90° The pyramid drawing is rotated 90°. You can also rotate a graphic by dragging the white rotate handle.

10. Change the zoom level to 100%, drag the pyramid drawing up to position it temporarily over the third column of text, as shown in FIGURE 6-15, then save your changes The drawing object is automatically formatted as a floating graphic with the In Front of Text wrapping style applied, making it part of the drawing layer. You will finalize the object’s position in a later lesson.

Illustrating Documents with Graphics Copyright 2017 Cengage Learning. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part. WCN 02-200-203

FIGURE 6-13: Bevel shape

Adjustment handle

Sizing handles indicate bevel is selected

Place pointer here to begin to draw the second bevel…

…drag to here

FIGURE 6-14: Sun added to pyramid

Stacked bevels are grouped Sun shape is narrower and filled with gold

Word 2016

FIGURE 6-15: Rotated drawing in new position

Drawing is rotated and moved over third column

Creating an illustration in a drawing canvas A drawing canvas is a workspace for creating your own graphics. It provides a framelike boundary between an illustration and the rest of the document so that the illustration can be sized, formatted, and positioned like a single graphic object. If you are creating an illustration that includes multiple shapes, such as a flow chart, it is helpful to create the illustration in a drawing canvas. To draw shapes or lines in a drawing canvas, click the Shapes button in the Illustrations group on the Insert tab, click New Drawing Canvas to open a drawing canvas in the

document, and then create and format your illustration in the drawing canvas. When you are finished, right-click the border of the drawing canvas and then click Fit to resize the drawing canvas to fit the illustration. You can then resize the illustration by dragging a border of the drawing canvas. Once you have resized a drawing canvas, you can wrap text around it and position it. By default, a drawing canvas has no border or background so that it is transparent in a document, but you can add fill and borders to it if you wish.

Illustrating Documents with Graphics Copyright 2017 Cengage Learning. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part. WCN 02-200-203

Word 141

Word 2016

Module 6 Learning Outcome • Format a chart

STEPS

Create a Chart Adding a chart can be an attractive way to illustrate a document that includes numerical information. A chart is a visual representation of numerical data and usually is used to illustrate trends, patterns, or relationships. The Word W chart feature allows you to create many types of charts, including bar, bar column, pie, area, and line charts. To T create a chart, you use the Chart button in the Illustrations group on the Insert tab. CASE YYou create a chart that shows the average temperature for each season in the four geographic areas where R2G Mexico Add-On Destinations tours are located.

1. Press [Ctrl][End], click the Insert tab, then click the Chart button in the Illustrations group The Insert Chart dialog box opens. You use this dialog box to select the type and style of chart you intend to create. The chart types are listed in the left pane of the dialog box, and the styles for each chart type are listed in the right pane. You want to create a simple clustered column chart. QUICK TIP Click the Change Chart Type button in the Type group on the Chart Tools Design tab to change the type of chart.

2. Click OK A worksheet opens in a Chart in Microsoft Word window, and a column chart appears in the document. The worksheet and the chart contain placeholder data that you replace with your own data. The chart is based on the data in the worksheet. Any change you make to the data is made automatically to the chart.

3. Click any empty cell in the worksheet You use the pointer to select the cells in the worksheet. The blue lines in the worksheet indicate the range of data to include in the chart.

4. Move the pointer over the lower-right corner of the blue box, when the pointer changes to , drag the corner one column to the right, then release the mouse button The range is enlarged to include five columns and five rows. QUICK TIP Click the Edit Data button in the Data group on the Chart T Tools Design tab to open the worksheet and edit the chart data.

QUICK TIP Point to any part of a chart to see a ScreenTip that identifies the part.

5. Click the Category 1 cell, type Baja California, click the Category 2 cell, type Copper Canyon, press [Enter], type Oaxaca, replace the remaining placeholder text with the data shown in FIGURE 6-16, click an empty cell after all the data is entered, then click the Close button in the Chart in Microsoft Word window When you click a cell and type, the data in the cell is replaced with the text you type. As you edit the worksheet, the changes you make are reflected in the chart.

6. Click the chart border to select the Chart Area object, click the Chart Tools Design tab, then click Style 2 in the Chart Styles group A chart style is applied to the chart.

7. Click the chart border again, click the Change Colors button in the Chart Styles group, click Color 4 in the Colorful section, click the Chart Tools Format tab, click the More in the Shape Styles group, then click Colored Outline – Green, Accent 6 button The chart colors change and a green border is added to the chart object.

QUICK TIP To format any chart element, select it, then click the Format Selection button in the Current Selection group on the Chart T Tools Design tab to open the Format pane for that chart element.

Word 142

8. Select the Chart Area object, type 2.5 in the Shape Height text box in the Size group, type 4.1 in the Shape Width text box in the Size group, press [Enter], then deselect the chart The chart object is resized. You can click any chart element to select it, or use the Chart Elements list arrow in the Current Selection group on the Chart Tools Format tab to select a chart element.

9. Click the Chart Title object to select it, select the text CHART TITLE, click the Decrease Font Size button on the Mini toolbar two times, type Average Temperature (Celsius), then save your changes The font size of the chart title is reduced. The completed chart is shown in FIGURE 6-17.

Illustrating Documents with Graphics Copyright 2017 Cengage Learning. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part. WCN 02-200-203

FIGURE 6-16: Chart object and worksheet in Word

Blue lines indicate the range of data to include in the chart

Worksheet

Chart object Vertical axis Chart reflects data in worksheet Horizontal axis

Legend

Word 2016

FIGURE 6-17: Completed chart

Title added to chart and resized

Chart object resized

Chart style and colors applied to chart object

Creating SmartArt graphics Diagrams are another way to illustrate concepts in your documents. The powerful Word SmartArt feature makes it easy for you to quickly create and format many types of diagrams, including pyramid, process, cycle, and matrix diagrams, as well as lists and organization charts. To insert a SmartArt graphic in a document, click the SmartArt button in the Illustrations group on the Insert tab to open the Choose a SmartArt Graphic dialog box. In this dialog box, select

a diagram category in the left pane, select a specific diagram layout and design in the middle pane, preview the selected diagram layout in the right pane, and then click OK. The SmartArt object appears in the document with placeholder text, and the SmartArt Tools Design and Format tabs are enabled. These tabs contain commands and styles for customizing and formatting the SmartArt graphic and for sizing and positioning the graphic in the document.

Illustrating Documents with Graphics Copyright 2017 Cengage Learning. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part. WCN 02-200-203

Word 143

Word 2016

Module 6 Learning Outcome • Use gridlines to position objects

Finalize Page Layout When you finish creating the illustrations for a document, it is time to fine-tune the position and formatting of the text and graphics on each page. CASE YYou format the Mexico weather information in a text box and adjust the size and position of the other graphic objects so that the text flows smoothly between the columns. Finally Finally, you add a small text box that includes your name.

STEPS TROUBLE Scroll as needed to see both the paragraph and the chart.

1. Turn on the display of formatting marks, move the pointer between page 2 and 3, double-click with the pointer to hide the white space, then drag the pointer to select the heading When is the best time..., and the chart object 2. Click the Insert tab, click the Text Box button, click Draw Text Box, then scroll as needed so the text box is visible on your screen The heading, body text, and chart object are moved into a text box at the top of page 3.

3. Click the chart object, click the Home tab, click the Center button in the Paragraph group, double-click the text box frame to select the text box and activate the Drawing Tools Format tab, type 4 in the Shape Height text box, type 4.65 in the Shape Width text box, then press [Enter] The chart object is centered in the text box and the text box is resized.

4. Click the View tab, click the Multiple Pages button, double-click the text box, click the Position button in the Arrange group, click Position in Bottom Left..., then click the Layout Options button over the text box The text box is moved to the lower-left corner of page 2. The Layout Options button provides quick access to the most commonly used text wrapping commands.

5. Click See more, click the Text Wrapping tab in the Layout dialog box, click the Distance in the Shape from text Top up arrow three times, click OK, click the More button Styles group, then click Subtle Effect – Gray-50%, Accent 3 The distance of the text wrapping above the text box is increased and a style is applied to the text box.

6. Click the Home tab, turn off formatting marks, click the View tab, click the 100% button, then click the Gridlines check box in the Show group QUICK TIP You can confirm or modify the size of the selected object by checking the height and width measurements in the Size group on the Drawing Tools Format tab.

QUICK TIP To align two or more objects to each other select the other, objects, click the Align button in the Arrange group, then select an option.

Nonprinting drawing gridlines appear within the document margins in Print Layout view. You use drawing gridlines to help you size, align, and position objects.

7. Double-click the pyramid drawing to select it, scroll down, use the pointer to drag the object down onto a blank area of the drawing grid, press [Shift], then with the pointer, drag the lower-left sizing handle up and to the right until the object is about 1" square Use the ruler and the gridlines to help judge the size of the object as you drag.

8. Drag the object to position it as shown in FIGURE 6-18 You can nudge the drawing with the arrow keys if necessary to position it more precisely on the grid.

9. Click the Draw Text Box button in the Insert Shapes group, then, with the pointer, draw a text box under the pyramid similar to the one shown in Figure 6-18, type Contact: in the Shape Styles followed by your name in the text box, click the More button group, then click Subtle Effect – Blue, Accent 1 Figure 6-18 shows the pyramid drawing reduced and repositioned and the new text box.

10. Click the View tab, click the Gridlines check box, click the Multiple Pages button, save your changes, submit a copy to your instructor, then close the file and exit Word The completed document is shown in FIGURE 6-19.

Word 144

Illustrating Documents with Graphics Copyright 2017 Cengage Learning. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part. WCN 02-200-203

FIGURE 6-18: Repositioned object and new text box

Drawing gridlines are turned on

Chart is located in text box

Source: StockSnap; Unsplash.com

Pyramid is smaller and centered under text

New text box

FIGURE 6-19: Completed flyer

Courtesy Jennifer Duffy; Source: StockSnap; Unsplash.com; Pixabay

Word 2016

Inserting online videos and online pictures in a document You can also illustrate your documents with graphics and media found on the web. The Online Video command in the Media group on the Insert tab allows you to insert and play videos found on the web into your Word documents, and the Online Pictures command in the Illustrations group allows you to insert online images. To search the web for videos or images to add to a document, click the appropriate command on the Insert tab to

open the Insert Video or Insert Pictures window, type a keyword or phrase in the search box for the website you want to search, and then press [Enter]. Select the video or image you want to insert from the search results, click Insert to add it to the document, and then format the item as you would any other graphic object. Videos inserted in a document include a play button that you can click to view the video right in Word.

Illustrating Documents with Graphics Copyright 2017 Cengage Learning. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part. WCN 02-200-203

Word 145

Practice Concepts Review Label the elements shown in FIGURE 6-20. FIGURE 6-20

1

6

2

4

3

Match each term with the statement that best describes it. 7. 8. 9. 10. 11. 12. 13. 14.

Drawing gridlines Contrast Text box T Brightness W WordArt Drawing Canvas Chart Floating graphic

a. b. c. d. e. f. g. h.

Nonprinting lines that are used to align, size, and position objects A workspace for creating graphics A graphic that a text-wrapping style has been applied to A visual representation of numerical data The relative lightness of a picture A graphic object composed of specially formatted text A graphic object that is a container for text and graphics The difference between the darkest and lightest areas in a picture

Select the best answer from the list of choices. 15. Which button is used to change a photograph to a pencil sketch? a. Artistic Effects c. Color b. Corrections d. Picture Effects Word 146

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Source: StockSnap; Unsplash.com

5

16. Which button is used to change an inline graphic to a floating graphic? a. Crop c. Corrections b. Change Picture d. Layout Options 17. What style of text wrapping is applied to a graphic by default? a. Square c. In front of text b. In line with text d. Tight 18. Which method do you use to nudge a picture? a. Select the picture, then press an arrow key. b. Select the picture, then drag it to a new location. c. Select the picture, then drag a top, bottom, or side sizing handle. d. Select the picture, then drag a corner sizing handle. 19. Which is not an example of a Picture Effect? a. Glow b. Paintbrush

c. Bevel d. Shadow

20. What do you drag to change a drawing object’s shape, but not its size or dimensions? a. Sizing handle c. Rotate handle b. Adjustment handle d. Cropping handle

Skills Review

Illustrating Documents with Graphics Copyright 2017 Cengage Learning. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part. WCN 02-200-203

Word 2016

1. Insert a graphic. a. Start W Word, open the file WD 6-2.docx from the drive and folder where you store your Data Files, then save it as WD 6-Stone Barn CSA. b. Display formatting marks, scroll down, read the document to get a feel for its contents and formatting, then press [Ctrl][Home]. c. Select the colorful mixed vegetables photo on page 1, apply square text wrapping, apply the picture style Simple Frame, Black to the photo, then use the Format Painter to copy the picture style settings from the mixed vegetables photo to the photo of the carrots on page 2 and the photo of the beans on page 3. d. Press [Ctrl][Home], then apply square text wrapping to the photo of the carrots. e. Scroll down, place the insertion point at the top of page 2, insert the file Stone Barn.jpg from the location where you store your Data Files, then save your changes. 2. Size and scale a graphic. a. With the Stone Barn photo still selected, click the Crop button in the Size group. b. Drag the bottom-middle cropping handle up approximately 1", drag the top-middle cropping handle down approximately .7", verify that the photo is approximately 2.8" tall, adjust if necessary using the cropping handles, then click the Crop button again. c. Deselect the photo, then scroll to page 1. d. Resize the mixed vegetables photo proportionally so that it is about 2.7" high and 1.8" wide. e. Resize the photo of the carrots proportionally so that it is about 1.7" high and 1.1" wide. f. Scroll to page 2, then resize the photo of the beans proportionally to be precisely 2.7" high. g. Press [Ctrl][Home], then save your changes. 3. Position a graphic. a. Drag the mixed vegetables photo up so its top is aligned with the first line of body text and its right side is aligned with the right margin. b. Change the view to Multiple Pages, then use the Position command to position the photo of the carrots so it aligns with the middle left. c. On page 2, use the Position command to align the beans photo with the bottom and right margins, then save your changes.

Word 147

Skills Review (continued) 4. Create a text box. a. Change the zoom level to 120%, then scroll to the top of page 1. b. Add a drop cap using the default settings for the Dropped option to the first body paragraph. c. Select the What does Stone Barn Community Farm do? heading, the paragraph under it, and the two paragraph marks above the page break, then insert a text box. d. Delete the paragraph mark after 7 p.m. in the last line of the How does it work? paragraph on page 1, then select the text box. e. Apply the shape style Colored Outline – Green, Accent 6 to the text box, use the Position command to align it with the bottom and right margins, click the Layout Options button, click the Fix Position on Page option button, resize the text box to be approximately 3.3" high and 4.5" wide, change to multiple pages view, then drag the anchor symbol up to the How does it work? heading. ((Hint: The blue anchor symbol might be over the photo of the carrots.) f. Return to page width view view, scroll to page 2, then draw a text box that covers the bottom of the Stone Barn photo. The text box should span the width of the photo and be approximately .4" high. g. Type T Welcome to Stone Barn Community Farm – A USDA Certified Organic Farm in the text box, center the text, change the font to 12-point Arial Rounded MT Bold, then change the font color to Orange, Accent 2. h. Remove the shape fill from the text box, adjust the placement of the text box as necessary so the text is attractively placed over the bottom of the photo, then remove the border from the text box. i. Scroll down, select all the green text, then insert a text box. j. T Turn off paragraph marks, resize the text box to be 2.8" tall and 5.4" wide, then align it with the lower-left corner of the page. k. Remove the border from the text box, then save your changes. 5. Create W WordArt. a. Press [Ctrl][Home], triple-click to select Stone Barn Community Farm, insert a WordArt object, then select the style Fill - White, Outline - Accent 1, Shadow (in the first row). b. Resize the W WordArt object to be 7.3" wide and 1" tall. c. Click the T Text Effects button in the WordArt Styles group, point to Transform, then click the Square warp. d. Change the T Text Fill color to Green, Accent 6, Darker 25%. e. Change the T Text Outline color to Green, Accent 6, Darker 50%. f. Change the shadow color to Green, Accent 6, Lighter 40%, close the Format Shape pane, then save your changes. ( (Hint : Use the Shape Effects button.) 6. Draw shapes. a. Scroll down to the middle of page 2, select the three-line address, then draw a text box around it. b. Move the text box approximately ¾" to the right. c. Click the Shapes button, then click the Sun shape. d. In a blank area, draw a sun that is approximately .5" tall and wide. e. Fill the sun with Gold, Accent 4, Darker 25% apply the gradient style From Center in the Light V Variations section, change the shape outline color to Gold, Accent 4. f. Move the sun left of the address text box if necessary, then remove the shape outline from the address text box. g. Click the Shapes button in the Illustrations group on the Insert tab, then click Rectangle. h. Draw a rectangle around the sun and the address, remove the fill, then change the shape outline to Green, Accent 6. i. Adjust the size of the rectangle to resemble an address label, then save your changes. 7. Create a chart. a. Scroll up, place the insertion point in the text box at the bottom of page 1, press [ ] as many times as necessary to move the insertion point to the second blank line under the text in the text box. b. Insert a chart, select Bar chart, select Clustered Bar for the style, then click OK. Word 148

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Skills Review (continued)

Word 2016

FIGURE 6-21 c. Type T the information shown in FIGURE 6-21, adjust the range to include just the columns and rows that include data, then close the Chart in Microsoft Word window. d. Select the text box, use the Position command to align it with the bottom and right margins, select the chart, resize it to be approximately 2" high and 4.1" wide, center it in the text box, change the colors to Color 4, then apply the Style 2 chart style to the chart. e. Select the chart title Series 1, type Harvest Sales, change the font of the title to 12-point Arial Rounded MT Bold, remove the bold formatting, then change the font color to Green, Accent 6. ((Hint: To replace and then format the chart title text, select the chart title object, and then start typing.) f. Select the legend, then press [Delete] to remove the legend from the chart. g. Select the Horizontal (V (Value) Axis, click the Format Selection button, scroll down the Format Axis pane, expand the Number section, then scroll again as needed to see the categories. h. Click the Category list arrow, select Percentage in the Category list, change the number of decimal places to 0, press [Enter], then close the Format Axis pane. i. Resize the chart object to be approximately 2" tall and 3.5" wide, center the chart object in the text box, select the text box, apply the Intense Effect - Green, Accent 6 shape style, then save your changes. 8. Finalize page layout. a. Resize the text box that includes the chart to be approximately 3.2" tall and 4.7" wide, change the font size of the heading in the text box to 14 points, change the font color to Green, Accent 6, Darker 50%, then center the heading. b. T Turn on the gridlines in the Show group on the View tab, then change the view to Multiple Pages. (Note: The gridlines show the margins.) c. Resize and shift the position of the photographs and the text box until all the text fits on page 1 and the layout of page 1 of the flyer looks similar to the completed flyer flyer, which is shown in two-page view in FIGURE 6-22. Your flyer does not need to match exactly. d. T Type your name in the document footer, save your changes, submit a copy to your instructor, close the file, then exit Word.

Source: Pixabay; Courtesy Jennifer Duffy

FIGURE 6-22

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Word 149

Independent Challenge 1 Your company just completed a major survey of its customer base, and your boss has asked you to prepare a summary of the results for your colleagues. You create a chart for the summary that shows the distribution of customers by gender and age. a. Start W Word, then save a blank document as WD 6-Age and Gender to the location where you store your Data Files. b. Type T Prepared by followed by your name at the top of the document, press [Enter] twice, then insert a clustered column chart object into the document. FIGURE 6-23 c. Enter the data shown in FIGURE 6-23 into the worksheet. To begin, delete the data in rows 4 and 5 of the worksheet, and then adjust the range to include 5 columns and 3 rows. When you are finished, close the Chart in Microsoft Word window. d. Click the Select Data button in the Data group on the Chart T Tools Design tab, then click Switch Row/Column button in the Select Data Source dialog box that opens to switch the data so the age groups appear on the horizontal axis. e. Apply chart style 6 to the chart, then add the title Customers by Age and Gender above the chart. f. Add the Primary Horizontal axis title Age Range.. ((Hint: Use the Add Chart Element button.) g. Select the V Vertical Value Axis, then click the launcher in the Shape Styles group on the Chart Tools Format tab to open the Format Axis pane. Click Axis Options to expand the axis options, scroll down, Expand the Number section, change the Category to Percentage, change the number of decimal places to 0, press [Enter], then close the Format Axis pane. h. Use the Change Chart T Type button in the Type group on the Chart Tools Design tab to change to a different type of column chart, taking care to choose an appropriate type for the data, then format the chart with styles, fills, colors, outlines, and other effects so it is attractive and readable. i. Save your changes, submit a copy of the chart to your instructor instructor, close the file, then exit Word.

Independent Challenge 2 You design ads for bestvacations.com, a company that specializes in custom vacation packages. Your next assignment is to design a full-page ad for a travel magazine. Your ad needs to contain three photographs of vacation scenes, such as the photo shown in FIGURE 6-24, the text “Your vacation begins here.” and the web address “www.bestvacations.com.”

FIGURE 6-24

Source: Pixabay

a. Start W Word, then save a blank document as WD 6-Vacations Ad to the drive and folder where your Data Files are located. b. Change all four page margins to .7". c. Using keywords such as beach, snowboard, fishing, or some other vacation-related word, find and insert at least three appropriate online photographs into the document. d. Using pencil and paper paper, sketch the layout for your ad. e. Change the photos to floating graphics, then format them. Y You can crop, resize, move, and combine them with other design elements, or enhance them with styles, shapes, borders, and effects. f. Using text effects or W WordArt, add the text Your vacation begins here. and the web address www.bestvacations.com to the ad. g. Adjust the layout, design, and colors in the ad as necessary. When you are satisfied with your ad, type your name in the document header, save your changes, submit a copy to your instructor, close the document, then exit Word. Word 150

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Independent Challenge 3 You are a graphic designer. The public library has hired you to design a bookmark for Earth Day. Their only request is that the bookmark includes the words Earth Day. You’ll create three different bookmarks for the library. a. Start W Word, then save a blank document as WD 6-Earth Day to the location where you store your Data Files. b. Change all four page margins to .7", change the page orientation to landscape, and change the zoom level to Whole Page. c. Draw one text box. Resize the text box to be approximately 6.5" tall x 2.5" wide. Copy and paste the text box two times for a total of three text boxes, then move the text boxes so they do not overlap. Each text box will become a bookmark. d. Use clip art, W WordArt or text effects, and a photograph (either a personal photograph or one you find on the web) at least one time as you create the bookmarks. ((Hints: When you insert a graphic in a text box, you cannot wrap text around it, so you must design bookmarks that use inline graphics. Alternatively, you can insert an online image in the document and then crop it and resize it to be the shape and size of a bookmark. You can also nest text boxes inside text boxes.) e. Format the bookmarks with fills, colors, borders, styles, shadows, and other picture effects. Be sure to add the words Earth Day to each bookmark. f. T Type your name in the document header, save your changes, submit a copy to your instructor, close the document, then exit W Word.

Independent Challenge 4: Explore Word 2016

One way to find graphic images to use in your documents is to download them from the web. Many websites feature images that are in the public domain, which means they have no copyright restrictions and permission is not required to use the images. You are free to download these images and use them in your documents, although you must acknowledge the artist or identify the source. Other websites include images that are copyrighted and require written permission, and often payment, to use. Before downloading and using graphics from the web, it’s important to research and establish their copyright status and permission requirements. In this exercise, you download photographs from the web and research their copyright restrictions. a. Start W Word, then save a blank document as WD 6-Copyright Images to the drive and folder where you store your Data Files. b. T Type your name at the top of the page, press [Enter], then create a table with four rows and three columns. Type the following column headings in the header row: Photo, URL, Copyright Restrictions. You will fill this table with photos you find on the web and the copyright restrictions for those photos. c. Use your favorite search engine to search the web for photographs that you might use for your work or a personal project. Use the keywords free photo archives or free public domain photos. You can also add a keyword that describes the subject of the photos you want to find. d. Find at least three websites that contain photos you could use in a document. Save a photo from each website to your computer. To save an image from a webpage, right-click the image, then click the appropriate command on the shortcut menu. e. Go to your W Word document, and insert each photo you saved from the web in the Photo column of the table. Resize the photos proportionally so that they are about 1.5" tall or 1.5" wide. Wrap text around the photos, and center them in the table cells. f. For each photo in column 1, enter its URL in column 2 and its copyright restrictions in column 3. In the Copyright Restrictions column, indicate if the photo is copyrighted or in the public domain, and note the requirements for using that photo in a document. g. Adjust the formatting of the table so it is easy to read, save your changes, submit a copy to your instructor instructor, close the file, then exit Word.

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Visual Workshop Using the file WD 6-3.docx (located where you store your Data Files), create the flyer shown in FIGURE 6-25. ((Hints: Change the margins to .8". For the WordArt object, use the Fill - Blue, Accent 1, Outline - Background 1, Hard Shadow, Accent 1 style, apply a Square warp and apply a gradient effect using shades of Blue, Accent 1.) Type your name in the footer, save the flyer as WD 6-Surf Safe, then submit a copy to your instructor.

Source: Pixabay

FIGURE 6-25

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Word 2016 Module 7

Working with Themes and Building Blocks You are preparing a project summary report for a new R2G project in Kenya. You create a customized theme for the report and simplify the process of designing the layout by using predesigned building blocks. Once the project report is finished, you save the theme and several reusable pieces of customized content to use in other project reports.

CASE

Module Objectives After completing this module, you will be able to: • Apply styles to text

• Insert Quick Parts

• Apply a theme

• Add a cover page

• Customize a theme

• Create building blocks

• Insert a sidebar

• Insert building blocks

Files You Will Need WD 7-1.docx WD 7-2.docx WD 7-3.docx WD 7-4.docx WD 7-5.docx WD 7-6.docx

WD 7-7.docx WD 7-8.docx WD 7-9.docx WD 7-10.docx Cheetah.jpg R2G Logo.jpg

Copyright 2017 Cengage Learning. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part. WCN 02-200-203

Word 2016

Module 7 Learning Outcomes • Apply a style • Modify text formatted with a style

STEPS

Apply Styles to Text Applying a style to text allows you to apply multiple format settings to text in one easy step. A style is a set of format settings, such as font, font size, font color, paragraph spacing, and alignment, that are named and stored together. Word includes many Style sets—groups of related styles that share common fonts, colors, and formats, and are designed to be used together in a document—that you can use to give your documents a polished and cohesive look. Each Style set includes styles for a title, subtitle, headings, body text, lists, quotes, and other text elements. CASE You apply styles to the project summary report to help organize the text attractively and make the report easy to read at a glance.

1. Start Word, open the file WD 7-1.docx from the drive and folder where you store your Data Files, save it as WD 7-Kenya Project, scroll the document to get a feel for its contents, then press [Ctrl][Home] The three-page document includes text, photographs, and a chart. QUICK TIP To change the active Style set, click the Design tab, click the More button in the Document Formatting group, then select a different style set.

2. Select Savannah Conservation and Safari, click the More button then move the pointer over the styles in the Styles gallery

in the Styles group,

As you move the pointer over a style in the gallery, a preview of that style is applied to the selected text.

3. Click Title The Title style is applied to the selected text.

4. Select Four weeks, Nairobi to Mombasa, click Subtitle in the Styles group, click the Font in the Font group, then click Blue, Accent 5, Darker 25% Color list arrow The Subtitle style is applied to the paragraph under the title, and then the font color is changed to blue. You can modify the format of text to which a style has been applied without changing the style itself.

QUICK TIP To change the color scheme or fonts used in the active Style set, click the Design tab, then click the Colors or Fonts buttons in the Document Formatting group, and select from the options.

5. Select Project Highlights, click Heading 1 in the Styles group, then deselect the text The Heading 1 style is applied to the Project Highlights heading, as shown in FIGURE 7-1.

6. Apply the Heading 1 style to each red heading in the document, scrolling down as needed The Heading 1 style is applied to the Project Highlights, Project Summary, Planning Your Trip, and What to Bring headings in the report.

7. Scroll to page 2, select Climate, then click Heading 2 in the Styles group The Heading 2 style is applied to the Climate subheading. The style seems too similar to the Heading 1 style for your purposes.

8. Select Climate if necessary, click Heading 3 in the Styles group, click the Font Color list , click Orange, Accent 2, then deselect the text arrow The Heading 3 style is applied to the Climate subheading, and the font color is changed to Orange, Accent 2, as shown in FIGURE 7-2.

9. Use the Format Painter to apply the Heading 3 style and the Orange, Accent 2 font color to each purple subheading in the document, scrolling down as needed, then save your changes The Heading 3 style and the Orange, Accent 2 font color are applied to the Climate, Visa and Vaccination Requirements, Luggage, Clothing and Footwear, and Equipment subheadings in the report.

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Working with Themes and Building Blocks Copyright 2017 Cengage Learning. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part. WCN 02-200-203

FIGURE 7-1: Styles applied to the report

Title style applied

Subtitle style applied and font color changed to blue

Heading 1 style applied

Word 2016

FIGURE 7-2: Heading 3 style applied and modified

Heading 3 style applied and font color changed to orange

Saving a document as a webpage Creating a webpage and posting it on the Internet or an intranet is a powerful way to share information with other people. You can design a webpage from scratch in Word, or you can use the Save As command to save an existing document in HTML format so it can be viewed with a browser. When you save an existing document as a webpage, Word converts the content and formatting of the Word file to HTML and displays the webpage in Web Layout view, which shows the webpage as it will appear in a browser. Any formatting that is not supported by web browsers is either converted to similar supported formatting or removed from the webpage. For example, if you save a document that contains a floating graphic in HTML format, the graphic will be left- or right-aligned on the webpage. In a document you plan to save as a webpage, it’s best to create a table in the document, and

then insert text and graphics in the table cells in order to be able to position text and graphics precisely. To save a document as a webpage, open the Save As dialog box, and then select a Web Page format in the Save as type list box. You have the option of saving the document in Single File Web Page (.mht or .mhtml) format, or in Web Page or Web Page, Filtered (.htm or .html) format. In a single file webpage, all the elements of the webpage, including the text and graphics, are saved together in a single MIME encapsulated aggregate HTML (MHTML) file, making it simple to publish your webpage or send it via e-mail. By contrast, if you choose to save a webpage as an .htm file, Word automatically creates a supporting folder in the same location as the .htm file. This folder has the same name as the .htm file plus the suffix_files, and it houses the supporting files associated with the webpage, such as graphics.

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Word 155

Word 2016

Module 7 Learning Outcomes • Preview themes • Apply a theme • Change the style set

STEPS

Apply a Theme Changing the theme applied to a document is another quick way to set the tone of a document and give it a polished and cohesive appearance, particularly if the text and any tables, charts, shapes, SmartArt objects, or text boxes in the document are formatted with styles. A theme is a set of unified design elements, including theme colors, theme fonts for body text and headings, and theme effects for graphics. By default, all documents that you create in W Word are formatted with the Office theme, but you can easily apply a different built-in theme to a document. To apply a theme to a document, you use the Themes command in the Document Formatting group on the Design tab. CASE You experiment with different built-in themes and then apply a theme that more closely suits the message you want to convey with the project summary report.

1. Press [Ctrl][Home], click the Design tab, click the Themes button in the Document Formatting group, then point to Facet A gallery of built-in themes opens. When you point to the Facet theme in the gallery, a preview of the theme is applied to the document, as shown in FIGURE 7-3.

2. Move the pointer over each theme in the gallery When you point to a theme in the gallery, a preview of the theme is applied to the document. Notice that the font colors and the fonts for the body text and headings to which a style has been applied change when you preview each theme. QUICK TIP To restore the document to the default theme for the template on which the document is based, click the Themes button, and then click Reset to Theme from Template.

TROUBLE Your gallery might show two Wisp themes. Be sure to select the Wisp theme shown in FIGURE 7-3.

3. Scroll down, then click Metropolitan A complete set of new theme colors, fonts, styles, and effects is applied to the document. Notice that while the font of the body text changed, the bold formatting applied to the text under the Project Highlights heading at the top of page 1 remains. Changing the document theme does not affect the formatting of text to which font formatting has been applied. Only document content that uses theme colors, text that is formatted with a style (including default body text), and table styles and graphic effects change when a new theme is applied.

4. Click the View tab, then click the Multiple Pages button in the Zoom group The fill effect in the chart at the bottom of the last page is a fill effect from the Metropolitan theme, as shown in FIGURE 7-4.

5. Click the Design tab, click the Themes button, then point to each built-in theme in the gallery Notice how each theme affects the formatting of the chart, and, in some cases, the pagination of the document. It’s important to choose a theme that not only mirrors the tone, content, and purpose of your document, but also meets your goal for document length.

6. Click Wisp The Wisp theme is applied to the document.

7. Click the View tab, click the 100% button in the Zoom group, press [Ctrl][Home], then save your changes Changing the style set Applying a different style set is another quick way to change the look of an entire document. Style sets include font and paragraph settings for headings and body text so that when you apply a new style set to a document, all the body text and all the headings that have been formatted with a style change to the format settings for the active style set. YYou apply styles to a document using the styles available in the Styles group on the

Word 156

Home tab. YYou apply a style set using the style sets available in the Document Formatting group on the Design tab. You can also save a group of font and paragraph settings as a new style set. To do this, click the More button in the Document Formatting group, and then click Save as a New Style Set. If you want to return a document to its original style set, click the More button, and then click Reset to the (default) Style Set.

Working with Themes and Building Blocks Copyright 2017 Cengage Learning. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part. WCN 02-200-203

FIGURE 7-3: Facet theme previewed in document

Themes gallery Facet theme

Preview of Facet theme applied to document

Wisp theme

FIGURE 7-4: Metropolitan theme applied to document

Word 2016

Fonts and colors used in Metropolitan theme

Source: Pixabay

Chart shows fill effects from Metropolitan theme

Changing the default theme By default, all new documents created in Word are formatted with the Office theme, but you can change your settings to use a different theme as the default. To change the default theme to a different built-in theme, press [Ctrl][N] to open a new blank document, click the Themes button in the Document Formatting group on the Design tab, and then click the theme you want to use as the default. If you want to customize the theme before saving it as the new default, use the Colors, Fonts,

and Effects buttons in the Document Formatting group to customize the settings for theme colors, fonts, and effects. Alternatively, click the More button in the Document Formatting group and then select a new style set to use in the new default theme. When you are satisfied with the settings for the new default theme, click the Set as Default button in the Document Formatting group. The Themes gallery will be updated to reflect your changes.

Working with Themes and Building Blocks Copyright 2017 Cengage Learning. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part. WCN 02-200-203

Word 157

Word 2016

Module 7 Learning Outcomes • Customize theme colors, fonts, or effects • Save a custom theme

Customize a Theme When one of the built-in Word themes is not quite right for your document, you can customize the theme by changing the theme colors, selecting new theme fonts for headings and body text, and changing the theme effects. You can then save the customized theme as a new theme that you can apply to other documents. CASE You tweak the theme colors, fonts, and effects in the active theme to create a new theme that uses the colors of Kenya and is easy to read. You then save the settings as a new theme so you can apply the theme to all documents related to Kenya projects.

STEPS 1. Click the Design tab, then click the Colors button in the Document Formatting group The gallery of theme colors opens. You can select a new palette of built-in colors or choose to customize the colors in the active palette. You want a palette that picks up the colors of the Kenyan landscape used in the photographs in the project report. You decide to tweak the Wisp theme palette.

2. Click Customize Colors The Create New Theme Colors dialog box opens and shows the color palette from the Wisp theme, as shown in FIGURE 7-5. You use this dialog box to change the colors in the active palette and to save the set of colors you create with a new name.

QUICK TIP To remove a custom color scheme from the gallery, right-click the scheme, then click Delete.

QUICK TIP To change the line and paragraph spacing applied to a document, click the Paragraph Spacing button in the Document Formatting group, and then click a Built-In style or click Custom Paragraph Spacing to enter custom settings in the Manage Styles dialog box.

3. Click the Accent 1 list arrow arrow, click More Colors, click the Custom tab in the Colors dialog box if it is not the active tab, type 146 in the Red text box, type 169 in the Green text box, type 185 in the Blue text box, then click OK The Accent 1 color changes from dark red to blue-gray.

4. Type Kenya in the Name text box in the dialog box, click Save, then click the Colors button The new color scheme is saved with the name Kenya, the dark red (Heading 1) headings in the document change to blue-gray, and the Kenya color scheme appears in the Custom section in the Colors gallery. The Kenya colors can now be applied to any document.

5. Click the document to close the Colors gallery if necessary, click the Fonts button in the Document Formatting group, point to several options in the gallery of theme fonts to preview those fonts applied to the document, then click Customize Fonts The Create New Theme Fonts dialog box opens, as shown in FIGURE 7-6. You use this dialog box to select different fonts for headings and body text, and to save the font combination as a new theme font set.

6. Click the Heading font list arrow arrow, scroll down, click Trebuchet MS, click the Body font list arrow arrow, scroll down, click Perpetua, type Project Reports in the Name text box in the dialog box, then click Save The font of the headings in the report changes to Trebuchet MS, the font of the body text changes to Perpetua, and the Project Reports theme font set is added to the Custom section of the Fonts gallery.

7. Press [Ctrl][End], scroll down to see the chart, click the Effects button in the Document Formatting group, point to each effect in the gallery to see it previewed in the chart, then click Milk Glass The Milk Glass effect is applied to the document.

QUICK TIP To remove a custom theme from the gallery, right-click the theme, then click Delete.

Word 158

8. Click the Themes button, click Save Current Theme, type Kenya Project Report in the File name text box in the Save Current Theme dialog box, then click Save The Kenya theme colors, Project Reports theme fonts, and theme effects from the Milk Glass theme are saved together as a new theme called Kenya Project Report in the default location for document themes.

9. Save your changes, then click the Themes button The new theme appears in the Custom section of the Themes gallery, as shown in FIGURE 7-7.

Working with Themes and Building Blocks Copyright 2017 Cengage Learning. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part. WCN 02-200-203

FIGURE 7-5: Create New Theme Colors dialog box

Use list arrow to change the color Type name for new palatte of theme colors

FIGURE 7-6: Create New Theme Fonts dialog box

Select font for headings

Type name for new set of theme fonts

Word 2016

Select font for body text

Preview fonts

FIGURE 7-7: Custom theme in the Themes gallery

New Kenya Project Report theme

Milk Glass theme effect applied to chart

Working with Themes and Building Blocks Copyright 2017 Cengage Learning. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part. WCN 02-200-203

Word 159

Word 2016

Module 7 Learning Outcomes • Format a sidebar • Insert a text file • Position a sidebar

STEPS

Insert a Sidebar Building blocks are the reusable pieces of formatted content or document parts that are stored in galleries, including headers and footers, cover pages, and text boxes. Sidebars and pull quotes are text box building blocks that are used to jazz up a page. A sidebar is a text box that is positioned adjacent to the body of a document and contains auxiliar auxiliary information. A pull quote is a text box that contains an excerpt from an article, formatted in a larger font size and placed on the same page. You use the Text Box command on the Insert tab to insert sidebars and pull quotes. CASE You create a sidebar to display the Project Highlights information on page 1 and a second sidebar to display information for travelers on page 2.

1. Click the document to close the Themes gallery if necessary, press [Ctrl][Home], click the Insert tab, then click the Text Box button in the Text group The Text Box gallery opens. It includes built-in styles for sidebars and pull quotes. QUICK TIP The sidebar is anchored to the paragraph where the insertion point is located.

