1389 Office 2011 for Mac All in One For Dummies


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  IN 5 1 • Introducing Office 2011 • Word 2011 ® • Excel 2011 ® • PowerPoint 2011 ® • Outlook 2011 ® Get More and Do More at Dummies.comStart with FREE Cheat SheetsCheat Sheets include To access the Cheat Sheet created specifically for this book, go towww.dummies.com/cheatsheet/office2011formacaio Get Smart at Dummies.comDummies.com makes your life easier with 1,000s of answers on everything from removing wallpaperto using the latest version of Windows. Trademarks: Wiley, the Wiley Publishing logo, For Dummies, the Dummies Man logo, A Reference for theRest of Us!, The Dummies Way, Dummies Daily, The Fun and Easy Way, Dummies.com, Making Everything Easier, and related trade dress are trademarks or registered trademarks of John Wiley & Sons, Inc.


  We thank the Macintosh Business Unit of Microsoft, who created the subject matter of the book, and Microsoft Corporation for the awesome MVP pro-gram, without which it is unlikely the authors would been able to meet and collaborate. How to Use This Book Turn to the Table of Contents or use the Index to locate the page number for the topic you’re interested in.

2 Conventions Used in This Book

  For example, if we say, “Type 22 and then press the Return key” we want you to type the number 22 and then press the Return key on the key- board.✦ When you need to choose a command from a menu: When we give you a specific sequence of menu commands to use, it looks like this: ChooseFile➪Share➪Save to SkyDrive. (Note:The Command key, Ô, is the same as the Apple key.) An instruction to“Press Ô-Shift-3” means to hold the Ô key down along with the Shift key and press the number 3 to activate the action, and then let go of all thekeys after the action takes place.

4 Where to Go from Here

  If you’re new to the Mac and are already familiar with Office for Windows, look for this icon to alert you to features that may be new to you. Microsoft MVP The MVP program was established by The authors and this book’s Technical Editor Microsoft to recognize “the best and brightest have received MVP awards for many years.from technical communities around the world” We encourage you to participate in user according to the Microsoft MVP Web site at groups and online activities.

Chapter 1: Going Over the Preliminaries In This Chapter

  So as we take you through the newfeatures and the consistent, existing options, be prepared to go on a journey of discovery. You may or may not have heard about the trend to collaborate, the Ribbon, sharing in “the cloud,” and other new technologies.

8 Jumping into Office 2011

  (If you accidentally remove Entourage, you cando a custom install from your old Office installer and choose to install justEntourage, and then you can allow the updates to install.)If you aren’t upgrading to Outlook, you can still use the default Apple Mail program that’s included as part of your Mac OS X. You have to re-create the links between the text boxes (we coverhow to do this in Book II, Chapter 8), and the layout may need tweaking, but this is the best way we found to migrate Publisher files.

Chapter 1 Going Over the Preliminaries Installing Office, Sweet! Before you can start using Microsoft Office, you need to install it, of course. To take advantage of the new document collaboration features, you need

  After we show you how to install Office, we explain how to activate afree SkyDrive account in the later section “Soaring with Cloud Computing.”Enterprise and higher education Information Technology (IT) departments typically support Microsoft SharePoint. If you have a good disk maintenance and repair utility (such as Alsoft DiskWarrior, TechTools Pro, Drive Genius, or a similar program), be sure to use it on your startup volume and other drives before installing a big prod-uct such as Microsoft Office.

3. Progress update messages and a progress bar appear. The bigger

  The message you hope to see when Disk Utility is finished is green and says, “The volume [name] appears to be OK.” Most likely you will get thisgo-ahead, and you can proceed directly to installing Office and skip the next steps. If the Disk Utility indicates that your disk needs to be repaired, the Repair Disk button will remain grayed out, and you need to take additional actions.

Chapter 1 The installer for Microsoft Office is delivered using a disk image (.dmg) file. Unlike previous versions of Office, the same disk image is used for Home and Going Over the Preliminaries Student Edition, Home and Office Edition, and the limited trial. The installer

  (You don’t have to use a suggested vendor.) You can pur-chase the boxed physical media if you prefer, and that will have a con- ventional DVD along with your product key(s). In previous versions of Office, you had to run the Remove Office utility to remove a trial version to avoid conflicts with the licensed copy.

