Monthly Archives: October 2016

Sharing Office Files

The Microsoft Office 2016 applications provide you with all the tools you need to create documents, presentations, workbooks, and publications. After you create your various files using the Office applications, it is up to you to manage your files and share them with colleagues and co-workers.

In this chapter, we take a look at the Office file formats used in each of the Office applications. We also look at your options for managing and sharing files.

Understanding Office File Formats

The default file formats for each of the Office applications (all except for OneNote) take advantage of the open XML (eXtensible Markup Language) file standards. The file formats provide benefits in terms of file compaction, improved damage recovery, better detection of files containing macros, and better compatibility with other vendor software.

Although some backward-compatibility issues may be involved when you attempt to share a file using one of these file formats with a user who still works with an earlier version of a particular Office application (think pre-Office 2007 versions), most problems have been ironed out. Users still working with earlier versions of the Office applications can take advantage of various conversion utilities and software updates that enable them to convert or directly open a file using one of the new file formats.

You can also save your files in file formats that offer backward compatibility for co-workers still using older versions of the Office applications. And the Office applications (such as Word and Excel) provide you with compatibility-checking tools that help negate any issues with files shared with users of legacy Office applications.

As already mentioned, Word, Excel, and PowerPoint use the open XML file formats by default when you save a file in these applications. And you have a number of other file format options in these applications, if needed.

Publisher 2016, on the other hand, saves publications by default in the .pub file type. The .pub file type is “directly” compatible with Publisher 2013, through Publisher 2003. Although Publisher does not enable you to save a publication in the open XML file format (like Word and Excel), you can save Publisher files in the XPS file type, which is an XML file format for “electronic paper.” Publisher also has file types available that you can use to make your publications backward compatible with collaborators who are using previous versions of Microsoft Publisher.

The Office 2016 applications also provide other file formats that make it simple for you to share your documents or workbooks in a format designed for easy viewing. For example, you can use the PDF file format (created by Adobe Systems), which enables users who have the free Adobe Reader software installed on their computer to view your file. Windows 10 also provides a PDF viewer (Windows Reader) to view a PDF document and change from a one-page view to a two-page view. The viewer also enables you to search the PDF document using the Find tool.

The XML electronic paper file format (XPS) also makes it easy for others to view your work. Windows 10 supplies an XPS viewer that enables any Windows 10 user to open and view files in the XPS file type. Figure 3.1 shows the Windows 10 XPS viewer containing a Word document converted to an XPS document.

Referring to Ranges

A range can be a cell, a row, a column, or a grouping of any of these. The RANGE object is probably the most frequently used object in Excel VBA; after all, you are manipulating data on a sheet. Although a range can refer to any grouping of cells on a sheet, it can refer to only one sheet at a time. If you want to refer to ranges on multiple sheets, you must refer to each sheet separately.

This chapter shows you different ways of referring to ranges, such as specifying a row or column. You’ll also find out how to manipulate cells based on the active cell and how to create a new range from overlapping ranges.

The Range object is a property of the Worksheet object. This means it requires that a sheet be active or else it must reference a worksheet. Both of the following lines mean the same thing if Worksheets(1) is the active sheet:

There are several ways to refer to a Range object. Range("A1") is the most identifiable because that is how the macro recorder refers to it. However, all the following are equivalent when referring to a range:

Range("D5")
[D5]
Range("B3").Range("C3")
Cells(5,4)
Range("A1").Offset(4,3)
Range("MyRange") 'assuming that D5 has a 'Name of MyRange

Some Knowladge about Graphics in Publisher

In this chapter, you learn techniques for working with pictures and other graphics. Topics include the following:

  • Inserting Pictures
  • Moving and Resizing Pictures
  • Working with the Picture Tools
  • Creating and Formatting WordArt
  • Inserting Borders & Accents

In Chapter 2, “Working with Page Elements,” you learned how to make adjustments to the page elements such as margins, orientation, paper size, color schemes, and backgrounds. In this chapter, you learn how to add and work with visual elements such as photos, WordArt, borders, and accents. Then, Chapter 4, “Adding Text Boxes,” shows you how to create and work with text boxes, so you can sneak in some information with your visuals.

Without question, adding photographs to your publication is the most popular way to incorporate colorful visuals. Realistic, razor-sharp-focused images immediately elevate a publication’s status and the credibility of the information within it. Publisher 2016 has a powerful collection of picture tools.

 

Inserting Pictures

Pictures are a powerful way to communicate. They guide readers through a publication by catching their eye, creating interest, illustrating key ideas, and controlling the flow. Key concepts can be reinforced and clarified by using informative picture captions and relevant images.

Think about the last marketing piece you got in the mail. What initially drew enough of your interest to glance at it, rather than just tossing it into the recycle bin? Unless it’s an “everything is free” flyer, it was probably the illustrations. Bright, colorful, briefly informative—they communicate as much as the text. Even more so to a reader in a hurry.

 

Inserting Pictures Stored Locally

When the image you want to use is stored either on your computer, or a computer on your network, you simply browse for the file to bring it in to the publication. In the next section, you learn how to locate an image online.

  1. Click the Insert tab on the Ribbon. The Pictures command button is in the Illustrations group, along with the Online Pictures, Shapes, and Picture Placeholder command buttons.
  2. Click the Pictures command button. The Insert Picture dialog box opens.

Did you get a new Apple Watch for the holidays

Activity, shown in Figure 2.22, is designed for use on an ongoing basis, throughout your day. The app takes advantage of the watch’s built-in sensors and continuously monitors your level of movement, exercise, and periods of inactivity (as long as you’re wearing the watch).

As you’ll discover, this information displays in several ways, and syncs automatically with the Activity and Health apps running on your iPhone. The Activity app also shares data with other health and fitness apps, as needed.

 

Use the Workout App

You use the Workout app, shown in Figure 2.24, for whenever you engage in any type of cardio fitness workout session, such as jogging, running, bike riding, or using an elliptical machine (or treadmill). The Workout app collects and displays real-time stats, such as time, distance, calories, pace, and speed.

Like in the Activity app, the data the watch collects and displays automatically syncs with the iPhone, and a growing selection of other health- and fitness-oriented apps, including the Health app that comes preinstalled with iOS 8.2 on the iPhone, can use this data.

The Health app on the iPhone collects real-time health and fitness-related data from the iPhone, Apple Watch, and other compatible equipment (such as a Bluetooth scale, for example), as well as data you manually input, and then monitors, analyzes, stores, and potentially shares that information from the one, centralized Health app.

Just as Notification Center monitors apps and keeps track of all alerts, alarms, and notifications, and then displays this information in one centralized place, the Health app serves a similar purpose, but deals exclusively with health, fitness, nutrition/diet, and sleep-related data and information.