2. Scroll down the gallery, then click the Retrospect Sidebar The Retrospect Sidebar is inserted on the right side of the page. It is composed of an orange text box and a blue-gray shadow. You can type to replace the placeholder text, or you can paste text into the text box.

3. Select Project Highlights, press [Ctrl][X] to cut the text, click the [Sidebar Title] placeholder press [Ctrl][V] to paste the text, select the bulleted list, press [Ctrl][X], placeholder, click the body text placeholder in the sidebar, press [Ctrl][V], then press [Backspace] The text is cut from the body of the document and pasted in the sidebar.

4. Click the Drawing Tools Format tab, click the Position button in the Arrange group, click Position in Top Left with Square Text Wrapping, type 2.1 in the Shape Height text box in the Size group, type 6.9 in the Shape Width text box, then press [Enter] The sidebar moves to the upper left corner of the page and, after resizing, spans the width of the page at the top. QUICK TIP You can change the format of a sidebar by applying a shape style or by using the other commands on the Drawing Tools Format tab.

5. Select Project Highlights, click the Font Color list arrow on the Mini toolbar, click Blue-gray, Accent 1, Darker 50%, click the title Savannah Conservation..., click the Layout tab, type 20 in the Before text box in the Paragraph group, then press [Enter] The font color of Project Highlights changes to a darker blue-gray and the spacing above the title is increased, as shown in FIGURE 7-8.

6. Scroll to page 2, place the insertion point in Planning Your Trip, click the View tab, click the Multiple Pages button in the Zoom group, click the Insert tab, click the Text Box button, then click Retrospect Sidebar The Retrospect Sidebar is inserted on the right side of the page and anchored to the Planning Your Trip heading paragraph. Rather than type text in the sidebar, you will insert text from a file.

QUICK TIP When you insert a text file into a text box, verify that all the text fits. If all the text does not fit in the text box, you must adjust the size of the text box, edit the text, or link the full text box to an empty text box so that the text flows.

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7. Press [Delete] twice to delete the Sidebar Title placeholder and the blank paragraph, click the body text placeholder in the new sidebar, click the Insert tab, click the Object list arrow in the Text group, then click Text from File The Insert File dialog box opens. You use this dialog box to select the file you want to insert in the sidebar.

8. Navigate to the location where you store your Data Files, click the file WD 7-2.docx, then click Insert The content of the file WD 7-2.docx is inserted in the sidebar.

9. Click the Drawing Tools Format tab, click the Position button in the Arrange group, click Position in Top Left with Square Text Wrapping, type 9.1 in the Shape Height text box, type 2.7 in the Shape Width text box, press [Enter], deselect the sidebar, then save The completed sidebar is shown in FIGURE 7-9.

Working with Themes and Building Blocks Copyright 2017 Cengage Learning. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part. WCN 02-200-203

FIGURE 7-8: Retrospect sidebar at top of page

Retrospect sidebar resized and repositioned Blue-gray font color

Text pasted in text box

20 points of space above title

Text and graphic from file inserted in sidebar

Word 2016

FIGURE 7-9: Retrospect sidebar on page 2

Source: Pixabay

Working with Themes and Building Blocks Copyright 2017 Cengage Learning. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part. WCN 02-200-203

Word 161

Word 2016

Module 7 Learning Outcomes • Insert headers and footers • Update a document property • Insert and delete a property control

Insert Quick Parts The Word Quick Parts feature makes it easy to insert reusable pieces of content into a document. Quick Parts items include fields, such as for the date or a page number; document properties, such as the document title or author; and building blocks. You insert a Quick Part into a document using the Quick Parts command on the Insert tab or on the Header & Footer Tools Design tab. CASE You finalize the design of the three pages by adding a header building block and a footer building block to the document. You then customize the footer by adding a document property to it using the Quick Parts command.

STEPS 1. Click anywhere on page 2, click the View tab, click the 100% button in the Zoom group, click the Insert tab, then click the Header button in the Header & Footer group The Header gallery opens and displays the list of predesigned headers. QUICK TIP When you save a file with a new filename, the Author property is the same as that in the original file. The Last Modified By property indicates the computer or account that was used to create the new file.

QUICK TIP When you update a document property in the Document Properties Panel, the property controls in the document are updated with the new information.

2. Scroll down the Header gallery, then click Semaphore The Semaphore header is added to the document and the Header area opens. The Semaphore header includes two property controls: one for the Author and one for the Document Title. A property control is a content control that contains document property information, such as title, company, or author. A property control contains either the document property information entered in the Properties area of the Info screen in Backstage view, or placeholder text if no document property information is entered on the Info screen. The text in the Author property control is the name entered in the Word Options dialog box or the Microsoft user account name on the computer on which the document was created. You can assign or update a document property by typing directly in a property control or by typing in the Properties text boxes on the Info screen.

3. Click the Author property control if necessary, type your name, click the Title property control, then type Savannah Conservation and Safari Your name and the document title are added to the header. When you assign or update a document property by typing in a property control, all controls of the same type in the document are updated with the change, as well as the corresponding property field on the Info screen.

4. Click the Header button in the Header & Footer group, scroll down the gallery, click Filigree, then click the Header from Top down arrow in the Position group twice The header design changes to the Filigree design, and the header position is adjusted, as shown in FIGURE 7-10.

QUICK TIP To turn the table gridlines on and off, click the Table Tools Layout tab, then click the View Gridlines button in the Table group.

5. Click the Footer button in the Header & Footer group, scroll down the Footer gallery, click Retrospect, then click the Footer from Bottom down arrow four times The Retrospect footer includes an author name property control and a page number field. Notice that this footer is formatted as a table.

6. Click your name in the footer footer, click the Table Tools Layout tab, click the Select button in the Table group, click Select Cell, press [Delete] to delete the Author Name property control, click the Header & Footer Tools Design tab, click the Quick Parts button in the Insert group, point to Document Property Property, then click Company The Company property control is added to the footer, as shown in FIGURE 7-11.

TROUBLE If your Company property control contains customized text, select the text, then continue with Step 7.

7. Type Reason2Go The Company property is updated to become REASON2GO.

8. Move the pointer over the footer footer, click the Table move handle to select the table, on the Mini toolbar, close the Footer area, then save click the Font Color button your changes Dark blue-gray is applied to the text in the footer. The customized footer is shown in FIGURE 7-12.

Word 162

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FIGURE 7-10: Header formatted using the Filigree header style

Header from Top down arrow

Title and author in header

Document text dimmed when Header area is open

Source: Pixabay

Word 2016

FIGURE 7-11: Company property control in Retrospect footer

Table move handle in Footer area

Company property control

Source: Pixabay

FIGURE 7-12: Customized footer

Font color of footer changes to blue-gray

Source: Pixabay

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Word 163

Word 2016

Module 7 Learning Outcomes • Insert and customize a cover page

STEPS QUICK TIP Click the Blank Page button in the Pages group to insert a blank page at the location of the insertion point.

Add a Cover Page To quickly finalize a report with simplicity or flair, you can insert one of the many predesigned cover pages that come with Word. Cover page designs range from conservative and business-like to colorful and attention grabbing. Each cover page design includes placeholder text and property controls that you can replace with your own information. CASE You finalize the project report by inserting an eye-catching cover page that mirrors the design of the report.

1. Click the Insert tab, then click the Cover Page list arrow in the Pages group The gallery of cover pages opens. Each page design includes placeholder text and property controls.

2. Scroll down the gallery, then click Motion The Motion cover page is added at the beginning of the document. Notice that the project name was added automatically to the Title property control.

3. Click the Year property control, click the Year list arrow arrow, click Today The year changes to the current year. TROUBLE Click the Undo button on the Quick Access toolbar if the result is not as expected, and then try again.

QUICK TIP To change the username and initials, click the File tab, click Options, then type in the User name and Initials text boxes in the Word Options dialog box.

QUICK TIP

4. Click the black shape that contains the title to select the shape, click the Drawing Tools Format tab, click the Shape Fill list arrow in the Shape Styles group, click Orange, Accent 2, click the Shape Outline list arrow arrow, click White, Background 1, click the light blue shape to the right of the word Safari to select the entire light blue shape, click the Shape Fill list arrow in the Shape Styles group, then click Blue-gray, Accent 1 The fill color of the title shape changes to orange with a white outline, and the fill color of the shape that includes the year changes to blue-gray.

5. Scroll down to view the author author, company name, and date controls at the bottom of the page Your name is entered in the Author property control, the company name is entered in the Company property control, and today’s date is entered in the date control.

6. Scroll up, right-click the photograph, click Change Picture, click Browse next to From a file, navigate to the drive and folder where you store data files, click Cheetah.jpg, click Insert, then scroll until the year is near the top of the document window A photograph of a cheetah is inserted in the cover page, as shown In FIGURE 7-13.

To change to a different cover page design, simply insert a different cover page.

7. Click the View tab, click the Multiple Pages button in the Zoom group, press [Ctrl][Home], click the Insert tab, click the Pictures button in the Illustrations group, navigate to the location where you store your Data Files, click the file R2G Logo.jpg, then click Insert

QUICK TIP

8. Click the Position button in the Arrange group, click Position in Bottom Left with Square Text Wrapping, type 1 in the Shape Height text box in the Size group, click to deselect the logo, then save your changes

To remove a cover page from a document, click the Cover Page list arrow in the Pages group, then click Remove Current Cover Page.

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The R2G logo is added to the cover page.

The logo is moved to the lower-left corner of the page. The completed project report is shown in FIGURE 7-14.

9. Submit the document to your instructor

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FIGURE 7-13: Cover page

Current year (yours may differ)

Cheetah photo is flush with edge of page

Source: Pixabay

Title is automatically entered; text box is orange with a white outline

Shape is blue-gray

FIGURE 7-14: Completed project report

Source: Pixabay

Word 2016

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Word 165

Word 2016

Module 7 Learning Outcomes • Save a custom building block • Create a category for building blocks

STEPS

Create Building Blocks When you design a piece of content that you want to use again in other documents, you can save it as a building block in one of the Word galleries. For example, you might want to save your company mission statement or a list of staff names so that you don’t have to type and format the information each time you use it in a document. You save an item as a building block using the Quick Parts command. CASE You save the R2G logo, the Kenya Travel Information sidebar, the Climate heading and paragraph, and the footer as building blocks so that you can easily include them in other project reports.

1. Click the logo at the bottom of page 1 to select it, click the Insert tab, click the Quick Parts button in the Text group, then click Save Selection to Quick Part Gallery The Create New Building Block dialog box opens, as shown in FIGURE 7-15. You use this dialog box to enter a unique name and a description for the item and to specify the gallery where you want it to appear. You want the logo to appear in the Quick Part gallery.

2. Type R2G Logo in the Name text box, click the Description text box, type R2G Logo in bottom-left corner of project report cover page, then click OK The logo is added to the Quick Part gallery. TROUBLE If the Save Selection ... option is dimmed, close the gallery, and select the sidebar again by clicking the edge two times.

QUICK TIP A text building block can also be saved to the AutoText gallery.

QUICK TIP To store paragraph formatting with a building block, make sure to also select the final paragraph mark.

TROUBLE If a ScreenTip does not appear, continue with step 7.

3. Click the edge of the orange sidebar on page 3 two times to select it, click the Quick Gallery, type Kenya Travel Info Sidebar in Parts button, click Save Selection to Quick Part Gallery the Name text box, click the Gallery list arrow arrow, click Text Boxes, click the Category list arrow, click Create New Category arrow Category, type Kenya, click OK, click the Description text box, type Generic info for travelers to Kenya, click OK, then deselect the text box You added the sidebar to the Text Box gallery and created a new category called Kenya. It’s a good idea to assign a descriptive category name to a building block item so that you can sort, organize, and find your building blocks easily.

4. Click the Text Box button in the Text group, then scroll to the bottom of the gallery The Kenya Travel Info Sidebar building block is displayed in the Text Box gallery in the Kenya category, as shown in FIGURE 7-16.

5. Click the document to close the gallery, select the Climate heading and paragraph on page 3, click the Quick Parts button, click Save Selection to Quick Part Gallery Gallery, type Kenya Climate Info in the Name text box, click the Category list arrow arrow, click Create New Category, type Kenya, click OK, then click OK Category The Climate heading and paragraph are saved in the Quick Part gallery in the Kenya category.

6. Click the Quick Parts button to verify that the item was added to the gallery, then point to the R2G Logo item in the gallery The gallery includes the R2G Logo item in the General category and the Kenya Climate Info item in the Kenya category. When you point to the R2G Logo item in the gallery, the name and description appear in a ScreenTip, as shown in FIGURE 7-17.

7. Double-click the footer to open it, click the Table move handle to select the table in the footer, click the Footer button in the Header & Footer group on the Header & Footer Tools Design tab, then click Save Selection to Footer Gallery The Create New Building Block dialog box opens with Footers automatically selected as the gallery. TROUBLE Save the building blocks if prompted to do so.

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8. Type Project Report Footer in the Name text box, click OK, then save and close the document without closing Word The footer is added to the Footer gallery under the General category. In the next lesson, you will insert the building blocks you created into a different project report document.

Working with Themes and Building Blocks Copyright 2017 Cengage Learning. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part. WCN 02-200-203

FIGURE 7-15: Create New Building Block dialog box

Type name for item

Specify gallery for item Select category for item

FIGURE 7-16: New building block in Text Box gallery

FIGURE 7-17: Items in Quick Part gallery

Word 2016

Source: Pixabay

Kenya Travel Info Sidebar in Kenya category in Text Box gallery

ScreenTip shows name and description for R2G Logo item

Selected Climate text is added to Quick Part gallery

Source: Pixabay

Quick Part gallery (yours may include other items)

Renaming a building block and editing other properties You can edit the properties of a building block at any time, including changing its name, gallery location, category, and description. To modify building block properties, simply right-click the item in a galler gallery, and then click Edit Properties. In the Modify Building Block dialog box that opens, edit the

item’s name or description, or assign it to a new gallery or category. When you are finished, click OK, and then click Yes in categor the warning box that opens. YYou can also modify the properties of a building block by selecting the item in the Building Blocks Organizer, and then clicking Edit Properties.

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Word 167

Word 2016

Module 7 Learning Outcomes • Insert custom building blocks using the Building Blocks Organizer

Insert Building Blocks Once you have created customized building blocks, it is easy to insert them in your documents. You can insert a building block directly from a gallery, or you can use the Building Blocks Organizer to search for, organize, and insert building blocks. CASE You need to create a project report for a different R2G project in Kenya. You open the family project report file, apply the Kenya theme, and then insert the building blocks you created so that all the Kenya project reports have common content and a consistent look and feel.

STEPS QUICK TIP Zoom in as needed to replace the author name.

1. Open the file WD 7-3.docx from the location where you store your Data Files, save it as WD 7-Kenya Family Project scroll down, replace Mary Watson with your name at the bottom of page 1, click the View tab, then click the Multiple Pages button in the Zoom group The Kenya Family Project report includes a cover page, two pages of text formatted with styles, a sidebar, photographs, and a chart.

2. Click the Design tab, click the Themes button in the Document Formatting group, then click the Kenya Project Report theme in the Custom section of the gallery The Kenya Project Report theme you created is applied to the document.

3. Press [Ctrl][Home], click the Insert tab, click the Quick Parts button in the Text group, then click the R2G Logo item in the Quick Part gallery The logo is added to the lower-left corner of the cover page. TROUBLE If the insertion point is located on the cover page, the footer will appear on the cover page only.

QUICK TIP To edit the content of a building block, insert the item in a document, edit the item, then save the selection to the same Quick Part gallery using the same name.

QUICK TIP To delete a building block, select it in the Building Blocks Organizer, then click Delete.

TROUBLE If you are working on your personal computer and you want to save the building blocks you created, click Yes to save the Building Blocks.dotx file.

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4. Click anywhere on page 2, click the Footer button in the Header & Footer group, scroll down the Footer gallery, click Project Report Footer in the General section, zoom as needed to examine the footer in the document, click the Footer from Bottom down arrow in the Position section four times, then close headers and footers The custom footer you created is added to the Footer area on pages 2 and 3. The property information that appears in the footer, in this case the company name, is the property information for the current document.

5. Click the Practical Information heading on page 3, click the Insert tab, click the Quick Parts button in the Text group, then click Building Blocks Organizer The Building Blocks Organizer opens, as shown in FIGURE 7-18. The Building Blocks Organizer includes a complete list of the built-in and customized building blocks from every gallery. You use the Building Blocks Organizer to sort, preview, insert, delete, and edit the properties of building blocks.

6. Click the Category column heading in the list of building blocks The building blocks are sorted and grouped by category.

7. Scroll down the list to locate the two items in the Kenya category, click the Kenya Travel Info Sidebar item to select it, then click Insert The Kenya Travel Information sidebar is inserted on page 3. The sidebar is anchored to the Practical Information heading, where the insertion point is located.

8. Click the blank paragraph above the chart, click the Insert tab, click the Quick Parts button, click the Kenya Climate Info item, then save your changes The Climate heading and associated paragraph are inserted above the chart. The completed Kenya Family Project report is shown in FIGURE 7-19.

9. Submit the document, close the file, exit Word, then click Don’t Save in the warning box that opens You removed the customized building blocks you created in this session from the Building Blocks Organizer. If you wanted to use the customized building blocks at a later time, you would save them when prompted when exiting Word.

Working with Themes and Building Blocks Copyright 2017 Cengage Learning. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part. WCN 02-200-203

FIGURE 7-18: Building Blocks Organizer

Click a column heading to sort the building blocks by that criterion

Complete list of building blocks (your order may differ)

Preview of selected building block

Word 2016

FIGURE 7-19: Completed Kenya Family Project report

Source: Pixabay

Logo added

Footer added

Sidebar added

Climate information added

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Word 169

Practice Concepts Review Label each element shown in FIGURE 7-20. FIGURE 7-20

1

2

6

5 4

Source: Pixabay

3

Match each term with the statement that best describes it. 7. 8. 9. 10. 11. 12. 13.

Pull quote Style Quick Part Building Block Sidebar Style set Theme

a. A set of unified design elements, including colors, fonts, and effects that are named and stored together b. A group of related styles that share common fonts, colors, and formats c. A set of format settings, such as font, font color color, and paragraph alignment, that are named and stored together d. A text box that contains a quote or excerpt from an article e. A field, document property property, or other piece of content that can be inserted in a document f. A text box that contains auxiliary information g. A reusable piece of formatted content or a document part that is stored in a gallery

Select the best answer from the list of choices. 14. Changing which of the following does not change the font used for body text in a document? a. Theme c. Theme fonts b. Style set d. Theme effects 15. Which of the following is not an example of a building block? a. Footer c. Pull quote b. Document property d. Cover page Word 170

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16. Which of the following elements uses theme effects? a. Tables T c. Charts b. Styles d. Headers and footers 17. Which of the following is not a design element included in a theme? a. Effects c. Fonts b. Colors d. Picture styles

Skills Review

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Word 2016

1. Apply styles to text. a. Start W Word, open the file WD 7-4.docx from the location where you store your Data Files, save it as WD 7-Green Home, set the view to page width, read the document, then press [Ctrl][Home]. b. Apply the Title style to the Greening Your Home heading, click the Increase Font Size button twice, then change the font color to Green, Accent 6. c. Apply the Subtitle style to the Reducing your personal greenhouse gas emissions heading, click the Increase Font Size button twice, then change the font color to Blue, Accent 1, Darker 25%. d. Apply the Heading 1 style and Green, Accent 6 font color to the red headings: “Small Steps to T Take in Your Home and Yard” and “Use Green Power”. e. Apply the Heading 3 style to the purple subheadings, then save your changes. 2. Apply a theme. a. Change the view to Multiple Pages, then change the Style Set to Basic (Simple). ((Hint: Use the Style Set gallery in the Document Formatting group on the Design tab.) b. Open the Themes gallery, apply the Slice theme, then zoom in to view page 3. c. Apply the Wisp theme, scroll to see it applied to all the pages, zoom out to 50%, then save your changes. 3. Customize a theme. a. Click the Theme Colors button, then change the theme colors to Green Y Yellow. b. Click the Theme Colors button again, click Customize Colors, click the Accent 3 list arrow arrow, click More Colors, click the Custom tab if it is not the active tab, type 5 in the Red text box, type 102 in the Green text box, type 153 in the Blue text box, then click OK. The Accent 3 color is now dark blue. c. Name the palette of new theme colors Green Earth, then save it. d. Change the theme fonts to Corbel, scroll to the end, then change the theme effects to Subtle Solids. e. Change the paragraph spacing to Open, then save the current theme with the name Green Earth. f. Press [Ctrl][Home], change the font color of the Title and the Heading 1 headings to Dark Blue, Accent 3, then save your changes. 4. Insert a sidebar. a. Place the insertion point in the title, then insert the Ion Quote (Dark) text box. b. Zoom in to 100%, select the second paragraph of body text on page 1, cut it, paste it in the sidebar sidebar, click the Paste Options button, click Merge Formatting (M), press [Backspace], select the pasted text, then click the Increase Font Size button on the Mini toolbar. c. Click the Cite your source here placeholder, then type Environmental Protection Agency. d. Select the sidebar if it is not already selected, click the Drawing T Tools Format tab, change the Shape Height to 2.5", change the Shape Width to 3", position the pull quote in the top right with square text wrapping, then drag it straight down so that the Title and Subtitle are each on one line. e. Apply the Moderate Effect, Green, Accent 2 shape style to the shape, then change the view to One Page. f. Click the Be green in your yard subheading on page 2, insert the Grid Sidebar Sidebar, press [Delete] twice to delete the Sidebar Title placeholder, apply the Moderate Effect, Lime, Accent 1 shape style, change the position to top right with square text wrapping, then change the shape height to 9" and the shape width to 2.5". g. Insert the text file WD 7-5.docx from the drive and folder where you store your Data Files, in the sidebar sidebar, then zoom in to make sure all the text fits.

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Skills Review (continued)

5.

Source: Pixabay

6.

h. Scroll to page 3, click the Use Green Power heading, insert the Grid Sidebar Sidebar, change the position to top left with square text wrapping, change the shape height to 9", change the shape width to 2.5", then press [Delete] twice to delete the Sidebar Title placeholder. i. Click the body text placeholder in the sidebar sidebar, insert the text file WD 7-6.docx from the location where you store your Data Files, apply the Moderate Effect, Dark Blue, Accent 3 shape style to the shape, then save your changes. ((Hint: If all the text does not fit, adjust the sidebar height.) Insert Quick Parts. a. Change the view to 100%, insert the Sideline header FIGURE 7-21 from the Header gallery, click the Title property control, type Greening Your Home, then press [End] to move the insertion point out of the control. b. Press [Spacebar], insert a small bullet symbol of your choice, press [Spacebar], insert an Author property control, then add your name to the control as the author. c. Insert the Sideline footer from the Footer gallery, click the Footer from Bottom down arrow twice, close headers and footers, then save your changes. Add a cover page. a. Change the view to Multiple Pages, press [Ctrl][Home], insert the Whisp cover page, zoom in, click the Subtitle control, then type Reducing your personal greenhouse gas emissions. b. Scroll down, verify that your name appears in the Author control, then right-click the remaining content controls and click Remove Content Control to delete them. c. Zoom out, select the whisp shape, use the More button in the Shape Styles group to change the Shape Fill to Colored Fill - Green, Accent 2, change the font color of the title to Dark Blue, Accent 3, save your changes, then submit the document to your instructor. The completed document is shown in FIGURE 7-21. Create building blocks. a. Change the view to Multiple Pages, click the edge of the pull quote on page 2 two times to select it, click the Insert tab, then use the Quick Parts button to save the selection as a Quick Part. (Note: Sizing handles and solid borders appear around the green box when the sidebar is selected.) b. Name the building block Intro Pull Quote, assign it to the Text Boxes gallery, create a category called Green Reports, and then click OK twice. c. Select the sidebar on page 4, save it as a Quick Part, name the building block Measure Your Impact Sidebar, assign it to the Text Box gallery, assign it to the Green Reports category, and then click OK. d. Zoom in, open the Header area, click to the left of the header text to select the entire header header, then save the header to the Header Gallery, using the name Green Reports header, creating a Green Reports category, then clicking OK. e. Close the Header area, save your changes, then close the file without exiting W Word. Insert building blocks. a. Open the file WD 7-7.docx from the drive and folder where you store your Data Files, save it as WD 7-Green Work, then apply the Green Earth theme. b. Scroll to page 2, then insert the Green Reports header from the Green Reports category in the Header gallery and replace the information in the Author control with your name if necessary.

7.

8.

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Skills Review (continued)

Source: Pixabay

c. Insert the Sideline footer in the document, then close headers and footers. d. Click the title on page 2, open the T Text Box gallery, then insert the Intro Pull Quote from the Green Reports category. Adjust the position of the pull quote so that it is flush with the right margin and below the title and subtitle. e. Zoom in, select the second body paragraph in the document, cut it, select all the pull quote text in the pull quote except for the final period, paste the text, click the Paste Options button, click Merge Formatting, then press [Backspace] twice to delete the extra line and period. f. Scroll to page 3, click On the Road, then open FIGURE 7-22 the Building Blocks Organizer. g. Click the Category heading to sort the items by category, scroll to locate the items in the Green Reports category, click the Measure Your Impact Sidebar, then click Insert. h. Adjust the size and placement of items so that all the text fits on three pages, save your changes, then print your document. Pages 2 and 3 of the completed document are shown in FIGURE 7-22. i. Close the file and exit W Word, not saving changes to the Building Blocks.dotx file if prompted.

You volunteer for an organization that promotes literacy in your community. You have written the text for a literacy fact sheet and now want to format it quickly and attractively. You decide to format the fact sheet using styles, themes, and preformatted building blocks.

Word 2016

Independent Challenge 1

a. Start W Word, open the file WD 7-8.docx from the location where you store your Data Files, save the file as WD 7-Facts on Literacy, then read the document to get a feel for its contents. b. Apply the Title style to the Facts on Literacy title. c. Apply the Heading 2 style to the Literacy and Poverty Poverty, Literacy and Children, and How Can You Help? headings. d. Press [Ctrl][Home], then add a Slice Sidebar (Dark) Sidebar to the document. e. Select the paragraphs under the How Can Y You Help? heading, press [Ctrl][X], click the Sidebar body text placeholder, press [Ctrl][V], then select the How Can You Help? heading, cut it, and paste it into the Sidebar Title placeholder by applying the Keep Text Only formatting when you paste the text. f. Increase the width of the sidebar so that all the text fits in it. ((Hint: Deselect the sidebar, then click it once to select it again.) g. Add the Facet (Odd Page) footer to the document. T Type your name in the Title property control, then For more information, call 555-8799 in the Subtitle property control. h. Preview several themes and style sets applied to the document, then select an appropriate theme and style set. i. If the text flows onto page two or does not all fit in the sidebar sidebar, change the theme fonts or adjust the paragraph spacing to allow the text to fit on one page and in the sidebar. Delete the blank page 2 if necessary. j. Change the theme colors applied to the document elements and adjust other formatting elements as necessary to make the document attractive and readable. k. Save your changes, submit the document to your instructor instructor, then close the file and exit Word, not saving changes to the Building Blocks.dotx file if prompted.

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Independent Challenge 2 You work for the Community Relations Department at your local hospital. You have written the text for a report on annual giving, and now you need to format the report. You decide to start with a report template and then customize the report with a preformatted text box, a sidebar, a new cover page, and theme elements. a. Start Word, create a new document using the Report design (blank) template, then save it as WD 7-Annual Report. b. Insert a Filigree cover page. T Type Chester Community Hospital Annual Giving in the Title property control, then type Invitation to Donors in the Subtitle property control. c. T Type your name in the Company property control, then remove the Date and Address property controls. d. Scroll to page 2, select all the body text on the page under the Heading heading, insert the text file WD 7-9.docx from the location where you store your Data Files, then scroll down to view the format and content of the report. e. Press [Ctrl][Home], scroll to page 2, select Title, type Chester Community Hospital Annual Giving, select Heading, type Invitation to Donors, then format the following headings in the Heading 1 style: Capital Campaign Exceeds Its Goal, Types of Gifts, Named Endowments Leave Lasting Impressions, and Richard Society. f. Reduce the font size of the the title to 36 points, then change the style set of the document to Lines Stylish. g. Experiment by applying the following heading styles to the Annual Fund Gifts subheading under the Types of Gifts heading on page 3: the Heading 2 style, the Heading 3 style, and then the Heading 4 style. h. Apply the Heading 4 style to the following subheadings: Memorial or T Tribute Gifts, Charitable Bequests, Charitable Gift Annuity, Charitable Remainder Trust, Edna and Franklin Richard Society Members. i. Experiment with different themes, theme colors, theme fonts, theme effects, and paragraph spacing, and then use these tools to customize the look of the report. j. Scroll to page 2, click the Capital Campaign Exceeds Its Goal heading, insert a pull quote of your choice, select the last paragraph of text under the Capital Campaign FIGURE 7-23 Exceeds Its Goal heading, copy the paragraph, paste the text in the pull quote, use the Paste Options button to merge the formatting, delete the Cite your source placeholder if necessary, adjust the text box as needed to fit all the text, then reposition the text box as needed so the page is attractive. k. Scroll to page 4, click the Richard Society heading, insert a sidebar of your choice, then cut the Edna and Franklin Richard Society Members heading and the list that follows it from the body text, paste it in the sidebar sidebar, then use the Paste Options button to merge the formatting. l. Using the Cover Page command, remove the current cover page, then use the Cover Page command again to insert a different cover page for the report from the Built-in category. Update or remove the content and property controls as necessary. ((Hint: Scroll as needed to see the Built-in options.) m. Add a footer to the report that includes a page number and your name. n. Adjust the elements of the report as necessary to make sure each page is attractive and the text fits comfortably on four pages. FIGURE 7-23 shows a sample finished report. o. Save your changes to the document, submit the document to your instructor instructor, close the document, then exit Word. Word 174

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Independent Challenge 3 You are in charge of publicity for the Sydney Triathlon 2017 World Cup. One of your responsibilities is to create a two-page flyer that captures the spirit of the event and provides the basic details. Y You format the flyer using styles, themes, and building blocks. FIGURE 7-24 shows one possible design, but you will create your own two-page design.

Source: Pixabay

FIGURE 7-24 a. Start W Word, open the file WD 7-10.docx from the location where you store your Data Files, read it, then save it as WD 7-Triathlon. b. Apply the T Title style to the title and the Heading 1 style to these headings: The Triathlon, The Course, Best Views, Public Transport and Road Closures, and The Athletes. Apply other styles to the text as you see fit. c. Change the Style Set, apply an appropriate theme, then change the theme colors or theme fonts. d. Add a continuous section break before The Athletes, then format the second section in two columns using the default column settings. e. Add a manual page break before the Public Transport and Road Closures heading. f. Click The T Triathlon heading on page 1, insert a sidebar of your choice on page 1, then cut the Best Views heading and paragraphs from the document, including the photo of the Sydney Opera House, and paste it in the sidebar.. ((Hint: Do not cut the page break.) Keep the source formatting for the selection. g. Click The Athletes heading on page 2, insert a sidebar of your choice on page 2, then cut the Public T Transport and Road Closures heading and paragraphs from the document and paste them in the sidebar. Keep the source formatting for the selection. h. Adjust the size, color color, alignment, text wrapping, and position of the sidebar text boxes and the photographs so that the layout of each page is attractive. i. Adjust the font and paragraph formatting of the document text so that the text is readable and the overall layout of the flyer is harmonious. All the text should now fit on two pages. j. Add your name to the header or footer, save your changes, submit the document to your instructor, close the file, then exit Word.

Word 2016

Independent Challenge 4: Explore In this Independent Challenge, you will design and save at least one building block for your work or personal use. Your building block might be the masthead for a newsletter, a cover page for your reports, a header or footer that includes your logo, a SmartArt object, a letterhead, a mission statement, or some other item that you use repeatedly in documents. a. Determine the building block(s) you want to create, start Word, then save a blank document as WD 7-Building Block 1 to the drive and folder where you store your Data Files. b. Create your first building block. Whenever possible, insert fields and property controls as appropriate. Format the item using themes, styles, fonts, colors, borders, fill effects, shadows, and other effects, as necessary. c. When you are satisfied with the item, select it, including the final paragraph mark, and then save it as a new building block. Give it a meaningful name, description, and category, and save it to the appropriate gallery. d. Repeat Steps b and c to create as many building blocks as necessary for your documents. e. T Type your name at the top, and then save the document, submit it to your instructor, and close the document. f. Open a blank document, and then save it as WD 7-Building Block 2 to the location where you store your Data Files. Type your name, insert the building block(s) you created, and then adjust them appropriately. appropriately g. Save the document, submit it to your instructor instructor, and then close the file and exit Word. If you want to save the building blocks you created for future use, save the Building Blocks.dotx file when prompted.

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Visual Workshop Create the flyer shown in FIGURE 7-25 using the Integral cover page design, the Metropolitan theme, and the Marquee colors. Replace the photograph with an online photograph similar to the one shown in the figure, or another kind of image that illustrates flight. Replace the placeholder text with the text shown in the figure. The font size of the title is 36 points, the font size of the subtitle and the dates is 16 points, the font size of the text in the Abstract control and the text in the Course control is 12 points, and the font size of the text in the Author control is 14 points. Add your name to the footer. Save the document as WD 7-Art of Flight, then submit the document to your instructor. (Note: To complete these steps your computer must be connected to the Internet.)

Source: Pixabay

FIGURE 7-25

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Module 8

Merging Word Documents CASE

Module Objectives •

•

•

•

•

•

•

•

Files You Will Need

Copyright 2017 Cengage Learning. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part. WCN 02-200-203

Word 2016

Module 8 Learning Outcomes • Identify the elements of a mail merge • State the benefits of performing a mail merge

DETAILS

Understand Mail Merge When you perform a mail merge, you merge a standard Word W document with a file that contains customized information for many individuals or items. The standard document is called the main document. The file with the unique data for individual people or items is called the data source. Merging the main document with a data source results in a merged document that contains customized versions of the main document, as shown in FIGURE 8-1. The Mail Merge pane steps you through the process of setting up and performing a mail merge. You Y can also perform a mail merge using the commands on the Mailings tab. CASE YYou decide to use the Mail Merge pane to create your form letters and the commands on the Mailings tab to create your mailing labels. Before beginning, you explore the steps involved in performing a mail merge.

• Create the main document The main document contains the text—often called boilerplate text—that appears in every version of the merged document. The main document also includes the merge fields, which indicate where the customized information is inserted when you perform the merge. You insert the merge fields in the main document after you have created or selected the data source. You can create a main document using one of the following: a new blank document, the current document, a template, or an existing document.

• Create a data source or select an existing data source The data source is a file that contains the unique information for each individual or item, such as a person’s name. It provides the information that varies in every version of the merged document. A data source is composed of data fields and data records. A data field is a category of information, such as last name, first name, street address, city, or postal code. A data record is a complete set of related information for an individual or an item, such as one person’s name and address. It is easiest to think of a data source file as a table: the header row contains the names of the data fields (the field names), and each row in the table is an individual data record. You can create a new data source, or you can use an existing data source, such as a data source created in Word, an Outlook contact list, an Access database, or an Excel worksheet.

• Identify the fields to include in the data source and enter the records When you create a new data source, you must first identify the fields to include, such as first name, last name, and street address if you are creating a data source that will include addresses. It is also important to think of and include all the fields you will need (not just the obvious ones) before you begin to enter data. For example, if you are creating a data source that includes names and addresses, you might need to include fields for a person’s middle name, title, apartment number, department name, or country, even if some records in the data source will not include that information. Once you have identified the fields and set up your data source, you are ready to enter the data for each record.

• Add merge fields to the main document A merge field is a placeholder that you insert in the main document to indicate where the data from each record should be inserted when you perform the merge. For example, you insert a ZIP Code merge field in the location where you want to insert a ZIP Code. The merge fields in a main document must correspond with the field names in the associated data source. Merge fields must be inserted, not typed, in the main document. The Mail Merge pane and the Mailings tab provide access to the dialog boxes you use to insert merge fields.

• Merge the data from the data source into the main document Once you have established your data source and inserted the merge fields in the main document, you are ready to perform the merge. You can merge to a new file, which contains a customized version of the main document for each record in the data source, or you can merge directly to a printer or e-mail message.

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Copyright 2017 Cengage Learning. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part. WCN 02-200-203

FIGURE 8-1: Mail merge process Data source document

Data record

Field name

Main document

Merge fields

Merged document

Word 2016

Boilerplate text

Customized information





Copyright 2017 Cengage Learning. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part. WCN 02-200-203

Word 179

Word 2016

Module 8 Learning Outcomes • Start a mail merge • Create a letter main document

STEPS TROUBLE A document, blank or otherwise, must be open in the program window for the commands on the Mailings tab to be available.

Create a Main Document The first step in performing a mail merge is to create the main document—the file that contains the boilerplate text. You Y can create a main document from scratch, save an existing document as a main document, or use a mail merge template to create a main document. The Mail Merge pane walks you through the process of selecting the type of main document to create. CASE YYou use an existing form letter for your main document. You begin by opening the Mail Merge pane.

1. Start Word, open a blank document, click the Mailings tab, click the Start Mail Merge button in the Start Mail Merge group, then click Step-by-Step Mail Merge Wizard The Mail Merge pane opens, as shown in FIGURE 8-2, and displays information for the first step in the mail merge process: Select document type, which is the type of merge document to create.

2. Make sure the Letters option button is selected, then click Next: Starting document to continue with the next step The Mail Merge pane displays the options for the second step: Select starting document, which is the main document. You can use the current document, start with a mail merge template, or use an existing file.

QUICK TIP If you choose “Use the current document” and the current document is blank, you can create a main document from scratch. Either type the boilerplate text at this step, or wait until the Mail Merge pane prompts you to do so.

3. Select the Start from existing document option button, make sure (More files...) is selected in the Start from existing list box, then click Open The Open dialog box opens.

4. Navigate to the location where you store your Data Files, select the file WD 8-1.docx, then click Open The letter that opens contains the boilerplate text for the main document. Notice the filename in the title bar is Document1. When you create a main document that is based on an existing document, Word gives the main document a default temporary filename.

5. Click the Save button on the Quick Access toolbar, then save the main document with the filename WD 8-Deposit Letter Main to the location where you store your Data Files It’s a good idea to include “main” in the filename so that you can easily recognize the file as a main document.

6. Select September 24, 2017 in the letter, type today’s date, scroll down, select Mary Watson, type your name, press [Ctrl][Home], then save your changes The edited main document is shown in FIGURE 8-3.

7. Click Next: Select recipients to continue with the next step You continue with Step 3 of 6 in the next lesson.

Using a mail merge template If you are creating letters or faxes, you can use a mail merge template to start your main document. Each template includes placeholder text, which you can replace, and merge fields, which you can match to the field names in your data source. To create a main document that is based on a mail merge template, click the File tab, click New, type “mail merge” in the Search for online templates text box, click the Start searching button, select one of the mail merge templates to use as your main document, and then click Create. You can then use the Mail Merge pane or the Ribbon to begin a mail merge using the current document. In the Step 2 of 6 Mail Merge pane, click the Use the current document

Word 180



option button, and then click Next. Once you have created the main document, you can customize the main document with your own information: edit the placeholder text; change the document format; or add, remove, or modify the merge fields. Before performing the merge, make sure to match the names of the merge fields used in the template with the field names used in your data source. To match the field names, click the Match Fields button in the Write Insert Fields group on the Mailings tab, and then use the list arrows in the Match Fields dialog box to select the field name in your data source that corresponds to each address field component in the main document.