2. License. This is where you get to read (and if you want, print) the

  To access the Microsoft AutoUpdate application at any time, referto the next section, “Keeping current with AutoUpdate.” It’s very important to leave your installation of Office exactly as the installer generated it. Don’t move or rename any of the applications, files, or foldersof your Microsoft Office installation in the Applications folder, or Office or parts of it probably won’t work.

1. Double-click the icon for Font Book in the Applications folder

  17 The procedure is similar to resolving duplicates (described the precedingBook I section): Chapter 1 Double-click the Font Book application in the Applications folder. Click the pop-up menu in the upper-left corner of the Font Validation 6.window, and choose Warnings Or Errors, as shown in Figure 1-4.

18 Soaring with Cloud Computing

  Because the Internet is such a changeable place, by the time you read this, things could change. ✦ SharePoint: This option is used by large organizations to provide aprivate cloud, one that is not on the Internet.

Chapter 1 common access point for files. Going Over the Preliminaries

  By no means are any of these even remotely as good as the applications in Office 2011.✦ File integration: SkyDrive in all editions of Office and SharePoint (in Home and Business Edition) file systems are integrated into the Office 2011 interface.✦ Privacy: With all services except SharePoint, you exchange your con- tact information, content, habits, and screen space for advertising in exchange for the privilege of using cloud services. Although you canspecify who gets to share your files, you must let the cloud provider’s computers analyze your content and contacts.

20 Book I: Introducing Office 11

Chapter 2: Interfacing with Office In This Chapter

  If you aren’t asenthusiastic as we are about the Ribbon, you’ll be glad to hear that the newRibbon with its tabs does not come at the expense of losing familiar inter- face features such as traditional menus and some toolbars. The main reason to celebrate the existence of the Ribbon is that no longer will overcrowded palettes spill over past the bottom of the screen orobstruct your view of the document, spreadsheet, or the slide that you’re working on.

22 Musing about Menus

  (See Figure 2-1.) The menu bar continues to the right edge of the screen,but everything to the right of the Help menu belongs to Mac OS X or other open applications. ✦ Application menu: Located immediately to the right of the Apple menu, this menu offers access to these important options: About [Application Name]: Displays a message box that describes Include this information when making inquiries about this product, when contacting the manufacturer, or when using online communityforums.

Chapter 2 Hide [Application Name] Ô-H: This hides the application from view. • Use Ô-Tab or click the application’s Dock icon to return to (unhide) with Office Interfacing the application. • Hide Others Option-Ô-H: The Hide Others command hides all other

  If you have files with unsaved changes, the application prompts you tosave them before quitting.✦ File and other menus: These menus offer the array of commands that are associated with your Office application. Automator is a small program built within Mac OS X that lets you auto- mate stuff that you do often, and Microsoft Office applications are com-patible with Automator.✦ Help Menu: Compared with the previous versions, the Help system in Office 2011 is revamped and interactive.

24 Talking about Toolbars

  ✦ Print: This icon allows you to print some or all of your content to a con- nected physical printer, or in many cases a virtual printer driver that saves to PDF files.✦ Undo and Redo: These icons allow you to return to how your file was a few clicks ago, or redo something you just did. In Office 26 Customizing Menus and Toolbars in Word, Excel, and PowerPoint Customizing Menus and Toolbars in Word,Excel, and PowerPoint Whenever you feel the need to tweak the interface of a Microsoft Office application, you need to summon the Customize Toolbars and Menus dialog.

6. Click OK to close the Customize Toolbars and Menus dialog

  Maybe you noticed that having the same tool-bar repeat over and over again in each window is less of a convenience and more like a waste of valuable screen real estate. They’re also dockable — they gentlystick to the top, bottom, left, or right edge of the screen and out of your way.

3. A very small box with an empty space on it appears onscreen. This small box is your new toolbar

  Click the Commands tab of the Customize Menus and Toolbars dialog 4. (refer to Figure 2-5), choose any of the categories from the list on the left, drag commands to the new toolbar, and click OK to close the Customize Toolbars and Menus dialog.

30 Customizing Menus and Toolbars in Word, Excel, and PowerPoint

  Alternatively, if you copied a small picture from any application to the Mac OS X Clipboard, you can use the Paste Button Image option to replace the command button icon with the picture on the Clipboard. ✦ Begin a group: When selected, this option adds a dividing line to the left of a button or above a menu item to help visually distinguish groups of commands.✦ Reset: Restores the default toolbar icon for the command.

