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Welcome to Microsoft Office 2001! Feel free to turn immediately to the parts of the book that will be most helpful to you, but if you're the thorough type, you might want to take a moment to read through the next few pages, which list the basic skills you'll need—skills you almost certainly have if you've used the Mac for any length of time. We'll also take a look at what's new in this edition of Microsoft Office for Macintosh.

What You Already Know

If you'd like to explore any of these skills further, or learn more about what you Mac can do, I highly recommend The Little Mac Book and The Little iMac Book, both by Robin Williams and published (no surprise) by Peachpit Press.

Basic skills:

How to turn the Mac on and off.

How to use the mouse (move, point, click, double-click, drag).

How to use the elements of the Desktop (menus, windows, icons, the Trash).

How to use the common elements of applications (menus, toolbars, document windows, buttons).

How to manipulate windows (open, close, move, zoom, resize, collapse, switch among multiple open windows).

How to manipulate files (find, open, save, close, copy, move).

How to use the elements of dialog boxes (text fields, pull-down menus, checkboxes, radio buttons, tabs).

How to use toolbars (viewing and hiding, using the buttons, changing the buttons).

How to Use This Book

This is a book for beginning and intermediate users of Microsoft Office for Macintosh 2001. If you're using office for the first time, switching from a Windows version to the Macintosh version, or just know the basics and want to get more out of your (substantial!) investment in Office, this book is for you. If you learn better from step-by-step instructions or lots of graphic examples than from reference manuals that just describe what all the menu functions do, this book is also for you. Most of all, if you know what you want to do and want to get started in the shortest amount of time, this book is definitely for you.

We've worked hard to create a book that will let you turn to any step-by-step procedure, learn what it does, and be able to do it yourself, with a screen-shot graphic for every significant step. Our goal has been to give you all the information you need and none that you don't, making you productive as quickly as possible. Along the way, you'll often find tips that offer useful information related to the steps of the procedure.

To the best of our ability, we've made each section independent of every other; you almost never need to know one part of the subject matter to understand another. However, there are so many features common to all the Office programs that you will quickly find yourself recognizing elements and procedures you learned for one program and be able to use them in the others.

What's New in Office 2001

Microsoft Office 2001 for Macintosh has many new features. Here are the most significant ones.

What's new in all Office programs:

  • Project Gallery, which makes it easy to open new documents of any kind

  • Open & Save dialog enhancements: Shortcuts, Favorites, and Recent Items

  • Office Art enhanced drawing layer

  • Many enhancements for creating and managing Web pages

  • Extensive foreign-language support

  • New Program (Entourage) for e-mail, newsgroups, contacts, to-do lists, calendar, and notes; any Office document many be flagged for follow-up in Entourage

What's new in Word:

  • Formatting Palette makes common formatting options more accessible

  • New templates and wizards (brochures, catalogs, menus in addition to letters, envelopes, labels)

  • Many improvements in proofing tools, including AutoFormat, AutoComplete, and AutoSummarize

  • Automatic style creation, redefinition, and instant preview in Formatting Palette

  • Double-click anywhere in a page to type text there

  • Thesaurus and Encarta Dictionary definitions

  • Table enhancements: draw and erase tools, easier moving and resizing, tables within tables, and vertical or horizontal text-alignment tools

  • Linked text boxes to flow text anywhere

  • Word wrap around irregular graphics

  • Clip Gallery for organizing and using graphics

  • New Data Merge Manager for form letters, envelopes, and catalogs

What's new in Excel:

  • European Union currency conversion via the euro

  • Formula Calculator

  • Formatting Palette

  • Wysiwyg font menu

  • Autofill formulas and formatting in lists

  • List Manager

  • More choices for displaying axis labels in charts

  • Drag-and-drop fields to lay out PivotTable reports directly on the sheet

  • Improved data import from FileMaker, text files, and external databases

What's new in PowerPoint:

  • Slide Finder thumbnails

  • Multiple slide masters

  • AutoFitting text by reducing font size to make it fit in placeholders

  • Table tools native to PowerPoint

  • Numbered lists

  • Clip Gallery for managing graphics

  • Scanner and digital camera support

  • Animated GIF support

  • New transition effects

About Word

Word 2001, the word-processing part of the Microsoft Office suite, creates letters, memos, invoices, proposals, reports, forms, brochures, catalogs, labels, envelopes, Web pages, and just about any other printed or electronically distributed documents.

You can type text into Word and insert nearly any kind of graphics, formatting the text and graphics into sophisticated documents complete with tables, running headers and footers, footnotes, cross-references, page numbers, tables of contents, and indexes. On the other hand, you can create simple text memos with Word's easy-to-use features.

Word's approach, as with the other applications in the Office suite, is entirely visual. As you work in a document, you see all the text, graphics, and formatting exactly as it will appear when you print it.

Word can easily work in concert with the other Office applications too. It can display numbers from Excel and slides from PowerPoint. Word documents can be flagged for follow-up in your Entourage to-do list.

About Excel

Excel, the spreadsheet of the Microsoft Office suite, tracks, calculates, and analyzes numbers, and creates charts to depict numbers visually.

After typing numbers into a rows-and-columns grid of cells on an Excel sheet, you enter formulas into adjacent cells that total, subtract, multiply, or divide the numbers. You can also enter functions (special Excel formulas) that perform dozens of complex calculations on the numbers, from simple averaging to sophisticated financial calculations such as net present value. Excel can even calculate highly involved statistics, such as the inverse of the one-tailed probability of the chi-squared distribution.

Excel also lets you create, maintain, and import lists and databases. You can accumulate records of information that are both textual and numeric, and sort, search for, filter, and extract data from a database. It works especially well with FileMaker Pro databases.

To view numbers graphically, you can have Excel create professional and presentable charts, in dozens of different formats.

About PowerPoint

PowerPoint is the presentation-graphics part of the Microsoft Office suite. It creates charts and graphs, slides, handouts, overheads, and any other presentation materials you might use during a stand-up dog-and-pony show. PowerPoint even creates slide shows, which are electronic presentations you can run on your computer screen or on a projection device in front of an audience.

PowerPoint comes with dozens of professionally designed templates that take care of the look of a presentation so you can focus on the message. It even comes with a selection of sample presentation outlines that can help you get a start on the presentation content.

Bulleted or numbered text slides, graphs, tables, organization charts, clip art, animations and movies, and drawing tools are all elements in PowerPoint's powerful arsenal.

About Entourage

Entourage helps you manage your life and your communications. Use it to send and receive e-mail and files, read and post to discussion groups on the Internet, and keep your calendar, address book, to-do list, and notes. You can synchronize it with your Palm OS-based handheld computer.

You may flag any other Office documents for follow-up in your to-do list, remind yourself of appointments and events, look up contact information in public directories, and easily link Entourage items to each other.

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