Copyright 2017 Cengage Learning. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part. WCN 02-200-203

FIGURE 8-2: Step 1 of 6 Mail Merge task pane

Mail Merge task pane

Types of merge documents you can create

Description of selected document type

Click to display the next step

Word 2016

FIGURE 8-3: Main document with Step 2 of 6 Mail Merge task pane

Options for creating the main document

Your date will differ

Description of the selected option

Boilerplate text





Copyright 2017 Cengage Learning. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part. WCN 02-200-203

Word 181

Word 2016

Module 8 Learning Outcomes • Create a data source • Add and remove fields in a data source

STEPS

Design a Data Source Once you have identified the main document, the next step in the mail merge process is to identify the data source, the file that contains the information that is used to customize each version of the merge document. You Y can use an existing data source that already contains the records you want to include in your merge, or you can create a new data source. When you create a new data source, you must determine the fields to include—the categories of information, such as a first name, last name, city, city or ZIP Code—and then add the records. CASE You create a new data source that includes fields for the client name, client address, and project booked by the client.

1. Make sure Step 3 of 6 is displayed at the bottom of the Mail Merge pane Step 3 of 6 involves selecting a data source to use for the merge. You can use an existing data source, use a list of contacts created in Microsoft Outlook, or create a new data source. QUICK TIP Data sources created and saved as an Access database use the .accdb file extension; data sources created and saved in Word as part of the Mail Merge process use the .mdb file extension.

2. Select the Type a new list option button, then click Create The New Address List dialog box opens, as shown in FIGURE 8-4. You use this dialog box both to design your data source and to enter records. The column headings in the Type recipient information... section of the dialog box are fields that are commonly used in form letters, but you can customize your data source by adding and removing columns (fields) from this table. A data source can be merged with more than one main document, so it’s important to design a data source to be flexible. The more fields you include in a data source, the more flexible it is. For example, if you include separate fields for a person’s title, first name, middle name, and last name, you can use the same data source to create an envelope addressed to “Mr. John Montgomery Smith” and a form letter with the greeting “Dear John”.

3. Click Customize Columns The Customize Address List dialog box opens. You use this dialog box to add, delete, rename, and reorder the fields in the data source.

4. Click Company Name in the list of field names, click Delete, then click Yes in the warning dialog box that opens Company Name is removed from the list of field names. The Company Name field is no longer a part of the data source.

5. Repeat Step 4 to delete the following fields: Address Line 2, Home Phone, Work Phone, and E-mail Address The fields are removed from the data source.

6. Click Add, type Project in the Add Field dialog box, then click OK A field called “Project”, which you will use to indicate the project location booked by the client, is added to the data source.

7. Make sure Project is selected in the list of field names, then click Move Up eight times or until Project is at the top of the list The field name “Project” is moved to the top of the list, as shown in FIGURE 8-5. Although the order of field names does not matter in a data source, it’s convenient to arrange the field names logically to make it easier to enter and edit records.

8. Click OK The New Address List dialog box shows the customized list of fields, with the Project field first in the list. The next step is to enter each record you want to include in the data source. You add records to the data source in the next lesson.

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FIGURE 8-4: New Address List dialog box

Column headings are the field names Enter data for the first record

Click to modify the fields included in the data source

FIGURE 8-5: Customize Address List dialog box

Word 2016

Fields in the data source; Project field is listed first

Merging with an Outlook data source If you maintain lists of contacts in Microsoft Outlook, you can use one of your Outlook contact lists as a data source for a merge. To merge with an Outlook data source, click the Select from Outlook contacts option button in the Step 3 of 6 Mail Merge pane, then click Choose Contacts Folder to open the Choose Profile dialog box. In this dialog box, use the Profile Name list arrow to select the profile you want to use, then click

OK to open the Select Contacts dialog box. In this dialog box, select the contact list you want to use as the data source, and then click OK. All the contacts included in the selected folder appear in the Mail Merge Recipients dialog box. Here you can refine the list of recipients to include in the merge by sorting and filtering the records. When you are satisfied, click OK in the Mail Merge Recipients dialog box.





Copyright 2017 Cengage Learning. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part. WCN 02-200-203

Word 183

Word 2016

Module 8 Learning Outcomes • Add a record • Edit a record

Enter and Edit Records Once you have established the structure of a data source, the next step is to enter the records. Each record includes the complete set of information for each individual or item you include in the data source. CASE You create a record for each new R2G client.

STEPS QUICK TIP Be careful not to add spaces or extra punctuation after an entr in a field, or entry these will appear when the data is merged.

1. Verify V the insertion point is in the Project text box in the New Address List dialog box, type China, then press [Tab] “China” appears in the Project field, and the insertion point moves to the next column, the Title field.

2. Type Ms., press [Tab], type Erica, press [Tab], type Bass, press [Tab], type 62 Cloud St., press [Tab], type Bellevue, press [Tab], type WA, press [Tab], type 83459, press [Tab], then type US Data is entered in all the fields for the first record. You used each field for this record, but it’s okay to leave a field blank if you do not need it for a record.

3. Click New Entry The record for Erica Bass is added to the data source, and the New Address List dialog box displays empty fields for the next record, as shown in FIGURE 8-6. QUICK TIP You can also press [T at the end of [Tab] the last field to start a new record.

4. Enter the following four records, pressing [Tab] to move from field to field, and clicking New Entry at the end of each record except the last: Project

Title First Name Last Name Address Line 1 City

State ZIP Code Country

Brazil

Mr.

Paul

Beck

23 Plum St.

Boston

MA

02483

US

China

Ms.

Kate

Gans

456 Elm St.

Chicago

IL

60603

US

Mexico

Ms.

Lauren

Miller

48 East Ave.

Vancouver

BC

V6F 1AH

CANADA

Florida

Mr.

Owen

Bright

56 Pearl St.

Cambridge

MA

02139

US

5. Click OK The Save Address List dialog box opens. Data sources are saved by default in the My Data Sources folder in Microsoft Office Address Lists (*.mdb) format. TROUBLE If a check mark appears in the blank record under Owen Bright, click the check mark to eliminate the record from the merge.

6. Type WD 8-R2G Volunteer Data in the File name text box, navigate to the location where you store your Data Files, then click Save The data source is saved, and the Mail Merge Recipients dialog box opens, as shown in FIGURE 8-7. The dialog box shows the records in the data source in table format. You can use the dialog box to sort and filter records, and to select the recipients to include in the mail merge. The check marks in the second column indicate the records that will be included in the merge.

7. Click WD 8-R2G Volunteer Data.mdb in the Data Source list box at the bottom of the dialog box, then click Edit to open the Edit Data Source dialog box, as shown in FIGURE 8-8 You use this dialog box to edit a data source, including adding and removing fields, editing field names, adding and removing records, and editing existing records.

QUICK TIP If you want to add new records or modify existing records, click Edit recipient list in the Mail Merge pane.

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8. Click Ms. in the Title field of the Kate Gans record to select it, type Dr., click OK in the Edit Data Source dialog box, then click Yes The data in the Title field for Kate Gans changes from “Ms.” to “Dr.”, and the dialog box closes.

9. Click OK in the Mail Merge Recipients dialog box The dialog box closes. The file type and filename of the data source attached to the main document now appear under Use an existing list heading in the Mail Merge pane.





Copyright 2017 Cengage Learning. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part. WCN 02-200-203

FIGURE 8-6: Record in New Address List dialog box

Data for the first record in the data source Enter the data for the second record

Click to add a new record FIGURE 8-7: Mail Merge Recipients dialog box

Click to include all records in the merge

Records

Word 2016

Click to enable the Edit button

Edit button

FIGURE 8-8: Edit Data Source dialog box

Type edits directly in the record

Click to delete the selected record

Click to search for a record





Copyright 2017 Cengage Learning. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part. WCN 02-200-203

Word 185

Word 2016

Module 8 Learning Outcomes • Insert merge fields • Customize an address block or greeting field

STEPS

Add Merge Fields After you have created and identified the data source, the next step is to insert the merge fields in the main document. Merge fields serve as placeholders for text that is inserted when the main document and the data source are merged. The names of merge fields correspond to the field names in the data source. You Y can insert merge fields using the Mail Merge pane or the Address Block, Greeting Line, and Insert Merge Field buttons in the Write Insert Fields group on the Mailings tab. You Y cannot type merge fields into the main document. CASE You use the Mail Merge pane to insert merge fields for the inside address and greeting of the letter. You also insert a merge field for the project destination in the body of the letter.

1. Click Next: Write rite your letter in the Mail Merge pane The Mail Merge pane shows the options for Step 4 of 6: Write your letter. During this step, you write or edit the boilerplate text and insert the merge fields in the main document. Since your form letter is already written, you are ready to add the merge fields to it. QUICK TIP You can also click the Address Block button in the Write Insert Fields group on the Mailings tab to insert an address block.

2. Click the blank line above the first body paragraph, then click Address block in the Mail Merge pane The Insert Address Block dialog box opens, as shown in FIGURE 8-9. You use this dialog box to specify the fields you want to include in an address block. In this merge, the address block is the inside address of the form letter. An address block automatically includes fields for the recipient’s name, street, city, state, and postal code, but you can select the format for the recipient’s name and indicate whether to include a company name or country in the address.

3. Scroll the list of formats for a recipient’s name to get a feel for the kinds of formats you can use, then click Mr. Joshua Randall Jr. if it is not already selected The selected format uses the recipient’s title, first name, and last name.

4. Make sure the Only include the country/region if different than: option button is selected, select United States in the text box, then type US You only need to include the country in the address block if the country is different than the United States, so you indicate that all entries in the Country field in your data source, except “US”, should be included in the printed address. QUICK TIP You cannot simply type chevrons around a field name. Y must insert You merge fields using the Mail Merge pane or the buttons in the Write Insert Fields group on the Mailings tab.

5. Deselect the Format address according to the destination country/region check box, click OK, then press [Enter] twice The merge field AddressBlock is added to the main document. Chevrons (>) surround a merge field to distinguish it from the boilerplate text.

6. Click Greeting line in the Mail Merge pane The Insert Greeting Line dialog box opens. You want to use the format “Dear Mr. Randall:” for a greeting. The default format uses a comma instead of a colon, so you have to change the comma to a colon.

7. Click the , list arrow arrow, click :, click OK, then press [Enter] The merge field GreetingLine is added to the main document.

QUICK TIP You can also click the Insert Merge Field button or list arrow in the Write Insert Fields group on the Mailings tab to insert a merge field.

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8. In the body of the letter select PROJECT PROJECT, then click More items in the Mail Merge pane The Insert Merge Field dialog box opens and displays the list of field names included in the data source.

9. Make sure Project is selected in the dialog box, click Insert, click Close, press [Spacebar] to add a space between the merge field and “migratory” if there is no space, then save your changes The Project merge field is inserted in the main document, as shown in FIGURE 8-10. You must type spaces and punctuation after a merge field if you want spaces and punctuation to appear in that location in the merged documents. You preview the merged data and perform the merge in the next lesson.





Copyright 2017 Cengage Learning. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part. WCN 02-200-203

FIGURE 8-9: Insert Address Block dialog box

Formats for the recipient’s name Click to match the default address field names to the field names used in your data source

FIGURE 8-10: Merge fields in the main document

Word 2016

Merge fields

Matching fields The merge fields you insert in a main document must correspond with the field names in the associated data source. If you are using the Address Block merge field, you must make sure that the default address field names correspond with the field names used in your data source. If the default address field names do not match the field names in your data source, click Match Fields in

the Insert Address Block dialog box, then use the list arrows in the Match Fields dialog box to select the field name in the data source that corresponds to each default address field name. You can also click the Match Fields button in the Write Insert Fields group on the Mailings tab to open the Match Fields dialog box.





Copyright 2017 Cengage Learning. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part. WCN 02-200-203

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Word 2016

Module 8 Learning Outcomes • Preview a merge • Merge data to a new document • Customize a merged document

STEPS QUICK TIP To adjust the main document, click the Preview Results button in the Preview Results group on the Mailings tab, then make any necessar changes. necessary Click the Preview Results button again to preview the merged data.

QUICK TIP If your data source contains many records, you can merge directly to a printer to avoid creating a large file.

Merge Data Once you have added records to your data source and inserted merge fields in the main document, you are ready to perform the merge. Before merging, it’s a good idea to preview the merged data to make sure the printed documents will appear as you want them to. You Y can preview the merge using the Mail Merge pane or the Preview Results button in the Preview Results group on the Mailings tab. When you merge the main document with the data source, you must choose between merging to a new file or directly to a printer. CASE Before merging the form letter with the data source, you preview the merge to make sure the data appears in the letter as you intended. You then merge the two files to a new document.

1. Click Next: Preview your letters in the Mail Merge pane, then scroll down as necessary to see the tour name in the document The data from the first record in the data source appears in place of the merge fields in the main document, as shown in FIGURE 8-11. Always preview a document to verify that the merge fields, punctuation, page breaks, and spacing all appear as you intend before you perform the merge.

2. Click the Next Recipient button

in the Mail Merge pane

The data from the second record in the data source appears in place of the merge fields.

3. Click the Go to Record text box in the Preview Results group on the Mailings tab, type 4, then press [Enter] The data for the fourth record appears in the document window. The non-U.S. country name, in this case CANADA is included in the address block, just as you specified. You can also use the First Record , Previous Record , Next Record and Last Record buttons in the Preview Results group to preview the merged data. TABLE 8-1 describes other commands on the Mailings tab.

4. Click Next: Complete the merge in the Mail Merge pane The options for Step 6 of 6 appear in the Mail Merge pane. Merging to a new file creates a document with one letter for each record in the data source. This allows you to edit the individual letters.

5. Click Edit individual letters to merge the data to a new document The Merge to New Document dialog box opens. You can use this dialog box to specify the records to include in the merge.

6. Make sure the All option button is selected, then click OK The main document and the data source are merged to a new document called Letters1, which contains a customized form letter for each record in the data source. You can now further personalize the letters without affecting the main document or the data source.

7. Scroll to the fourth letter (addressed to Ms. Lauren Miller), place the insertion point before V6F in the address block, then press [Enter] The postal code is now consistent with the proper format for a Canadian address.

QUICK TIP Print only one letter if you are required to submit a printed document to your instructor.

Word 188

8. Click the Save button on the Quick Access toolbar to open the Save As dialog box, then save the merged document as WD 8-Deposit Letter Merge to the location where you store your Data Files You may decide not to save a merged file if your data source is large. Once you have created the main document and the data source, you can create the letters by performing the merge again.

9. Submit the document to your instructor instructor, then close all open Word files without closing Word, saving changes to the files if prompted





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FIGURE 8-11: Preview of merged data

Go to Record text box

Next Recipient button

Data from the data source replaces the merge fields

Word 2016

TABLE 8-1: Commands on the Mailings tab

command

use to

Envelopes

Create and print an individual envelope

Labels

Create and print an individual label

Start Mail Merge

Select the type of mail merge document to create and start the mail merge process

Select Recipients

Attach an existing data source to a main document or create a new data source

Edit Recipient List

Edit, sort, and filter the associated data source

Highlight Merge Fields

Highlight the merge fields in the main document

Address Block

Insert an Address Block merge field in the main document

Greeting Line

Insert a Greeting Line merge field in the main document

Insert Merge Field

Insert a merge field from the data source in the main document

Rules

Set rules to control how Word merges the data in the data source with the main document

Match Fields

Match the names of address or greeting fields used in a main document with the field names used in the data source

Update Labels

Update all the labels in a label main document to match the content and formatting of the first label

Preview Results

Switch between viewing the main document with merge fields or with merged data

Find Recipient

Search for a specific record in the merged document

Check for Errors

Check for and report errors in the merge

Finish & Merge

Specify whether to merge to a new document or directly to a printer or to e-mail, then complete the merge





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Word 189

Word 2016

Module 8 Learning Outcomes • Create a label main document • Merge with an existing data source

STEPS

Create Labels You can also use the Mail Merge pane or the commands on the Mailings tab to create mailing labels or print envelopes for a mailing. When you create labels or envelopes, you must select a label or envelope size to use as the main document, select a data source, and then insert the merge fields in the main document before per performing the merge. In addition to mailing labels, you can use mail merge to create labels for CDs, videos, and other items, and to create documents that are based on standard or custom label sizes, such as business cards, name tags, and postcards. CASE You decide to use the commands on the Mailings tab to create mailing labels for the information packet you need to send to participants in upcoming R2G projects. You create a new label main document and attach an existing data source.

1. Click the File tab, click New New, click Blank document, make sure the zoom level is set to 120%, then click the Mailings tab A blank document must be open for the commands on the Mailings tab to be available. QUICK TIP To create an envelope mail merge, click Envelopes to open the Envelope Options dialog box, and then select from the options.

QUICK TIP If your labels do not match FIGURE 8-13, click the Undo button on the Quick Access toolbar, then repeat Step 3, making sure to click the second instance of 30 Per Page.

QUICK TIP To create or change the return address for an envelope mail merge, click the File tab, click Options, click Advanced in the left pane of the Word W Options dialog box, then scroll down the right pane and enter the return address in the Mailing address text box in the General section.

Word 190

2. Click the Start Mail Merge button in the Start Mail Merge group, click Labels, click the Label vendors list arrow in the Label Options dialog box, then click Microsoft if Microsoft is not already displayed The Label Options dialog box opens, as shown in FIGURE 8-12. You use this dialog box to select a label size for your labels and to specify the type of printer you plan to use. The name Microsoft appears in the Label vendors list box. You can use the Label vendors list arrow to select other brand name label vendors, such as Avery or Office Depot. Many standard-sized labels for mailings, business cards, postcards, and other types of labels are listed in the Product number list box. The type, height, width, and page size for the selected product are displayed in the Label information section.

3. Click the second instance of 30 Per Page in the Product number list, click OK, click the Table Tools Layout tab, click View Gridlines in the Table group to turn on the display of gridlines if they are not displayed, then click the Mailings tab A table with gridlines appears in the main document, as shown in FIGURE 8-13. Each table cell is the size of a label for the label product you selected.

4. Save the label main document with the filename WD 8-Volunteer Labels Main to the location where you store your Data Files Next, you need to select a data source for the labels.

5. Click the Select Recipients button in the Start Mail Merge group, then click Use an Existing List The Select Data Source dialog box opens.

6. Navigate to the location where you store your Data Files, open the file WD 8-2.mdb, then save your changes The data source file is attached to the label main document and appears in every cell in the table except the first cell, which is blank. In the next lesson, you sort and filter the records before performing the mail merge.





Copyright 2017 Cengage Learning. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part. WCN 02-200-203

FIGURE 8-12: Label Options dialog box

Label brand

Description of selected label product

Label product numbers

Click to create labels with custom measurements

Click to preview or adjust the label measurements

FIGURE 8-13: Label main document

Word 2016

Table format matches layout of labels

Printing individual envelopes and labels The Mail Merge feature enables you to easily print envelopes and labels for mass mailings, but you can also quickly format and print individual envelopes and labels using the Envelopes or Labels commands in the Create group on the Mailings tab. Simply click the Envelopes button or Labels button to open the Envelopes and Labels dialog box. On the Envelopes tab, shown in FIGURE 8-14, type the recipient’s address in the Delivery address box and the return address in the Return address box. Click Options to open the Envelope Options dialog box, which you use to select the envelope size, change the font and font size of the delivery and return addresses, and change the printing options. When you are ready to print the envelope, click Print in the Envelopes and Labels dialog box. The procedure for printing an individual label is similar to printing an individual envelope: enter the label text in the Address box on the Labels tab, click Options to select a label product number, click OK, and then click Print.

FIGURE 8-14: Envelopes and Labels dialog box





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Word 191

Word 2016

Module 8 Learning Outcomes • Filter a data source • Sort records in a data source • Add merge fields to a label main document

STEPS

Sort and Filter Records If you are using a large data source, you might want to sort and or filter the records before performing a merge. Sorting the records determines the order in which the records are merged. For example, you might want to sort an address data source so that records are merged alphabetically by last name or in ZIP Code order. order Filtering the records pulls out the records that meet specific criteria and includes only those records in the merge. For instance, you might want to filter a data source to send a mailing only to people who live in the state of New York. Y Y can use the Mail Merge Recipients dialog box both to sort You and to filter a data source. CASE You apply a filter to the data source so that only United States addresses are included in the merge. You then sort those records so that they merge in ZIP Code order.

1. Click the Edit Recipient List button in the Start Mail Merge group The Mail Merge Recipients dialog box opens and displays all the records in the data source.

2. Scroll right to display the Country field, then click the Country column heading The records are sorted in ascending alphabetical order by country, with Canadian records listed first. If you want to reverse the sort order, you can click the column heading again.

3. Click the Country column heading list arrow arrow, then click US on the menu that opens A filter is applied to the data source so that only the records with “US” in the Country field will be merged. The grayish-blue arrow in the Country column heading indicates that a filter has been applied to the column. Y You can filter a data source by as many criteria as you like. To remove a filter, click a column heading list arrow arrow, then click (All). QUICK TIP Use the options on the Filter Records tab to apply more than one filter to the data source.

4. Click Sort in the Refine recipient list section of the dialog box The Filter and Sort dialog box opens with the Sort Records tab displayed. You can use this dialog box to apply more advanced sort and filter options to the data source.

5. Click the Sort by list arrow arrow, click ZIP Code, click the first Then by list arrow arrow, click Last Name, then click OK The Mail Merge Recipients dialog box (shown in FIGURE 8-15) now displays only the records with a U.S. address sorted first in ZIP Code order, and then alphabetically by last name.

QUICK TIP Sorting and filtering a data source does not alter the records in a data source; it simply reorganizes the records for the current merge only.

6. Click OK The sort and filter criteria you set are saved for the current merge.

7. Click the Address Block button in the Write & Insert Fields group, then click OK in the Insert Address Block dialog box The Address Block merge field is added to the first label.

8. Click the Update Labels button in the Write & Insert Fields group The merge field is copied from the first label to every label in the main document.

QUICK TIP To change the font or paragraph formatting of merged data, format the merge fields, including the chevrons, before performing a merge.

Word 192

9. Click the Preview Results button in the Preview Results group A preview of the merged label data appears in the main document, as shown in FIGURE 8-16. Only U.S. addresses are included, and the labels are organized in ZIP Code order, with recipients with the same ZIP Code listed in alphabetical order by last name.

10. Click the Finish & Merge button in the Finish group, click Edit Individual Documents, click OK in the Merge to New Document dialog box, replace Mr. Daniel Potter with your name in the first label, save the document as WD 8-Volunteer Labels US Only Zip Code Merge to the location where you store your Data Files, submit the labels, save and close all open files, then exit Word



Copyright 2017 Cengage Learning. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part. WCN 02-200-203

FIGURE 8-15: US records sorted in ZIP Code order

Click a column heading to sort the records All records with a US address are sorted first by zip code in ascending order, then alphabetically by last name

Click a column heading list arrow to filter the records Click Sort or Filter to sort or filter the data source by more than one criterion

FIGURE 8-16: Merged labels

Word 2016

Labels are sorted first by ZIP Code, and then by last name

Inserting individual merge fields You must include proper punctuation, spacing, and blank lines between the merge fields in a main document if you want punctuation, spaces, and blank lines to appear between the data in the merge documents. For example, to create an address line with a city, state, and ZIP Code, you insert the City merge field, type a comma and a space, insert the State merge field, type a space, and then insert the ZIP Code merge field: City , State ZIP Code . You can insert an individual merge field by clicking the Insert Merge Field list arrow in the Write Insert Fields group

and then selecting the field name from the menu that opens. Alternatively you can click the Insert Merge Field button to Alternatively, open the Insert Merge Field dialog box, which you can use to insert several merge fields at once by clicking a field name in the dialog box, clicking Insert, clicking another field name, clicking Insert, and so on. When you have finished inserting the merge fields, click Close to close the dialog box. You can then add spaces, punctuation, and lines between the merge fields you inserted in the main document.





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Word 193

Practice Concepts Review Describe the function of each button shown in FIGURE 8-17. FIGURE 8-17

1

3

2

4

5

6

7

Match each term with the statement that best describes it. 8. 9. 10. 11. 12. 13. 14. 15.

Data source Main document Data record Boilerplate text Data field Filter Sort Merge field

a. b. c. d. e. f. g. h.

A placeholder for merged data in the main document The standard text that appears in every version of a merged document A file that contains boilerplate text and merge fields To pull out records that meet certain criteria T To organize records in a sequence T A file that contains customized information for each item or individual A complete set of information for one item or individual A category of information in a data source

Select the best answer from the list of choices. 16. To T change the font of merged data, which element should you format? a. Field name c. Merge field b. Boilerplate text d. Data record 17. Which command is used to synchronize the field names in a data source with the merge fields in a document? a. Match fields c. Rules b. Highlight Merge Fields d. Update Labels 18. In a mail merge, which type of file contains the information that varies for each individual or item? a. Filtered document c. Main document b. Sorted document d. Data source 19. Which action do you perform on a data source to reorganize the order of the records for a merge? a. Edit records c. Filter records b. Sort records d. Delete records 20. Which action do you perform on a data source in order to merge only certain records? a. Edit records c. Filter records b. Sort records d. Delete records Word 194





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Skills Review 1. Create a main document. a. Start W Word, open a new blank document, change the style of the document to No Spacing, then open the Mail Merge pane. b. Use the Mail Merge pane to create a letter main document, click Next: Starting document, then select the Use the current document option button. c. At the top of the blank document, type Atlantic Conservation Commission, press [Enter], then type 1233 Wharf Street, Portsmouth, NH 03828; Tel: 603-555-8457; www.atlanticconservation.org. d. Press [Enter] five times, type today’s date, press [Enter] five times, then type We are delighted to receive your generous contribution of AMOUNT to the Atlantic Conservation Commission (ACC). e. Press [Enter] twice, then type Whether we are helping to protect the region’s natural resources or bringing nature and environmental studies into our public schools, senior centers, and communities, ACC depends upon private contributions to ensure that free public environmental programs continue to flourish in CITY and throughout the REGION region. f. Press [Enter] twice, type Sincerely,, press [Enter] four times, type your name, press [Enter], then type Executive Director. g. Center the first two lines of text, change the font used for Atlantic Conservation Commission to 20 point Berlin Sans FB Demi, then remove the hyperlink in the second line of text. ((Hint: Right-click the hyperlink.) h. Save the main document as WD 8-Donor Thank You Main to the location where you store your Data Files.

Word 2016

2. Design a data source. a. Click Next: Select recipients, select the T Type a new list option button in the Step 3 of 6... pane, then click Create. b. Click Customize Columns in the New Address List dialog box, then remove these fields from the data source: Company Name, Address Line 2, Country or Region, Home Phone, Work Phone, and E-mail Address. c. Add an Amount field and a Region field to the data source. Be sure these fields follow the ZIP Code field. d. Rename the Address Line 1 field Street, then click OK to close the Customize Address List dialog box. 3. Enter and edit records. a. Add the records shown in TABLE 8-2 to the data source. TABLE 8-2 Title

First Name

Last Name

Street

City

State

ZIP Code

Amount

Region

Mr.

ohn

Sargent

34 Mill St.

Exeter

NH

03833

250

Seacoast

Mr.

Tom

enkins

289 Sugar Hill Rd.

Franconia

NH

03632

1000

Seacoast

Ms.

Nancy

Curtis

742 Main St.

Derby

VT

04634

25

North Country

Mr.

Peter

Field

987 Ocean Rd.

Portsmouth

NH

03828

50

Seacoast

Ms.

Lisa

uarez

73 Bay Rd.

Durham

NH

03814

500

Seacoast

Ms.

Willa

R e e d

67 Apple St.

Northfield

M A

01360

75

Pioneer Valley

Ms.

Mia

Suzuki

287 Mountain Rd. Dublin

NH

03436

100

Monadnock

b. Save the data source as WD 8-Donor Data to the location where you store your Data Files. c. Change the region for record 2 (T (Tom Jenkins) from Seacoast to White Mountains. d. Click OK as needed to close all dialog boxes. 4. Add merge fields. a. Click Next: W Write your letter, then in the blank line above the first body paragraph, insert an Address block merge field. b. In the Insert Address Block dialog box, click Match Fields. c. Click the list arrow next to Address 1 in the Match Fields dialog box, click Street, then click OK. d. In the Insert Address Block dialog box, select the Never include the country/region in the address option button, then click OK.





Copyright 2017 Cengage Learning. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part. WCN 02-200-203

Word 195

Skills Review (continued) e. Press [Enter] twice, insert a Greeting Line merge field using the default greeting line format, then press [Enter]. f. In the first body paragraph, replace AMOUNT with the Amount merge field. g. In the second body paragraph, replace CITY with the City merge field and REGION with the Region merge field. (Note: Make sure to insert a space before or after each merge field as needed.) Save your changes to the main document. 5. Merge data. a. Click Next: Preview your letters to preview the merged data, then use the Next Record button to scroll through each letter, examining it carefully for errors. letter b. Click the Preview Results button on the Mailings tab, make any necessary adjustments to the main document, save your changes, then click the Preview Results button to return to the preview of the document. c. Click Next: Complete the merge, click Edit individual letters, then merge all the records to a new file. d. Save the merged document as WD 8-Donor Thank You Merge to the location where you store your Data Files. The fifth letter is shown in FIGURE 8-18. Submit the file or a copy of the last letter per your instructor’s directions, then save and close all open files but not Word. 6. Create labels. a. Open a new blank document, click the Start Mail Merge button in the Start Mail Merge group on the Mailings tab, then create a Labels main document. b. In the Label Options dialog box, select A Avery US Letter 5160 Easy Peel Address Labels, then click OK. c. Click the Select Recipients button, then open the WD 8-Donor Data.mdb file you created. d. Save the label main document as WD 8-Donor Labels Main to the location where you store your Data Files.

FIGURE 8-18

7. Sort and filter records. a. Click the Edit Recipient List button, filter the records so that only the records with NH in the State field are included in the merge, sort the records in ZIP Code order order, then click OK as needed to return to the labels document. b. Insert an Address Block merge field using the default settings, click the Preview Results button, then notice that the street address is missing and the address block includes the region. ((Hint: To preview all labels, click the Next Record button.) c. Click the Preview Results button, then click the Match Fields button to open the Match Fields dialog box. d. Click the list arrow next to Address 1, click Street, FIGURE 8-19 scroll down, click the list arrow next to Country or Region, click (not matched), then click OK. e. Click the Preview Results button to preview the merged data, and notice that the address block now includes the street address and the region name is missing. f. Click the Update Labels button, examine the merged data for errors, then correct any mistakes. g. Click the Finish & Merge button, then click the Edit Individual Documents to merge all the records to an individual document, shown in FIGURE 8-19. h. Save the merged file as WD 8-Donor Labels NH Only Merge to the location where you store your Data Files. i. In the first label, change Ms. Mia Suzuki to your name, submit the document to your instructor instructor, save and close all open Word files, then exit Word. Word 196





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Independent Challenge 1 You are the director of the Visual Arts Center (VAC). The VAC is hosting an exhibit of ceramic art titled “Earth and Water” in the city of Cambridge, Massachusetts, and you want to send a letter advertising the exhibit to all VAC members with a Cambridge address. Y You’ll use Mail Merge to create the letter and create an envelope for one letter.

Word 2016

a. Start W Word, open a blank document, then using either the Mailings tab or the Mail Merge pane, create a letter main document using the file WD 8-3.docx from the location where you store your Data Files. b. Replace Y Your Name with your name in the signature block, then save the main document as WD 8-Ceramics Letter Main. c. Use the file WD 8-4.mdb from the location where you store your Data Files as the data source. d. Sort the data source by last name, then filter the data so that only records with Cambridge as the city are included in the merge. e. Insert an Address Block and a Greeting Line merge field in the main document, then preview the merged letters. f. Merge all the records to a new document, then save it as WD 8-Ceramics Letter Merge. g. Select the inside address in the first merge letter letter, then click the Envelopes button in the Create group on the Mailings tab to open the Envelopes and Labels dialog box. (Note: You will create one envelope and include it as part of the merge document. If you were doing a mailing merge, you would create a separate envelope merge.) h. On the Envelopes tab in the Envelopes and Labels dialog box, verify that the Omit check box is not selected, then type your name in the Return address text box along with the address 60 Crandall Street, Concord, Massachusetts 01742. i. Click Options to open the Envelope Options dialog box, click the Envelope Options tab if it is not the active tab, make sure the Envelope size is set to Size 10, then change the font of the Delivery address and the Return address to Times New Roman. j. Click the Printing Options tab, select the appropriate Feed method for your printer printer, then click OK. k. Click Add to Document, click No if a message box opens asking if you want to save the new return address as the default return address. (Note: The dialog box closes without printing the envelope and the envelope is added as the first page of the merge document.) l. Submit the file or a copy of the envelope and the first merge letter per your instructor’s directions, close all open Word files, saving changes, and then exit Word.

Independent Challenge 2 One of your responsibilities at Sustainable Solutions, a growing firm that focuses on sustainability services, resource management, and environmental planning, is to create business cards for the staff. You use mail merge to create the cards so that you can easily produce standard business cards for future employees. a. Start W Word, open a blank document, then use the Mailings tab or the Mail Merge pane to create labels using the current blank document. b. Select Microsoft North American Size, which is described as Horizontal Card, 2" high x 3.5" wide. ((Hint: Select the second instance of North American Size in the Product number list box.) c. Create a new data source that includes the fields and records shown in TABLE 8-3: ((Hint: Customize the Address List fields before adding data.) TABLE 8-3 Title

First Name

Last Name

Phone

Fax

E-mail

Hire Date

President

Helen

Callaghan

(503) 555-3982

(503) 555-6654

hcallaghan jad.com

1 12 13

Vice President

Seamus

Gallagher

(503) 555-2323

(503) 555-4956

sgallagher jad.com

3 18 14





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Word 197

Independent Challenge 2 (continued)

Source: Pixabay

FIGURE 8-20 d. Add six more records to the data source, including one with your name as the Administrative Assistant. (Hint: Be careful not to add a blank row at the bottom of the data source.) e. Save the data source with the filename WD 8-JAD Employee Data to the location where you store your Data Files, then sort the data by Title. f. In the first table cell, create the JAD Sustainable Solutions business card. FIGURE 8-20 shows a sample business card, but you should create your own design. Include the company name, a street address, and the website address www.JADsustainablesolutions.com. Also include First Name, Last Name, Title, Phone, Fax, and E-mail merge fields. (Hint: If your design includes a graphic, insert the graphic before inserting the merge fields. Insert each merge field individually, adjusting the spacing between merge fields as necessary.) g. Format the business card with fonts, colors, and other formatting features. ((Hint: Make sure to select the entire merge field, including the chevrons, before formatting.) h. Update all the labels, preview the data, make any necessary adjustments, then merge all the records to a new document. i. Save the merge document as WD 8-JAD Business Cards Merge to the location where you store your Data Files, submit a copy to your instructor, then close the file. j. Save the main document as WD 8-JAD Business Cards Main to the location where you store your Data Files, close the file, then exit Word.

Independent Challenge 3 You need to create a team roster for the children’s baseball team you coach. You decide to use mail merge to create the team roster and mailing labels. a. Start W Word, open a new document, then use the Mailings tab or the Mail Merge pane to create a directory using the current blank document. b. Create a new data source that includes the following fields: First Name, Last Name, Age, Position, Parent First Name, Parent Last Name, Address, City, State, ZIP Code, and Home Phone. c. Enter the records shown in TABLE 8-4 in the data source: TABLE 8-4

Word 198

First Name

Last Name

Age

Position

Parent First Name

Parent Last Name

Address

City

State

ZIP Code

Home Phone

Ellie

Wright

8

Pitcher

Kerry

Wright

58 Main St.

Camillus

NY

13031

555-2345

Liam

acob

7

Catcher

Bob

acob

32 North Way

Camillus

NY

13031

555-9827

Dwayne Rule

8

Third

Sylvia

Rule

289 Sylvan Way

Marcellus

NY

13032

555-9724

Caroline Herman

7

Shortstop

Sarah

Thomas

438 Lariat St.

Marcellus

NY

13032

555-8347





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Independent Challenge 3 (continued)

Independent Challenge 4: Explore

Word 2016

d. Add five additional records to the data source using the following last names and positions: O’Keefe, Second Goleman, Center Choy, First Choy George, Right Siebert, Left Make up the remaining information for these five records. e. Save the data source as WD 8-Baseball Team Data to the location where you store your Data Files, then sort the records by last name. f. Insert a table that includes five columns and one row in the main document. g. In the first table cell, insert the First Name and Last Name merge fields, separated by a space. h. In the second cell, insert the Position merge field. i. In the third cell, insert the Address and City merge fields, separated by a comma and a space. j. In the fourth cell, insert the Home Phone merge field. k. In the fifth cell, insert the Parent First Name and Parent Last Name merge fields, separated by a space. l. Preview the merged data and make any necessaryy adjustments. ((Hint: Only one record is displayed at a time when you preview the data. Click the Next Record button to see more records.) m. Merge all the records to a new document, then save the document as WD 8-Baseball Roster Merge to the location where you store your Data Files. n. Press [Ctrl][Home], press [Enter], type Wildcats Team Roster 2017 at the top of the document, press [Enter], type Coach: followed by your name, then center the two lines. o. Insert a new row at the top of the table, then type the following column headings in the new row: Name, Position, Address, Phone, Parent Name. p. Format the roster to make it attractive and readable, save your changes, submit a copy to your instructor instructor, close the file, close the main document without saving changes, then exit Word.

Mail merge can be used not only for mailings but also to create CD/DVD labels, labels for file folders, phone directories, business cards, and many other types of documents. In this independent challenge, you design and create a data source that you can use at work or in your personal life, and then you merge the data source with a main document that you create. Your data source might include contact information for your friends and associates, inventory for your business, details for an event such as a wedding (guests invited, responses, gifts received), data on one of your collections (such as music or photos), or some other type of information. a. Determine the content of your data source, list the fields you want to include, and then determine the logical order of the fields. Be sure to select your fields carefully so that your data source is flexible and can be merged with many types of documents. Generally it is better to include more fields, even if you don’t enter data in them for each record. b. Start W Word, open a blank document, start a mail merge for the type of document you want to create (such as a directory or a label), then create a new data source. c. Customize the columns in the data source to include the fields and organization you determined in Step a. d. Add at least five records to the data source, then save it as WD 8-Your Name Data to the location where you store your Data Files. e. W Write and format the main document, insert the merge fields, preview the merge, make any necessary adjustments, then merge the files to a document. f. Adjust the formatting of the merge document as necessary, add your name to the header, save the merge document as WD 8-Your Name Merge to the location where you store your Data Files, submit a copy to your instructor, close the file, close the main document without saving changes, then exit Word.





Copyright 2017 Cengage Learning. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part. WCN 02-200-203

Word 199

Visual Workshop Using mail merge, create the postcards shown in FIGURE 8-21. Use Avery US Letter 3263 Postcards labels for the main document, and create a data source that contains at least four records, including your name in the first record. Save the data source as WD 8-Patient Data, save the merge document as WD 8-Patient Reminder Card Merge, and save the main document as WD 8-Patient Reminder Card Main, all to the location where you store your Data Files. ((Hints: Notice that the postcard label main document is formatted as a table. To lay out the postcard, insert a nested table with two columns and one row in the upper-left postcard; add the text, graphic, and merge field to the nested table; and then remove the outside borders on the nested table. Use a different online image if the image shown is not available to you. The font is Book Antiqua.) Submit a copy of the postcards to your instructor.