Chapter 2 Viewing

  When you click a com- mand button on a toolbar, if you see a double row of dots at the top of asubmenu, you can click that double row of dots to make the submenu into a floating toolbar. Before you start your toolbar and menu customizations, change theSave In setting (as described in the preceding steps) to keep the customiza- tions within the current document.

Chapter 2 When you click a Ribbon tab, it displays buttons (or commands) arranged

  When you select an object such as a picture, you’ll only end up making the context-sensitive Format Picture tab visible, but to actually use the optionswithin this tab, you may have to click the tab to display the commands available. The Ribbon dialog has the following options: ✦ Turn on the Ribbon: When selecting, the Ribbon is on and this is the default setting.

Chapter 3: Traversing the Toolbox In This Chapter

  ✓ Turning on the Toolbox✓ Sleuthing the Scrapbook✓ Finding references quickly✓ Using Office cross-platform eyond the menu and the Ribbon, the Toolbox is another context-awareinterface tool available to you in the Office 2011 suite. You can then go to your open Word document and chooseEdit➪Paste to bring a copy of that picture from the Clipboard to your Word document.

Chapter 3 Here’s how to toggle Scrapbook’s automatic Add to Scrapbook setting: Traversing the Make sure the Scrapbook tab is selected in your Toolbox

  That’s all you need to do, and the Scrapbook setting is now set to auto- matic so that every time you copy something within your Office 2011applications, it’s added to your Scrapbook in addition to being added to the Mac OS X Clipboard, but only while the Scrapbook tab of theToolbox is displayed. If you followed the preceding steps and made that small change to the Always Add Copyoption, adding items to Scrapbook happens automatically every time you copy something in Office 2011 with the Copy command while the Scrapbooktab of the Toolbox is open.

42 Scrapbook: The Clipboard Evolves

  Here’s a quick rundown of the ways toget your selected clip out of Scrapbook: ✦Right-click or Control-click on a scrapbook entry, and choose Paste in the resultant pop-up menu. All you need is a little guid- ance from us about what’s going on, and then you’ll be whizzing aroundScrapbook.✦ Filter Clips: After you have a bunch of clips assembled within your Scrapbook palette, you might find it difficult to locate that elusive clip you saved a few weeks ago.

Chapter 3 Filtering Scrapbook Traversing the clips. Toolbox

  Refer to Figure 3-1 for Date and for the rest of these commands.✦ View: The View pop-up button toward the top right changes the way clips are displayed in the Scrapbook. Choose from these views: List, Detail, and Large Preview.✦ Information: Displays the filename of the source of the clip, the date it was added to Scrapbook, its source application, and its size.

Chapter 3 option to accept the suggestion. Traversing the Toolbox Being Compatible It’s hard to believe, but a lot of people are still working in organizations that

  Compatibility Report knows almost every aspect of each Office version since Office 97 (that’s the last 11 versions of Office col-lectively on Windows and Mac platforms!), and it can tell you whether things in your document might not play nice with an older version. Not only canCompatibility Report give you a report; it might be able to fix some aspects of your document so that what you see in Office 2011 is what your co-workersor friends see when they open your file in their older software.

1. Or just click the Save icon on the Standard toolbar

  You use the Compatibility Report tool by starting at the top and working your way down:✦ Check Compatibility With: Choose which version of Office you want your document to be compatible with. You can opt to make your document compatible with a particular Windows or Mac version, or with all Windows and Mac versions.✦ Document: Click to start checking your document, spreadsheet, or pre- sentation.

Chapter 3 If you work in a cross-platform environment, you can do some things to

  Updating from an older file format to standard open XML format If your file is in Compatibility Mode but you want to use new Office features, choose File➪Save As and from the Format pop-up menu choose WordDocument (.docx), Excel Workbook (.xlsx), PowerPoint Presentation(.pptx), or other current file format such as a template or macro enabled file. Changing a file from standard format to 97–2004 format When the file you are working on is in the standard open XML file format, you don’t see Compatibility Mode at the top of the window.

