• Create BookmarkCreate Bookmark
  • Create Note or TagCreate Note or Tag
  • PrintPrint
Share this Page URL



Welcome to Microsoft Office 2004 for Mac OS X: Visual QuickStart Guide. Feel free to turn immediately to the parts of the book that will be most helpful to you. If you're the thorough type, though, you might want to take a moment to read the next few pages. They 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

This book assumes you have a basic understanding of the following Macintosh skills:

  • How to turn the Mac on and off.

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

  • How to use the elements of the OS X Desktop (menus, windows, icons, Dock, and Trash).

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

  • How to manipulate windows (open, close, move, resize, minimize to the Dock, and switch among open windows).

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

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

  • How to use toolbars (viewing and hiding, using the icons and drop-down menus).

✓ Tip

If you'd like to explore any of these skills further or learn more about what your Mac can do, check out The Little Mac Book and The Little iMac Book (Robin Williams, Peachpit Press). And if you're new to Mac OS X (the operating system for which Office 2004 was designed), you might want to try The Little Mac OS X Book (also by Williams) and Maria Langer's Visual QuickStart Guides for Mac OS X.

How to Use This Book

This is a book for beginning and intermediate users of Microsoft Office for Macintosh. If you're using Office for the first time, switching from a Windows version to the Macintosh version, or already know the basics but want to get more out of your investment in Office, this book is for you. If you learn better from step-by-step instructions and lots of graphic examples than from reference manuals that just describe what the menu commands 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 possible, this book is definitely for you.

I and the former authors of this title have worked hard to create a book that will let you turn to the directions for any procedure, learn what it does, and do it yourself. A screen shot illustrates every significant step. The goal is 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 find tips that offer helpful information about many of the procedures.

Each section has been designed to function independently; you almost never need to know one part of the subject to understand another. However, because many features are common to all Office programs, you'll find yourself recognizing elements and procedures you learned in one program and applying them to the others.

About Word

Word 2004, the word-processing component of the Microsoft Office suite, is used to create letters, memos, invoices, proposals, reports, forms, brochures, catalogs, labels, envelopes, Web pages, and just about any other type of printed or electronically distributed document that you can imagine.

You can type text into Word and insert almost any kind of graphic, formatting the text and graphics into sophisticated documents with tables, running headers and footers, footnotes, cross-references, page numbers, tables of contents, and indexes. If your needs aren't that expansive, you can also create simple letters and memos with Word's easy-to-use features.

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

Word works in concert with the other Office applications. It can display numbers and charts from Excel worksheets, as well as slides from PowerPoint. And you can flag Word documents for follow-up in your Entourage to-do list.

About Excel

Excel 2004, the Office spreadsheet application, is used to track, calculate, and analyze data. If you want to view numeric information graphically, you can use Excel to create professional charts in dozens of formats.

After typing numbers into a row-and-column cell grid in an Excel worksheet, you can enter formulas into adjacent cells that total, subtract, multiply, or divide the numbers. You can also enter functions, special Excel formulas that perform complex calculations—from sums and averages to sophisticated financial computations, such as net present value. Excel can even calculate complex statistics.

You can also use Excel to create, maintain, and import lists and databases. You can accumulate text and numeric records, as well as sort, search, filter, and extract data from a database. Excel works especially well with FileMaker Pro databases.

About PowerPoint

PowerPoint 2004 is the presentation component of Office. You use it to create slides, handouts, overheads, and any other materials you might use during a stand-up dog-and-pony show. You can even use PowerPoint to present slide shows—electronic presentations that you 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 presentation's look, allowing you to focus on its message. It includes sample presentation outlines to help you get a start on the content.

PowerPoint's powerful arsenal includes bulleted and numbered text slides, graphs, tables, organization charts, clip art, animations and movies, and drawing tools.

If you need to convey your PowerPoint presentation to an even wider audience, you can convert it to a QuickTime movie or to a Web-based slide show that can be viewed with any Web browser.