Source: Pixabay

FIGURE 8-21

Word 200





Copyright 2017 Cengage Learning. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part. WCN 02-200-203

Excel 2016 Module 5

Analyzing Data Using Formulas Mary Watson, Reason2Go’s vice president of sales and marketing, uses Excel formulas and functions to analyze sales data for the U.S. region and to consolidate sales data from branch offices. Because management is considering adding a new regional branch, Mary asks you to estimate the loan costs for a new office facility and to compare sales in the existing U.S. offices.

CASE

Module Objectives After completing this module, you will be able to: • Format data using text functions

• Build a logical formula with the IF function

• Sum a data range based on conditions

• Build a logical formula with the AND function

• Consolidate data using a formula • Check formulas for errors • Construct formulas using named ranges

• Calculate payments with the PMT function

Files You Will Need EX 5-1.xlsx EX 5-2.xlsx EX 5-3.xlsx EX 5-4.xlsx

EX 5-5.xlsx EX 5-6.xlsx EX 5-7.xlsx

Copyright 2017 Cengage Learning. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part. WCN 02-200-203

Excel 2016

Module 5 Learning Outcomes • Separate text data using Flash Fill • Format text data using the PROPER function • Format text data using the CONCA CONCATENATE function

STEPS

Format Data Using Text Functions Often, you need to import data into Excel from an outside source, sour such as another program or the Internet. Sometimes you need to reformat this data to make it understandable and attractive. Instead of handling these formatting tasks manually in each cell, you can use Excel text functions to perform per them automatically for an entire range. The Flash Fill feature can be used to break data fields in one column into separate columns. The text function PROPER capitalizes the first letter in a string of text as well as any text following a space. You Y can use the CONCATENATE CONCA function to join two or more strings into one text string. CASE Mary has received Mar the U.S. sales representatives’ data from the Human Resources Department, and has imported it into Excel. She asks you to use text formulas to format the data into a more useful layout.

1. Start Excel, open EX 5-1.xlsx from the location where you store your Data Files, then save it as EX 5-Sales 2. On the Sales Reps sheet, click cell B4, type troy silva, press [Tab], type new york york, press on the formula bar [Tab], type 5, then click the Enter button You are manually separating the data in cell A4 into the adjacent cells, as shown in FIGURE 5-1. You will let Excel follow your pattern for the rows below using Flash Fill. Flash Fill uses worksheet data you have entered as an example to predict what should be entered into similar column cells.

3. With cell D4 selected, click the Data tab, then click the Flash Fill button in the Data Tools group QUICK TIP You can move the Function Arguments dialog box if it overlaps a cell or range that you need to click. Y can also click You the Collapse Dialog box button , select the cell or range, then click the Expand Dialog box button to return to the Function Arguments dialog box.

The years of service number is copied from cell D4 into the range D5:D15. You will use Flash Fill to fill in the names and cities.

4. Click cell B4, click the Flash Fill button in the Data Tools group, click cell C4, then click the Flash Fill button again The column A data is separated into columns B, C and D. You want to format the letters in the names and cities to the correct cases.

5. Click cell E4, click the Formulas tab, click the Text button in the Function Library group, click PROPER, with the insertion point in the Text text box click cell B4, then click OK The name is copied from cell B4 to cell E4 with the correct uppercase letters for proper names. The name is formatted in green, taking on the column’s previously applied formatting.

6. Drag the fill handle to copy the formula in cell E4 to cell F4, then copy the formulas in cells E4:F4 into the range E5:F15 You want to format the years data to be more descriptive.

QUICK TIP Excel automatically inserts quotation marks to enclose the space and the Years text.

Excel 106

7. Click cell G4, click the Text button in the Function Library group, click CONCATENATE, with the insertion point in the Text1 text box click cell D4, press [Tab], with the insertion point in the TText2 text box press [Spacebar], type Years, then click OK 8. Copy the formula in cell G4 into the range G5:G15, click cell A1, compare your work to FIGURE 5-2, click the Insert tab, click the Header & Footer button in the Text group, click the Go to Footer button in the Navigation group, enter your name in the center text box, click on the worksheet, scroll up and click cell A1, then click the in the Workbook Views group on the View tab Normal button 9. Save your file, then preview the worksheet Analyzing Data Using Formulas Copyright 2017 Cengage Learning. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part. WCN 02-200-203

FIGURE 5-1: Worksheet with data separated into columns

Data separated into three columns

FIGURE 5-2: Worksheet with data formatted in columns

Excel 2016

Working with text in other ways Other useful text functions include UPPER, LOWER, and SUBSTITUTE. The UPPER function converts text to all uppercase letters, the LOWER function converts text to all lowercase letters, and SUBSTITUTE replaces text in a text string. For example, if cell A1 contains the text string “Today is Wednesday”, then =LOWER(A1) would produce “today is wednesday”; =UPPER(A1) would produce “TODAY IS WEDNESDAY”; and =SUBSTITUTE(A1, “W “Wednesday”, “Tuesday”) would result in “Today is Tuesday”. You can also use functions to display one or more characters at certain locations within a string. Use the RIGHT function to nd the last

characters with the syntax =RIGHT(string, characters), the LEFT function to nd the rst characters with the syntax =LEFT(string, characters), or the MID function to display the middle characters with the syntax =MID(string, starting character, characters). Y can separate text data stored in one column into multiple You columns by clicking the Data tab, clicking the Text to Columns button in the Data Tools group, and specifying the delimiter for your data. A delimiter is a separator, such as a space, comma, or semicolon, that should separate your data. Excel then separates your data into columns at the delimiter.

Analyzing Data Using Formulas Copyright 2017 Cengage Learning. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part. WCN 02-200-203

Excel 107

Excel 2016

Module 5 Learning Outcomes: Outcomes • Count data using the COUNTIF function • Total T Total data using the SUMIF function • Summarize data using the A AVERAGEIF function

Sum a Data Range Based on Conditions You can also use Excel functions to sum, count, and average data in a range based on criteria, or conditions, you set. The SUMIF function totals only the cells in a range that meet given criteria. The COUNTIF function counts cells and the AVERAGEIF A function averages values in a range based on a speci ed condition. The format for the SUMIF function appears in FIGURE 5-3. CASE Mary asks you to analyze the Mar New York branch’s January sales data to provide her with information about each experience.

STEPS 1. Click the NY sheet tab, click cell G7, click the Formulas tab, click the More Functions button in the Function Library group, point to Statistical, scroll down the list of functions if necessary, then click COUNTIF You want to count the number of times Wildlife Care appears in the Experience Category column. The formula you use will say, in effect, “Examine the range I specify, then count the number of cells in that range that contain “Wildlife Care.”” You will specify absolute addresses for the range so you can copy the formula later on in the worksheet when the same range will be used.

2. With the insertion point in the Range text box select the range A6:A25, press [F4], press [Tab], with the insertion point in the Criteria text box, click cell F7, then click OK Your formula, as shown in the formula bar in FIGURE 5-4, asks Excel to search the range A6:A25, and where it finds the value shown in cell F7 (that is, when it finds the value “Wildlife Care”), to add one to the total count. The number of Wildlife Care experiences, 4, appears in cell G7. You want to calculate the total sales revenue for the Wildlife Care experiences. QUICK TIP You can also sum, count, and average ranges with multiple criteria using the functions SUMIFS, COUNTIFS, and A AVERAGEIFS.

3. Click cell H7, click the Math & Trig button in the Function Library group, scroll down the list of functions, then click SUMIF The Function Arguments dialog box opens. You want to enter two ranges and a criterion; the first range is the one where you want Excel to search for the criteria entered. The second range contains the corresponding cells that Excel will total when it finds the criterion you specify in the first range.

4. With the insertion point in the Range text box, select the range A6:A25, press [F4], press [Tab], with the insertion point in the Criteria text box click cell F7, press [Tab], with the insertion point in the Sum_range text box select the range B6:B25, press [F4], then click OK Your formula asks Excel to search the range A6:A25, and where it finds Wildlife Care to add the corresponding amounts from column B. The revenue for the Wildlife Care experiences, $4,603, appears in cell H7. You want to calculate the average price paid for the Wildlife Care experiences.

TROUBLE Follow the same steps that you used to add a footer to the Sales Reps worksheet in the previous lesson.

Excel 108

5. Click cell I7, click the More Functions button in the Function Library group, point to Statistical, then click AVERAGEIF 6. With the insertion point in the Range text box select the range A6:A25, press [F4], press [Tab], with the insertion point in the Criteria text box click cell F7, press [Tab], with the insertion point in the Average_range text box select the range B6:B25, press [F4], then click OK The average price paid for the Wildlife Care experiences, $1,151, appears in cell I7.

7. Select the range G7:I7, then drag the fill handle to fill the range G8:I10 Compare your results with those in FIGURE 5-5.

8. Add your name to the center of the footer footer, save the workbook, then preview the sheet Analyzing Data Using Formulas Copyright 2017 Cengage Learning. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part. WCN 02-200-203

FIGURE 5-3: Format of SUMIF function

680,)UDQJHFULWHULD>VXPBUDQJH@ The range the function searches

The condition that must be satisfied in the range

The range where the cells that meet the condition will be totaled

FIGURE 5-4: COUNTIF function in the formula bar

Formula for COUNTIF function

FIGURE 5-5: Worksheet with conditional statistics

Microsoft Excel stores dates as sequential serial numbers and uses them in calculations. anuary 1, 1900 is assigned serial number 1 and numbers are represented as the number of days following that date. You can see the serial number of a date by using the DA function. For example, to see the serial number of anuary, DATE 1, 2017 you would enter =DATE(2017,1,1). The result would be in date format, but if you formatted the cell as Number, it would display the serial number 42736 for this date. Because Excel uses

serial numbers, you can perform calculations that include dates and times using the Excel date and time functions. To enter a date or time function, click the Formulas tab on the Ribbon, click the Date Time button in the Function Library group, then click the Date or Time function you want. All of the date and time functions will be displayed as dates and times unless you change the formatting to Number. See TABLE 5-1 for some of the available Date and Time functions in Excel.

Excel 2016

Entering date and time functions

TABLE 5-1: Date and Time functions

function

calculates

example

TODAY

The current date

=TODAY()

NOW

The current date and time

=NOW()

DATE

Displays a date you enter

=DATE(2017,1,2)

TIME

A serial number from hours, minutes, and seconds

=TIME(5,12,20)

YEAR

A year portion of a date

=YEAR(1 20 2017)

HOUR

The hour portion of a time

=HOUR(“15:30:30”)

MINUTE

The minute portion of a time

=MINUTE(“15:30:30”)

Analyzing Data Using Formulas Copyright 2017 Cengage Learning. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part. WCN 02-200-203

Excel 109

Excel 2016

Module 5 Learning Outcomes • Consolidate data on multiple sheets using AutoSum • Consolidate data on multiple sheets using 3-D references

STEPS

Consolidate Data Using a Formula When you want to summarize similar data that exists in different sheets or workbooks, you can consolidate, or combine and display, display the data in one sheet. For example, you might have entered departmental sales figures on four different store sheets that you want to consolidate on one summary summar sheet, showing total departmental sales for all stores. Or, Or you may have quarterly sales data on separate sheets that you want to total for yearly sales on a summary summar sheet. The best way to consolidate data is to use cell references to the various sheets on a consolidation, or summary, summar sheet. Because they reference other sheets that are usually behind the summary summar sheet, such references effectively create another dimension in the workbook and are called 3-D references, as shown in FIGURE 5-6. You Y can reference, or link to, data in other sheets and in other workbooks. Linking to a worksheet or workbook is better than retyping calculated results from another worksheet or workbook because the data values that the calculated totals depend on might change. If you reference the cells, any changes to the original values are automatically reflected in the consolidation sheet. CASE Mary asks you to prepare a January sales summary sheet Mar comparing the total U.S. revenue for the experiences sold in the month.

1. Click the US Summary Jan sheet tab Because the US Summary Jan sheet (which is the consolidation sheet) will contain references to the data in the other sheets, the cell pointer must reside there when you begin entering the reference.

2. Click cell B7, click the Formulas tab, click the AutoSum button in the Function Library group, click the NY sheet tab, press and hold [Shift], click the LA sheet tab, scroll up if on the formula bar necessary and click cell G7, then click the Enter button necessar The US Summary Jan sheet becomes active, and the formula bar reads =SUM(NY:LA!G7), as shown in FIGURE 5-7. “NY:LA” references the NY and LA sheets. The exclamation point ( ! ) is an external reference indicator, meaning that the cells referenced are outside the active sheet; G7 is the actual cell reference you want to total in the external sheets. The result, 7, appears in cell B7 of the US Summary Jan sheet; it is the sum of the number of Wildlife Care experiences sold and referenced in cell G7 of the NY and LA sheets. Because the Revenue data is in the column to the right of the Experiences Sold column on the NY and LA sheets, you can copy the experiences sold summary formula, with its relative addresses, into the cell that holds the revenue summary information.

3. Drag the fill handle to copy the formula in cell B7 to cell C7, click the Auto Fill Options list arrow , then click the Fill Without Formatting option button QUICK TIP You can preview your worksheet with the worksheet gridlines and column and row headings for printing at a later time. On the Page Layout tab, click the Print check boxes under Gridlines and Headings in the Sheet Options group.

Excel 110

The result, $8,004, appears in cell C7 of the US Summary Jan sheet, showing the sum of the Wildlife Care experience revenue referenced in cell H7 of the NY and LA sheets.

4. In the US Summary Jan sheet, with the range B7:C7 selected, drag the fill handle to fill the range B8:C10 You can test a consolidation reference by changing one cell value on which the formula is based and seeing if the formula result changes.

5. Click the LA sheet tab, edit cell A6 to read Wildlife Care, then click the US Summary Jan sheet tab The number of Wildlife Care experiences sold is automatically updated to 8, and the revenue is increased to $9,883, as shown in FIGURE 5-8.

6. Save the workbook, then preview the worksheet Analyzing Data Using Formulas Copyright 2017 Cengage Learning. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part. WCN 02-200-203

FIGURE 5-6: Consolidating data from two worksheets

NY Jan US Summary Jan LA Jan

FIGURE 5-7: Worksheet showing total Wildlife Care experiences sold

Formula with 3-D reference

Total Wildlife Care experiences sold in both branches

FIGURE 5-8: US Summary Jan worksheet with updated totals

Excel 2016

Updated totals

Linking data between workbooks ust as you can link data between cells in a worksheet and between sheets in a workbook, you can link workbooks so that changes made in referenced cells in one workbook are re ected in the consolidation sheet in the other workbook. To link a single cell between workbooks, open both workbooks, select the cell to receive the linked data, type the equal sign ( = ), select the cell in the other workbook containing the data to

be linked, then press [Enter]. Excel automatically inserts the name of the referenced workbook in the cell reference. For example, if the linked data is contained in cell C7 of the Sales worksheet in the Product workbook, the cell entry reads =[Product.xlsx]Sales C 7. To perform calculations, enter formulas on the consolidation sheet using cells in the supporting sheets.

Analyzing Data Using Formulas Copyright 2017 Cengage Learning. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part. WCN 02-200-203

Excel 111

Excel 2016

Module 5 Learning Outcomes • Check for formula errors using IFERROR • Display worksheet formulas

STEPS

Check Formulas for Errors When formulas result in errors, Excel displays an error value based on the error type. See TABLE 5-2 for an explanation of the error values that might appear in worksheets. One way to check worksheet formulas for errors is to display the formulas on the worksheet rather than the formula results. You Y can also check for errors when entering formulas by using the IFERROR function. The IFERROR function simplifies the error-checking process for your worksheets. This function displays a message or value that you specify, specify rather than the one automatically generated by Excel, if there is an error in a formula. CASE Mar Mary asks you to use formulas to compare the experiences revenues for January. You will use the IFERROR function to help catch formula errors.

1. On the US Summary Jan sheet, click cell B11, click the Formulas tab, click the AutoSum on the formula bar button in the Function Library group, then click the Enter button The number of experiences sold, 40, appears in cell B11.

2. Drag the fill handle to copy the formula in cell B11 into cell C11, click the Auto Fill , then click the Fill Without Formatting option button options list arrow The experience revenue total of $56,868 appears in cell C11. You decide to enter a formula to calculate the percentage of revenue the Wildlife Care experience represents by dividing the individual experience revenue figures by the total revenue figure. To help with error checking, you decide to enter the formula using the IFERROR function.

3. Click cell D7, click the Logical button in the Function Library group, click IFERROR, with the insertion point in the V Value text box click cell C7, type /, click cell C11, press [Tab], in the V Value_if_error text box type ERROR, then click OK The Wildlife Care experience revenue percentage of 17.38% appears in cell D7. You want to be sure that your error message will be displayed properly, so you decide to test it by intentionally creating an error. You copy and paste the formula—which has a relative address in the denominator, where an absolute address should be used. TROUBLE You will x the ERROR codes in cells D8:D10 in the next step.

QUICK TIP You can also check formulas for errors using the buttons in the Formula Auditing group on the Formulas tab.

QUICK TIP You can also display worksheet formulas by holding [Ctrl] and pressing [ ].

4. Drag the fill handle to copy the formula in cell D7 into the range D8:D10 The ERROR value appears in cells D8:D10, as shown in FIGURE 5-9. The errors are a result of the relative address for C11 in the denominator of the copied formula. Changing the relative address of C11 in the copied formula to an absolute address of $C$11 will correct the errors.

5. Double-click cell D7, select C11 in the formula, press [F4], then click formula bar

on the

The formula now contains an absolute reference to cell C11.

6. Copy the corrected formula in cell D7 into the range D8:D10 The experience revenue percentages now appear in all four cells, without error messages, as shown in FIGURE 5-10. You want to check all of your worksheet formulas by displaying them on the worksheet.

7. Click the Show Formulas button in the Formula Auditing group The formulas appear in columns B, C, and D. You want to display the formula results again. The Show Formulas button works as a toggle, turning the feature on and off with each click.

8. Click the Show Formulas button in the Formula Auditing group The formula results appear on the worksheet.

9. Add your name to the center section of the footer footer, save the workbook, preview the worksheet, close the workbook, then submit the workbook to your instructor Excel 112

Analyzing Data Using Formulas Copyright 2017 Cengage Learning. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part. WCN 02-200-203

FIGURE 5-9: Worksheet with error codes

Relative reference to cell C11

Error values

FIGURE 5-10: Worksheet with experience percentages

Absolute reference to cell C11

Experience percentages

Excel 2016

TABLE 5-2: Understanding error values

error value

cause of error

error value

cause of error

#DIV/0!

A number is divided by 0

#NAME?

Formula contains text error

#NA

A value in a formula is not available

#NULL!

Invalid intersection of areas

#NUM!

Invalid use of a number in a formula

#REF!

Invalid cell reference

#VALUE!

Wrong type of formula argument or operand

#####

Column is not wide enough to display data

Correcting circular references A cell with a circular reference contains a formula that refers to its own cell location. If you accidentally enter a formula with a circular reference, a warning box opens, alerting you to the problem. Click Help to open a Help window explaining how to nd the circular cular reference. In simple formulas, a circular reference is easy to spot. To correct it, edit the formula to remove any reference to the cell where the formula is located. If the circular reference is intentional, you can avoid this error by enabling the iteration feature. Excel then recalculates

the formula for the number of times you specify. To enable iterative calculations, click the File tab on the Ribbon, click Options, click Formulas to view the options for calculations, click the Enable iterative calculation check box in the Calculation options group, enter the maximum number of iterations in the Maximum Iterations text box, enter the maximum amount of change between recalculation results in the Maximum Change text box, then click OK.

Analyzing Data Using Formulas Copyright 2017 Cengage Learning. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part. WCN 02-200-203

Excel 113

Excel 2016

Module 5 Learning Outcomes • Assign names to cells • Assign names to cell ranges • Build formulas using names

STEPS QUICK TIP You can also create range names by selecting a cell or range, typing a name in the Name Box, then pressing [Enter]. By default, its scope will be the workbook.

QUICK TIP Because range names cannot contain spaces, underscores are often used between words to replace spaces.

Construct Formulas Using Named Ranges To make your worksheet easier to follow, follow you can assign names to cells and ranges. Then you can use the names in formulas to make them easier to build and to reduce formula errors. For example, the formula “revenue-cost” is easier to understand than the formula “A5-A8”. Cell and range names can use uppercase upper or lowercase lower letters as well as digits, but cannot have spaces. After you name a cell or range, you can define its scope, or the worksheets where you will be able to use it. When defining a name’s scope, you can limit its use to a worksheet or make it available to the entire workbook. If you move a named cell or range, its name moves with it, and if you add or remove rows or columns to the worksheet the ranges are adjusted to their new position in the worksheet. When used in formulas, names become absolute cell references by default. CASE Mary asks you to Mar calculate the number of days before each experience departs. You will use range names to construct the formula.

1. Open EX 5-2.xlsx from the location where you store your Data Files, then save it as EX 5-Experiences 2. In the April Sales sheet, click cell B4, click the Formulas tab if necessary, then click the Define Name button in the Defined Names group The New Name dialog box opens, as shown in FIGURE 5-11. You can give a cell that contains a date a name that will make it easier to build formulas that perform date calculations.

3. Type current_date in the Name text box, click the Scope list arrow, click April Sales, then click OK The name assigned to cell B4, current_date, appears in the Name Box. Because its scope is the April Sales worksheet, the range name current_date will appear on the name list only on that worksheet.

4. Select the range B7:B13, click the Define Name button in the Defined Names group, enter experience_date in the Name text box, click the Scope list arrow, click April Sales, then click OK Now you can use the named cell and named range in a formula. The formula =experience_date–current_date is easier to understand than =B7-$B$4.

QUICK TIP Named cells and ranges can be used as a navigational tool in a worksheet by selecting the name in the Name box.

5. Click cell C7, type =, click the Use in Formula button in the Defined Names group, click experience_date, type –, click the Use in Formula button, click current_date, then click on the formula bar the Enter button The number of days before the elephant conservation experience departs, 6, appears in cell C7. You can use the same formula to calculate the number of days before the other experiences depart.

6. Drag the fill handle to copy the formula in cell C7 into the range C8:C13, then compare your formula results with those in FIGURE 5-12 7. Save the workbook Consolidating data using named ranges You can consolidate data using named cells and ranges. For example, you might have entered team sales gures using the names team1, team2, and team3 on different sheets that you want to consolidate on one summary sheet. As you enter the

Excel 114

summary formula you can click the Formulas tab, click the Use in Formula button in the De ned Names group, and select the cell or range name.

Analyzing Data Using Formulas Copyright 2017 Cengage Learning. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part. WCN 02-200-203

FIGURE 5-11: New Name dialog box

Enter cell or range name here

FIGURE 5-12: Worksheet with days before departure

Formula using names rather than cell references

Name box

Excel 2016

Days before departure

Managing workbook names You can use the Name Manager to create, delete, and edit names in a workbook. Click the Name Manager button in the De ned Names group on the Formulas tab to open the Name Manager dialog box, shown in FIGURE 5-13. Click the New button to create a new named cell or range, click Delete to remove a highlighted name, and click Filter to see options for displaying speci c criteria for displaying names. Clicking Edit opens the Edit Name dialog box where you can change a highlighted cell name, edit or add comments, and change the cell or cells that the name refers to on the worksheet.

FIGURE 5-13: Name Manager dialog box

Click to create new name

Click to change name

Click to delete name Click to filter name

Analyzing Data Using Formulas Copyright 2017 Cengage Learning. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part. WCN 02-200-203

Excel 115

Excel 2016

Module 5 Learning Outcomes • Build a logical formula using the IF function • Apply comparison operators in a logical test

STEPS

Build a Logical Formula with the IF Function You can build a logical formula using an IF function. A logical formula makes calculations based on criteria that you create, called stated conditions. For example, you can build a formula to calculate bonuses based on a person’s performance rating. If a person is rated a 5 (the stated condition) on a scale of 1 to 5, with 5 being the highest rating, he or she receives an additional 10% of his or her salary as a bonus; otherwise, there is no bonus. A condition that can be answered with a true or false response is called a logical test. The IF function has three parts, separated by commas: a condition or logical test, an action to take if the logical test or condition is true, and an action to take if the logical test or condition is false. Another way of expressing this is: IF(test cond,do this,else this). Translated into an Excel IF function, the formula to calculate bonuses might look like this: IF(Rating=5,Salary 0.10,0). In other words, if the rating equals 5, multiply the salary by 0.10 (the decimal equivalent of 10%), then place the result in the selected cell; if the rating does not equal 5, place a 0 in the cell. When entering the logical test portion of an IF statement, you typically use some combination of the comparison operators listed in TABLE 5-3. CASE Mary asks you to use an IF function to calculate the number of places available for each experience in April, and to display “None” if no places are available.

1. Click cell F7, on the Formulas tab click the Logical button in the Function Library group, then click IF The Function Arguments dialog box opens. You want the function to do the following: If the project capacity is greater than the number of places reserved, calculate the number of places that are available (capacity minus number reserved), and place the result in cell F7; otherwise, place the text “None” in the cell.

2. With the insertion point in the Logical_test text box, click cell D7, type >, click cell E7, then press [Tab] The symbol ( > ) represents “greater than.” So far, the formula reads “If the project capacity is greater than the number of reserved places,”. The next part of the function tells Excel the action to take if the capacity exceeds the reserved number of places. QUICK TIP You can nest IF functions to test several conditions in a formula. A nested IF function contains IF functions inside other IF functions to test these multiple conditions. The second IF statement is actually the value if false argument of the rst IF statement.

3. With the insertion point in the Value_if_true text box, click cell D7, type –, click cell E7, then press [Tab] This part of the formula tells the program what you want it to do if the logical test is true. Continuing the translation of the formula, this part means “Subtract the number of reserved places from the project capacity.” The last part of the formula tells Excel the action to take if the logical test is false (that is, if the project capacity does not exceed the number of reserved places).

4. Type None in the Value_if_false text box, then click OK The function is complete, and the result, 5 (the number of available places), appears in cell F7, as shown in FIGURE 5-14.

5. Drag the fill handle to copy the formula in cell F7 into the range F8:F13 Compare your results with FIGURE 5-15.

6. Save the workbook

Excel 116

Analyzing Data Using Formulas Copyright 2017 Cengage Learning. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part. WCN 02-200-203

FIGURE 5-14: Worksheet with IF function

IF function

Places available

FIGURE 5-15: Worksheet showing places available

Excel 2016

Places available

TABLE 5-3: Comparison operators

operator

meaning

operator

meaning


=

Greater than or equal to

=

Equal to

Not equal to

Analyzing Data Using Formulas Copyright 2017 Cengage Learning. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part. WCN 02-200-203

Excel 117

Build a Logical Formula with the AND Function

Excel 2016

Module 5 Learning Outcomes • Select the AND function • Apply logical tests using text

You can also build a logical function using the AND function. The AND function evaluates all of its arguments and returns, or displays, TRUE if every logical test in the formula is true. The AND function returns a value of FALSE if one or more of its logical tests is false. The AND function arguments can include text, numbers, or cell references. CASE Mary wants you to analyze the sales data to find Mar experiences that qualify for discounting. You will use the AND function to check for experiences with places available and that depart within 21 days.

STEPS

1. Click cell G7, click the Logical button in the Function Library group, then click AND

TROUBLE If you get a formula error check to be error, sure that you typed the quotation marks around None.

The Function Arguments dialog box opens. You want the function to evaluate the discount qualification as follows: There must be places available, and the experience must depart within 21 days.

2. With the insertion point in the Logical1 text box, click cell F7, type < >, type “None”, then press [Tab]

QUICK TIP

The symbol ( ) represents “not equal to.” So far, the formula reads “If the number of places available is not equal to None”—in other words, if it is an integer. The next logical test checks the number of days before the experience departs.

Functions can be placed inside of an IF function. For example, the formula in cell G7 could be replaced by the formula =IF(AND(F7 ”None”, C7 21), ”TRUE”, “FALSE”)

3. With the insertion point in the Logical2 text box, click cell C7, type

Skills Review

Excel 2016

1. Format data using text functions. a. Start Excel, open EX 5-3.xlsx from the location where you store your Data Files, then save it as EX 5-North Systems. b. On the Managers worksheet, select cell B4 and use the Flash Fill button on the Data tab to enter the names into column B. c. In cell D2, use a text function to convert the first letter of the department in cell C2 to uppercase, then copy the formula in cell D2 into the range D3:D9. d. In cell E2, use a text function to convert all letters of the department in cell C2 to uppercase, then copy the formula in cell E2 into the range E3:E9. Widen column E to fit the uppercase entries. e. In cell F2, use a text function to convert all letters of the department in cell C2 to lowercase, then copy the formula in cell F2 into the range F3:F9. f. In cell G2, use a text function to substitute “IT” for “operations” if that text exists in cell F2. ((Hint Hint:: In the Function Arguments dialog box, Text is F2, Old_text is “operations”, and New_text is “IT”.) Copy the formula in cell G2 into the range G3:G9 to change any cells containing “operations” to “IT.” g. Save your work, then enter your name FIGURE 5-22 in the worksheet footer. Switch back to Normal view, then compare your screen to FIGURE 5-22. h. Display the formulas in the worksheet. i. Redisplay the formula results. 2. Sum a data range based on conditions. a. Make the Service sheet active. FIGURE 5-23 b. In cell B20, use the COUNTIF function to count the number of employees with a rating of 5. c. In cell B21, use the AVERAGEIF function to average the salaries of those with a rating of 5. d. In cell B22, enter the SUMIF function that totals the salaries of employees with a rating of 5. e. Format cells B21 and B22 with the Number format using commas and no decimals. Save your work, then compare your formula results to FIGURE 5-23.

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Excel 123

Skills Review (continued) FIGURE 5-24 3. Consolidate data using a formula. a. Make the Summary sheet active. b. In cell B4, use the AutoSum function to total cell F15 on the Service and Accounting sheets. c. Format cell B4 with the Accounting Number format with two decimal places. d. Enter your name in the worksheet footer, then save your work. Return to Normal view, then compare your screen to FIGURE 5-24. e. Display the formula in the worksheet, then redisplay the formula results in the worksheet. 4. Check formulas for errors. a. Make the Service sheet active. b. In cell I6, use the IFERROR function to display “ERROR” in the event that the formula F6/F15 results in a formula error. (Note: This formula will generate an intentional error after the next step, which you will correct in a moment.) c. Copy the formula in cell I6 into the range I7:I14. d. Correct the formula in cell I6 by making the denominator denominator, F15, an absolute address. e. Copy the new formula in cell I6 into the range I7:I14, then save your work. 5. Construct formulas using named ranges. a. On the Service sheet, name the range C6:C14 review_date, and limit the scope of the name to the Service worksheet. b. In cell E6, enter the formula =review_date+183, using the Use in Formula button to enter the cell name. c. Copy the formula in cell E6 into the range E7:E14. d. Use the Name Manager to add a comment of Date of last review to the review_date name. ((Hint: In the Name Manager dialog box, click the review_date name, then click Edit to enter the comment.) Widen the worksheet columns to display all of the data as necessary, then save your work. 6. Build a logical formula with the IF function. a. In cell G6, use the Function Arguments dialog box to enter the formula =IF(D6=5,F6*0.05,0). b. Copy the formula in cell G6 into the range G7:G14. c. In cell G15, use AutoSum to total the range G6:G14. d. Save your work. 7. Build a logical formula with the AND function. a. In cell H6, use the Function Arguments dialog box to enter the formula =AND(G6>0,B6>6). b. Copy the formula in cell H6 into the range H7:H14. c. Enter your name in the footers of the Service and Accounting sheets, save your work, then return to Normal view and compare your Service worksheet to FIGURE 5-25. FIGURE 5-25

Excel 124

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Skills Review (continued) FIGURE 5-26 8. Calculate payments with the PMT function. a. Make the Loan sheet active. b. In cell B9, determine the monthly payment using the loan information shown: Use the Function Arguments dialog box to enter the formula =PMT(B5/12,B6,-B4). c. In cell B10, enter a formula that multiplies the number of payments by the monthly payment. d. In cell B11, enter the formula that subtracts the loan amount from the total payment amount, then compare your screen to FIGURE 5-26. e. Enter your name in the worksheet footer footer, save the workbook, then submit your workbook to your instructor. f. Close the workbook, then exit Excel.

Independent Challenge 1 As the accounting manager of Ace Floors, a carpet and flooring company, you are reviewing the accounts payable information for your advertising accounts and prioritizing the overdue invoices for your collections service. You will analyze the invoices and use logical functions to emphasize priority accounts. a. b. c. d.

g. h.

i.

j. k. l.

Analyzing Data Using Formulas Copyright 2017 Cengage Learning. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part. WCN 02-200-203

Excel 2016

e. f.

Start Excel, open EX 5-4.xlsx from the location where you store your Data Files, then save it as EX 5-Ace. Name the range B7:B13 invoice_date, and give the name a scope of the accounts payable worksheet. Name the cell B4 current_date, and give the name a scope of the accounts payable worksheet. Enter a formula using the named range invoice_date in cell E7 that calculates the invoice due date by adding 30 to the invoice date. Copy the formula in cell E7 to the range E8:E13. In cell F7, enter a formula using the named range invoice_date and the named cell current_date that calculates the invoice age by subtracting the invoice date from the current date. Copy the formula in cell F7 to the range F8:F13. In cell G7, enter an IF function that calculates the number of days an invoice is overdue, assuming that an invoice must be paid in 30 days. ((Hint: The Logical_test should check to see if the age of the invoice is greater than 30, the Value_if_true should calculate the current date minus the invoice due date, and the Value_if_false should be 0.) Copy the IF function into the range G8:G13. In cell H7, enter an AND function to prioritize the overdue invoices that are more than $1,000 for collection services. ((Hint: The Logical1 condition should check to see if the number of days overdue is more than 0, and the Logical2 condition should check if the amount is more than 1,000.) Copy the AND function into the range H8:H13. Use the Name Manager to name the range H7:H13 Priority and give the name a scope of the accounts payable worksheet. ((Hint: In the Name Manager dialog box, click New to enter the range name.) Enter your name in the worksheet footer footer, save the workbook, preview the worksheet, then submit the workbook to your instructor. Close the workbook, then exit Excel.

Excel 125

Independent Challenge 2 You are an auditor with a certified public accounting firm. Boston Paper, an online seller of office products, has contacted you to audit its first-quarter sales records. The management is considering expanding and needs its sales records audited to prepare the business plan. Specifically, they want to show what percent of annual sales each category represents. You will use a formula on a summary worksheet to summarize the sales for January, February, and March and to calculate the overall first-quarter percentage of the sales categories. a. Start Excel, open EX 5-5.xlsx from the location where you store your Data Files, then save it as EX 5-Paper. b. In cell B10 of the Jan, Feb, and Mar sheets, enter the formulas to calculate the sales totals for the month. c. For each month, in cell C5, create a formula calculating the percent of sales for the Equipment sales category. Use a function to display “INCORRECT” if there is a mistake in the formula. Verify that the percent appears with two decimal places. Copy this formula as necessary to complete the % of sales for all sales categories on all sheets. If any cells display “INCORRECT”, fix the formulas in those cells. d. In column B of the Summary sheet, use formulas to total the sales categories for the Jan, Feb, and Mar worksheets. e. Enter the formula to calculate the first quarter sales total in cell B10 using the sales totals on the Jan, Feb, and Mar worksheets. f. Calculate the percent of each sales category on the Summary sheet. Use a function to display “MISCALCULATION” if there is a mistake in the formula. Copy this formula as necessary. If any cells display “MISCALCULATION”, fix the formulas in those cells. g. Enter your name in the Summary worksheet FIGURE 5-27 footer, save the workbook, preview the worksheet, then submit it to your instructor. h. On the Products sheet, separate the product list in cell A1 into separate columns of text data. ((Hint: With cell A1 as the active cell, use the Text to Columns button in the Data Tools group of the Data tab. The products are delimited with commas.) Use the second row to display the products in uppercase, as shown in FIGURE 5-27. Widen the columns as necessary. i. Enter your name in the Products worksheet footer footer, save the workbook, preview the worksheet, then submit the workbook to your instructor.

Independent Challenge 3 As the owner of GWW, an advertising firm, you are planning to expand your business. Because you will have to purchase additional equipment and hire a new part-time accounts manager, you decide to take out a $100,000 loan to finance your expansion expenses. You check three loan sources: the Small Business Administration (SBA), your local bank, and a consortium of investors. The SBA will lend you the money at 4.5% interest, but you have to pay it off in 4 years. The local bank offers you the loan at 5.75% interest over 5 years. The consortium offers you a 8.25% loan, and they require you to pay it back in 2 years. To analyze all three loan options, you decide to build a loan summary worksheet. Using the loan terms provided, build a worksheet summarizing your options. a. Start Excel, open a new workbook, save it as EX 5-Options, then rename Sheet1 Loan Summary. b. Using FIGURE 5-28 as a guide, enter labels and worksheet data for the three loan sources in columns A through D. Use the formatting of your choice. FIGURE 5-28

Excel 126

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Independent Challenge 3 (continued) c. Enter the monthly payment formula for your first loan source (making sure to show the payment as a positive amount), copy the formula as appropriate, then name the range containing the monthly payment formulas Monthly_Payment with a scope of the workbook. d. Name the cell range containing the number of payments Number_Payments with the scope of the workbook. e. Enter the formula for total payments for your first loan source using the named ranges Monthly_Payment and Number_Payments, then copy the formula as necessary. f. Name the cell range containing the formulas for T Total payments Total_Payments. Name the cell range containing the loan amounts Loan_Amount. Each name should have the workbook as its scope. g. Enter the formula for total interest for your first loan source using the named ranges Total_Payments and Loan_Amount, then copy the formula as necessary. h. Format the worksheet using appropriate formatting, then enter your name in the worksheet footer. i. Save the workbook, preview the worksheet and change it to landscape orientation on a single page, then submit the workbook to your instructor. j. Close the workbook, then exit Excel.

Independent Challenge 4: Explore

Excel 2016

As the physical therapist at NE Rehab, you are using a weekly worksheet to log and analyze the training for each of your patients. As part of this therapy, you record daily walking, biking, swimming, and weight training data and analyze it on a weekly basis. a. Start Excel, open EX 5-6.xlsx from the location where you store your Data Files, then save it as EX 5-Activity. b. Use SUMIF functions in cells G5:G8 to calculate the total minutes spent on each corresponding activity in cells F5:F8. c. Use AVERAGEIF functions in cells H5:H8 to calculate the average number of minutes spent on each corresponding activity in cells F5:F8. d. Use COUNTIF functions in cells I5:I8 to calculate the number of times each activity in cells F5:F8 was performed. ( (Hint : The Range of cells to count is $B$4:$B$15.) e. Use the SUMIFS function in cell G9 to calculate the total number of minutes spent walking outdoors. f. Use the A AVERAGEIFS function in cell H9 to calculate the average number of minutes spent walking outdoors. g. Use the COUNTIFS function in cell I9 to calculate the number of days spent walking outdoors. Compare your worksheet to FIGURE 5-29 and adjust your cell formatting as needed to match the figure. h. Enter your name in the worksheet footer footer, save the workbook, preview the worksheet, then submit it to your instructor. i. Close the workbook, then exit Excel. FIGURE 5-29

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Excel 127

Visual Workshop Open EX 5-7.xlsx from the location where you store your Data Files, then save it as EX 5-Bonus. Create the worksheet shown in FIGURE 5-30 using the data in columns B, C, and D along with the following criteria: • The employee is eligible for a bonus if: • The employee has sales that exceed the sales quota. AND • The employee has a performance rating of seven or higher. • If the employee is eligible for a bonus, the bonus amount is calculated as three percent of the sales amount. Otherwise the bonus amount is 0. ((Hint: Use an AND formula to determine if a person is eligible for a bonus, and use an IF formula to check eligibility and to enter the bonus amount.) Enter your name in the worksheet footer, save the workbook, preview the worksheet, then submit the worksheet to your instructor. FIGURE 5-30

Excel 128

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Excel 2016 Module 6

Managing Workbook Data Mary Watson, the vice president of sales and marketing at Reason2Go, asks for your help in analyzing yearly sales data from the U.S. branches. When the analysis is complete, she will distribute the workbook for branch managers to review.