Chapter 3 Traversing the Toolbox

  Customizing the Toolbox Click the Customize Toolbox button in the upper-right corner (refer toFigure 3-1) to flip the Toolbox over and expose settings, as shown in Figure3-7. ✦ Close Effect: These settings adjust how the Toolbox behaves visually: • From the pop-up menu, choose Genie, Scale, or No Effect.

Chapter 4: Working with Files In This Chapter

  ✓ Opening files✓ Performing file and content searches✓ Saving files✓ Making templates✓ Working with templates✓ Saving to the cloud with SkyDrive n April 2009, MacWorld magazine ran a feature titled “19 Ways to Open a File.” Readers promptly came up with even more ways. And in case all those options in the dialogs make you dizzy, wehelp you wade through the myriad options so that you discover the coolest options related to working with Office files.

52 Opening Files

  As in a typical Open dialog, this one also has these features:✦ Forward and Back buttons: Help you navigate the folders in your directory.✦ Icon view, List view, and Column view buttons: Display files as icons (Icon view), in a list (List view), or with a mini preview and file details(Column view). Original opens the selected file, Copy opens a copy of the selected file, and Read-Only opens the selected file as read-only.✦ Open and Cancel buttons: Open the selected file.

54 Saving Files

  ✦ Clear search box: Click the X in the Search field to clear the field.✦ Number of hits: Displays how many items match your search criteria.✦ Search locations: Click to limit your search to specific places.✦ Enter search terms: Type keywords, phrases, or filenames in the Search field. ✦ Forward/Back: For navigation within your directories.✦ Format: Click this pop-up menu to change the resulting saved file to a format that’s different from the default file format.

56 Saving and Using Templates

  You should always select this option.✦ Options: Displays more options applicable to the selected format.✦ Compatibility Report: Runs Compatibility report in the Toolbox.✦ New Folder: Lets you create a new folder on the fly.✦ Save: Saves the file using the settings you chose in the Save As dialog. When you open a template from the gallery, a new document identical to the saved template will open and it will have a generic name, such as Document1, Workbook 3, or Presentation 2.

Chapter 4 When you save a template from within Word, Excel, or PowerPoint, the Working with Files

  Finding the default My Templates folder Here’s the complete file path to the default My Templates folder: Hard Drive:Users:UserName:Library:Application Support:Microsoft:Office:User Templates:My Templates Unless you have a particular reason to change the default, we recommend that you park your templates using the default location. User and workgroup templates Office looks at two folders to populate the application template galleries and for saving templates:✦ User templates: The My Templates folder described in the preceding section is also known as the user templates folder.

1. With a document open in Microsoft Word, choose Word➪Preferences➪ File Locations

  The file path shown in the location column is the default storage loca- tion for each of the file types listed in the File Type column. To see the complete file path in File locations preferences, hover your mouse cursor over the file path shown in the preferences dialog.

Chapter 4 Working with Files

  On the SkyDrive Web site, select a filename in a folder list and choose More➪Version History to access this feature.✦ If you don’t already have a Live ID, you’re prompted to create one, as shown in Figure 4-5. Signing up for SkyDrive If you need to share a file with someone who doesn’t have Office or you want to open a file on a computer without Office (either Mac or PC), Web appli-cations (SkyDrive or Google docs) can sometimes suffice for displaying or making simple edits to Office files.

62 Sharing and Collaborating with SkyDrive

  Saving to a folder synched to SkyDrive If you’ve created one or more synced folders in Finder using the WindowsLive Sync application, you can choose File➪Save or choose File➪Save As and treat the Live Sync folder just like any other folder. You can obtain theURL from SkyDrive by visiting your SkyDrive cloud in a Web browser and choosing either Share➪Get Link, which presents the URL immediately, orShare➪Send a Link, which sends an e-mail containing the link to either your- self or someone with sharing permissions.

64 Saving to SharePoint

  You choose File➪Share➪Save to SharePoint to Working with Files display a file browser that looks similar to the SkyDrive browser shown in Figure 4-6, except it saves to SharePoint instead of SkyDrive. In Word, to get a better idea of how your document willlook when received, choose View➪Web Layout before sending.✦ E-mailing the link (File➪Share➪Email [as Link]): If you opened a docu- ment from a SkyDrive link, you can e-mail that link to a collaborator.