About Entourage

Entourage 2004 helps you manage your life and your communications. Use it to send and receive email, read and post to discussion groups on the Internet, and maintain your calendar, address book, to-do list, and notes.

You can flag Office documents for follow-up in your to-do list, remind yourself of appointments and events, look up contact information in public directories, and link related Entourage items to one another.

✓ Tip

  • For in-depth information on Entourage 2004, see my upcoming Microsoft Entourage 2004 for Mac OS X: Visual QuickStart Guide.

What's New in Office 2004?

Microsoft Office 2004 for Macintosh has many new features. Here are some of the most significant ones.

What's new in all Office programs?

  • The new Project Center enables you to organize and view Office materials related to a particular project. All projects are created in Entourage, but can be accessed from any Office application.

  • The Office Toolbox provides access to key tools, such as the Scrapbook (an enhanced version of the Office Clipboard), Project Palette, Compatibility Report, and Word reference tools.

  • New sections have been added to the Formatting Palette. For example, you can use the Add Objects section to insert clip art, tables, pictures, and other objects into the current document.

  • Any graphic in a received Office document can be saved as a separate file.

  • The Print dialog box now includes Quick Preview, a miniature preview of the printed document.

  • The AutoRecover feature helps avoid data loss in the event of a crash.

  • Filenames can be up to 255 characters long and can include Unicode (foreign language) characters, as can the files themselves.

  • Using the AutoUpdate feature, Office can use the Internet to automatically check for updates to any of the applications and then download and install them.

What's new in Word 2004?

  • A Notebook Layout view has been added, enabling you to take and organize notes, record audio notes, and more.

  • The Project Gallery has been expanded by adding tabs that list all documents on which you've recently worked, active projects, and learning materials.

  • Change tracking (for recording edits made to a document) has been revised and is much clearer than in previous versions of Word.

  • When Word makes an AutoCorrect correction to your text or you use Paste to add material to a document, smart buttons appear that allow you to modify the new material's formatting.

  • The Document Map has been replaced by the Navigation Pane, making it simple to quickly go to any page of interest. The pane can display a list of major document headings or thumbnails for all pages.

What's new in Excel 2004?

  • The new Page Layout view allows you to view your worksheet onscreen exactly as it will look when printed.

  • Smart buttons appear beneath cells to help you specify paste, insert, AutoFill, and error checking options.

  • Excel 2004 can open XML files created in Excel 2000 or later. Worksheets can also be saved in XML Spreadsheet schema.

What's new in Entourage 2004?

  • Support has been added for displaying message threads and for grouping messages according to various criteria, such as message date or subject.

  • The Preview pane can now be placed to the right of the message headers.

  • Email messages can optionally be created from any Word document and automatically formatted as HTML.

  • Entourage is integrated in several ways with MSN Messenger. New contact information can be added to the address book of either or both programs. Every Entourage contact card contains a drop-down menu that you can click to log onto MSN Messenger and send instant messages to the contact.

  • You can summon MapPoint to view a location map or driving directions to any contact in your address book.

  • Support for Exchange servers, digital ID signatures, and message encryption has been added.

What's new in PowerPoint 2004?

  • Presenter tools have been added, including an onscreen clock for timing presentations and a thumbnail view of your entire presentation.

  • Using the Change Slides section of the Formatting Palette, you can quickly see how a new template design will look when applied to slides in the current presentation.

  • Animations and transitions are compatible with those of PowerPoint for Windows and vice versa.

What's new in MSN Messenger?

  • The new spam filter helps eliminate unwanted messages from strangers.

  • MSN Messenger is integrated with Word's Track Changes feature, enabling you to send instant messages regarding edits made to a document by others.

  • Integration with the Project Center is also provided, allowing you to message project team members concerning a particular document edit or comment.

  • New emoticons (smileys) have been added.

  • You can share files across firewalls.

  • Creative Edge
  • Create BookmarkCreate Bookmark
  • Create Note or TagCreate Note or Tag
  • PrintPrint