CASE

Module Objectives After completing this module, you will be able to: • View and arrange worksheets

• Prepare a workbook for distribution

• Protect worksheets and workbooks

• Insert hyperlinks

• Save custom views of a worksheet

• Save a workbook for distribution

• Add a worksheet background

• Group worksheets

Files You Will Need EX 6-1.xlsx EX 6-2.xlsx EX 6-3.jpg EX 6-4.xlsx EX 6-5.xlsx EX 6-6.xlsx EX 6-7.xlsx

EX 6-8.jpg EX 6-Classifications.xlsx EX 6-Equipment.xlsx EX 6-Expenses.xlsx EX 6-Information.xlsx EX 6-LA Sales.xlsx EX 6-Logo.jpg

Copyright 2017 Cengage Learning. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part. WCN 02-200-203

Excel 2016

Module 6 Learning Outcomes: Outcomes • Compare worksheet data by arranging worksheets • View and hide instances of a workbook

View and Arrange Worksheets As you work with workbooks made up of multiple worksheets, you might need to compare data in the various sheets. To do this, you can view each worksheet in its own workbook window, called an instance, and display the windows in an arrangement that makes it easy to compare data. When you work with worksheets in separate windows, you are working with different views of the same workbook; the data itself remains in one file. CASE Mary asks you to compare the monthly store sales totals for the Los Angeles and New York branches. Because the sales totals are on different worksheets, you want to arrange the worksheets side by side in separate windows.

STEPS 1. Start Excel, open EX 6-1.xlsx from the location where you store your Data Files, then save it as EX 6-Store Sales 2. With the Los Angeles sheet active, click the View tab, then click the New Window button in the Window group There are now two instances of the Store Sales workbook open. You can see them when you place the mouse pointer over the Excel icon on the task bar: EX 6-Store Sales.xlsx:1 and EX 6-Store Sales.xlsx:2. The EX 6-Store Sales.xlsx:2 window appears in front, indicating that it’s the active instance.

3. Click the New York sheet tab, click the View tab, click the Switch Windows button in the Window group, then click EX 6-Store Sales.xlsx:1 QUICK TIP You can use the View Side by Side button in the Window group to arrange the windows in their previous configuration. This activates Synchronous Scrolling button below the View Side by Side button, allowing you to scroll through the arranged worksheets simultaneously.

QUICK TIP You can also hide a worksheet by rightclicking its sheet tab and clicking Hide on the shortcut menu. To display the hidden sheet, right-click any sheet tab, click Unhide, in the Unhide dialog box, select the sheet, then click OK.

Excel 130

The EX 6-Store Sales.xlsx:1 instance moves to the front. The Los Angeles sheet is active in the EX 6-Store Sales.xlsx:1 workbook, and the New Y York sheet is active in the EX 6-Store Sales.xlsx:2 workbook.

4. Click the Arrange All button in the Window group The Arrange Windows dialog box, shown in FIGURE 6-1, lets you choose how to display the instances. You want to view the workbooks next to each other.

5. Click the Vertical option button to select it, then click OK The windows are arranged next to each other, as shown in FIGURE 6-2. The second instance of the workbook opens at a zoom of 100%, not the 120% zoom of the workbook. You can activate a workbook by clicking one of its cells. You can also view only one of the workbooks by hiding the one you do not wish to see.

6. Scroll horizontally to view the data in the EX 6-Store Sales.xlsx:1 workbook, click anywhere in the EX 6-Store Sales.xlsx:2 workbook, scroll horizontally to view the data in it, then click the Hide Window button in the Window group When you hide the second instance, only the EX 6-Store Sales.xlsx:1 workbook is visible.

7. In the EX 6-Store Sales.xlsx:1 window window, click the Unhide Window button in the Window group; click EX 6-Store Sales.xlsx:2 if necessary in the Unhide dialog box, then click OK The EX 6-Store Sales.xlsx:2 instance appears.

8. Click the Close Window button in the title bar to close the EX 6-Store Sales.xlsx:2 instance, then maximize the Los Angeles worksheet in the EX 6-Store Sales.xlsx workbook Closing the EX 6-Store Sales.xlsx:2 instance leaves only the first instance open. Its name in the title bar returns to EX 6-Store Sales.xlsx. When closing an instance of a workbook, it is important to use the close button and not the Close command on the File menu, which closes the workbook.

Managing Workbook Data Copyright 2017 Cengage Learning. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part. WCN 02-200-203

FIGURE 6-1: Arrange Windows dialog box

Click to select the window configuration options

FIGURE 6-2: Windows instances displayed vertically

Second instance of workbook titled EX 6-Store Sales.xlsx:2

Excel 2016

First instance of workbook titled EX 6-Store Sales.xlsx:1

Splitting the worksheet into multiple panes Excel lets you split the worksheet area into vertical and/or horizontal panes, so that you can click inside any one pane and scroll to locate information in that pane while the other panes remain in place, as shown in FIGURE 6-3. To split a worksheet area into multiple panes, click a cell below and to the right of where you want the split to appear, click the View tab, then click the Split button in the Window group. You can also split a worksheet into only two panes by selecting the row or column below or to the right of where you want the split to appear appear, clicking the View tab, then clicking Split in the Window group. To remove a split, click the View tab, then click Split in the Window group.

FIGURE 6-3: Worksheet split into four panes

Break in column letters indicates split sheet

Break in row numbers indicates split sheet

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Excel 131

Excel 2016

Module 6 Learning Outcomes: Outcomes • Protect worksheet data by locking cells • Create a data entry area on a worksheet by unlocking cells • Protect a workbook using Read-only format

STEPS QUICK TIP You can also lock a cell by clicking the Format button in the Cells group of the Home tab, then clicking Lock Cell on the Format menu.

Protect Worksheets and Workbooks To protect sensitive information, Excel lets you lock one or more cells so that other people can view the values and formulas in those cells, but not change it. Excel locks all cells by default, but this locking does not take effect until you activate the protection feature. A common worksheet protection strategy is to unlock cells in which data will be changed, sometimes called the data entry area, and to lock cells in which the data should not be changed. Then, when you protect the worksheet, the unlocked areas can still be changed. CASE Because the Los Angeles sales figures for January through March have been finalized, Mary asks you to protect that worksheet area. That way, users cannot change the figures for those months.

1. On the Los Angeles sheet, select the range E3:M6, click the Home tab, click the Format button in the Cells group, click Format Cells, then in the Format Cells dialog box click the Protection tab The Locked check box in the Protection tab is already checked, as shown in FIGURE 6-4. All the cells in a new workbook start out locked. The protection feature is inactive by default.

2. Click the Locked check box to deselect it, click OK, click the Review tab, then click the Protect Sheet button in the Changes group The Protect Sheet dialog box opens, as shown in FIGURE 6-5. The default options protect the worksheet while allowing users to select locked or unlocked cells only. You choose not to use a password.

QUICK TIP To hide any formulas that you don’t want to be visible, select the cells that contain formulas that you want to hide, open the Format Cells dialog box, then click the Hidden check box on the Protection tab to select it. The formula will be hidden after the worksheet is protected.

3. Verify V that Protect worksheet and contents of locked cells is checked, that the password text box is blank, and that Select locked cells and Select unlocked cells are checked, then click OK You are ready to test the new worksheet protection.

4. Click cell B3, type 1 to confirm that locked cells cannot be changed, click OK, click cell F3, type 1, notice that Excel lets you begin the entry, press [Esc] to cancel the entry, then save your work When you try to change a locked cell on a protected worksheet, a dialog box, shown in FIGURE 6-6, reminds you of the protected cell’s status and provides instructions to unprotect the worksheet. These cells are in Read-only format, which means they can be viewed in the worksheet but not changed. Because you unlocked the cells in columns E through M before you protected the worksheet, these cells are not in read-only format and you can change these cells. Y You want to add more protection by protecting the workbook from changes to the workbook’s structure, but decide not to require a password.

5. Click the Protect Workbook button in the Changes group, in the Protect Structure and Windows dialog box make sure the Structure check box is selected, verify that the password text box is blank, then click OK The Protect Workbook button is a toggle, which means it’s like an on/off switch. When it is highlighted, the workbook is protected. Clicking it again removes the highlighting indicating the protection is removed from the workbook. Y You are ready to test the new workbook protection.

6. Right-click the Los Angeles sheet tab The Insert, Delete, Rename, Move or Copy, Tab Color, Hide, and Unhide menu options are not available because the structure is protected. You decide to remove the workbook and worksheet protections.

7. Click the Protect Workbook button in the Changes group to turn off the protection, click the Unprotect Sheet button, then save your changes Excel 132

Managing Workbook Data Copyright 2017 Cengage Learning. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part. WCN 02-200-203

FIGURE 6-4: Protection tab in Format Cells dialog box

In Step 2, click to remove check mark

FIGURE 6-5: Protect Sheet dialog box

Prevents locked cells from changes Allows users to select worksheet cells

Excel 2016

FIGURE 6-6: Reminder of protected worksheet status

Freezing rows and columns As the rows and columns of a worksheet fill up with data, you might want to Freeze panes to hold headers in place so you can see them as you scroll through the worksheet. Freezing panes is similar to splitting panes except that the panes do not move, so you can keep column or row labels in view as you scroll. Panes are the columns and rows that freeze, or remain in place, while you scroll through your worksheet. To freeze panes, click the first cell in the area you want to scroll, click the View tab, click the Freeze Panes button in the Window group, then click Freeze Panes. Excel freezes the columns to the left and the rows above the selected cell, as shown in FIGURE 6-7. You can also select Freeze Top Row or Freeze First Column to freeze the top row or left worksheet column. To unfreeze panes, click the View tab, click Freeze panes, then click Unfreeze Panes.

FIGURE 6-7: Worksheet with top row and left column frozen

Break in column letters and row numbers indicates first column and first two rows are frozen

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Excel 133

Excel 2016

Module 6 Learning Outcomes • Create different views of worksheet data using custom views • Display different views of worksheet data using custom views

STEPS

Save Custom Views of a Worksheet A view is a set of display and/or print settings that you can name and save, then access at a later time. By using the Excel Custom Views feature, you can create several different views of a worksheet without having to create separate sheets. For example, if you often hide columns in a worksheet, you can create two views, one that displays all of the columns and another with the columns hidden. You set the worksheet display first, then name the view. Then you can open the view whenever you want. CASE Because Mary wants to generate a sales report from the final sales data for January through March, she asks you to create a custom view that shows only the first-quarter sales data.

1. With the Los Angeles sheet active, click the View tab, then click the Custom Views button in the Workbook Views group The Custom Views dialog box opens. Any previously defined views for the active worksheet appear in the Views box. No views are defined for the Los Angeles worksheet. You decide to add a named view for the current view, which shows all the worksheet columns. That way, you can easily return to it from any other views you create. QUICK TIP To delete views from the active worksheet, select the view in the Custom Views dialog box, then click Delete.

2. Click Add The Add View dialog box opens, as shown in FIGURE 6-8. Here, you enter a name for the view and decide whether to include print settings and/or hidden rows, columns, and filter settings. You want to include these options, which are already selected.

3. In the Name box, type Year Sales, then click OK You have created a view called Year Sales that shows all the worksheet columns. You want to set up another view that will hide the April through December columns.

4. Select columns E through M, right-click the selected area, then click Hide on the shortcut menu You are ready to create a custom view of the January through March sales data.

5. Click cell A1, click the Custom Views button in the Workbook Views group, click Add, in the Name box type First Quarter Quarter, then click OK You are ready to test the two custom views. TROUBLE If you receive the message “Some view settings could not be applied”, turn off worksheet protection by clicking the Unprotect Sheet button in the Changes group of the Review tab.

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6. Click the Custom Views button in the Workbook Views group, click Year Sales in the Views list, then click Show The Year Sales custom view displays all of the months’ sales data.

7. Click the Custom Views button in the Workbook Views group, then with First Quarter in the Custom Views dialog box selected, click Show Only the January through March sales figures appear on the screen, as shown in FIGURE 6-9.

8. Return to the Year Sales view view, then save your work

Managing Workbook Data Copyright 2017 Cengage Learning. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part. WCN 02-200-203

FIGURE 6-8: Add View dialog box

Type view name here

FIGURE 6-9: First Quarter view

Break in column letters indicates hidden columns

January - March sales figures

Excel 2016

Using Page Break Preview The vertical and horizontal dashed lines in the Normal view of worksheets represent page breaks. Excel automatically inserts a page break when your worksheet data doesn’t fit on one page. These page breaks are dynamic, which means they adjust automatically when you insert or delete rows and columns and when you change column widths or row heights. Ever Everything to the left of the first vertical dashed line and above the first horizontal dashed line is printed on the first page. YYou can manually add or remove page breaks by clicking the Page Layout tab, clicking the Breaks button in the Page Setup group, then clicking the

appropriate command. YYou can also view and change page breaks manually by clicking the View tab, then clicking the Page Break Preview button in the Workbook Views group, or by clicking the Page Break Preview button on the status bar. You can drag the blue page break lines to the desired location. Some cells may temporarily display ##### while you are in Page Break Preview. If you drag a page break to the right to include more data on a page, Excel shrinks the type to fit the data on that page. To exit Page Break Preview, click the Normal button in the Workbook Views group.

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Excel 135

Excel 2016

Module 6 Learning Outcomes • Add a background to a worksheet • Add a watermark to a worksheet

STEPS

Add a Worksheet Background In addition to using a theme’s font colors and fills, you can make your Excel data more attractive on the screen by adding a picture to the worksheet background. Companies often use their logo as a worksheet background. A worksheet background will be displayed on the screen but will not print with the worksheet. If you want to add a worksheet background that appears on printouts, you can add a watermark, a translucent background design that prints behind your data. To add a watermark, you add the image to the worksheet header or footer. CASE Mary asks you to add the R2G logo to the background of the Los Angeles worksheet. You want to explore the difference between adding it as a worksheet background and adding it as a watermark.

1. With the Los Angeles sheet active, click the Page Layout tab, then click the Background button in the Page Setup group The Insert Pictures dialog box opens.

2. Click From a file, navigate to the location where you store your Data Files, click EX 6-Logo.jpg, then click Insert The R2G logo appears behind the worksheet data. It appears multiple times on your screen because the graphic is tiled, or repeated, to fill the background.

3. Click the File tab, click Print, view the preview of the Los Angeles worksheet, then click the Back button to return to the worksheet Because the logo is a background image, it will not print with the worksheet, so it is not visible in the Print preview. You want the logo to print with the worksheet, so you decide to remove the background and add the logo to the worksheet header.

4. On the Page Layout tab, click the Delete Background button in the Page Setup group, click the Insert tab, then click the Header & Footer button in the Text group The Header & Footer Tools Design tab appears, as shown in FIGURE 6-10. You can use the buttons in this group to add preformatted headers and footers to a worksheet. The Header & Footer Elements buttons let you add page numbers, the date, the time, the file location, names, and pictures to the header or footer. The Navigation group buttons move the insertion point from the header to the footer and back. You want to add a picture to the header.

5. With the insertion point in the center section of the header, click the Picture button in the Header & Footer Elements group, click Browse, navigate to where you store your Data Files, click EX 6-Logo.jpg, then click Insert A code representing a picture, “&[Picture]”, appears in the center of the header. QUICK TIP You can also scale the worksheet to fit on one page by clicking the File tab, clicking Print, clicking the No Scaling list arrow, arrow then clicking Fit Sheet on One Page.

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6. Click cell A1, click the Page Layout tab, click the Width list arrow in the Scale to Fit group, click 1 page, click the Height list arrow in the Scale to Fit group, click 1 page, then preview the worksheet Your worksheet should look like FIGURE 6-11, with all the data fitting on one page.

7. Return to the worksheet, switch to Normal view view, click the Home tab, then save the workbook

Managing Workbook Data Copyright 2017 Cengage Learning. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part. WCN 02-200-203

FIGURE 6-10: Header & Footer Tools Design tab

Header & Footer Tools Design tab

Click these buttons to customize the header and footer

FIGURE 6-11: Preview of Los Angeles worksheet with logo in the background

Excel 2016

Working with screenshots in Excel You can paste an image of an open file, called a screenshot, into an Excel workbook or another Office document. The pasted screenshot is an image that you can move, copy, or edit. To do so, click the Insert tab, click the Take a Screenshot button in the Illustrations group to see a gallery of other available open windows, then click one of the windows in the gallery. This pastes a screenshot of the window you clicked into the current Excel document. You can also click the Screen Clipping button in the gallery to select and paste an area from an open window. Once you have created a screenshot and positioned it in your worksheet, you can modify it using tools on the Picture Tools Format tab. You can change the overall visual style of the image

by clicking the More button in the Picture Styles group, then clicking a style. In the Picture Styles group you can also use the Picture Effects button to apply a visual effect to the image, the Picture Border button to enhance the border surrounding the image, and the Picture Layout button to convert the image to a SmartArt Graphic. The Picture Tools tab also has other tools to correct images. For example, you can sharpen and soften an image and make corrections for brightness and contrast by clicking the Corrections button in the Adjust group. Clicking a choice in the Sharpen/Soften section allows you to change the visual acuity of the image and choosing an option in the Brightness/Contrast section adjusts the lightness of an image.

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Excel 2016

Module 6 Learning Outcomes: Outcomes • Add keywords to a worksheet using the Document Panel • Review a file for problems using the Inspect Document feature • Protect a workbook by using Mark as Final status

STEPS

Prepare a Workbook for Distribution If you are collaborating with others and want to share a workbook with them, you might want to remove sensitive information before distributing the file. On the other hand, you might want to add helpful information, called properties, to a file to help others identify, understand, and locate it. Properties might include keywords, the author’s name, a title, the status, and comments. Keywords are terms users can search for that will help them locate your workbook. Properties are a form of metadata, information that describes data and is used in Microsoft Windows document searches. In addition, to ensure that others do not make unauthorized changes to your workbook, you can mark a file as final. This makes it a read-only file, which others can open but not change. CASE Mary wants you to protect the workbook and prepare it for distribution.

1. Click the File tab Backstage view opens, and displays the Info place. It shows you information about your file. It also includes tools you can use to check for security issues. TROUBLE If asked to save your file, click Yes.

2. Click the Check for Issues button in the Inspect Workbook area, then click Inspect Document The Document Inspector dialog box opens, as shown in FIGURE 6-12. It lists items from which you can have Excel evaluate hidden or personal information. All the options are selected by default.

3. Click Inspect, then scroll to view the inspection results Areas with data have a red “!” in front of them. If there are hidden names they will be flagged. Headers and footers is flagged. You want to keep the file’s header and footer. If personal information is flagged, you can remove it by clicking the Remove All button. You decide to add keywords to help the sales managers find the worksheet. The search words “Los Angeles” or “New York” would be good keywords for this workbook. QUICK TIP You can view and edit a file’s summary information by clicking the File tab and reviewing the information on the right side of the info place. You can also edit some of the information in this area.

4. Click Close, click the File tab if necessary, click the Properties list arrow on the right side of the Info place, then click Advanced Properties The file’s properties dialog box opens, as shown in FIGURE 6-13. You decide to add a title, keywords, and comments.

5. In the Title text box type Store Sales, in the Keywords text box type Los Angeles New York store sales, then in the Comments text box type The first-quarter figures are final., then click OK You are ready to mark the workbook as final.

6. Click the Protect Workbook button in the Info place, click Mark as Final, click OK, then click OK again “[Read-Only]” appears in the title bar indicating the workbook is saved as a read-only file. A yellow bar also appears below the tabs indicating the workbook is marked as final. The yellow bar also has an Edit Anyway button.

7. Click the Home tab, click cell B3, type 1 to confirm that the cell cannot be changed, click the Edit Anyway button above the formula bar, then save the workbook Marking a workbook as final is not a strong form of workbook protection because a workbook recipient can remove this Final status. By clicking Edit Anyway, you remove the read-only status, which makes the workbook editable again.

Excel 138

Managing Workbook Data Copyright 2017 Cengage Learning. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part. WCN 02-200-203

FIGURE 6-12: Document Inspector Properties dialog box

Items you can inspect for personal information

FIGURE 6-13: Document Properties panel

Excel 2016

Add file information in text boxes

Sharing a workbook using OneDrive Once you set up a Windows Live account you can save your Excel files to the cloud using OneDrive. This allows you to access your Excel files from any computer and share Excel files with others. When saving an Excel file to the cloud, click the File tab, click Save As, then click OneDrive, which is the default location. After you save an Excel file to your OneDrive, you can share it by

clicking the File tab, clicking Share, clicking Share with People, entering the email addresses of the people you wish to invite to share the file in the Invite people text box, and then clicking Share. An email with a link to the Excel file on your OneDrive will be sent to the addresses you entered. The recipients can view or edit the file using the Excel web app.

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Excel 139

Excel 2016

Module 6 Learning Outcomes • Link to workbooks and websites by adding hyperlinks • Add screentips to a hyperlink

STEPS

Insert Hyperlinks As you manage the content and appearance of your workbooks, you might want the workbook user to view information that exists in another location. It might be nonessential information or data that is too detailed to place in the workbook itself. In these cases, you can create a hyperlink. A hyperlink is an object (a filename, word, phrase, or graphic) in a worksheet that, when you click it, displays, or “jumps to,” another location, called the target. The target can also be a worksheet, another document,  or a site on the web. For example, in a worksheet that lists customer invoices, at each customer’s name, you might create a hyperlink to an Excel file containing payment terms for each customer.  CASE Mary wants managers who view the Store Sales workbook to be able to view the item totals for each sales category in the Los Angeles sheet. She asks you to create a hyperlink at the Category heading so that users can click it to view the items for each categor category.

1. Click cell A2 on the Los Angeles worksheet 2. Click the Insert tab, then click the Hyperlink button in the Links group The Insert Hyperlink dialog box opens, as shown in FIGURE 6-14. The icons under “Link to” on the left side of the dialog box let you select the type of location to where you want the link to jump: an existing file or webpage, a place in the same document, a new document, or an e-mail address. Because you want the link to display an already existing document, the selected first icon, Existing File or webpage, is correct, so you won’t have to change it.

3. Click the Look in list arrow arrow, navigate to where you store your Data Files if necessary, then click EX 6-LA Sales.xlsx The filename you selected and its path appear in the Address text box. This is the document users will see when they click the hyperlink. You can also specify the ScreenTip that users see when they hold the pointer over the hyperlink. QUICK TIP To remove a hyperlink or change its target, right-click it, then click Remove Hyperlink or Edit Hyperlink.

4. Click the ScreenTip button, type Items in each category category, click OK, then click OK again Cell A2 now contains underlined blue text, indicating that it is a hyperlink. The default color of a hyperlink depends on the worksheet theme colors. Y You decide to change the text color of the hyperlink.

5. Click the Home tab, click the Font Color list arrow in the Font group, click the Green, Accent 6, Darker 50% color under Theme Colors, move the pointer over the Category text, until the pointer changes to , view the ScreenTip, then click once; if a dialog box opens asking you to confirm the file is from a trustworthy source, click OK After you click, the EX 6-LA Sales workbook opens, displaying the Sales sheet, as shown in FIGURE 6-15.

6. Close the EX 6-LA Sales workbook, click Don’t Save if necessary, then save the EX 6-Store Sales workbook Working with Headers and Footers You may want to add a different header or footer to the first page of your worksheet. You can do this by clicking the Insert tab on the Ribbon, clicking the Header & Footer button in the Text group, then clicking the Different First Page check box in the Options group of the Header & Footer Tools Design tab to select it. You can also have different headers or footers on odd and even pages of your worksheet by clicking the Different Odd & Even Pages check box to select it. In the Options group of the

Excel 140

Header & Footer Tools Design tab, you can also adjust the header and footer size relative to the rest of the document by using the Scale with Document check box. You can use the Align with Page Margins check box to place the header or footer at the margins of the worksheet. You can also add the name of the worksheet by clicking the Sheet Name button in the Header and Footer Elements group of the Header & Footer Tools Design tab.

Managing Workbook Data Copyright 2017 Cengage Learning. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part. WCN 02-200-203

FIGURE 6-14: Insert Hyperlink dialog box

ScreenTip button

Click here to browse to hyperlink target

Locations a hyperlink can jump to

FIGURE 6-15: Target document

Excel 2016

Using research tools You can access resources online and locally on your computer using the Insights task pane. The research results are based on selected data on your Excel worksheet. To open the Insights task pane, click the Review tab, then click the Smart Lookup button in

the Insights group. The Insights pane shows results for your selected data in the Explore and Define areas. The Explore area displays Wikipedia information, images, maps, and web searches. The Define pane displays definitions and pronunciation help.

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Excel 141

Excel 2016

Module 6 Learning Outcomes • Save a workbook in earlier formats of Excel • Convert an Excel 97-2003 workbook to the 2016 format

Save a Workbook for Distribution You might need to distribute your Excel files to people working with an earlier version of Excel. You can do this by saving a file as an Excel 97-2003 workbook. In addition to this earlier workbook format, Excel workbooks can be saved in many other different formats as summarized in TABLE 6-1. CASE Mary asks you to save the workbook in a format that managers running an earlier version of Excel can use.

STEPS QUICK TIP You can also export an Excel file into another format by clicking the File tab, clicking Export, clicking Change File TType, then clicking a file type.

1. Click the File tab, click Save As, click Browse, navigate to where you store your Data Files, click the Save as type list arrow in the Save As dialog box, click Excel 97-2003 Workbook (*.xls), then click Save The Compatibility Checker dialog box opens as shown in FIGURE 6-16. It alerts you to the features that will be lost or converted by saving in the earlier format. Some Excel 2016 features are not available in earlier versions of Excel.

2. Click Continue, close the workbook, then reopen the EX 6-Store Sales.xls workbook “[Compatibility Mode]” appears in the title bar, as shown in FIGURE 6-17. Compatibility mode prevents you from including Excel features in your workbook that are not supported in Excel 97-2003 workbooks. To exit compatibility mode, you need to convert your file to the Excel 2016 format.

3. Click the File tab, click the Convert button in the Info place, click Save, click Yes if you are asked if you want to replace the existing file, then click Yes to close and reopen the workbook The title bar no longer displays “[Compatibility Mode]” and the file has changed to .xlsx format.

4. Click cell A1, then save the workbook

Saving a workbook in other formats Excel data can be shared by publishing, the data on a network or on the web so that others can access it using a web browser. To publish an Excel document to an intranet (a company’s internal website) or the web, you can save it in an HTML format. HTML (Hypertext Markup Language) is the coding format used for all web documents. You can also save your Excel file as a single-file web page that integrates all of the worksheets and graphical elements from the workbook into

Excel 142

a single file. This file format is called MHTML, also known as MHT. If you want to ensure that your workbook is displayed the same way on different computer platforms and screen settings, you can publish it in PDF format by clicking File, clicking Export, then clicking the Create PDF/XPS button. YYou can also save a workbook as a pdf file using the Save As dialog box and selecting PDF (*.pdf) in the Save as type list.

Managing Workbook Data Copyright 2017 Cengage Learning. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part. WCN 02-200-203

FIGURE 6-16: Compatibility Checker dialog box

Warning about changes to workbook

FIGURE 6-17: Workbook in compatibility mode

Title bar shows that file is in compatibility mode

Excel 2016

TABLE 6-1: Workbook formats

type of file

file extension(s)

used for

Macro-enabled workbook

.xlsm

Files that contain macros

Excel 97 – 2003 workbook

.xls

Working with people using older versions of Excel

Single file webpage

.mht, .mhtml

Websites with multiple pages and graphics

webpage

.htm, .html

Simple single-page websites

Excel template

.xltx

Excel files that will be reused with small changes

Excel macro-enabled template

.xltm

Excel files that will be used again and contain macros

PDF (Portable document format)

.pdf

Files with formatting that needs to be preserved

XML paper specification

.xps

Files with formatting that needs to be preserved and files that need to be shared

OpenDocument spreadsheet

.ods

Files created with OpenOffice

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Excel 143

Excel 2016

Module 6 Learning Outcomes • Group worksheets • Edit grouped worksheets • Add custom margins to worksheets

STEPS QUICK TIP You can group noncontiguous worksheets by pressing and holding [Ctrl] while clicking the sheet tabs that you want to group.

Group Worksheets You can group worksheets to work on them as a collection. When you enter data into one grouped worksheet, that data is also automatically entered into all of the worksheets in the group. This is useful for data that is common to every sheet of a workbook, such as headers and footers, or for column headings that will apply to all monthly worksheets in a yearly summary. Grouping worksheets can also be used to print multiple worksheets at one time. CASE Mary asks you to add the text “R2G” to the footer of both the Los Angeles and New York worksheets. You will also add half-inch margins to the top of both worksheets.

1. With the Los Angeles sheet active, press and hold [Shift], click the New York sheet, then release [Shift] Both sheet tabs are selected, and the title bar now contains “[Group]”, indicating that the worksheets are  grouped together. Now any changes you make to the Los Angeles sheet will also be made to the New York sheet.

2. Click the Insert tab, then click the Header & Footer button in the Text group 3. On the Header and Footer TTools Design tab, click the Go to Footer button in the Navigation group, type R2G in the center section of the footer, type your name in the left section of the footer, click a cell in the worksheet, move to cell A1, then click the on the Status Bar Normal button You decide to check the footers in Print Preview.

4. With the worksheets still grouped, click the File tab, click Print, preview the first page, to preview the second page then click the Next Page button Because the worksheets are grouped, both worksheets are ready to print and both pages contain the footer with “R2G” and your name. The worksheets would look better with a smaller top margin.

5. Click the Normal Margins list arrow arrow, click Custom Margins, in the Top text box on the Margins tab of the Page Setup dialog box type .5, then click OK You decide to ungroup the worksheets.

6. Return to the worksheet, right-click the Los Angeles worksheet sheet tab, then click Ungroup Sheets 7. Save and close the workbook, exit Excel, then submit the workbook to your instructor The completed worksheets are shown in FIGURES 6-18 and 6-19.

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FIGURE 6-18: Los Angeles worksheet

FIGURE 6-19: New York worksheet

Excel 2016

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Excel 145

Practice Concepts Review 1. 2. 3. 4. 5. 6. 7.

Which element do you click to organize open worksheet windows in a specific configuration? Which element points to a ScreenTip for a hyperlink? Which element points to a hyperlink? Which element do you click to name and save a set of display and/or print settings? Which element do you click to open another instance of the active worksheet in a separate window? Which element do you click to view and change the way worksheet data is distributed on printed pages? Which element do you click to move between instances of a workbook?

FIGURE 6-20

g

a

f

b c e

d

Match each term with the statement that best describes it. 8. 9. 10. 11. 12.

Data entry area W Watermark Hyperlink Dynamic page breaks HTML

Excel 146

a. b. c. d. e.

W Webpage format Portion of a worksheet that can be changed Translucent background design on a printed worksheet T An object that when clicked displays another worksheet or a webpage Adjust automatically when rows and columns are inserted or deleted

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Select the best answer from the list of choices. 13. You Y can group contiguous worksheets by clicking the first sheet, and then pressing and holding ____________ while clicking the last sheet tab that you want to group. a. [Alt] c. [Shift] b. [Spacebar] d. [F6] 14. A ____________ is a set of display and/or print settings that you can save and access later. a. View c. Data area b. Property d. Keyword 15. Which of the following formats means that users can view but not change data in a workbook? a. Macro c. Webpage b. Read-only d. Template

Skills Review 1. View and arrange worksheets. a. Start Excel, open EX 6-2.xlsx from the location where you store your Data Files, then save it as EX 6-Tea. b. Open another instance of the workbook in a new window. c. Activate the East sheet in the EX 6-T 6-Tea.xlsx:1 workbook. Activate the West sheet in the EX 6-Tea.xlsx:2 workbook. d. View the EX 6-Tea.xlsx:1 and EX 6-Tea.xlsx:2 workbooks tiled horizontally. View the workbooks in a vertical arrangement. e. Hide the EX 6-T 6-Tea.xlsx:2 instance, then unhide the instance. Close the EX 6-Tea.xlsx:2 instance, and maximize the EX 6-T 6-Tea.xlsx workbook.

Excel 2016

2. Protect worksheets and workbooks. a. On the East sheet, unlock the expense data in the range B12:F19. b. Protect the sheet without using a password. c. T To make sure the other cells are locked, attempt to make an entry in cell D4 and verify that you receive an error message. d. Change the first-quarter mortgage expense in cell B12 to 6000. e. Protect the workbook’s structure without applying a password. Right-click the East and West sheet tabs to verify that you cannot insert, delete, rename, move, copy, hide, or unhide the sheets, or change their tab color. f. Unprotect the workbook. Unprotect the East worksheet. g. Save the workbook. 3. Save custom views of a worksheet. a. Using the East sheet, create a custom view of the entire worksheet called Entire East Budget. b. Hide rows 10 through 23, then create a new view called Income showing only the income data. c. Use the Custom Views dialog box to display all of the data on the East worksheet. d. Use the Custom Views dialog box to display only the income data on the East worksheet. e. Use the Custom Views dialog box to return to the Entire East Budget view. f. Save the workbook. 4. Add a worksheet background. a. Use EX 6-3.jpg as a worksheet background for the East sheet, then delete it. b. Add EX 6-3.jpg to the East header header, then preview the sheet to verify that the background will print. c. Add your name to the center section of the East worksheet footer footer, then save the workbook.

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Excel 147

Skills Review (continued) 5. Prepare a workbook for distribution. a. Inspect the workbook and remove any properties, personal data, and header and footer information. b. Use the file’s Properties dialog box to add a title of Quarterly Budget, the keyword campus, and the category tea. c. Mark the workbook as final and verify that “[Read-Only]” appears in the title bar. d. Remove the final status, then save the workbook. 6. Insert hyperlinks. a. On the East worksheet, make cell A11 a hyperlink to the file EX 6-Expenses.xlsx in your Data Files folder. b. T Test the link and verify that Sheet1 of the target file displays expense details. c. Return to the EX 6-T 6-Tea.xlsx workbook, edit the hyperlink in cell A11 to add a ScreenTip that reads Expense Details, then verify that the ScreenTip appears. d. On the W West worksheet, enter the text East Campus Budget in cell A25. e. Make the text in cell A25 a hyperlink to cell A1 in the East worksheet. ((Hint: Use the Place in This Document button and note the cell reference in the Type the cell reference text box.) f. T Test the hyperlink. Remove the hyperlink in cell A25 of the West worksheet, remove the text in the cell, then save the workbook. 7. Save a workbook for distribution. a. Save the EX 6-T 6-Tea.xlsx workbook as an Excel 97-2003 workbook, and review the results of the Compatibility Checker. b. Close the EX 6-T 6-Tea.xls file, then reopen EX 6-Tea.xls in Compatibility Mode. c. Convert the .xls file to .xlsx format, resaving the file with the same name and replacing the previously saved file. This requires the workbook to be closed and reopened. d. Save the workbook. 8. Grouping worksheets. a. Group the East and W West worksheet. b. Add your name to the center footer section of the worksheets. Add 1.25" custom margins to the top of both worksheets. c. Preview both sheets, verify the tea cup will not print (it was removed when the file was inspected), then ungroup the sheets. d. Save the workbook, comparing your worksheets to FIGURE 6-21. e. Submit EX 6-T 6-Tea.xlsx and EX 6-Expenses (the linked file) to your instructor, close all open files, then exit Excel. FIGURE 6-21

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Independent Challenge 1 You manage American Pools, a pool supplier for the Florida home market. You are organizing your first-quarter sales in an Excel worksheet. Because the sheet for the month of January includes the same type of information you need for February and March, you decide to enter the headings for all of the first-quarter months at the same time. You use a separate worksheet for each month and create data for 3 months. a. b. c. d.

Excel 2016

Start Excel, then save a new workbook as EX 6-Pools.xlsx in the location where you store your Data Files. Name the first sheet January, name the second sheet February, and name the third sheet March. Group the worksheets. With the worksheets grouped, add the title American Pools centered across cells A1 and B1. Enter the labels Type in cell A2 and Sales in cell B2. Enter pool type labels in column A beginning in cell A3 and ending in cell A9. Use the following pool types in the range A3:A9: Prefab, Masonry, Concrete, Vinyl, Gunite, Fiberglass, and Package. Add the label Total in cell A10. Enter the formula to sum the Sales column in cell B10. e. Ungroup the worksheets, and enter your own sales data for each of the sales categories in the range B3:B9 in the January, February, and March sheets. f. Display each worksheet in its own window window, then arrange the three sheets vertically. g. Hide the window displaying the March sheet. Unhide the March sheet window. h. Split the March window into two panes: the upper pane displaying rows 1 through 5, and the lower pane displaying rows 6 through 10. Scroll through the data in each pane, then remove the split. ((Hint: Select row 6, click the View tab, then click Split in the Window group. Clicking Split again will remove the split.) i. Close the windows displaying EX 6-Pools.xlsx:2 and EX 6-Pools.xlsx:3, then maximize the EX 6-Pools.xlsx workbook. j. Add the keywords pools custom to your workbook, using the tags textbox in the Info place. k. Group the worksheets again. l. Add headers to all three worksheets that include your name in the left section and the sheet name in the center section. ((Hint: You can add the sheet name to a header by clicking the Sheet Name button in the Header and Footer Elements group of the Header & Footer Tools Design tab.) m. With the worksheets still grouped, format the worksheets using the fill and color buttons on the Home tab appropriately. n. Ungroup the worksheets, then mark the workbook status as final. Close the workbook, reopen the workbook, and enable editing. o. Save the workbook, submit the workbook to your instructor instructor, then exit Excel.

Independent Challenge 2 As the payroll manager at National Solutions, a communications firm, you decide to organize the weekly timecard data using Excel worksheets. You use a separate worksheet for each week and track the hours for employees with different job classifications. A hyperlink in the worksheet provides pay rates for each classification, and custom views limit the information that is displayed. a. Start Excel, open EX 6-4.xlsx from the location where you store your Data Files, then save it as EX 6-Timecards. b. Compare the data in the workbook by arranging the W Week 1, Week 2, and Week 3 sheets horizontally. c. Maximize the W Week 1 window. Unlock the hours data in the Week 1 sheet and protect the worksheet. Verify that the employee names, numbers, and classifications cannot be changed. Verify that the total hours data can be changed, but do not change the data. d. Unprotect the W Week 1 sheet, and create a custom view called Complete Worksheet that displays all the data.