Chapter 5: Getting SmartArt In This Chapter

  Info-graphics come in two flavors:✦ Diagrams that take logic and relationships and present them in a visual form✦ Charts that take data and present them in a visual form We look at charts in Word and Excel in Book II, Chapter 6 and Book III, Chapter 6, respectively. Show/Hide Text PaneAdd box Selected text box Delete box Connector lines Refer to Figure 5-2 or run your Office application alongside as we run down the features of SmartArt graphics:✦ Text Pane: The Text Pane contains all the text content of a SmartArt graphic organized as an outline.

70 Smiling with SmartArt

  If your SmartArt contains a picture, you can tint the picture by choosing the Match Picture toSmartArt Graphic Color option right at the bottom of the Colors gallery.✦ Styles gallery: Click the arrows at each end of the gallery to scroll, or click near the center at the bottom of the gallery to expose the drop- down gallery. Making Organization Charts 73 To use these features, first select the position at the top of the organizationBook I chart’s hierarchy and then select one of the following from the Org menu: ✦ Horizontal: Arranges the chart in horizontal style.✦ Vertical: Arranges the chart in a vertical style.✦ Left hanging: Arranges position boxes to the left of the centerline.✦ Right hanging: Arranges position boxes to the right of the centerline.

Chapter 6 Web: Fonts that play nicely with Web browsers. Use these if you’re • Selecting and planning to use Save As Web Page. Formatting

  Formatting Gradients that are pleasing to the eye are easy to make by choosing colors that are within a single column of the Theme colors of the colorpalette.✦ Transparency: Drag the slider or use the spinner control to adjust trans- parency of the selected color handle. You may think of more uses.✦ When filling shapes (especially in charts and graphs) that will be used for publication, especially when you are limited to two color prints as inblack and white.✦ When you want to make it easier for color-blind people to distinguish colored areas by adding visual cues.✦ When you plan to print your output in black and white, or grayscale.✦ Whenever you desire a high-contrast fill.

Chapter 6 You’re offered line-formatting options when you choose to format a line and

  These two tabs work identically to the Solidand Gradient tabs of the Fill panel that we discussed in the preceding sec- tions, “Applying a solid fill” and “Applying a gradient fill.”When you choose the Weights & Arrows tab (shown in Figure 6-11), the LineStyle options are available for all shapes. You can con- trol the following aspects of the reflection (see Figure 6-16): ✦ Reflection: When the check box is selected, the shape has reflection.✦ Transparency: Use the slider or spinner to adjust see-through.✦ Size: Use the slider or spinner to adjust the reflection’s size.

Chapter 7: Formatting Pictures In This Chapter

  ✓ Formatting pictures with the Ribbon✓ Changing brightness, contrast, and more✓ Having fun with filters✓ Removing backgrounds✓ Cropping and compressing pictures✓ Applying picture styles and effects✓ Working with layers n the preceding chapter, we explore formatting text and shapes. Formatting Pictures Using the Ribbon When you click a picture in a document, workbook, or presentation, Office lets you know your picture is selected by putting light blue resize handlesaround the edges, and the green rotate handle appears at the top.

98 Formatting Pictures Using the Ribbon

  For pictures where this doesn’t work the way you Formatting Pictures expect, you might want to explore the Remove Background option that we discuss later in this chapter in the “Removing the background” section.✦ Picture Color Options: Displays the Adjust Picture tab of the Format Picture dialog (refer to Figure 7-3). If you choose the Artistic Filter Options at the bottom of the gallery, you dis- play the Artistic Filters tab of the Format Picture dialog, as shown in 102 Formatting Pictures Using the Ribbon Figure 7-6.

2. Click the Ribbon’s Format Picture tab. In the Adjust group, click Remove Background

3. Press Return to remove the background

  When the cursor is a plus, drag a line across a portion of the picture you want to add to the selection. To manually remove portions of the selected area, hold Ô down tochange the plus to a minus and then drag over the area you want to remove.

1. The Media Browser displays

  Choose the picture you want to crop and then click the Insert button 6. Formatting Pictures On the Format Picture tab of the Ribbon, click the small triangle on 8.