Managing Workbook Data Copyright 2017 Cengage Learning. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part. WCN 02-200-203

Excel 149

Independent Challenge 2 (continued) e. Hide column E and create a custom view of the data in the range A1:D22. Name the view Employee Classifications. Display each view, then return to the Complete Worksheet view. f. Add a page break between columns D and E so that the T Total Hours data prints on a second page. Preview the worksheet, then remove the page break. ((Hint: Use the Breaks button on the Page Layout tab.) g. Add a hyperlink to the Classification heading in cell D1 that links to the file EX 6-Classifications.xlsx. Add a ScreenTip that reads Pay Rates, then test the hyperlink. FIGURE 6-22 Compare your screen to FIGURE 6-22. h. Save the EX 6-Classifications workbook as an Excel 97-2003 workbook, reviewing the Compatibility Checker information. Close the EX 6-Classifications.xls file. i. Group the three worksheets in the EX 6-Timecards.xlsx workbook, and add your name to the center footer section. j. Save the workbook, then preview the grouped worksheets. k. Ungroup the worksheets, and add 2-inch top and left margins to the W Week 1 worksheet. l. Hide the W Week 2 and Week 3 worksheets, inspect the file and remove all document properties, personal information, and hidden worksheets. Do not remove header and footer information. m. Add the keyword hours to the workbook, save the workbook, then mark it as final. n. Close the workbook, submit the workbook to your instructor instructor, then exit Excel.

Independent Challenge 3 One of your responsibilities as the office manager at South High School is to track supplies for the office. You decide to create a spreadsheet to track these orders, placing each month’s orders on its own sheet. You create custom views that will focus on the categories of supplies. A hyperlink will provide a supplier’s contact information. a. Start Excel, open EX 6-5.xlsx from the location where you store your Data Files, then save it as EX 6-South High. b. Arrange the sheets for the 3 months horizontally to compare expenses, then close the extra workbook windows and maximize the remaining window. c. Create a custom view of the entire January worksheet named All Supplies. Hide the paper, pens, and miscellaneous supply data, and create a custom view displaying only the equipment supplies. Call the view Equipment. d. Display the All Supplies view view, group the worksheets, and create a total for the total costs in cell D32 on each month’s sheet. If necessary, use the Format Painter to copy the format from cell D31 to cell D32. e. With the sheets grouped, add the sheet name to the center section of all the sheets’ headers and your name to the center section of all the sheets’ footers. f. Ungroup the sheets and use the Compatibility Checker to view the features that are unsupported in earlier Excel formats. ((Hint: Click the File tab, on the Info tab, click the Check for Issues button, then click Check Compatibility.) g. Add a hyperlink in cell A5 of the January sheet that opens the file EX 6-Equipment.xlsx. Add a ScreenTip of Equipment Supplier. Test the link, viewing the ScreenTip, then return to the EX 6-South High.xlsx workbook without closing the EX 6-Equipment.xlsx workbook. Save the EX 6-South High.xlsx workbook. h. Hide the EX 6-Equipment.xlsx workbook, then unhide it.

Excel 150

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Independent Challenge 3 (continued) i. Freeze worksheet rows one through three on the Januaryy Sheet of the EX 6-South High.xlsx workbook. ((Hint: Select row 4, click the View tab, click the Freeze Panes button in the Window group, then click Freeze Panes.) Scroll down in the worksheet to verify the top three rows remain visible. j. Unfreeze rows one through three. ((Hint: Click the View tab, click Freeze panes, then click Unfreeze Panes.) k. Close both the EX 6-Equipment.xlsx and the EX 6-South High.xlsx workbooks. l. Submit the workbooks to your instructor instructor, then exit Excel.

Independent Challenge 4: Explore As the assistant to the owner of an appliance store, you review the nonpayroll expense sheets submitted by employees for each job. Y You decide to create a spreadsheet to track these contract expenses.

Managing Workbook Data Copyright 2017 Cengage Learning. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part. WCN 02-200-203

Excel 2016

a. Start Excel, open EX 6-6.xlsx from the location where you store your Data Files, then save it as EX 6-Invoice in the location where you store your Data Files. b. Freeze rows 1 through 5 in the worksheet. Scroll vertically to verify rows 1 through 5 are visible at the top of the worksheet. c. Research the steps necessary to hide a formula in the Formula Bar of a worksheet. Add a worksheet to the workbook. Record these steps in cell A1 on the new sheet of the workbook, then hide the display of the formula for cell B34 on Sheet1. Check the FIGURE 6-23 Formula Bar to verify the formula is hidden. Compare your worksheet to FIGURE 6-23. d. Save your workbook to your OneDrive folder. If you don’t have a Microsoft account, research the steps for creating an account. e. Share your workbook with a classmate. Give your classmate permission to edit the workbook. Enter the message Please review and make necessary changes. f. Unprotect Sheet1. (Y (Your formula will be displayed.) Add a header that includes your name on the left side of the worksheet (this will unfreeze rows 1 through 5). Using the Page Layout tab, scale Sheet1 to fit vertically on one page. Save the workbook, then preview the worksheet. g. Save the workbook as a pdf file. h. Close the pdf file, then close the workbook. i. Submit the workbook and pdf file to your instructor instructor, then exit Excel.

Excel 151

Visual Workshop Start Excel, open EX 6-7.xlsx from the location where you store your Data Files, then save it as EX 6-Listings. Make your worksheet look like the one shown in FIGURE 6-24. The text in cell A4 is a hyperlink to the EX 6-Information workbook. The worksheet background is the Data File EX 6-8.jpg. Enter your name in the footer footer, save the workbook, submit the workbook to your instructor, close the workbook, then exit Excel.

Chamnong Inthasaro/Shutterstock.com

FIGURE 6-24

Excel 152

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Excel 2016 Module 7

Managing Data Using Tables Reason2Go uses tables to analyze project data. The vice president of sales and marketing, Mary Watson, asks you to help her build and manage a table of information about 2017 conservation projects. You will help by planning and creating a table; adding, changing, finding, and deleting table information; sorting table data; and performing calculations with table data.

CASE

Module Objectives After completing this module, you will be able to: • Plan a table

• Delete table data

• Create and format a table

• Sort table data

• Add table data

• Use formulas in a table

• Find and replace table data

• Print a table

Files You Will Need EX 7-1.xlsx EX 7-2.xlsx EX 7-3.xlsx

EX 7-4.xlsx EX 7-5.xlsx EX 7-6.xlsx

Copyright 2017 Cengage Learning. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part. WCN 02-200-203

Excel 2016

Module 7 Learning Outcomes • Plan the data organization for a table • Plan the data elements for a table

DETAILS

Plan a Table In addition to using Excel spreadsheet features, you can analyze and manipulate data in a table structure. An Excel table is an organized collection of rows and columns of similarly structured worksheet data. Tables T are a convenient way to understand and manage large amounts of information. When planning a table, consider what information you want your table to contain and how you want to work with the data, now and in the future. As you plan a table, you should understand its most important components. A table is organized into rows called records. A record is a table row that contains data about an object, person, or other items. Records are composed of fields. Fields are columns in the table; each field describes one element of the record, such as a customer’s last name or street address. Each field has a field name, which is a column label, such as “Address,” that describes its contents. Tables T usually have a header row as the first row, row which contains the field names. To T plan your table, use the guidelines below. below CASE Mary asks you to compile a table of the 2017 conservation projects. Before entering the project data into an Excel worksheet, you plan the table contents.

As you plan your table, use the following guidelines: • The purpose of the table determines the kind of information the table should contain. You want to use the conservation projects table to find all departure dates for a particular project and to display the projects in order of departure date. You also want to quickly calculate the number of available places for a project.

• In designing your table’s structure, determine the fields (the table columns) you need to achieve the table’s purpose. You have worked with the sales department to learn the type of information they need for each project. FIGURE 7-1 shows a layout sketch for the table. Each row will contain one project record. The columns represent fields that contain pieces of descriptive information you will enter for each project, such as the name, departure date, and duration.

• You can create a table from any contiguous range of cells on your worksheet. Plan and design your table so that all rows have similar types of information in the same column. A table should not have any blank rows or columns. Instead of using blank rows to separate table headings from data, use a table style, which will use formatting to make column labels stand out from your table data. FIGURE 7-2 shows a table, populated with data that has been formatted using a table style.

• In addition to your table sketch, you should make a list of the field names to document the type of data and any special number formatting required for each field. Field names should be as short as possible while still accurately describing the column information. When naming fields it is important to use text rather than numbers because Excel could interpret numbers as parts of formulas. Your field names should be unique and not easily confused with cell addresses, such as the name D2. You want your table to contain eight field names, each one corresponding to the major characteristics of the 2017 conservation projects. TABLE 7-1 shows the documentation of the field names in your table.

Excel 154

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FIGURE 7-1: Table layout sketch Project

Depart Date

Number of Days

Project Capacity

Places Reserved

Price

Air Included

Insurance Included

Header row will contain field names

Each project will be placed in a table row

FIGURE 7-2: Formatted table with data

Header row contains field names

Records for each project, organized by field name

Excel 2016

TABLE 7-1: Table documentation

field name

type of data

description of data

Text

Name of project

Date

Date project departs

Number with 0 decimal places

Duration of the project

Number with 0 decimal places

Maximum number of people the project can accommodate

Number with 0 decimal places

Number of reservations for the project

Accounting with 0 decimal places and symbol

Project price (This price is not guaranteed until a 30% deposit is received)

Text

Yes: Airfare is included in the price No: Airfare is not included in the price

Text

Yes: Insurance is included in the price No: Insurance is not included in the price

Managing Data Using Tables Copyright 2017 Cengage Learning. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part. WCN 02-200-203

Excel 155

Excel 2016

Module 7 Learning Outcomes • Create a table • Format a table

STEPS

Create and Format a Table Once you have planned the table structure, the sequence of fields, and appropriate data types, you are ready to create the table in Excel. After you create a table, a Table T T Tools Design tab appears, containing a galler of table styles. Table styles allow you to easily add formatting to your table by using preset gallery formatting combinations of fill color, color borders, type style, and type color. color CASE Mary asks you to build a table with the 2017 conservation project data. You begin by entering the field names. Then you enter the project data that corresponds to each field name, create the table, and format the data using a table style.

1. Start Excel, open EX 7-1.xlsx TROUBLE Don’t worry if your field names are wider than the cells; you will fix this later.

QUICK TIP Do not insert extra spaces at the beginning of a cell because it can affect sorting and finding data in a table.

2. Beginning in cell A1 of the sheet, enter each field name in a separate column, as shown in the first row of FIGURE 7-3 Field names are usually in the first row of the table.

3. Enter the information shown in FIGURE 7-3 in the rows immediately below the field names, The data appears in columns organized by field name.

4. Select the range A1:H4 A1 Width Resizing the column widths this way is faster than double-clicking the column divider lines.

QUICK TIP You can also create a table using the shortcut key combination [Ctrl][T].

QUICK TIP To make your tables accessible, you can enter a table name in the Table Name text box in the Properties group of the Table T Tools Design tab.

sure My table has headers

Table button in the Tables group, in $A$1:$H$4 FIGURE 7-4 OK

The data range is now defined as a table. Filter list arrows, which let you display portions of your data, now appear next to each column header. When you create a table, Excel automatically applies a table style. The default table style has a dark blue header row and alternating light and dark blue data rows. The Table Tools Design tab appears, and the Table Styles group displays a gallery of table formatting options. You decide to choose a different table style from the gallery.

Table Styles More button The Table Styles gallery on the Table Tools Design tab has three style categories: Light, Medium, and Dark. Each category has numerous design types; for example, in some of the designs, the header row and total row are darker and the rows alternate colors. The available table designs use the current workbook theme colors so the table coordinates with your existing workbook content. If you select a different workbook theme and color scheme in the Themes group on the Page Layout tab, the Table Styles gallery uses those colors. As you point to each table style, Live Preview shows you what your table will look like with the style applied. However, you only see a preview of each style; you need to click a style to apply it.

Table Style Medium 23

A1

Compare your table to FIGURE 7-5.

Excel 156

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FIGURE 7-3: Field names and three records entered in worksheet

FIGURE 7-4: Create Table dialog box

Table range Verify that this box is checked

FIGURE 7-5: Formatted table with three records

You can also create your own table style by clicking the Table Styles More button, then at the bottom of the Table T Styles Gallery, Galler clicking New Table Style. In the New Table Style dialog box, name the style in the Name text box, click a table element, then format selected table elements by clicking Format. You can also set a custom style as the default style for your tables by checking the Set as default table quick style for this document check box. You can click Clear at the bottom of the Table Styles gallery if you want to delete a table style from the currently selected table.

Excel 2016

You can change a table’s appearance by using the check boxes in the Table Style Options group on the Table Tools Design tab, shown in FIGURE 7-6 . For example, you can turn on or turn off the following options: Header Row, which displays or hides the header row; Total Row, which calculates totals for each column; banding, which creates different formatting for adjacent rows and columns; and special formatting for first and last columns. Use these options to modify a table’s appearance either before or after applying a table style. FIGURE 7-6: Table Style Options

Table Tools Design tab Table Style Options group Banded rows

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Excel 157

Excel 2016

Module 7 Learning Outcomes • Add fields to a table • Add records to a table

STEPS

Add Table Data You can add records to a table by typing data directly below the last row of the table. After you press [Enter], the new row becomes part of the table and the table formatting extends to the new data. When the active cell is the last cell of a table, you can add a new row by pressing [Tab]. [T Y can also insert rows You in any table location. If you decide you need additional data fields, you can add new columns to a table. Y can also expand a table by dragging the sizing handle in a table’s lower-right corner; drag down to You add rows and drag to the right to add columns. CASE After entering all of the 2017 project data, Mar Mary decides to offer two additional projects. She also wants the table to display the number of available places for each project and whether visas are required for the destination.

The 2017 sheet containing the 2017 project data becomes active.

A65 [Enter] 7/25/2017

18 10 0

$ 3,100

Yes No

As you scroll down, notice that the table headers are visible at the top of the table as long as the active cell is inside the table. The new Coral Reef project is now part of the table. You want to enter a record about a new January project above row 6.

inside left edge of cell A6 to select the table row data as shown

in FIGURE 7-7

Clicking the left edge of the first cell in a table row selects the entire table row, rather than the entire worksheet row. A new blank row 6 is available for the new record.

A6 1/28/2017

14

10

0

$ 3,200

Yes Yes

The new Dolphin project is part of the table. You want to add a new field that displays the number of available places for each project.

, type the field name

, then press [Enter]

The new field becomes part of the table, and the header formatting extends to the new field, as shown in FIGURE 7-8. The AutoCorrect menu allows you to undo or stop the automatic table expansion, but in this case you decide to leave this feature on. You want to add another new field to the table to display projects that require visas, but this time you will add the new field by resizing the table. QUICK TIP You can also resize a table by clicking the T Table Tools Design tab, clicking the Resize Table button in the Properties group, selecting the new data range for the table, then clicking OK.

Excel 158

sizing handle in the table’s lower-right corner one column to the right to add column J to the table, as shown in FIGURE 7-9 The table range is now A1:J66, and the new field name is Column1.

J1, type

, then press [Enter] in the Text group, enter your A1 Normal button on the

Managing Data Using Tables Copyright 2017 Cengage Learning. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part. WCN 02-200-203

FIGURE 7-7: Table row 6 selected

Clicking here selects the entire worksheet row

Clicking here selects the table row

Row 6 of table selected

FIGURE 7-8: New table column

New table column will show available places for each project New record in row 6

Excel 2016

FIGURE 7-9: Resizing a table using the resizing handle

Drag sizing handle to add column J

Selecting table elements When working with tables you often need to select rows, columns, and even the entire table. Clicking to the right of a row number, inside column A, selects the entire table row. You can select a table column by clicking the top edge of the header. Be careful not to click a column letter or row number, however, because this selects

the entire worksheet row or column. You can select the table data by clicking the upper-left corner of the first table cell. When selecting a column or a table, the first click selects only the data in the column or table. If you click a second time, you add the headers to the selection.

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Excel 159

Excel 2016

Module 7 Learning Outcomes • Find data in a table • Replace data in a table

STEPS

Find and Replace Table Data From time to time, you need to locate specific records in your table. You Y can use the Excel Find feature to search your table for the information you need. You Y can also use the Replace feature to locate and replace existing entries or portions of entries with information you specify. If you don’t know the exact spelling of the text you are searching for, for you can use wildcards to help locate the records. Wildcards are special symbols that substitute for unknown characters. CASE Because the Sumatran Orangutans are critically endangered, Mary wants you to replace “Orangutan” with “Sumatran Orangutan” to avoid confusion with last year’s Borneo projects. She also wants to know how many Cheetah projects are scheduled for the year. You begin by searching for records with the text “Cheetah”.

A1

Home tab

in the Editing

The Find and Replace dialog box opens, as shown in FIGURE 7-10. In the Find what text box, you enter criteria that specify the records you want to find. You want to search for records whose Project field contains the label “Cheetah”.

2. Type A4 is the active cell because it is the first instance of Cheetah in the table.

There are seven Cheetah projects. The Find and Replace dialog box opens with the Replace tab selected and “Cheetah” in the Find what text box, as shown in FIGURE 7-11. You will search for entries containing “Orangutan” and replace them with “Sumatran Orangutan”. To save time, you will use the asterisk ( * ) wildcard to help you locate the records containing Orangutan.

Or* , then type Sumatran Orangutan

QUICK TIP You can also use the question mark ( ) wildcard to represent any single character. For example, using “to ” as your search text would only find 3-letter words beginning with “to”, such as “top” and “tot”; it would not find “tone” or “topography”.

The asterisk ( * ) wildcard stands for one or more characters, meaning that the search text “Or*” will find words such as “orange”, “cord”, and “for”. Because you notice that there are other table entries containing the text “or” with a lowercase “o” (Coral Reef), you need to make sure that only capitalized instances of the letter “O” are replaced.

Options >>

Options =

Greater than or equal to

> = 5 0 0

Value is 500 or greater


=8/1/2018, then click elsewhere in the grid, as shown in FIGURE 6-9 Criteria in one row do not affect criteria in another row. Therefore, to select only those trips that start on or after 8/1/2018, you must put the same TripStartDate criterion in both rows of the query design grid.

4. Click

to return to Datasheet View

The resulting datasheet selects 8 records, as shown in FIGURE 6-10. When no sort order is applied, the records are sorted by the primary key field of the first table in the query (in this case, TripNo, which is not selected for this query). All of the records have a Category of Eco or Service and a TripStartDate value greater than or equal to 8/1/2018.

5. Save and close the EcoServiceAugust2018 query The R2G-6.accdb Navigation Pane displays the three queries you created plus the RevByState query that was already in the database.

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FIGURE 6-9: Entering OR criteria on different rows

OR criteria are entered on different rows

“or” row

FIGURE 6-10: Datasheet for EcoServiceAugust2018 query

All records have a TripStartDate on or after 8/1/2018 AND are in the Eco or Service Category

Access 2016

Using wildcard characters in query criteria To search for a pattern, use a wildcard character to represent any character in the criteria entry. Use a question mark ( ? ) to search for any single character, and an asterisk ( * ) to search for any number of characters. Wildcard characters

are often used with the Like operator. For example, the criterion Like “10 2017” finds all dates in October of 2017, and the criterion Like “F ” finds all entries that start with the letter F.

Copyright 2017 Cengage Learning. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part. WCN 02-200-203

Access 145

Access 2016

Module 6 Learning Outcomes • Create calculated fields in queries • Define functions and expressions

STEPS

Create Calculated Fields A calculated field is a field of data that can be created based on the values of other fields. For example, you can calculate the value for a discount, commission, or tax amount by multiplying the value of the Sales field by a percentage. To T create a calculated field, define it in Query Design View using an expression that describes the calculation. An expression is a combination of field names, operators (such as , , , and ), and functions that result in a single value. A function is a predefined formula that returns a value such as a subtotal, count, average, or the current date. See TABLE 6-2 for more information on arithmetic operators and TABLE 6-3 for more information on functions. CASE Julia Rice asks you to find the number of days between the sale date and the trip start date. TTo determine this information, you create a calculated field called DaysToTrip that subtracts the SaleDate from the TripStartDate. You create another calculated field to determine the down payment amount for each trip sale.

1. Click the Create tab on the Ribbon, click the Query Design button, double-click Trips, double-click Sales, then click Close in the Show Table dialog box First, you add the fields to the grid that you want to display in the query. QUICK TIP Drag the bottom edge of the Trips field list down to display all fields.

QUICK TIP To display a long entr in a field cell, entry right-click the cell, then click Zoom.

TROUBLE Field names in expressions are surrounded by [square brackets] not curly braces and not (parentheses).

2. Double-click the TripName field, double-click the TripStartDate field, double-click the Price field, then double-click the SaleDate field You create a calculated field in the Field cell of the design grid by entering a new descriptive field name followed by a colon, followed by an expression. Field names used in an expression must be surrounded by square brackets.

3. Click the blank Field cell in the fifth column, type DaysToTrip:[TripStartDate]-[SaleDate], then drag the pointer on the right edge of the fifth column selector to the right to display the entire entry You create another calculated field to determine the down payment for each sale, which is calculated as 10% of the Price field.

4. Click the blank Field cell in the sixth column, type DownPayment:[Price]*0.1, then widen the column, as shown in FIGURE 6-11 You view the datasheet to see the resulting calculated fields.

5. Click the View button , press [Tab], type 7/20/18 in the TripStartDate field for the first record, press [Tab], type 1000 in the Price field for the first record, then press [ ] A portion of the resulting datasheet, with two calculated fields, is shown in FIGURE 6-12. The DaysToTrip field is automatically recalculated, showing the number of days between the SaleDate and the TripStartDate. The DownPayment field is also automatically recalculated, multiplying the Price value by 10%.

6. Click the Save button on the Quick Access Toolbar, type TripCalculations in the Save As dialog box, click OK, then close the datasheet

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Calculated field names are followed by a colon FIGURE 6-11: Creating calculated fields

Calculations are determined by expressions that follow the colon

Drag the column separator to widen the column

FIGURE 6-12: Viewing and testing calculated fields

DownPayment equals Price * 10% DaysToTrip equals the days between the SaleDate and TripStartDate

Updated to 7/20/18

Updated to $1000

TABLE 6-2: Arithmetic operators

operator

description

+

Addition

–

Subtraction

*

Multiplication

/

Division

^

Exponentiation

function

sample expression and description

DATE

DATE()-[BirthDate] Calculates the number of days between today and the date in the BirthDate field; Access expressions are not case sensitive, so DATE()-[BirthDate] is equivalent to date()-[birthdate] and DATE()-[BIRTHDATE]; therefore, use capitalization in expressions in any way that makes the expression easier to read

PMT

PMT([Rate],[Term],[Loan]) Calculates the monthly payment on a loan where the Rate field contains the monthly interest rate, the Term field contains the number of monthly payments, and the Loan field contains the total amount financed

LEFT

LEFT([LastName],2) Returns the first two characters of the entry in the LastName field

RIGHT

RIGHT([PartNo],3) Returns the last three characters of the entry in the PartNo field

LEN

LEN([Description]) Returns the number of characters in the Description field

Copyright 2017 Cengage Learning. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part. WCN 02-200-203

Access 2016

TABLE 6-3: Common functions

Access 147

Access 2016

Module 6 Learning Outcomes • Create a summary quer query • Define aggregate functions

Build Summary Queries A summary query calculates statistics for groups of records. To T create a summary summar query, quer you add the Total row to the query quer design grid to specify how you want to group and calculate the records using aggregate functions. Aggregate functions calculate a statistic such as a subtotal, count, or average on a field in a group of records. Some aggregate functions, such as Sum or Avg A (Average), (A work only on fields with Number or Currency data types. Other functions, such as Min (Minimum), Max (Maximum), or Count, also work on Short Text T fields. TABLE 6-4 provides more information on aggregate functions. A key difference between the statistics displayed by a summary summar query quer and those displayed by calculated fields is that summary summar queries provide calculations that describe a group of records, whereas calculated fields provide a new field of information for each record. CASE Julia Rice asks you to calculate total sales for each trip categor category. You build a summary query to provide this information.

STEPS QUICK TIP In Query Design View drag a table View, from the Navigation Pane to add it to the quer the query.

1. Click the Create tab on the Ribbon, click the Query Design button, double-click Sales, double-click Trips, then click Close in the Show Table dialog box It doesn’t matter in what order you add the field lists to Query Design View, but it’s important to move and resize the field lists as necessary to clearly see all field names and relationships.

2. Double-click the Category field in the Trips field list, double-click the Price field in the Trips field list, double-click the SalesNo field in the Sales field list, then click the to view the datasheet View button One hundred and one records are displayed, representing all 101 records in the Sales table. You can add a Total row to any datasheet to calculate grand total statistics for that datasheet.

3. Click the Totals button in the Records group, click the Total cell below the Price field, click the Total list arrow arrow, click Sum, then use to widen the Price column to display the entire total The Total row is added to the bottom of the datasheet and displays the sum total of the Price field, $129,550. Other Total row statistics you can select include Average, Count, Maximum, Minimum, Standard Deviation, and Variance. To create subtotals per Category, you need to modify the query in Query Design View.

4. Click the View button to return to Query Design View, click the Totals button in the Show/Hide group, click Group By in the Price column, click the list arrow arrow, click Sum, click Group By in the SalesNo column, click the list arrow arrow, then click Count The Total row is added to the query grid below the Table row. To calculate summary statistics for each category, the Category field is the Group By field, as shown in FIGURE 6-13. With the records grouped together by Category, you subtotal the Price field using the Sum operator to calculate a subtotal of revenue for each Category of trip sales and count the SalesNo field using the Count operator to calculate the number of sales in each category.

TROUBLE To delete or rename any object, close it, then right-click it in the Navigation Pane and click Delete or Rename on the shortcut menu.

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5. Click to display the datasheet, widen each column as necessary to view all field names, click in the Total row for the SumOfPrice field, click the list arrow arrow, click Sum, then click another row in the datasheet to remove the selection The Eco category leads all others with a count of 42 sales totaling $47,450. The total revenue for all sales is still $129,550, as shown in FIGURE 6-14, but now each record represents a subtotal for each Category instead of an individual sale.

6. Click the Save button close the datasheet

on the Quick Access Toolbar, type CategorySales, click OK, then

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FIGURE 6-13: Summary query in Design View

Total row is added to query grid

Group the records together within the same Category

Subtotal the Price field with the Sum function

Count the number of records with the Count function

FIGURE 6-14: Summary query datasheet

Group By the Category field

Count the SalesNo field Sum the Price field

Grand total for the Price field

Access 2016

TABLE 6-4: Aggregate functions

aggregate function

used to find the

Sum

Total of values in a field

Avg

Average of values in a field

Min

Minimum value in a field

Max

Maximum value in a field

Count

Number of values in a field (not counting null values)

StDev

Standard deviation of values in a field

Var

Variance of values in a field

First

Field value from the first record in a table or query

Last

Field value from the last record in a table or query

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Access 2016

Module 6 Learning Outcomes • Create a crosstab quer query • Describe the Find Duplicates and Find Unmatched Quer Wizards Query

Build Crosstab Queries A crosstab query subtotals one field by grouping records using two other fields that are placed in the column heading and row heading positions. You Y can use the Crosstab Query Wizard to guide you through the steps of creating a crosstab query, or you can build the crosstab query from scratch using Query Design View. CASE Julia Rice asks you to continue your analysis of prices per categor category by summarizing the price values for each trip within each category. A crosstab query works well for this request because you want to subtotal the Price field as summarized by two other fields, TripName and Category.

STEPS 1. Click the Create tab on the Ribbon, click the Query Design button, double-click Trips, double-click Sales, then click Close in the Show Table dialog box The fields you need for your crosstab query come from the Trips table, but you also need to include the Sales table in this query to select trip information for each record (sale) in the Sales table.

2. Double-click the TripName field, double-click the Category field, then double-click the Price field The first step in creating a crosstab query is to create a select query with the three fields you want to use in the crosstabular report.

3. Click the View button click the View button

to review the unsummarized datasheet of 101 records, then to return to Query Design View

To summarize these 101 records in a crosstabular report, you need to change the current select query into a crosstab query.

4. Click the Crosstab button in the Query Type group Note that two new rows are added to the query grid—the Total row and the Crosstab row. The Total row helps you determine which fields group or summarize the records, and the Crosstab row identifies which of the three positions each field takes in the crosstab report: Row Heading, Column Heading, or Value. The Value field is typically a numeric field, such as Price, that can be summed or averaged.

5. Click the Crosstab cell for the TripName field, click the list arrow arrow, click Row Heading, click the Crosstab cell for the Category field, click the list arrow arrow, click Column Heading, click the Crosstab cell for the Price field, click the list arrow arrow, click Value, click Group By in the Total cell of the Price field, click the list arrow arrow, then click Sum The completed Query Design View should look like FIGURE 6-15. Note the choices made in both the Total and Crosstab rows of the query grid.

6. Click

to review the crosstab datasheet

The final crosstab datasheet is shown in FIGURE 6-16. The datasheet summarizes all 101 sales records by the Category field used as the column headings and by the TripName field used in the row heading position. Although you can switch the row and column heading fields without changing the numeric information on the crosstab datasheet, you should generally place the field with the most entries (in this case, TripName has more values than Category) in the row heading position so that the printout is taller than it is wide.

7. Click the Save button on the Quick Access Toolbar, type TripCrosstab as the query name, click OK, then close the datasheet Crosstab queries appear with a crosstab icon to the left of the query name in the Navigation Pane.

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FIGURE 6-15: Query Design View of crosstab query

Sum Total row

Crosstab row

Row Heading

Column Heading

Value

FIGURE 6-16: Crosstab query datasheet

Category field values are column headings

Price field values are subtotaled

TripName field values are row headings

Access 2016

Using query wizards Four query wizards are available to help you build queries including the Simple (which creates a select query), Crosstab, Find Duplicates, and Find Unmatched Query Wizards. Use the Find Duplicates Query Wizard to determine whether a table contains

duplicate values in one or more fields. Use the Find Unmatched Query Wizard to find records in one table that do not have related records in another table. To use the query wizards, click the Query Wizard button on the Create tab.

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Access 2016

Module 6 Learning Outcomes • Create a report on a query • Modify a report’s Record Source property

Create a Report on a Query When you want a more professional printout of the information than can be provided by a query quer datasheet, you use a report object. By first selecting the fields and records you want in a query quer and then basing the report on that query, quer you can easily add new fields and calculations to the report by adding them to the underlying query. quer When you base a report on a query, quer the query quer name is identified in the Record Source property of the report. CASE Julia Rice asks you to create a report to subtotal the revenue for each trip.

STEPS 1. Double-click the RevByState query in the Navigation Pane to open its datasheet The RevByState query contains the customer state, trip name, and price of each trip sold. Analyzing which trips are the most popular in various states will help focus marketing expenses. Creating a query to select the fields and records needed on a report is the first step in creating a report that can be easily modified later.

2. Close the RevByState query query, click the Create tab on the Ribbon, click the Report Wizard to select all fields in the RevByState query, then button, click the Select All button click Next The Report Wizard wants to group the records by the State field. This is also how you want to analyze the data. QUICK TIP You may want to name a query and the report based on that quer the same to query organize your objects.

QUICK TIP You can also doubleclick the report selector button to open the Property Sheet for the report.

TROUBLE If the RevByState quer opens in SQL query View right-click the View, RevByState tab and click Design View.

3. Click Next, click TripName, then click the Select Field button to add the TripName field as a second grouping level, click Next, click Next to not choose any sort orders, click Next to accept a Stepped layout and Portrait orientation, type Revenue by State as the title for the report, then click Finish The report lists each trip sold within each state as many times as it has been sold. You decide to add the name of the customers who have purchased these trips to the report. First, you will need to add them to the RevByState query. Given that the Revenue by State report is based on the RevByState query, you can access the RevByState query from Report Design View of the Revenue by State report.

4. Right-click the Revenue by State tab, click Design View View, close the Field List if it is open, then click the Property Sheet button in the Tools group on the Design tab The Property Sheet for the Revenue by State report opens.

5. Click the Data tab in the Property Sheet, click RevByState in the Record Source property, , as shown in FIGURE 6-17 then click the Build button The RevByState query opens in Query Design View.

6. Double-click the FName field, double-click the LName field, click the Close button on the Design tab, then click Yes when prompted to save the changes Now that the FName and LName fields have been added to the RevByState query, they are available to the report.

TROUBLE Close the query Property Sheet if it remains open.

TROUBLE The number in the default caption of the label such as Text13 varies based on previous activity in the report.

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7. Click the Design tab on the Ribbon, click the Text Box button , click to the left of the Price text box in the Detail section, click the Text13 label, press [Delete], click Unbound in the text box, type =[FName] &” “&[LName], then press [Enter] You could have added the FName and LName fields directly to the report but the information looks more professional as the result of one expression that calculates the entire name.

8. Switch to Layout View View, resize the new text box as shown in FIGURE 6-18 to see the entire name, save and close the Revenue by State report, close the R2G-6.accdb database, then exit Access

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FIGURE 6-17: Modifying a query from the Record Source property

Report selector button

Property Sheet Selection type: Report

Report Source property

Build button Data tab

FIGURE 6-18: Final State Revenue Report

Resize the text box with the full name as needed

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Practice Concepts Review Identify each element of Query Design View shown in FIGURE 6-19. FIGURE 6-19

1 6 2

3

4

5

Match each term with the statement that best describes it. 7. 8. 9. 10. 11. 12.

AND criteria OR criteria Record Source Select query Wildcard character Sorting

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a. Placing the records of a datasheet in a certain order b. Entered on more than one row of the query design grid c. Report property that determines what fields and records the report will display d. Asterisk ( * ) or question mark ( ? ) used in query criteria e. Retrieves fields from related tables and displays records in a datasheet f. Entered on one row of the query design grid

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Select the best answer from the list of choices.

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Access 2016

13. The query datasheet can best be described as a: a. Logical view of the selected data from underlying tables. b. Duplication of the data in the underlying table’s datasheet. c. Separate file of data. d. Second copy of the data in the underlying tables. 14. Queries may not be used to: a. Calculate new fields of data. b. Enter or update data. c. Set the primary key field for a table. d. Sort records. 15. When you update data in a table that is also selected in a query: a. Y You must relink the query to the table to refresh the data. b. The updated data is automatically displayed in the query. c. Y You must also update the data in the query datasheet. d. Y You can choose whether to update the data in the query. 16. Which of the following is not an aggregate function available to a summary query? a. Avg A c. Subtotal b. Count d. Max 17. The order in which records in a query are sorted is determined by: a. The order in which the fields are defined in the underlying table. b. The importance of the information in the field. c. The alphabetic order of the field names. d. The left-to-right position of the fields in the query design grid that contain a sort order choice. 18. A crosstab query is generally constructed with how many fields? a. 1 c. 3 b. 2 d. More than 5 19. In a crosstab query, which field is the most likely candidate for the Value position? a. FName c. Department b. Cost d. Country 20. Which property determines the fields and records available to a report? a. Field List c. Data b. Underlying Query d. Record Source

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Skills Review 1. Create multitable queries. a. Start Access and open the Service-6.accdb database from the location where you store your Data Files, then enable content if prompted. b. Create a new select query in Query Design View using the Names and Zips tables. c. Add the following fields to the query design grid in this order: • FirstName and LastName from the Names table • City, State, and Zip from the Zips table d. In Datasheet View, replace the LastName value in the Martha Robison record with your last name. e. Save the query as MemberList, print the datasheet if requested by your instructor, then close the query. 2. Apply sorts and view SQL. a. Open the MemberList query in Query Design View. b. Drag the FirstName field from the Names field list to the third column in the query design grid to make the first three fields in the query design grid FirstName, LastName, and FirstName. c. Add an ascending sort to the second and third fields in the query design grid, and uncheck the Show check box in the third column. The query is now sorted in ascending order by LastName, then by FirstName, though the order of the fields in the resulting datasheet still appears as FirstName, LastName. d. Click the File tab, click Save As, then use Save Object As to save the query as SortedMemberList. View the datasheet, print the datasheet if requested by your instructor, then close the SortedMemberList query. 3. Develop AND criteria. a. Right-click the SortedMemberList query in the Navigation Pane, click Copy, right-click a blank spot in the Navigation Pane, click Paste, then type KansasB as the name for the new query. b. Open the KansasB query in Design View, then type B* (the asterisk is a wildcard) in the LastName field Criteria cell to choose all people whose last name starts with B. Access assists you with the syntax for this type of criterion and enters Like "B*" in the cell when you click elsewhere in the query design grid. c. Enter KS as the AND criterion for the State field. Be sure to enter the criterion on the same line in the query design grid as the Like "B*" criterion. d. View the datasheet. It should select only those people from Kansas with a last name that starts with the letter B. e. Enter your hometown in the City field of the first record to uniquely identify the printout. f. Save the KansasB query, print the datasheet if requested by your instructor, then close the KansasB query. 4. Develop OR criteria. a. Right-click the KansasB query in the Navigation Pane, click Copy, right-click a blank spot in the Navigation Pane, click Paste, then type KansasBC as the name for the new query. b. Open the KansasBC query in Design View, then enter C* in the second Criteria row (the or row) of the LastName field. c. Enter KS as the criterion in the second Criteria row (the or row) of the State field so that those people from KS with a last name that starts with the letter C are added to this query. d. View the datasheet. It should select only those people from Kansas with a last name that starts with the letter B or C. Print the datasheet if requested by your instructor, then save and close the query. 5. Create calculated fields. a. Create a new select query in Query Design View using only the Names table. b. Add the following fields to the query design grid in this order: FirstName, LastName, Birthday. c. Create a calculated field called Age in the fourth column of the query design grid by entering the expression: Age: Int((Now()-[Birthday])/365) to determine the age of each person in years based on the information in the Birthday field. The Now() function returns today’s date. Now()-[Birthday] determines the number of days a person has lived. Dividing that value by 365 determines the number of years a person has lived. The Int() function is used to return the integer portion of the answer. So if a person has lived 23.5 years, Int(23.5) = 23. Access 156

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Skills Review (continued) d. Sort the query in descending order on the calculated Age field. e. Save the query with the name AgeCalc, view the datasheet, print the datasheet if requested by your instructor, then close the query. 6. Build summary queries. a. Create a new select query in Query Design View using the Names and Activities tables. b. Add the following fields: FirstName and LastName from the Names table, and Hours from the Activities table. c. Add the Total row to the query design grid, then change the aggregate function for the Hours field from Group By to Sum. d. Sort in descending order by Hours. e. Save the query as HoursSum, view the datasheet, widen all columns so that all data is clearly visible, print the datasheet if requested by your instructor, then save and close the query. 7. Build crosstab queries. a. Use Query Design View to create a select query with the City and State fields from the Zips table and the Dues field from the Names table. Save the query as DuesCrosstab, then view the datasheet. b. Return to Query Design View, then click the Crosstab button to add the Total and Crosstab rows to the query design grid. c. Specify City as the crosstab row heading, State as the crosstab column heading, and Dues as the summed value field within the crosstab datasheet. d. View the datasheet as shown in FIGURE 6-20, print the datasheet if requested by your instructor, then save and close the DuesCrosstab query. FIGURE 6-20

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Skills Review (continued) 8. Create a report on a query. a. Use the Report Wizard to create a report on all of the fields of the SortedMemberList query. View the data by Names, add State as a grouping level, add LastName then FirstName as the ascending sort orders, use a Stepped layout and Landscape orientation, then title the report Members by State. b. In Design View, open the Property Sheet for the report, then open the SortedMemberList query in Design View using the Build button on the Record Source property. c. Add the Birthday field to the SortedMemberList query then close the query. d. To the left of the LastName field in the Detail section, add a text box bound to the Birthday field. ((Hint: Type Birthday in place of Unbound or modify the text box’s Control Source property to be Birthday.) Delete the label that is automatically created to the left of the text box. e. In Layout View, resize the City and Zip columns so that all data is clearly visible, as shown in FIGURE 6-21. Be sure to preview the report to make sure it fits on the paper. f. If requested by your instructor, print the first page of the Members by State report, save and close it, close the Service-6.accdb database, then exit Access. FIGURE 6-21

Independent Challenge 1 As the manager of a music store’s instrument rental program, you have created a database to track rentals to elementary through high school students. Now that several rentals have been made, you want to query the database and produce different datasheet printouts to analyze school information. a. Start Access and open the Music-6.accdb database from the location where you store your Data Files, then enable content if prompted. b. In Query Design View, create a query with the following fields in the following order: • SchoolName field from the Schools table • RentalDate field from the Rentals table • Description field from the Instruments table ( (Hint : Although you don’t use any fields from the Students table, you need to add the Students table to this query to make the connection between the Schools table and the Rentals table.) c. Sort in ascending order by SchoolName, then in ascending order by RentalDate. d. Save the query as SchoolActivity, view the datasheet, replace Lincoln Elementary with your elementary school name, print the datasheet if requested by your instructor, then close the datasheet. e. Copy and paste the SchoolActivity query as SchoolSummary, then open the SchoolSummary query in Query Design View.

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Independent Challenge 1 (continued) f. Modify the SchoolSummary query by deleting the Description field. Use the Totals button to group the records by SchoolName and to count the RentalDate field. Print the datasheet if requested by your instructor, then save and close the SchoolSummary query. g. Create a crosstab query named SchoolCrosstab based on the SchoolActivity query. ((Hint: Select the SchoolActivity query in the Show Table dialog box.) Use Description as the column heading position and SchoolName in the row heading position. Count the RentalDate field. h. View the SchoolCrosstab query in Datasheet View. Resize each column to best fit the data in that column, then print the datasheet if requested by your instructor. Save and close the SchoolCrosstab query. i. Copy and paste the SchoolActivity query as HSRentals. Modify the HSRentals query in Query Design View so that only those schools with the words “High School” in the SchoolName field are displayed. ((Hint: You have to use wildcard characters in the criteria.) j. View the HSRentals query in Datasheet View, print it if requested by your instructor, then save and close the datasheet. k. Close the Music-6.accdb database, then exit Access.

Independent Challenge 2 As the manager of a music store’s instrument rental program, you have created a database to track rentals to elementary through high school students. You can use queries to analyze customer and rental information.

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Access 2016

a. Start Access and open the Music-6.accdb database from the location where you store your Data Files, then enable content if prompted. b. In Query Design View, create a query with the following fields in the following order: • Description and MonthlyFee fields from the Instruments table • LastName, Zip, and City fields from the Students table ( (Hint : Although you don’t need any fields from the Rentals table in this query’s datasheet, you need to add the Rentals table to this query to make the connection between the Customers table and the Instruments table.) c. Add the Zip field to the first column of the query grid, and specify an ascending sort order for this field. Uncheck the Show check box for the first Zip field so that it does not appear in the datasheet. d. Add an ascending sort order to the Description field. e. Save the query as RentalsByZipCode. f. View the datasheet, replace Johnson with your last name in the LastName field, print the datasheet if requested by your instructor, then save and close the datasheet. (Note: If you later view this query in Design View, note that Access changes the way the sort orders are specified but in a way that gives you the same results in the datasheet.) g. In Query Design View, create a query with the following fields in the following order: • Description and MonthlyFee fields from the Instruments table • LastName, Zip, and City fields from the Students table ( (Hint : You’ll need to add the Rentals table.) h. Add criteria to find the records where the Description is equal to cello. Sort in ascending order based on the Zip then City fields. Save the query as Cellos, view the datasheet, print it if requested by your instructor, then close the datasheet. i. Copy and paste the Cellos query as CellosAndAnkeny, then modify the CellosAndAnkeny query with AND criteria to further specify that the City must be Ankeny. View the datasheet, print it if requested by your instructor, then save and close the datasheet.

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Independent Challenge 2 (continued) j. Copy and paste the CellosAndAnkeny query as CellosOrAnkeny, then modify the CellosOrAnkeny query so that all records with a Description equal to Cello or a City value of Ankeny are selected. View the datasheet, print it if requested by your instructor, then save and close the datasheet. k. Close the MusicStore-6.accdb database, then exit Access.

Independent Challenge 3 As a real estate agent, you use an Access database to track residential real estate listings in your area. You can use queries to answer questions about the real estate properties and to analyze home values. a. Start Access and open the LakeHomes-6.accdb database from the location where you store your Data Files, then enable content if prompted. b. In Query Design View, create a query with the following fields in the following order: • AgencyName from the Agencies table • RFirst and RLast from the Realtors table • SqFt and Asking from the Listings table c. Sort the records in descending order by the SqFt field. d. Save the query as BySqFt, view the datasheet, enter your last name instead of Schwartz for the listing with the largest SqFt value, then print the datasheet if requested by your instructor. e. In Query Design View, modify the BySqFt query by creating a calculated field that determines price per square foot. The new calculated field’s name should be PerSqFt, and the expression should be the asking price divided by the square foot field, or [Asking]/[SqFt]. f. Remove any former sort orders, sort the records in descending order based on the PerSqFt calculated field, and view the datasheet. Save and close the BySqFt query. ###### means the data is too wide to display in the column. You can make the data narrower and also align it by applying a Currency format. g. Reopen the BySqFt query in Query Design View, right-click the calculated PerSqFt field, click Properties, then change the Format property to Currency. View the datasheet, print it if requested by your instructor, then save and close the BySqFt query. h. Copy and paste the BySqFt query as CostSummary. i. In Design View of the CostSummary query, delete the RFirst, RLast, and SqFt fields. j. View the datasheet, then change the Big Cedar Realtors agency name to your last name followed by Realtors. k. In Design View, add the Total row, then sum the Asking field and use the Avg (Average) aggregate function for the PerSqFt calculated field. l. In Datasheet View, add the Total row and display the sum of the SumOfAsking field. Widen all columns as needed, as shown in FIGURE 6-22. m. If requested by your instructor, print the CostSummary query, then save and close it. n. Close the LakeHomes-6.accdb database, then exit Access. FIGURE 6-22

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Independent Challenge 4: Explore You’re working with the local high school guidance counselor to help her with an Access database used to manage college scholarship opportunities. You help her with the database by creating several queries. (Note: To complete this Independent Challenge, make sure you are connected to the Internet.)

FIGURE 6-23

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Access 2016

a. Start Access, open the Scholarships-6.accdb database from the location where you store your Data Files, then enable content if prompted. b. Conduct research on the Internet or at your school to find at least five new scholarships relevant to your major, and enter them into the Scholarships table. c. Conduct research on the Internet or at your school to find at least one new scholarship relevant to a Computer Science major, and enter the two records into the Scholarships table. Enter Computer Science in the Major field. d. Create a query called ComputerScience that displays all fields from the Scholarships table and selects all records with a Computer Science major. If requested by your instructor, print the ComputerScience query then save and close it. e. Copy and paste the ComputerScience query as BusinessOrCS. Add OR criteria to the BusinessOrCS query to add all scholarships in the Business major to the existing scholarships in the Computer Science major. If requested by your instructor, print the BusinessOrCS query then save and close it. f. Create a new query that selects the ScholarshipName, DueDate, and Amount from the Scholarships table, and sorts the records in ascending order by DueDate, then descending order by Amount. Name the query AllScholarshipsByDueDate. If requested by your instructor, print the AllScholarshipsByDueDate query then save and close it. g. Use the Report Wizard to create a report on the AllScholarshipsByDueDate query, do not add any grouping levels or additional sort orders, use a Tabular layout and a Portrait orientation, and title the report All Scholarships by Due Date. h. In Design View of the All Scholarships by Due Date report, open the Property Sheet, and use the Record Source Build button to open the AllScholarshipsByDueDate query in Design View. Add the Major field to the query, save and close it. i. In Report Design View, open the Group, Sort, and Total pane, add the Major field as a grouping field. Add DueDate as a sort order from newest to oldest, then add Amount as a sort field from largest to smallest. j. Add a text box to the Major Header section, and bind it to the Major field. ((Hint: Type Major in place of Unbound or modify the text box’s Control Source property to be Major.) Delete the label that is automatically created to the left of the text box. Preview the report, modify the ScholarshipName and DueDate labels in the Page Header section to show spaces between the words, and move and resize any controls as needed to match FIGURE 6-23. Print the report if requested by your instructor. k. Save and close the All Scholarships by Due Date report, close the Scholarships-6.accdb database, then exit Access.

Access 161

Visual Workshop Open the Training-6.accdb database from the location where you store your Data Files, then enable content if prompted. In Query Design View, create a new select query with the DeptName field from the Departments table, the CourseCost field from the Courses table, and the Description field from the Courses table. ((Hint: You will also have to add the Employees and Enrollments tables to Query Design View to build relationships from the Departments table to the Courses table.) Save the query with the name DeptCrosstab, then display it as a crosstab query, as shown in FIGURE 6-24. Print the DeptCrosstab query if requested by your instructor, save and close it, then close the Training-6.accdb database. FIGURE 6-24

Access 162

Copyright 2017 Cengage Learning. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part. WCN 02-200-203

Access 2016 Module 7

Enhancing Forms Julia Rice wants to improve the usability of the forms in the Reason 2 Go database. You will build and improve forms by working with subforms, combo boxes, option groups, and command buttons to enter, find, and filter data.

CASE

Module Objectives After completing this module, you will be able to: • Use Form Design View

• Add a combo box to find records

• Add subforms

• Add command buttons

• Align control edges

• Add option groups

• Add a combo box for data entry

• Add tab controls

Files You Will Need R2G-7.accdb Service-7.accdb Music-7.accdb

LakeHomes-7.accdb Scholarships-7.accdb Baseball-7.accdb

Copyright 2017 Cengage Learning. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part. WCN 02-200-203

Access 2016

Module 7 Learning Outcomes • Create a form in Form Design View • Modify the Record Source property • Add fields to a form with the Field List

STEPS

Use Form Design View A form is a database object designed to make data easy to find, enter, and edit. You create forms by using controls, such as labels, text boxes, combo boxes, and command buttons, which help you manipulate data more quickly and reliably than working in a datasheet. A form that contains a subform allows you to work with related records in an easy-to-use screen arrangement. For example, using a form/subform combination, you can display customer data and all of the orders placed by that customer at the same time. Design View of a form is devoted to working with the detailed structure of a form. The purpose of Design View is to provide full access to all of the modifications you can make to the form. CASE Julia Rice asks you to create a customer entry form. You create this form from scratch in Form Design View.

1. Start Access, then open the R2G-7.accdb database from the location where you store your Data Files, enable content if prompted, click the Create tab on the Ribbon, then click the Form Design button in the Forms group A blank form is displayed in Design View. Your first step is to connect the blank form to an underlying record source, a table or query that contains the data you want to display on the form. The fields in the record source populate the Field List, a small window that lists the fields in the record source. The Customers table should be the record source for the CustomerEntry form. QUICK TIP Click the Build button in the Record Source property to build or edit a quer query as the record source for a form.

2. Double-click the form selector button to open the form’s Property Sheet, click the Data tab in the Property Sheet, click the Record Source list arrow arrow, then click Customers The Record Source property lists all existing tables and queries, or you could use the Build button to create a query for the form. With the record source selected, you’re ready to add controls to the form. Recall that bound controls, such as text boxes and combo boxes, display data from the record source, and unbound controls, such as labels and lines, clarify information.

3. Click the Add Existing Fields button in the Tools group to open the Field List, click CustNo in the Field List, press and hold [Shift], click FirstContact in the Field List, then drag the selection to the form at about the 1" mark on the horizontal ruler The fields of the Customers table are added to the form, as shown in FIGURE 7-1. The FirstContact field is added as a combo box because it has Lookup properties. The other fields are text boxes except for the Photo field, which is inserted as an Attachment control given the Photo field has an Attachment data type. Labels are created for each bound control and are captioned with the field name. You can rearrange the controls by moving them. QUICK TIP In a column of controls, labels are on the left and text boxes are on the right.

TROUBLE If your form doesn’t look like FIGURE 7-2, switch to Design View to fix it.

Access 164

4. Click the form to deselect all controls, click the Street text box, press and hold [Ctrl], click the City, City State, Zip, and Phone text boxes as well as the FirstContact combo box to add them to the selection, then release [Ctrl] Selected controls will move as a group.

5. Use the pointer to drag the selected controls up and to the right of the name to switch to Form View controls, then click the View button The new form in Form View is shown in FIGURE 7-2. You will improve and enhance it in later lessons.

6. Click the Save button on the Quick Access Toolbar, type CustomerEntry as the form name, click OK, then close the CustomerEntry form

Enhancing Forms Copyright 2017 Cengage Learning. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part. WCN 02-200-203

FIGURE 7-1: Adding fields in Form Design View

Form selector button

1" mark on the horizontal ruler Field List

Add Existing Fields button

Attachment control

Text boxes

Labels

Combo box

FIGURE 7-2: New form in Form View

Text boxes

Labels

Attachment control

Access 2016

Zdenka Darula/Shutterstock.com

Combo box

Labels

Enhancing Forms Copyright 2017 Cengage Learning. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part. WCN 02-200-203

Access 165

Access 2016

Module 7 Learning Outcomes • Add a subform to a form • Resize columns in a subform • Define form layouts

Add Subforms A subform is a form within a form. The form that contains the subform is called the main form. A main form/subform combination displays the records of two tables that are related in a one-to-many relationship. The main form shows data from the table on the “one” side of the relationship, and the subform shows the records from the table on the “many” side of the relationship. CASE Julia asks you to add a subform to the CustomerEntry form to show related sales for each customer.

STEPS TROUBLE If the SubForm Wizard doesn’t start, click the More button in the Controls group, then click Use Control Wizards to toggle it on.

QUICK TIP To remove a form layout, you must work in Form Design View.

1. Open the CustomerEntry form in Design View, then close the Field List and Property Sheet if they are open You add new controls to a form by dragging fields from the Field List or selecting the control on the Design tab of the Ribbon.

2. Click the More button in the Controls group to view all of the form controls, click the Subform/Subreport button , then click below the Photo label in the form, as shown in FIGURE 7-3 The Subform Wizard opens to help you add a subform control to the form.

3. Click Next to use existing Tables and Queries as the data for the subform, click the , Tables/Queries list arrow arrow, click Query: SalesData, click the Select All Fields button click Next, click Next to accept the option Show SalesData for each record in Customers using CustNo, then click Finish to accept SalesData subform as the name for the new subform control A form layout is the general way that the data and controls are arranged on the form. By default, subforms display their controls in a columnar arrangement in Design View, but their Default View property is set to Datasheet. See TABLE 7-1 for a description of form layouts. The subform layout is apparent when you view the form in Form View.

TROUBLE You may need to shorten the subform to see its navigation bar in Form View.

QUICK TIP Double-click the line between field names to automatically adjust the width of the column to the widest field entry.

4. Click the View button to switch to Form View, then navigate to CustNo 6, Kristen Lang, who has purchased four different trips, as shown in the subform Sales information appears in the subform in a datasheet layout. As you move through the customer records of the main form, the information changes in the subform to reflect sales for each customer. The main form and subform are linked by the common CustNo field. Resize the columns of the subform to make the information easier to read.

5. Point to the line between field names in the subform and use the the column widths of the subform, as shown in FIGURE 7-4

pointer to resize

The CustomerEntry form now displays two navigation bars. The inside bar is for the subform records, and the outside bar is for the main form records.

6. Right-click the CustomerEntry form tab, click Close, then click Yes when prompted to save changes to both form objects

Linking the form and subform If the form and subform do not appear to be correctly linked, examine the subform’s Property Sheet, paying special attention to the Link Child Fields and Link Master Fields properties

Access 166

on the Data tab. These properties tell you which field serves as the link between the main form and subform.

Enhancing Forms Copyright 2017 Cengage Learning. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part. WCN 02-200-203

FIGURE 7-3: Adding a subform control

More button

SubForm Wizard

New subform control

FIGURE 7-4: CustomerEntry form and SalesData subform

Main form

Resize mouse pointer

stockyimages/Shutterstock.com

Navigation bar for main form

Access 2016

Subform Navigation bar for subform

TABLE 7-1: Form layouts

layout

description

Columnar

Default view for main forms; each field appears on a separate row with a label to its left

Tabular

Each field appears as an individual column, and each record is presented as a row

Datasheet

Default view for subforms; fields and records are displayed as they appear in a table or query datasheet

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Access 167

Access 2016

Module 7 Learning Outcomes • Select multiple controls together • Align the edges of controls

Align Control Edges Well-designed forms are logical, easy to read, and easy to use. Aligning the edges of controls can make a big difference in form usability. To align the left, right, top, or bottom edges of two or more controls, use the Align button on the Arrange tab of the Ribbon. CASE Julia Rice asks you to align and rearrange the controls in the main form to make it easier to read and to resize the Photo box so it is much larger.

STEPS QUICK TIP To select multiple controls, click the first control, then press and hold either [Ctrl] or [Shift] to add more controls to the selection.

1. Right-click the CustomerEntry form in the Navigation Pane, click Design View View, click the CustNo label in the main form, press and hold [Shift] while clicking the other labels in the first column, click the Arrange tab, click the Align button in the Sizing & Ordering group, then click Right Aligning the right edges of these labels makes them easier to read and closer to the data they describe.

2. Click the CustNo text box, press and hold [Shift] while clicking the other text boxes in the first column, then use the pointer to drag a middle-left sizing handle to the left Leave only a small amount of space between the labels in the first column and the bound controls in the second column, as shown in FIGURE 7-5.

3. Click the form to deselect the selected controls, press and hold [Shift] and click to select the six labels in the third column of the main form, click the Align button in the Sizing & Ordering group, then click Right With the main form’s labels and text boxes better sized and aligned, you decide to delete the Photo label and move and resize the Photo box to make it much larger. TROUBLE The Undo button will undo multiple actions in Form Design View.

4. Click the form to deselect any selected controls, click the Photo label, press [Delete], click the Photo box to select it, use the to move it to the upper-right corner of the form, use the pointer to drag the lower-left sizing handle to fill the space, right-click the CustomerEntry form tab, then click Form View to review the changes Use the subform to enter a new sale to Gracita Mayberry.

5. Click the SaleDate field in the second record of the subform, use the Calendar Picker to choose 8/1/18, press [Tab], enter 3 for the TripNo, then press [Tab] Once you identify the correct TripNo, the rest of the fields describing that trip are automatically added to the record. Continue to make additional enhancements in Form Design View as needed to match FIGURE 7-6.

6. Save and close the CustomerEntry form

Anchoring, margins, and padding Anchoring means to position and tie a control to other controls so they move or are resized together. The control margin is the space between the content inside the control and the outside border of the control. Control padding is the space between the outside borders Access 168

of adjacent controls. To apply anchoring, margins, or padding, work in Form Design View. Click the Arrange tab, select the control(s) you want to modify, and choose the Control Margins, Control Padding, or Anchoring buttons in the Position group.

Enhancing Forms Copyright 2017 Cengage Learning. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part. WCN 02-200-203

FIGURE 7-5: Aligning and resizing controls

Selected text boxes are resized

Right edge of labels are right-aligned

FIGURE 7-6: Updated CustomerEntry form

Text boxes are resized Photo is moved and resized

Right edge of labels are right-aligned

Zdenka Darula/Shutterstock.com

TripNo 3 pulls other trip data into subform from the Trips table

Enhancing Forms Copyright 2017 Cengage Learning. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part. WCN 02-200-203

Access 2016

SaleDate of 8/1/2018

Access 169

Access 2016

Module 7 Learning Outcomes • Add a combo box to a form • Modify combo box properties • Use a combo box for data entry

STEPS

Add a Combo Box for Data Entry If a finite set of values can be identified for a field, using a combo box instead of a text box control on a form allows the user to select a value from the list, which increases data entry accuracy and speed. Both the list box and combo box controls provide a list of values from which the user can choose an entry. A combo box also allows the user to type an entry from the keyboard; therefore, it is a “combination” of the list box and text box controls. You can create a combo box by using the Combo Box Wizard, or you can change an existing text box or list box into a combo box. Fields with Lookup properties are automatically created as combo boxes on new forms. Foreign key fields are also good candidates for combo boxes. CASE Julia Rice asks you to change the TripNo field in the subform of the CustomerEntry form into a combo box so that when a customer purchases a new trip, users can choose the trip from a list instead of entering the TripNo value from the keyboard.

1. Open the CustomerEntry form in Design View, click the TripNo text box in the subform to select it, right-click the TripNo text box, point to Change To on the shortcut menu, then click Combo Box Now that the control has been changed from a text box to a combo box, you need to populate the list with the appropriate values. QUICK TIP A brief description of the property appears in the status bar.

2. With the combo box still selected, click the Property Sheet button in the Tools group, click the Data tab in the Property Sheet, click the Row Source property box, then click the Build button Clicking the Build button for the Row Source property opens the Show Table dialog box and the Query Builder window, which allows you to select the field values you want to display in the combo box list. You want to select the TripNo and TripName fields for the list, which are both stored in the Trips table.

3. Double-click Trips, then click Close in the Show Table dialog box 4. Double-click TripNo in the Trips field list to add it to the query grid, double-click TripName, click the Sort list arrow for the TripName field, click Ascending, click the Close button on the Design tab, then click Yes to save the changes The beginning of a SELECT statement is displayed in the Row Source property, as shown in FIGURE 7-7. This is an SQL (Structured Query Language) statement and can be modified by clicking the Build button. If you save the query with a name, the query name will appear in the Row Source property. QUICK TIP The title bar of the Property Sheet identifies the name of the control with which you are currently working.

5. With the TripNo combo box still selected, click the Format tab in the Property Sheet, click the Column Count property property, change 1 to 2, click the Column Widths property property, type 0.5;2, click the List Width property and change Auto to 2.5, save the form, then display it in Form View Entering 0.5;2 sets the width of the first column to 0.5 inch and the width of the second column to 2 inches. To test the new combo box, you add another new sales record in the subform.

6. Move to the second record for CustNo 2, click the TripNo list arrow in the second record in the subform, scroll as needed and click TripID 9 Bikers for Ecology on the list, press [Tab], enter 9/1/18 as the SaleDate value, then press [Enter] The new record is entered as shown in FIGURE 7-8. Selecting a specific TripNo automatically fills in the correct TTrip fields for that TripNo number.

Access 170

Enhancing Forms Copyright 2017 Cengage Learning. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part. WCN 02-200-203

FIGURE 7-7: Changing the TripNo field to a combo box

Format tab

Data tab

SELECT SQL statement in Row Source property

TripNo field changed to combo box

FIGURE 7-8: Using the TripNo combo box to enter a new record

CustNo 2

Alberto Zornetta/Shutterstock.com

Access 2016

TripNo field now functions as a combo box

Choosing between a combo box and a list box The list box and combo box controls are very similar, but the combo box is more popular for two reasons. While both provide a list of values from which the user can choose to make an entry in a field, the combo box also allows the

user to make a unique entry from the keyboard (unless the Limit To List property is set to Yes). More important, however, is that most users like the drop-down list action however of the combo box.

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Access 171

Access 2016

Module 7 Learning Outcomes • Add a combo box to find records • Modify the Row Source property • Search for data with a combo box

Add a Combo Box to Find Records Most combo boxes are used to enter data; however, you can also use a combo box to find records. Often, controls used for navigation are placed in the Form Header section to make them easy to find. Sections determine where controls appear on the screen and print on paper. See TABLE 7-2 for more information on form sections. CASE Julia suggests that you add a combo box to the Form Header section to quickly locate customers in the CustomerEntry form.

STEPS 1. Right-click the CustomerEntry form tab, click Design View View, close the Property Sheet if it is open, then click the Title button in the Header/Footer group on the Design tab The Form Header section opens and displays a label captioned with the name of the form. You modify and resize the label.

2. Click between the words Customer and Entry in the label in the Form Header, press the [Spacebar], then use the pointer to drag the middle-right sizing handle to the left to about the 3" mark on the horizontal ruler Now you have space on the right side of the Form Header section to add a combo box to find records. TROUBLE You may need to click the Row 1 of 2 button to find the Combo Box button.

3. Click the Combo Box button in the Controls group, click in the Form Header at about the 5" mark on the horizontal ruler, click the Find a record option button in the Combo Box Wizard, click Next, double-click LName, double-click FName, click Next, click Next to accept the column widths and hide the key column, type Find Customer: as the label for the combo box, then click Finish The new combo box is placed in the Form Header section, as shown in FIGURE 7-9. Because a combo box can be used for data entry or to find a record, a clear label to identify its purpose is very important. You modify the label to make it easier to read and widen the combo box.

4. Click the Find Customer: label, click the Home tab, click the Font Color button arrow , click the Dark Blue, Text 2 color box (top row, fourth from the left), click the Unbound combo box, use the pointer to drag the middle-right sizing handle to the right edge of the form to widen the combo box, then click the View button You test the combo box in Form View.

5. Click the Find Customer: list arrow arrow, then click Lang, Kristen The combo box finds the customer named Kristen Lang, but the combo box list entries are not in alphabetical order. You fix this in Form Design View by working with the Property Sheet of the combo box.

6. Right-click the CustomerEntry form tab, click Design View View, double-click the edge of the Unbound combo box in the Form Header to open its Property Sheet, click the Data tab, click SELECT in the Row Source property, then click the Build button The Query Builder opens, allowing you to modify the fields or sort order of the values in the combo box list.

7. Click Ascending in the Sort cell for LName, click Ascending in the Sort cell for FName, click the Close button on the Design tab, click Yes when prompted to save changes, click the View button , then click the Find Customer: list arrow This time, the combo box list is sorted in ascending order by last name, then by first name, as shown in FIGURE 7-10.

8. Scroll, click Alman, Jacob to test the combo box again, then save and close the CustomerEntry form To modify the number of items displayed in the list, use the List Rows property on the Format tab. Access 172

Enhancing Forms Copyright 2017 Cengage Learning. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part. WCN 02-200-203

FIGURE 7-9: Adding a combo box to find records

Row 1 of 2 button

Combo Box button

3" mark

5" mark

Form Header section

New combo box

Customer Entry label has been modified

FIGURE 7-10: Using a combo box to find customers

Font color is easier to read Combo box is resized

Combo box values are sorted by last name, then first name

Access 2016

TABLE 7-2: Form sections

section

description

Detail

Appears once for every record

Form Header

Appears at the top of the form and often contains command buttons or a label with the title of the form

Form Footer

Appears at the bottom of the form and often contains command buttons or a label with instructions on how to use the form

Page Header

Appears at the top of a printed form with information such as page numbers or dates

Page Footer

Appears at the bottom of a printed form with information such as page numbers or dates

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Access 173

Access 2016

Module 7 Learning Outcomes • Add a command button to a form

STEPS

Add Command Buttons You use a command button to perform a common action in Form View such as printing the current record, opening another form, or closing the current form. Command buttons are often added to the Form Header or Form Footer sections. CASE Julia Rice asks you to add command buttons to the Form Footer section of the CustomerEntry form to help other Reason 2 Go employees print the current record and close the form.

1. Right-click the CustomerEntry form in the Navigation Pane, click Design View View, close the Property Sheet if it is open, then scroll to the bottom of the form to display the Form Footer section Good form design gives users everything they need in a logical location. You decide to use the Form Footer section for all of your form’s command buttons.

2. Click the Button button 1" mark

in the Controls group, then click in the Form Footer at the

The Command Button Wizard opens, listing 28 of the most popular actions for the command button, organized within six categories, as shown in FIGURE 7-11.

3. Click Record Operations in the Categories list, click Print Record in the Actions list, click Next, click the Text option button, click Next to accept the default text of Print Record, type PrintRecord as the meaningful button name, then click Finish Adding a command button to print only the current record prevents the user from using the Print option on the File tab, which prints all records. You also want to add a command button to close the form.

4. Click the Button button in the Controls group, then click to the right of the Print Record button in the Form Footer section 5. Click Form Operations in the Categories list, click Close Form in the Actions list, click Next, click the Text option button, click Next to accept the default text of Close Form, type CloseForm as the meaningful button name, then click Finish To test your command buttons, you switch to Form View.

6. Click the Save button on the Quick Access Toolbar, click the View button to review the form as shown in FIGURE 7-12, click the Print Record button you added in the Form Footer section, then click OK to confirm that only one record prints 7. Click the Close Form button in the Form Footer section to close the form Using a command button to close a form prevents the user from unintentionally closing the entire Access application.

Shape effects Shape effects provide a special visual impact (such as shadow, glow, soft edges, and bevel) to command buttons. To apply a shape effect, work in Form Design View. Click the Format tab,

Access 174

select the command button you want to modify, then click the Shape Effects button in the Control Formatting group to display the options.

Enhancing Forms Copyright 2017 Cengage Learning. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part. WCN 02-200-203

FIGURE 7-11: Command Button Wizard

Command button Wizard

Command button

Actions within each category

Categories

Form Footer section

1" mark

FIGURE 7-12: Final Customer Entry form with two command buttons

Access 2016

Close Form button

Zdenka Darula/Shutterstock.com

Print Record button

Enhancing Forms Copyright 2017 Cengage Learning. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part. WCN 02-200-203

Access 175

Access 2016

Module 7 Learning Outcomes • Add an option group to a form • Add option buttons to an option group • Use option buttons to edit data

Add Option Groups An option group is a bound control used in place of a text box when only a few values are available for a field. You add one option button control within the option group box for each possible field value. Option buttons within an option group are mutually exclusive; only one can be chosen at a time. CASE Julia Rice asks you to build a new form to view trips and sales information. You decide to use an option group to work with the data in the Duration field because R2G trips have only a handful of possible duration values.

STEPS 1. Click the Trips table in the Navigation Pane, click the Create tab, then click the Form button in the Forms group A form/subform combination is created and displayed in Layout View, showing trip information in the main form and sales records in the subform. You delete the Duration text box and resize the controls to provide room for an option group. TROUBLE The blank placeholder is where the Duration text box formerly appeared.

2. Click the Duration text box, press [Delete], click the blank placeholder placeholder, press [Delete], click the right edge of any text box, then use the pointer to drag the right edge of the controls to the left so they are about half as wide You add the Duration field back to the form as an option group control using the blank space on the right that you created.

3. Right-click the Trips form tab, click Design View View, click the Design tab on the Ribbon, click the Option Group button in the Controls group, then click to the right of the TripNo text box The Option Group Wizard starts and prompts for label names. All the trips sold by R2G have a duration of 3, 5, 7, 10, or 14 days, so the labels and values will describe this data. TROUBLE FIGURE 7-13 shows

the Option Group Wizard at the end of Step 4.

QUICK TIP Option buttons commonly present mutually exclusive choices for an option group. Check boxes commonly present individual Yes/No fields.

4. Enter the Label Names shown in FIGURE 7-13, click Next, click the No, I don’t want a default option button, click Next, then enter the Values to correspond with their labels, as shown in FIGURE 7-13 The Values are entered into the field and correspond with the Option Value property of each option button. The Label Names are clarifying text.

5. Click Next, click the Store the value in this field list arrow arrow, click Duration, click Next, click Next to accept Option buttons in an Etched style, type Duration as the caption for the option group, then click Finish View and work with the new option group in Form View.

6. Click the View button to switch to Form View, click the Next record button in the navigation bar for the main form three times to move to the Boy Scout Project record, then click the 10 days option button Your screen should look like FIGURE 7-14. You changed the duration of this trip from 7 to 10 days.

7. Right-click the Trips form tab, click Close, click Yes when prompted to save changes, then click OK to accept Trips as the form name

Access 176

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FIGURE 7-13: Option Group Label Names and Values

Label Names

Values

FIGURE 7-14: Trips form with option group for Duration field

Duration label

Option buttons

Label Names

Access 2016

Protecting data You may not want to allow all users who view a form to change all the data that appears on that form. You can design forms to limit access to certain fields by changing the Enabled and Locked

properties of a control. The Enabled property specifies whether a control can have the focus in Form View. The Locked property specifies whether you can edit data in a control in Form View.

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Access 177

Access 2016

Module 7 Learning Outcomes • Add a tab control to a form • Modify tab control properties

STEPS

Add Tab Controls You use the tab control to create a three-dimensional aspect to a form so that many controls can be organized and displayed by clicking the tabs. You have already used tab controls because many Access dialog boxes use tabs to organize information. For example, the Property Sheet uses tab controls to organize properties identified by categories: Format, Data, Event, Other Other, and All. CASE Julia Rice asks you to organize database information based on two categories: Trips and Customers. You create a new form with tab controls to organize command buttons for easy access to trip and customer information.

1. Click the Create tab, click the Blank Form button in the Forms group, close the Field List in the Controls group, then click the form if it is open, click the Tab Control button A new tab control is automatically positioned in the upper-left corner of the new form with two tabs. You rename the tabs to clarify their purpose.

2. Click the Page1 tab to select it, click the Property Sheet button in the Tools group, click the Other tab in the Property Sheet, double-click Page1 in the Name property, type Customers, then press [Enter] You also give Page2 a meaningful name. TROUBLE To add or delete a page, right-click the page’s tab and choose Insert Page or Delete Page.

3. Click Page2 to open its Property Sheet, click the Other tab (if it is not already selected), double-click Page2 in the Name property text box, type Trips, then press [Enter] Now that the tab names are meaningful, you’re ready to add controls to each page. In this case, you add command buttons to each page.

4. Click the Customers tab, click the Button button in the Controls group, click in the middle of the Customers page, click the Form Operations category category, click the Open Form action, click Next, click CustomerEntry CustomerEntry, click Next, then click Finish You add a command button to the Trips tab to open the Trips form.

5. Click the Trips tab, click the Button button , click in the middle of the Trips page, click the Form Operations category category, click the Open Form action, click Next, click Trips, click Next, then click Finish Your new form should look like FIGURE 7-15. To test your command buttons, you must switch to Form View.

6. Click the View button to switch to Form View, click the command button on the Customers tab, click the Close Form command button at the bottom of the CustomerEntry form, click the Trips page tab, click the command button on the Trips page, right-click the Trips form tab, then click Close Your screen should look like FIGURE 7-16. The two command buttons opened the CustomerEntry and Trips forms and are placed on different pages of a tab control in the form. In a fully developed database, you would add many more command buttons to make other database objects (tables, queries, forms, and reports) easy to find and open.

7. Right-click the Form1 form tab, click Close, click Yes to save changes, type R2G Navigation as the form name, click OK, then close the R2G-7.accdb database

Access 178

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FIGURE 7-15: Adding command buttons to a tab control

Tab Control button Customers tab

Trips tab Command button on Trips page

FIGURE 7-16: Form Navigation form

Trips page

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Access 2016

Command button

Access 179

Practice Concepts Review Identify each element of Form Design View shown in FIGURE 7-17. FIGURE 7-17

1

7

2

6

3

4

5

Match each term with the statement that best describes it. 8. 9. 10. 11. 12.

Combo box Command button Option group Subform Tab control T

Access 180

a. A bound control that displays a few mutually exclusive entries for a field b. A control that is used to organize other controls to give a form a threedimensional quality c. A bound control that is really both a list box and a text box d. A control that shows records that are related to one record shown in the main form e. An unbound control that executes an action when it is clicked

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Select the best answer from the list of choices. 13. Which control works best to display three choices—1, 2, or 3—for a Rating field? a. T Text box c. Command button b. Label d. Option group 14. Which control would you use to initiate a print action? a. T Text box c. Command button b. Option group d. List box 15. Which control would you use to display a drop-down list of 50 states? a. List box c. Combo box b. Check box d. Field label 16. T To view many related records within a form, use a: a. Design template. c. Link control. b. Subform. d. List box. 17. Which of the following form properties defines the fields and records that appear on a form? a. Record Source c. Default View b. Row Source d. List Items Edit Form 18. Which is a popular layout for a main form? a. Datasheet c. Justified b. Global d. Columnar 19. Which is a popular layout for a subform? a. Justified c. Global b. Columnar d. Datasheet 20. T To align controls on their left edges, first: a. Click the Layout tab on the Ribbon. c. Select the controls whose edges you want to align. b. Click the Design tab on the Ribbon. d. Align the data within the controls. 21. Which control is most commonly used within an option group? a. Check box c. Option button b. Command button d. T Toggle button

Skills Review Access 2016

1. Use Form Design View. a. Start Access and open the Service-7.accdb database from the location where you store your Data Files. Enable content if prompted. b. Create a new form in Form Design View, open the Property Sheet for the new form, then choose the Members table as the Record Source. c. Open the Field List, then add all fields from the Members table to Form Design View to the upper-left corner of the form. d. Move the Birthday, Dues, MemberNo, and CharterMember controls to the right of the FirstName, LastName, Street, and Zip fields. e. Save the form with the name MemberHours. 2. Add subforms. a. In Form Design View of the MemberHours form, use the SubForm Wizard to create a subform below the Zip label. b. Use all three fields in the Activities table for the subform. Show Activities for each record in Members using MemberNo, and name the subform ActivityHours. c. Drag the bottom edge of the form up to just below the subform control. d. View the MemberHours form in Form View, and move through several records. Note that the form could be improved with better alignment and that the Street text box is too narrow to display the entire value in the field.

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Access 181

Skills Review (continued) 3. Align control edges. a. Switch to Form Design View, then edit the FirstName, LastName, MemberNo, and CharterMember labels in the main form to read First Name, Last Name, Member No, and Charter Member. b. Select the four labels in the first column (First Name, Last Name, Street, and Zip) together together, and align their right edges. c. Move the Charter Member label to the left of the check box, below the Member No label. ((Hint: Point to the upperleft corner of the Charter Member label to move the label without moving its associated check box.) d. Select the four labels in the third column (Birthday, Dues, Member No, and Charter Member) together, and align their right edges. e. Select the First Name label, the FirstName text box, the Birthday label, and the Birthday text box together. Align their top edges. f. Select the Last Name label, the LastName text box, the Dues label, and the Dues text box together together. Align their top edges. g. Select the Street label, the Street text box, the Member No label, and the MemberNo text box together. Align their top edges. h. Select the Zip label, the Zip text box, the Charter Member label, and the CharterMember check box together. Align their top edges. i. Select the FirstName text box, the LastName text box, the Street text box, and the Zip text box together. Align their left edges and resize them to be wider and closer to the corresponding labels in the first column. j. Align the left edges of the Birthday, Dues, and MemberNo text box controls. k. Resize the Street text box to be about twice as wide as its current width. l. Save the MemberHours form. 4. Add a combo box for data entry. a. In Form Design View, right-click the Zip text box, then change it to a combo box control. b. In the Property Sheet of the new combo box, click the Row Source property, then click the Build button. c. Select only the Zips table for the query, then double-click the Zip, City, and State fields to add them to the query grid. d. Close the Query Builder window, and save the changes. e. On the Format tab of the Property Sheet for the Zip combo box, change the Column Count property to 3, the Column Widths property to 0.5;2;0.5, the List Width property to 3, and the List Rows property from 16 to 50. f. Close the Property Sheet, then save and view the MemberHours form in Form View. g. In the first record for Rhea Alman, change the Zip to 66205 using the new combo box. 5. Add a combo box to find records. a. Display the MemberHours form in Design View. b. Open the Form Header section by clicking the Title button in the Header/Footer section on the Design tab. c. Modify the label to read Member Activity Hours, then narrow the width of the label to be only as wide as needed. d. Add a combo box to the right side of the Form Header, and choose the “Find a record on my form…” option in the Combo Box Wizard. e. Choose the MemberNo, LastName, and FirstName fields in that order. f. Hide the key column. g. Label the combo box FIND MEMBER:. h. Move and widen the new combo box to be at least 2" wide, change the FIND MEMBER: label text color to black so it is easier to read, save the MemberHours form, then view it in Form View. i. Use the FIND MEMBER combo box to find the Aaron Love record. Notice that the entries in the combo box are not alphabetized by last name. j. Return to Form Design View, and use the Row Source property and Build button for the FIND MEMBER combo box to open the Query Builder. Add an ascending sort order to the LastName and FirstName fields.