9. You can resize both the shape and the picture. Drag the handles on the

  (These effects are sepa- rate from the filters in the Adjust group.) These picture effects, shown inFigure 7-16, are the same as the effects that you can apply to any shape and are discussed in Chapter 6 of this minibook, where we discussed applyingthese effects on shapes. Arranging the layers Until Office 2011, to arrange the order of objects in the layers above the text layer, you would right-click an object and choose one of four Arrangeoptions: ✦Bring to Front ✦Send to Back ✦Bring Forward (one layer) ✦Send Backward (one layer) Of course, you can still do this in Office 2011, and these options are now available on the Format tab of the Ribbon.

2. Click the Ribbon’s Format tab, and in the Arrange group, click Ungroup. You can also right-click and choose Grouping➪Ungroup

  You can regroup by reselecting the objects and then choosing Regroup in Step 2. Choose a picture format and save the file in a loca- tion you want.

Chapter 8: Inserting Media In This Chapter

  It’s easy to change from one view to another: If you see the view on the left of Figure 8-1, click the view splitter, which is the small dot above where your content shows and drag that down so the pop-up menu no longer shows. Drag the slider at the bottom left and right to adjust the size of the photos in the preview pane.

Chapter 8 To insert a photo, drag it from the lower panel of the Media browser into

  The next trick is that you can right-click in the picture preview area on the lower part of the Media browser and choose Display as List, as shown inFigure 8-2. In the preview pane, you can select music and then click the Play button (thelarge right-pointing arrow) at the lower-left corner of the Media browser to preview your selection.

Chapter 8 columns from the pop-up menu. Inserting Media Browsing Movies Everyone loves movies, and you can insert them into Word, Excel, PowerPoint

  As with pictures and music, you can right-click in the preview section in theMedia browser and show previews in a sortable list. 122 Browsing Clip Art In the Media browser, click a movie preview and then click the Play button(the large right-pointing arrow) to play the movie in the preview pane.

Chapter 8 Inserting Media

  Follow these steps: Downloading new Clip Art The Media browser shows only a limited collection of pictures and drawings that belong to the larger Office Online Images and Media collection, whichincludes millions of pictures, drawings, sounds, and animations. the Clip Gallery is covering your document, you need to drag the ClipGallery window a wee bit so that you can see both this window and your document at the same time.

1. From the menu of any Office application, choose Insert➪Clip Art➪Clip Art Gallery

  We don’t show you the actual interface because Microsoft updates this site fairly often, and the location of the Search text box may change. As you select the check boxes in your browser, you’ll see a Selection Basket that shows the number of clips you’ve opted to download.

Chapter 8 Your browser downloads the clips as a single file. Inserting Media Select the Save option when you’re prompted by a dialog

  Apple Safari does it right, but you have to manually append a .cil file extension in Mozilla Firefox and some other browsers that save the file without the .cil extension. Follow almost the same steps if you want to set or change the keyword tags for a selected clip: Select a clip in the Clip Gallery.

2. Click the Properties button to open the Properties window

  Any new keywords that you add with the New Keyword button are avail- able in the keyword list that you see in this window. Click OK to exit the Properties window and go back to the Clip 5.

Chapter 8 Symbols are elegant and oh, so simple! And they’re useful, too, because you Inserting Media

  Just positionyour insertion cursor (the blinking vertical bar) where you want the symbol inserted in your document and then use one of the following tools to browsethe symbols in your Mac’s font collections: ✦The Symbols tab of the Media browser is a quick, easy way to get at the most popular symbols. Inserting from the Symbols tab The Symbols tab (see Figure 8-10) offers a grid-based preview of symbols contained in the font selected in the Font pop-up menu.

Chapter 8 Browsing Character Viewer Inserting Media By far, the most versatile and fun-to-use tool Let the fun begin! Click the new little icon on

  for browsing your fonts is Character Viewer, your menu bar and choose Show Character which is included in Mac OS X. appears smaller than the one you see in thefollowing figure, change the View option to All Before you can use the Character Viewer, youCharacters and then click the disclosure trian- must turn it on, like this:gles next to Character Info and Font Variation.

1. Choose Apple➪System Preferences➪ Then resize the window larger

  Character Viewer lets you see and scroll to the top of the list and select the insert every variant of every glyph within all theOn check box for Keyboard and Character fonts on your system. Atthe bottom edge of the Media browser is a slider control, which you can drag left and right to zoom in on and out of the shapes in the palette.

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