Access 182

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Skills Review (continued) k. Close the Query Builder, saving changes. View the MemberHours form in Form View, and find the record for Holly Cabriella. Note that the entries in the combo box list are now sorted in ascending order first by the LastName field, then by the FirstName field. 6. Add command buttons. a. Display the MemberHours form in Design View. b. Use the Command Button Wizard to add a command button to the middle of the Form Footer section. c. Choose the Print Record action from the Record Operations category. d. Choose the Text option button, type Print Current Record, then use PrintButton for the meaningful name for the button. e. Use the Command Button Wizard to add a command button to the right of the other command button in the Form Footer section. f. Choose the Close Form action from the Form Operations category. g. Choose the Text option button, type Close, then use CloseButton for the meaningful name for the button. h. Select both command buttons then align their top edges. i. Save the form, display it in Form View, navigate through the first few records, then close the MemberHours form using the new Close command button. 7. Add option groups. a. Open the MemberHours form in Form Design View. b. Because the dues are always $25 or $50, the Dues field is a good candidate for an option group control. Delete the existing Dues text box and label. c. Click the Option Group button in the Controls group on the Design tab, then click the form just to the right of the Birthday text box. d. Type T $25 and $50 for Label Names, do not choose a default value, and enter 25 and 50 for FIGURE 7-18 corresponding Values. e. Store the value in the Dues field, use option buttons, use the Flat style, and caption the option group Dues:.

Access 2016

f. Save the MemberHours form, and view it in Form View. Move and align the other form controls as needed to match FIGURE 7-18. g. Use the FIND MEMBER: combo box to find the record for Derek Camel, change his first and last names to your name, then change the Dues to $25 using the new option group. Print this record if requested by your instructor. h. Use the Close command button to close and save the MemberHours form. 8. Add tab controls. a. Create a new blank form, and add a tab control to it. b. Open the Property Sheet, then use the Name property to rename Page1 to Members and Page2 to Activities.. ((Hint: Be sure to select the tab for the page and not the entire tab control.) c. Right-click the Activities tab, click Insert Page, and use the Name property to rename the third page to Dues. d. Save the form with the name Navigation.

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Access 183

Skills Review (continued) e. On the Members page, add a command button with the Preview Report action from the Report Operations category. Choose the MemberRoster report, choose Text on the button, type Preview Member Roster Report as the text, and name the button MemberRosterReportButton. f. On the Activities page, add a command button with the Open Form action from the Form Operations category. Choose the MemberHours form, choose to open the form and show all the records, choose Text on the button, type Open Member Hours Form as the text, and name the button MemberHoursFormButton. g. On the Activities page, add a second command button below the first with the Preview Report action from the Report Operations category. Choose the ActivityListing report, choose Text on the button, type Preview Activity Listing Report as the text, and name the button ActivityListingReportButton. h. Widen the command buttons on the Activities page as needed so that all of the FIGURE 7-19 text on the command buttons is clearly visible and the buttons are the same size. Also align the buttons as shown in FIGURE 7-19. i. On the Dues page, add a command button with the Preview Report action from the Report Operations category. Choose the DuesByState report, choose Text on the button, type Preview Dues by State Report as the text, and name the button DuesByStateReportButton. j. Save the Navigation form, then view it in Form View. k. T Test each button on each tab of the Navigation form to make sure it works as intended. l. Close all open objects, then close the Service-7.accdb database.

Independent Challenge 1 As the manager of a music store’s instrument rental program, you have created a database to track instrument rentals to students. You want to build a form for fast, easy data entry. a. Start Access, then open the database Music-7.accdb from the location where you store your Data Files. Enable content if prompted. b. Using the Form Wizard, create a new form based on all of the fields in the Students and Rentals tables. c. View the data by Students, choose a Datasheet layout for the subform, then accept the default form titles of Students for the main form and Rentals Subform for the subform. d. Add another record to the rental subform for Amanda Smith by typing 7711 as the SerialNo entry and 8/2/17 as the RentalDate entry. Note that no entry is necessary in the RentalNo field because it is an AutoNumber field. No entry is necessary in the CustNo field as it is the foreign key field that connects the main form to the subform and is automatically populated when the forms are in this arrangement. e. Change Amanda Smith’s name to your name. f. Open the Students form in Design View. Right-align the text within each label control in the first column of the main form. ((Hint: Use the Align Right button on the Home tab.) g. Resize the Zip, CustNo, and SchoolNo text boxes to as wide as the State text box. h. Move the CustNo and SchoolNo text boxes and their accompanying labels to the upper-right portion of the form, directly to the right of the FirstName and LastName text boxes. i. Modify the FirstName, LastName, CustNo, and SchoolNo labels to read First Name, Last Name, Cust No, and School No. j. Delete the RentalNo and CustNo fields from the subform. k. Open the Field List, and drag the Description field from the Instruments table to the subform above the existing text boxes. ((Hint: Show all tables, then look in the Fields available in related tables section of the Field List.)

Access 184

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Independent Challenge 1 (continued) l. Shorten and move the subform up, and continue moving and resizing fields as needed so that your form in Form View looks similar to FIGURE 7-20. m. Save and close the Students form, close the Music-7.accdb database, then exit Access.

FIGURE 7-20

Independent Challenge 2 As the manager of a community effort to provide better access to residential real estate listings for a lake community, you have developed a database to track listings by realtor and real estate agency. You want to develop a form/subform system to see all listings within each realtor as well as within each real estate agency.

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Access 2016

a. Start Access, then open the database LakeHomes-7.accdb from the location where you store your Data Files. Enable content if prompted. b. Using the Form Wizard, create a new form based on all of the fields in the Agencies, Realtors, and Listings tables. c. View the data by Agencies, choose a Datasheet layout for each of the subforms, and accept the default titles of Agencies, Realtors Subform, and Listings Subform. d. In Form Design View, use the Combo Box Wizard to add a combo box to the Form Header to find a record. Choose the AgencyName field, hide the key column, widen the AgencyName column to see the entries clearly, and enter the label FIND AGENCY:. e. Change the text color of the FIND AGENCY: label to black, and widen the combo box to about twice its current size. f. Add a command button to a blank spot on the main form to print the current record. Use the Print Record action from the Record Operations category. Use a picture on the button, and give the button the meaningful name of PrintButton. g. Use your skills to modify modify, move, resize, align text, and align control edges, as shown in FIGURE 7-21. Note that several labels have been modified, and many controls have been moved, resized, and aligned. Note that the subforms have also been resized and moved and that the ListingNo and RealtorNo fields in the Listings subform have been hidden. ( (Hint : To hide a field, right-click the fieldname in Form View and then click Hide Fields.) h. Save the form, view it in Form View, then use the combo box to find Sunset Cove Realtors. i. Resize the columns of the subforms to view FIGURE 7-21 as much data as possible, as shown in FIGURE 7-21, change Trixie Angelina’s name in the Realtors subform to your name, then if requested by your instructor, print only the current record using the new command button. j. Save and close the Agencies form, close the LakeHomes-7.accdb database, and exit Access.

Access 185

Independent Challenge 3 As the manager of a community effort to provide better access to residential real estate listings for a lake community, you have developed a database to track listings by realtor and real estate agency. You want to develop a navigation form to help find queries and reports in your database much faster. a. Start Access, then open the database LakeHomes-7.accdb from the location where you store your Data Files. Enable content if prompted. b. Create a new blank form, and add a tab control to it. c. Open the Property Sheet and use the Name property to rename Page1 to Realtors and Page2 to Listings. d. On the Realtors page, add a command button with the Preview Report action from the Report Operations category. Choose the RealtorsByAgency report, choose Text on the button, type Preview Realtors by Agency as the text, and name the button cmdRealtors. (Note that cmd is the three-character prefix sometimes used to name command buttons.) e. On the Listings page, add a command button with the Run Query action from the Miscellaneous category. Choose the SchoolDistricts query, choose Text on the button, type Open School Districts Query as the text, and name the button cmdSchools. f. On the Listings page, add a second command button with the Preview Report action from the Report Operations category. Choose the ListingsByType report, choose Text on the button, type Preview Listing Report as the text, and name the button cmdListingReport. g. Save the form with the name Lake Homes Navigation System, then view it in Form View. The new form with the Listings tab selected should look like FIGURE 7-22. h. T Test each command button on both the Realtors and Listings pages. i. Close all open objects, then close the LakeHomes-7.accdb database and exit Access. FIGURE 7-22

Access 186

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Independent Challenge 4: Explore You have created an Access database to help manage college scholarship opportunities. You can keep the database updated more efficiently by creating some easy-to-use forms. a. Start Access and open the Scholarships-7.accdb database from the location where you store your Data Files. Enable content if prompted. b. Create a split form for the Scholarships table. Save and name the form ScholarshipEntry. c. In Form Design View, narrow the label in the Form Header section to about half of its current size, then use the Combo Box Wizard to add a combo box to the Form Header section to find a scholarship based on the ScholarshipName field. Hide the key column, and use the label FIND SCHOLARSHIP:. d. In Form Design View, widen the combo box as necessary so that all of the scholarship names in the list are clearly visible in Form View. Change the color of the FIND SCHOLARSHIP: text to black, and move and resize the label and combo box as necessary to clearly view them. Switch between Form View and Form Design View to test the new combo box control. e. In Form Design View, change the combo box’s List Rows property (on the Format tab) to 50 and use the Build button to modify the Row Source property to add an ascending sort order based on the ScholarshipName field. (Hint: The ID field needs to remain in the query, but it is hidden in the combo box as evidenced by the value in the Column Widths property of the combo box.) f. Save the form, and in Form View, use the combo box to find the Papa Johns Scholarship. Change Papa Johns to your name as shown in FIGURE 7-23, then, if requested by your instructor, print only that record by using the Selected Record(s) option on the Print dialog box. g. Save and close the ScholarshipEntry form, close the Scholarships-7.accdb database, then exit Access. FIGURE 7-23

Access 2016

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Access 187

Visual Workshop Open the Baseball-7.accdb database from the location where you store your Data Files. Enable content if prompted. Use Form Design View to create a form based on the Players table named PlayersEntry. Use your skills to modify, move, resize, align text, and align control edges as shown in FIGURE 7-24. Note that both the PlayerPosition as well as the TeamNo fields are presented as option groups. The values that correspond with each Position label can be found in the Field Description of the PlayerPosition field in Table Design View of the Players table. The Position option group is tied to the PlayerPosition field. The values that correspond with each Team label can be found by reviewing the TeamNo and TeamName fields of the Teams table. The Team option group is tied to the TeamNo field. Do not choose default values for either option group. Change Hank Aaron’s name to your name, change the Position value to Pitcher, and change the Team to Dexter Cardinals. If requested by your instructor, print only that record. FIGURE 7-24

Access 188

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Access 2016 Module 8

Analyzing Data with Reports CASE

Julia Rice asks you to create and enhance reports to analyze, clarify, and format important information at Reason 2 Go.

Module Objectives After completing this module, you will be able to: • Use Report Design View

• Use the Format Painter and themes

• Create parameter reports

• Add subreports

• Apply conditional formatting

• Modify section properties

• Add lines

• Create summary reports

Files You Will Need R2G-8.accdb LakeHomes-8.accdb Music-8.accdb

Scholarships-8.accdb Baseball-8.accdb

Copyright 2017 Cengage Learning. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part. WCN 02-200-203

Access 2016

Module 8 Learning Outcomes • Modify report properties • Modify group and sort orders

STEPS

Use Report Design View Although you can print data in forms and datasheets, reports give you more control over how data is printed and greater flexibility in presenting summary summar information. To T create a report, you include text boxes to display data and use calculations and labels, lines, and graphics to clarify the data. Report Design View allows you to work with a complete range of report, section, and control properties. Because Report Design View gives you full control of all aspects of a report, it is well worth your time to master. master CASE Julia Rice asks you to build a report that shows all trips grouped by category and sorted in descending order by price. You use Report Design View to build this report.

1. Start Access, open the R2G-8.accdb database from the location where you store your Data Files, enable content if prompted, click the Create tab, then click the Report Design button in the Reports group The first step to building a report in Report Design View is identifying the record source.

2. If the Property Sheet is not open, click the Property Sheet button in the Tools group, click the Data tab in the Property Sheet, click the Record Source list arrow arrow, then click Trips TROUBLE Scroll down to view the top edge of the Page Footer section bar.

The Record Source can be an existing table, query, or SQL SELECT statement. The Record Source identifies the fields and records that the report can display. To build a report that shows trips grouped by category, you’ll need to add a Category Header section. See TABLE 8-1 for a review of report sections.

3. Use the pointer to drag the top edge of the Page Footer section up to about the 1” mark on the vertical ruler, then click the Group & Sort button in the Grouping & Totals group to open the Group, Sort, and Total pane if it is not already open Use the Group, Sort, and Total pane to specify grouping and sorting fields and open group headers and footers.

TROUBLE If you select the wrong group or sort field, change it by using the Group on or Sort by list arrows.

4. Click the Add a group button in the Group, Sort, and Total pane; click Category Category; click the Add a sort button in the Group, Sort, and Total pane; click Price; click the from smallest to largest button arrow; arrow then click from largest to smallest, as shown in FIGURE 8-1 With the grouping and sorting fields specified, you’re ready to add controls to the report.

5. Click the Add Existing Fields button in the Tools group, click TripNo in the Field List, press and hold [Shift] as you click Price in the Field List to select all fields in the Trips table, drag the selected fields to the Detail section of the report, then close the Field List window Next, you move the Category controls to the Category Header section.

QUICK TIP On a report, combo boxes and text boxes display data the same way.

TROUBLE Be sure to delete the labels on the left and move the text boxes on the right.

Access 190

6. Click the report to remove the current selection, right-click the Category combo box, click Cut on the shortcut menu, right-click the Category Header section, then click Paste on the shortcut menu If the data on a report is self-explanatory, it doesn’t need descriptive labels. Delete the labels, and position the text boxes across the page to finalize the report.

7. Click each label and press [Delete] to delete the Category label as well as each label in the first column of the Detail section, then move and resize the remaining text boxes and shorten the Detail section, as shown in FIGURE 8-2 8. Click the Save button on the Quick Access Toolbar, type TripsByCategory as the new report name, click OK, preview the first page of the report, as shown in FIGURE 8-3, then close the report

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FIGURE 8-1: Creating a report in Report Design View

Group & Sort button Property Sheet button

Add Existing Fields button

Record Source property Drag top edge of Page Footer up to 1" mark

1" mark Category is a grouping field

from largest to smallest sort order

Price is a sorting field

FIGURE 8-2: Moving and resizing the text box controls in the Detail section

Category control is moved to the Category Header section

Text boxes have been moved and resized Drag top edge of Page Footer section up to shorten the Detail section

FIGURE 8-3: Previewing the TripsByCategory report

Records are grouped by Category

Access 2016

Records are sorted in descending order by Price

TABLE 8-1: Review of report sections

section

where does this section print?

what is this section most commonly used for?

Report Header

At the top of the first page of the report

To print a title or logo

Page Header

At the top of every page (but below the Report Header on page 1)

To print titles, dates, or page numbers

Group Header

Before every group of records

To display the grouping field value

Detail

Once for every record

To display data for every record

Group Footer

After every group of records

To calculate summary statistics on groups of records

Page Footer

At the bottom of every page

To print dates or page numbers

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Access 191

Access 2016

Module 8 Learning Outcomes • Enter parameter criteria • Create a parameter report

Create Parameter Reports A parameter report prompts you for criteria to determine the records to use for the report. To T create a parameter report, you base it on a parameter query. quer The report’s Record Source property determines what table or query quer provides the fields and records for the report. CASE Julia Rice requests a report that shows all trip sales for a given period. You use a parameter query to prompt the user for the dates, then build the report on that query.

STEPS 1. Click the Create tab, click the Query Design button in the Queries group, double-click Customers, double-click Sales, double-click Trips, then click Close You want fields from all three tables in the report, so you add them to the query. TROUBLE Resize the Trips field list to see all fields, or scroll down to find the Price field.

2. Double-click FName in the Customers field list, LName in the Customers field list, SaleDate in the Sales field list, Price in the Trips field list, and then TripName in the Trips field list To select only those trips sold in a given period, you add parameter criteria, text entered in [square brackets] that prompts the user for an entry each time the query is run, to the SaleDate field.

3. Click the Criteria cell for the SaleDate field, type Between [Enter start date] and [Enter end date], then use to widen the SaleDate column to see the entire entry, as shown in FIGURE 8-4 To test the query, run it and enter dates in the parameter prompts. QUICK TIP You can also click the Run button to run a Select query, which displays it in Datasheet View.

4. Click the View button on the Design tab to run the query, type 6/1/17 in the Enter start date box, click OK, type 6/30/17 in the Enter end date box, then click OK Fifteen records are displayed in the datasheet, each with a SaleDate value in June 2017.

5. Click the Save button on the Quick Access Toolbar, type SalesDateParam as the new query name, click OK, then close the SalesDateParam query You use the Report button on the Create tab to quickly build a report on the SalesDateParam query.

6. Click the SalesDateParam query in the Navigation Pane, click the Create tab, click the Report button in the Reports group, type 6/1/17 in the Enter start date box, click OK, type 6/30/17 in the Enter end date box, then click OK The report is displayed in Layout View with records in June 2017. You decide to preview and save the report. QUICK TIP The Page buttons in the navigation bar are dim if the report contains only one page.

Access 192

7. Work W in Layout View to narrow the controls (including the page number control) so that they fit within the margins of a single page, use Design View to drag the right edge of the report to the left, save the report with the name SalesDateParameter SalesDateParameter, then preview it as shown in FIGURE 8-5, entering 6/1/17 as the start date and 6/30/17 as the end date

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FIGURE 8-4: Entering parameter criteria in a query

Resize the Trips field list Resize the SaleDate column

Parameter criteria

FIGURE 8-5: Previewing the SalesDateParameter report

SaleDate values are between 6/1/17 and 6/30/17

Controls have been resized to fit on the page

Access 2016

Navigation bar

Report should only be 1 page long

Parameter criteria In Query Design View, you must enter parameter criteria within [square brackets]. Each parameter criterion you enter appears as a prompt in an Enter Parameter Value dialog box. The entry you

make in the Enter Parameter Value box is used as the criterion for the field that contains the parameter criteria.

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Module 8 Learning Outcome • Enter conditional formats

Apply Conditional Formatting Conditional formatting allows you to change the appearance of a control on a form or report based on criteria you specify. Conditional formatting helps you highlight important or exceptional data on a form or report. CASE Julia Rice asks you to apply conditional formatting to the SalesDateParameter report to emphasize different trip Price levels.

STEPS TROUBLE Be sure the Price text box (not Price label) is selected.

QUICK TIP Between and criteria include both values in the range.

1. Right-click the SalesDateParameter report tab, then click Design View 2. Click the Price text box in the Detail section, click the Format tab, then click the Conditional Formatting button in the Control Formatting group The Conditional Formatting Rules Manager dialog box opens, asking you to define the conditional formatting rules. You want to format Price values between 500 and 1000 with a yellow background color.

3. Click New Rule, click the text box to the right of the between arrow arrow, type 500, click the , click the Yellow box and box, type 1000, click the Background color button arrow on the bottom row, then click OK You add the second conditional formatting rule to format Price values greater than 1000 with a light green background color.

4. Click New Rule, click the between list arrow arrow, click greater than than, click the value box, type , click the Light Green box on the 1000, click the Background color button arrow bottom row, then click OK The Conditional Formatting Rules Manager dialog box with two rules should look like FIGURE 8-6. QUICK TIP The text box in the Report Footer section was automatically added when you used the Report button to create the report.

5. Click OK in the Conditional Formatting Rules Manager dialog box, right-click the SalesDateParameter report tab, click Print Preview Preview, type 7/12/17 in the Enter start date box, click OK, type 7/13/17 in the Enter end date box, then click OK Conditional formatting rules applied a light green background color to the Price text box for two sales because the Price value is greater than 1000. Conditional formatting applied a yellow background color to the Price text box for seven sales because the Price value is between 500 and 1000. The text box in the Report Footer needs to be taller to display the information clearly.

6. Right-click the report tab, click Design View View, use the pointer to increase the height of the text box in the Report Footer section to clearly display the expression, right-click the SalesDateParameter report tab, click Print Preview Preview, type 7/12/17 in the Enter start date box, click OK, type 7/13/17 in the Enter end date box, click OK, then click the report to zoom in as shown in FIGURE 8-7 7. Save, then close the SalesDateParameter report

Access 194

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FIGURE 8-6: Conditional Formatting Rules Manager dialog box

New Rule button

Formatting for first rule

First rule Second rule

Formatting for second rule

FIGURE 8-7: Conditional formatting applied to SalesDateParameter report

Cost is between 500 and 1000

Cost is greater than 1000

Access 2016

Text box with expression to sum Price field has been resized

Conditional formatting using data bars A feature of Access allows you to compare the values of one column to another with small data bars. To use this feature, use the “Compare to other records” rule type option in the New Formatting Rule dialog box, as shown in FIGURE 8-8.

FIGURE 8-8: Conditional formatting with data bars

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Module 8 Learning Outcomes • Add grand totals to a report • Add lines to a report

STEPS QUICK TIP Recall that Report View does not show page margins or individual pages of the report.

Add Lines Lines are often added to a report to highlight information or enhance its clarity. For example, you might want to separate the Report Header and Page Header information from the rest of the report with a horizontal line. You Y can also use short lines to indicate subtotals and grand totals. CASE Julia Rice likes the data on the CategoryRevenue report, which has already been created in the R2G-8 database, but she asks you to enhance the report by adding a grand total calculation and separating the categories more clearly. Lines will help clarify the information.

1. Double-click the CategoryRevenue report in the Navigation Pane to open it in Report View, then scroll to the end of the report The report could be improved if lines were added to separate the trip categories and to indicate subtotals. You also want to add a grand total calculation on the last page of the report. You use Report Design View to make these improvements and start by adding the grand total calculation to the Report Footer section.

2. Right-click the CategoryRevenue report tab, click Design View View, right-click the =Sum([Price]) text box in the Category Footer section, click Copy Copy, right-click the Report Footer section, click Paste, press [ ] enough times to position the expression directly under the one in the Category Footer, click Subtotal: in the Report Footer section to select it, double-click Subtotal: in the label to select the text, type Grand Total, then press [Enter] The =Sum([Price]) expression in the Report Footer section sums the Price values for the entire report, whereas the same expression in the Category Footer section sums Price values for each category. With the calculations in place, you add clarifying lines. TROUBLE Lines can be difficult to find in Report Design View. See the “Line troubles” box in this lesson for tips on working with lines.

QUICK TIP Use the Rectangle button to insert a rectangle control on a form or report.

3. Click the More button in the Controls group to show all controls, click the Line button , press and hold [Shift], drag from the upper-left edge of =Sum([Price]) in the Category Footer section to its upper-right edge, press [Ctrl][C] to copy the line, click the Report Footer section, press [Ctrl][V] two times to paste the line twice, then use the pointer to move the lines just below the =Sum([Price]) expression in the Report Footer section Pressing [Shift] while drawing a line makes sure that the line remains perfectly horizontal or vertical. The single line above the calculation in the Category Footer section indicates that the calculation is a subtotal. Double lines below the calculation in the Report Footer section indicate that it is a grand total. You also want to add a line to visually separate the categories.

4. Click the More button in the Controls group to show all controls, click the Line button , press and hold [Shift], then drag along the bottom of the Category Footer section The final CategoryRevenue report in Report Design View is shown in FIGURE 8-9.

QUICK TIP As a final report creation step, print preview a report to make sure it fits on the paper.

Access 196

5. Right-click the CategoryRevenue report tab, click Print Preview Preview, then navigate to the last page of the report The last page of the CategoryRevenue report shown in FIGURE 8-10 displays the Category Footer section line as well as the subtotal and grand total lines.

Analyzing Data with Reports Copyright 2017 Cengage Learning. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part. WCN 02-200-203

FIGURE 8-9: Adding lines to a report

New line at the bottom of the Category Footer section

Subtotal and grand total lines

FIGURE 8-10: Previewing the last page of the CategoryRevenue report

Subtotal line

Grand total lines

Access 2016

Line at bottom of Category Footer section

Line troubles Sometimes lines are difficult to find in Report Design View because they are placed against the edge of a section or the edge of other controls. To find lines that are positioned next to the edge of a section, drag the section bar to expand the section and expose the line. Recall that to draw a perfectly horizontal line, you hold [Shift] while creating or resizing the line. It is easy to accidentally widen a line beyond the report margins, thus creating extra unwanted

pages in your printout. To fix this problem, narrow any controls that extend beyond the margins of the printout, and drag the right edge of the report to the left. Note that the default left and right margins for an 8.5 x 11-inch sheet of paper are often 0.25 inches each, so a report in portrait orientation must be no wider than 8 inches, and a report in landscape orientation must be no wider than 10.5 inches.

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Access 2016

Module 8 Learning Outcomes • Apply a theme • Format with Format Painter

STEPS QUICK TIP The selected theme is applied to all forms and reports in the database.

QUICK TIP Double-click the Format Painter to copy formatting to more than one control.

Use the Format Painter and Themes The Format Painter is a tool you use to copy multiple formatting properties from one control to another in Design or Layout View for forms and reports. Themes are predefined formats that you apply to the database to set all of the formatting enhancements, such as font, color, color and alignment, on all forms and reports. CASE Julia Rice wants to improve the CategoryRevenue report with a few formatting embellishments. You apply a built-in theme to the entire report and then use the Format Painter to quickly copy and paste formatting characteristics from one label to another another.

1. Right-click the CategoryRevenue report tab, click Design View View, click the Themes button, point to several themes to observe the changes in the report, then click Ion, as shown in FIGURE 8-11

The Ion theme gives the Report Header section a light turquoise background. All text now has a consistent font face, controls in the same section are the same font size, and all controls have complementary font colors. You want the Subtotal: and Grand Total: labels to have the same formatting characteristics as the Category Revenue Report label in the Report Header section. To copy formats quickly, you will use the Format Painter.

2. Click the Category Revenue Report label in the Report Header, click the Home tab, double-click the Format Painter button, click the Subtotal: label in the Category Footer section, click the Grand Total: label in the Report Footer section, then press [Esc] to release the Format Painter The Format Painter applied several formatting characteristics, including font face, font color, and font size from the label in the Report Header section to the other two labels. You like the new font face and color, but the font size is too large.

3. Click the Subtotal: label, click the Font Size list arrow in the Text Formatting group, click 12, click the Format Painter button, then click the Grand Total: label in the Report Footer section The labels are still too small to display the entire caption. TROUBLE Double-click any corner sizing handle except for the move handle in the upperleft corner.

Access 198

4. Click the Subtotal: label, then double-click a corner sizing handle to automatically resize it to show the entire caption, click the Grand Total: label, then double-click a corner sizing handle 5. Right-click the CategoryRevenue report tab, then click Print Preview to review the changes as shown in FIGURE 8-12 6. Save and close the CategoryRevenue report

Analyzing Data with Reports Copyright 2017 Cengage Learning. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part. WCN 02-200-203

FIGURE 8-11: Applying a theme to a report

Themes button

Ion theme

FIGURE 8-12: Ion theme applied to the CategoryRevenue report

Category Revenue Report label

Subtotal: label

Analyzing Data with Reports Copyright 2017 Cengage Learning. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part. WCN 02-200-203

Access 2016

Colors and font in Ion theme

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Module 8 Learning Outcome • Add a subreport to a report

STEPS

TROUBLE Be sure to put the subreport in the Report Footer section versus the Page Footer section.

Add Subreports A subreport control displays a report within another report. The report that contains the subreport control is called the main report. You Y can use a subreport control when you want to connect two reports. CASE You want the CategoryRevenue report to automatically print at the end of the TripsByCategory report. You use a subreport in the Report Footer section to accomplish this.

1. Right-click the TripsByCategory report in the Navigation Pane, click Design View View, rightclick the Page Header section bar bar, then click Report Header/Footer on the shortcut menu to open the Report Header and Footer sections With the Report Footer section open, you’re ready to add the CategoryRevenue subreport.

2. Click the More button in the Controls group, click the Subform/Subreport button, then click the left edge of the Report Footer to start the SubReport Wizard, as shown in FIGURE 8-13 The SubReport Wizard asks what data you want to use for the subreport.

TROUBLE You may need to scroll to find the None option in the list.

3. Click the Use an existing report or form option button in the SubReport Wizard, click CategoryRevenue if it is not already selected, click Next, scroll and click None when asked how you want the reports to be linked, click Next, then click Finish to accept the default name The Report Footer section contains the CategoryRevenue report as a subreport. Therefore, the CategoryRevenue report will print after the TripsByCategory report prints. You don’t need the label that accompanies the subreport, so you delete it.

TROUBLE You may need to move the subreport control to see the Categor CategoryRevenue label.

4. Click the new CategoryRevenue label associated with the subreport, press [Delete], then drag the top part of the Report Footer bar up to close the Page Footer section Report Design View should look similar to FIGURE 8-14. If the subreport pushes the right edge of the main report beyond the 8” mark on the ruler, you may see a green error indicator in the report selector button because the report width is greater than the page width. To narrow a report, drag the right edge of a report to the left. Preview your changes.

5. Right-click the TripsByCategory report tab, click Print Preview Preview, then navigate through the pages of the report The TripsByCategory report fills the first two pages. The CategoryRevenue subreport starts at the top of page three. There should be no blank pages between the printed pages of the report.

6. Save and close the TripsByCategory report

Access 200

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FIGURE 8-13: SubReport Wizard dialog box

More button

Report Footer section

Use an existing report or form option button

Left edge of Report Footer section

CategoryRevenue report

FIGURE 8-14: Subreport in Report Design View

8" mark Report selector button

Drag the right edge of the main report to the left if needed

Report Footer section

Resize the subreport if needed New subreport

Analyzing Data with Reports Copyright 2017 Cengage Learning. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part. WCN 02-200-203

Access 2016

CategoryRevenue label was deleted

Access 201

Access 2016

Module 8 Learning Outcomes • Modify section properties • Use rulers to select controls in Report Design View

Modify Section Properties Report section properties, the characteristics that define each section, can be modified to improve report printouts. For example, you might want each new Group Header to print at the top of a page. Or, Or you might want to modify section properties to format that section with a background color. CASE Julia Rice asks you to modify the SalesByTrip report so that each trip prints at the top of a page.

STEPS 1. Right-click the SalesByTrip report in the Navigation Pane, then click Design View To force each new trip to start printing at the top of a page, you open and modify the TripName Footer.

2. Click the Group & Sort button to open the Group, Sort, and Total pane if it is not open; click the TripName More Options button in the Group, Sort, and Total pane; click the without a footer section list arrow; click with a footer section; then double-click the TripName Footer section bar to open its Property Sheet You modify the Force New Page property of the TripName Footer section to force each trip name to start printing at the top of a new page. QUICK TIP You can double-click a property in the Property Sheet to toggle through the available options.

3. Click the Format tab in the Property Sheet, click the Force New Page property list arrow arrow, then click After Section, as shown in FIGURE 8-15 You also move the Report Header controls into the Page Header so they print at the top of every page. First, you need to create space in the upper half of the Page Header section to hold the controls.

4. Close the Property Sheet, drag the top edge of the TripName Header down to expand the Page Header section to about twice its height, click the vertical ruler to the left of the TripName label in the Page Header section to select all of the controls in that section, then use to move the labels down to the bottom of the Page Header section With space available in the top half of the Page Header section, you cut and paste the controls from the Report Header section to that new space.

TROUBLE You can undo multiple actions in Report Design View.

5. Drag down the vertical ruler to the left of the Report Header section to select all controls in that section, click the Home tab, click the Cut button in the Clipboard group, click the Page Header section bar bar, click the Paste button, then drag the top edge of the Page Header section up to close the Report Header section, as shown in FIGURE 8-16 Preview the report to make sure that each page contains the new header information and that each trip prints at the top of its own page.

6. Right-click the SalesByTrip report tab, click Print Preview Preview, navigate back and forth through several pages to prove that each new TripName value prints at the top of a new page, then navigate and zoom into the fourth page, as shown in FIGURE 8-17 Each trip now starts printing at the top of a new page, and the former Report Header section controls now print at the top of each page too, because they were moved to the Page Header section.

7. Save and close the SalesByTrip report

Access 202

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FIGURE 8-15: Changing section properties

Group & Sort button Report Header section bar Page Header section bar Vertical ruler TripName Header section bar TripName Footer section bar

Force New Page property

After Section with a footer section

FIGURE 8-16: Moving controls from the Report Header to the Page Header

Report Header section is closed

Controls moved from the Report Header section to the Page Header section

Access 2016

FIGURE 8-17: Fourth page of SalesByTrip report

Page Header section

TripName Header section starts at the top of a new page

Analyzing Data with Reports Copyright 2017 Cengage Learning. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part. WCN 02-200-203

Access 203

Access 2016

Module 8 Learning Outcomes • Resize report sections • Add calculations to Group Footer sections

Create Summary Reports Summary reports are reports that show statistics on groups of records rather than details for each record. You Y create summary summar reports by using Access functions such as Sum, Count, or Avg A in expressions that calculate the desired statistic. These expressions are entered in text boxes most commonly placed in the Group Footer section. CASE Julia Rice asks for a report to summarize the revenue for each trip category. You create a copy of the CategoryRevenue report and modify it to satisfy this request.

STEPS 1. Right-click the CategoryRevenue report in the Navigation Pane, click Copy on the shortcut menu, right-click below the report objects in the Navigation Pane, click Paste, type CategorySummary as the report name, then click OK Summary reports may contain controls in the Group Header and Group Footer sections, but because they provide summary statistics instead of details, they do not contain controls in the Detail section. You delete the controls in the Detail section and close it.

2. Right-click the CategorySummary report in the Navigation Pane, click Design View View, click the vertical ruler to the left of the Detail section to select all controls in the Detail section, press [Delete], then drag the top of the Category Footer section bar up to close the Detail section You can also delete the labels in the Page Header section.

3. Click the vertical ruler to the left of the Page Header section to select all controls in the Page Header section, press [Delete], then drag the top of the Category Header section bar up to close the Page Header section Because the Page Header and Page Footer sections do not contain any controls, those section bars can be toggled off to simplify Report Design View.

4. Right-click the Report Header section bar bar, then click Page Header/Footer on the shortcut menu to remove the Page Header and Page Footer section bars from Report Design View With the unneeded controls and sections removed, as shown in FIGURE 8-18, you preview the final summary report.

5. Right-click the CategorySummary report tab, then click Print Preview You could make this report look even better by moving the Category text box into the Category Footer section and deleting the Subtotal label and line. QUICK TIP Be sure to review all reports in Print Preview to make sure that the report is not too wide and that all labels, numbers, and dates are clearly visible.

6. Right-click the CategorySummary report tab, click Design View View, use the pointer to drag the Category text box down from the Category Header section to the Category Footer section, click the Subtotal label in the Category Footer section, press [Delete], click the subtotal line just above the =Sum([Price]) text box in the Category Footer section, press [Delete], right-click the CategorySummary report tab, then click Print Preview The summarized revenue for each category is shown in the one-page summary report in FIGURE 8-19.

7. Save and close the CategorySummary report, then close R2G-8.accdb and exit Access

Access 204

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FIGURE 8-18: Design View of the CategorySummary report

Page Header and Page Footer sections are removed

All controls in the Detail section are deleted and the Detail section is closed

FIGURE 8-19: Preview of the CategorySummary report

Report Header section

Category Footer section

Analyzing Data with Reports Copyright 2017 Cengage Learning. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part. WCN 02-200-203

Access 2016

Report Footer section

Access 205

Practice Concepts Review Identify each element of Report Design View shown in FIGURE 8-20. FIGURE 8-20

7

1 2 3 4

5 6

Match each term with the statement that best describes it. 8. 9. 10. 11. 12.

Theme Parameter report Summary report Conditional formatting Format Painter

Access 206

a. Used to copy multiple formatting properties from one control to another in Report Design View b. Provides predefined formats that you apply to an entire form or report c. Prompts the user for the criteria for selecting the records for the report d. A way to change the appearance of a control on a form or report based on criteria you specify e. Used to show statistics on groups of records

Analyzing Data with Reports Copyright 2017 Cengage Learning. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part. WCN 02-200-203

Select the best answer from the list of choices. 13. Which control would you use to visually separate groups of records on a report? a. Image b. Line c. Bound Object Frame d. Option group 14. Which property would you use to force each group of records to print at the top of the next page? a. Paginate b. Force New Page c. Calculate d. Display When 15. What feature allows you to apply the formatting characteristics of one control to another? a. Theme b. AutoContent Wizard c. Format Painter d. Report Layout Wizard 16. Which key do you press when creating a line to make it perfectly horizontal? a. [Alt] b. [Shift] c. [Home] d. [Ctrl] 17. Which feature allows you to apply the same formatting characteristics to all the controls in a report at once? a. AutoPainting b. Themes c. Format Wizard d. Palletizing

19. Which section most often contains calculations for groups of records? a. Page Header b. Page Footer c. Group Footer d. Detail

Access 2016

18. In a report, an expression used to calculate values is entered in which type of control? a. Label b. T Text Box c. Combo Box d. Command Button

20. Which control would you use to combine two reports? a. List Box b. Subreport c. Combo Box d. Group & Sort Control

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Access 207

Skills Review 1. Use Report Design View. a. Open the LakeHomes-8.accdb database from where you store your Data Files and enable content if prompted. b. Open the RealtorList query, and then change Phil Kirkpatrick to your name. Close the query. c. Create a new report in Report Design View based on the RealtorList query. d. In the Group, Sort, and T Total pane, select AgencyName as a grouping field and RLast as a sort field. e. Add the AgencyName field to the AgencyName Header. Delete the accompanying AgencyName label, position the AgencyName text box on the left side of the AgencyName Header, then resize it to be about 3” wide. f. Add the RealtorNo, RFirst, RLast, and RPhone fields to the Detail section. Delete all labels and position the text boxes horizontally across the top of the Detail section. g. Drag the top edge of the Page Footer section up to remove the blank space in the Detail section. h. Save the report with the name RealtorList, then preview it, as shown in FIGURE 8-21. The width and spacing of the controls in your report may differ. Use Layout View to resize each control so it is wide enough to view all data. i. Save and close the RealtorList report. FIGURE 8-21

2. Create parameter reports. a. Create a query in Query Design View, including the RFirst, RLast, and RPhone fields from the Realtors table. Include the Type, SchoolDistrict, SqFt, and Asking fields from the Listings table. b. In the Asking field, include the following parameter criteria: