Teach Yourself VISUALLY™ Office 2016
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Copyright © 2016 by John Wiley & Sons, Inc., Indianapolis, Indiana
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Library of Congress Control Number: 2015948801
ISBN: 978-1-119-07477-9 (pbk); ISBN: 978-1-119-07476-2 (ebk); ISBN: 978-1-119-07492-2 (ebk)
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Media Credits
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Credits
Acquisitions Editor
Aaron Black
Project Editor
Sarah Hellert
Technical Editor
Vince Averello
Copy Editor
Scott Tullis
Production Editor
Barath Kumar Rajasekaran
Manager, Content Development & Assembly
Mary Beth Wakefield
Vice President, Professional Technology Strategy
Barry Pruett
About the Author
Elaine Marmel is President of Marmel Enterprises, LLC, an organization that specializes in technical writing and software training. Elaine has an MBA from Cornell University and worked on projects to build financial management systems for New York City and Washington, D.C., and train more than 600 employees to use these systems. This experience provided the foundation for Marmel Enterprises, LLC to help small businesses manage the project of implementing a computerized accounting system.
Elaine spends most of her time writing; she has authored and co-authored more than 90 books about Microsoft Excel, Microsoft Word, Microsoft Project, QuickBooks, Peachtree, Quicken for Windows, Quicken for DOS, Microsoft Word for the Mac, Microsoft Windows, 1-2-3 for Windows, and Lotus Notes. From 1994 to 2006, she also was the contributing editor to monthly publications Inside Peachtree and Inside QuickBooks.
Elaine left her native Chicago for the warmer climes of Arizona (by way of Cincinnati, OH; Jerusalem, Israel; Ithaca, NY; Washington, D.C., and Tampa, FL), where she basks in the sun with her PC, her cross-stitch projects, and her dog Jack.
Author’s Acknowledgments
Because a book is not just the work of the author, I’d like to acknowledge and thank all the folks who made this book possible. Thanks to Aaron Black for the opportunity to write this book. Thank you, Vince Averello, for doing a great job to make sure that I “told no lies.” Thank you, Scott Tullis, for making sure I was understandable and grammatically correct — it’s always a pleasure to work with you. And, thank you, Sarah Hellert, for managing all the players and manuscript elements involved in this book; that’s a big job, and you’re up to the task.
How to Use This Book
Who This Book Is For
This book is for the reader who has never used this particular technology or software application. It is also for readers who want to expand their knowledge.
The Conventions in This Book
Steps
This book uses a step-by-step format to guide you easily through each task. Numbered steps are actions you must do; bulleted steps clarify a point, step, or optional feature; and indented steps give you the result.
Notes
Notes give additional information — special conditions that may occur during an operation, a situation that you want to avoid, or a cross reference to a related area of the book.
Icons and Buttons
Icons and buttons show you exactly what you need to click to perform a step.
Tips
Tips offer additional information, including warnings and shortcuts.
Bold
Bold type shows command names, options, and text or numbers you must type.
Italics
Italic type introduces and defines a new term.
Part I
Office Features
The Office 2016 applications share a common look and feel. You can find many of the same features in each program, such as the Ribbon, Quick Access Toolbar, program window controls, and the File tab. Many of the tasks you perform, such as creating and working with files, share the same processes and features throughout the Office suite. In this part, you learn how to navigate the common Office features and basic tasks.
Chapter 1: Office Basics
Chapter 2: Working with Files
Chapter 3: Office Graphics Tools
Chapter 4: Working with Office Files Online
CHAPTER 1
Office Basics
Start and Exit Office Applications
Office 2016 runs on a 1-gigahertz (GHz) or faster x86- or x64-bit processor with 1 or 2 gigabytes of RAM, based on your processor speed. Your system must be running Windows 7, Windows 8, Windows 10, Windows Server 2008 R2, or Windows Server 2012.
This section uses Access to demonstrate how to open a program from Windows 10. Once an Office program opens, its Start screen appears, helping you to find a document you recently worked on or to start a new document. For other ways to open or start a new document, see Chapter 2.
Start and Exit Office Applications
Click in the search box.
The message box introducing Cortana appears.
Note: Cortana is the Windows 10 search assistant. Click Learn more to read about Cortana.
Start typing the name of the program; for this example, type Access.
A list of choices appears that match the letters you typed.
Click the choice matching the program you want to open.
The program opens and displays its Start screen, which helps you open new or existing documents; see Chapter 2 for other ways to open documents.
You can use this panel to open an existing document.
You can use this area to start a new document.
This area indicates whether you have signed in to your Office 365 subscription.
Note: See Chapter 4 for details about signing in to Office 365.
To exit from the program, click the Close button ().
Note: If you do not see the Close button (), slide the mouse () into the upper right corner of the screen until it appears.
Navigate the Program Windows
All Office programs share a common appearance and many of the same features, and when you learn your way around one Office program, you can easily use the same skills to navigate the others. These common features include scroll bars, a Ribbon, and a Quick Access Toolbar (QAT). The Ribbon contains commands that Microsoft Office determines that you use most often, and the QAT contains frequently used commands; you can customize both elements.
Title Bar
Displays the name of the open file and the Office program.
Quick Access Toolbar
Displays quick-access buttons to commonly used commands such as Save, Undo, and Redo.
Ribbon
Displays groups of related commands in tabs. Each tab offers buttons for performing common tasks.
Program Window Controls
These buttons enable you to control the appearance of the program window. You can minimize the Ribbon, and you can minimize, maximize, restore, or close the program window.
Office 365 Indicator
If you see your name, you are signed in to your Office 365 subscription. You can click your name to display a menu that enables you to manage your Microsoft account settings or switch to a different Microsoft account. If you are not signed in, this area shows a Sign In link. See Chapter 4 for details about signing in to Office 365.
Status Bar
Displays information about the current Office document.
View Shortcuts
These shortcuts switch to a different view of your document.
Zoom Controls
This feature changes the magnification of a document.
Work with Backstage View
You can click the File tab to display Backstage view. In Backstage view, you find a list of actions that you can use to open, save, print, remove sensitive information, and distribute documents as well as set Word program behavior options. You can also use Backstage to manage the places on your computer hard drive or in your network that you use to store documents, and to manage your Office 365 account.
Work with Backstage View
Click the File tab to display Backstage view.
Commonly used file and program management commands appear here.
Buttons you can click appear here.
Information related to the button you click appears here. Each time you click a button, the information shown to the right changes.
Note: The New, Close, and Options commands do not display buttons or information, but take other actions.
Click the Back button () to return to the open document.
Change the Color Scheme
You can use Office themes and background patterns to change the appearance of the program screen. Themes control the color scheme the program uses, and background patterns can add interest to the screen while you work. Color schemes can improve your ability to clearly see the screen, but be aware that background patterns might be distracting.
Office themes are available even if you are not signed in to Office 365, but to use background patterns, you must sign in to Office 365. For details on how to sign in and out of Office 365, see Chapter 4.
Change the Color Scheme
Note: Make sure you are signed in to Office 365. See Chapter 4 for details.
Click File to open Backstage view.
Click Account.
Click the Office Theme .
Click an Office theme.
The colors of your program change.
Note: Some theme changes are more subtle than others.
Click the Office Background .
Point the mouse () at a choice in the menu to highlight that choice.
A background pattern appears at the top of the window. The pattern remains as you work on documents.
Click the pattern you want to use or click No Background.
Click the Back button () to return to your document.
The Office theme and background you selected appear.
The background appears in the title bar and the tabs of the Ribbon.
Find a Ribbon Command
When you need to take an action that you do not take on a regular basis, you can make use of Office 2016’s new feature, the Tell Me What You Want To Do feature. The Tell Me What You Want To Do search feature helps you find commands on the Ribbon.
You can still use the Ribbon directly, as described in the next section, “Work with the Ribbon.” The Tell Me What You Want To Do search feature is most useful when you are not sure where on the Ribbon to find the command you need.
Find a Ribbon Command
Open a document in an Office program.
Note: See Chapter 2 for details on opening an Office document.
Click here.
A list of commonly requested actions appears.
Type a brief description of the action you want to take.
The program lists possible commands you can use to complete your task.
Click a command to use it.
Commands with arrows () display additional commands.
The program performs the action you selected; in this example, Excel charts the worksheet data.
Work with the Ribbon
In addition to letting an Office program help you find a command, you can select commands using the Ribbon. Each Ribbon tab contains groups of related command buttons. Each button performs a common task. Some tabs appear only when needed. For example, if you select a table, the Ribbon displays the Table Tools tab.
In all Office programs, you can customize the Ribbon to support the way you work. For example, you can create your own Ribbon tab that contains the buttons you use most often; that way, you can avoid switching tabs to use a particular command.
Work with the Ribbon
Using the Ribbon
Click the tab containing the command you want to use.
Click the command.
Buttons with arrows () display additional commands.
You can click the dialog box launcher () to display a dialog box of additional settings.
Create a Ribbon Tab
Click the File tab.
Click Options to display the Options dialog box.
Click Customize Ribbon.
Click the tab you want to appear to the left of the new tab.
Click New Tab.
Word creates a new tab and a new group on that tab. To reposition the tab, click it and click the arrows.
Click New Tab (Custom).
Click Rename to display the Rename dialog box.
Type a name for your tab and click OK.
Click New Group (Custom) and repeat Steps 7 and 8 to rename the group.
Add Buttons
Click the group on the tab you created.
Click a command.
If the command you want does not appear in the list, you can click the Choose commands from and select All Commands.
Click Add.
The command appears below the group you created.
Repeat Steps 2 and 3 for each button you want to add to the group.
Click OK.
The new tab appears on the Ribbon. If you positioned your tab as the first tab, it will appear each time you open the program.
Customize the Quick Access Toolbar
The Quick Access Toolbar, or QAT, is located in the top left corner of the program window above the File and Home tabs. It offers quick access to the frequently used Save, Undo, and Redo commands. If you want, you can customize this toolbar to include other commands you use often, such as the Quick Print, Print Preview, or any other command.
You can also reposition the QAT so that it appears below the Ribbon rather than above it; and, if you change your mind, you can put the QAT back above the Ribbon.
Customize the Quick Access Toolbar
Click the More button ().
You can click any of the common commands to add them to the toolbar.
You can click Show Below the Ribbon if you want to display the toolbar below the Ribbon.
Click More Commands.
The Options dialog box appears.
Click the Choose commands from .
Click a command group.
Click the command that you want to add to the toolbar.
Click Add.
Office adds the command.
You can repeat Steps 3 to 6 to move additional buttons to the toolbar.
Click OK.
The new command appears on the Quick Access Toolbar.
Using an Office Program on a Tablet PC
Using Office 2016 on a tablet offers a different experience than using the programs on a computer with a keyboard and mouse. This section shows you how to open an Office program on a touch device and how to switch between Touch and Mouse modes.
Office enhancements for tablets are limited primarily to enlarging buttons on the Quick Access Toolbar and the Ribbon to make selecting commands easier. For a friendlier touch experience, consider using universal Office apps for various mobile devices, which, although not as powerful as Office 2016, were written specifically for touch devices. You can share documents across platforms.
Using an Office Program on a Tablet PC
Start a Program
Note: This section uses PowerPoint to demonstrate gestures.
Tap the Windows Start button ().
The Windows 10 Start menu displays Most Used programs on the left.
Program tiles appear on the right side.
If the program you want to open appears in the Most Used list, you can tap it to open it. Or you can scroll through the program tiles on the right to find and tap the program you want to open.
Tap All apps.
An alphabetical list of programs installed on your computer appears.
Scroll through the list and tap the Office program you want to start.
Using Touch/Mouse Mode
Tap the More button ().
Tap Touch/Mouse Mode.
PowerPoint adds the Touch/Mouse Mode button to the Quick Access Toolbar.
Note: By default, each Office program displays the screen in Mouse mode.
In Mouse mode, buttons on the Quick Access Toolbar and the Ribbon are smaller.
Tap Touch/Mouse Mode on the Quick Access Toolbar.
A drop-down menu appears.
Tap Touch.
The Office program enlarges the size of buttons on the Quick Access Toolbar and the Ribbon, grouping Ribbon buttons as needed.
CHAPTER 2
Working with Files
Create a New File
When you open an Office program (except Outlook and OneNote), the program’s Start screen greets you; see Chapter 1 for details. If Word, Excel, PowerPoint, Access, or Publisher is already open and you want to create a new document, workbook, presentation, database, or publication, you create a new file using Backstage view. When you do, you have the option of creating a blank file or basing the file on a template. Outlook opens by default to the Inbox, and OneNote opens to an explanatory page in a OneNote file that you use. See Part VI for details on Outlook and Part VIII for details on OneNote.
Create a New File
Create a New Word, Excel, PowerPoint, Access, or Publisher File
Click the File tab.
Click New.
The New screen appears.
Click the type of file that you want to create.
If you click a template, a preview appears; if you like what you see, click Create and the new file opens.
Note: A template contains predefined settings that serve as the foundation for your document, saving you the effort of manually creating the settings.
If you click a blank document, no preview appears; instead, a new blank document appears.
Create a New Outlook Item
Note: Outlook by default hides Ribbon buttons and displays only tabs. To view the buttons, click any tab.
You can use the Navigation bar at the bottom of the Outlook window to switch between the types of items Outlook supports: email message, calendar item, contact, or task.
Click Home.
Click New Items.
A list of available types of Outlook items appears.
Click the appropriate type of item you want to create. For example, to create an email message, click E-mail Message. To create a Calendar item, click Appointment or Meeting, and so on.
The new item, an appointment in this example, opens.
Save a File
You save files you create in Office programs so that you can use them at another time. When you save a file, you can give it a unique filename and store it in the folder or drive of your choice.
After you save a document for the first time, you can click the Save button () on the Quick Access Toolbar (QAT) to save it again. The first time you save a document, the program prompts you for a document name. Subsequent times, when you use the Save button () on the QAT, the program saves the document using its original name without prompting you.
Save a File
Before you save a document, the program displays a generic name in the title bar.
Click the File tab.
Backstage view appears.
Click Save As.
Locations where you can save files appear here.
Note: Once you select a location, folders available at that location appear on the right side of the screen.
Click the location where you want to save the file; this example uses This PC.
If the folder in which you want to save the document appears here, click it and skip to Step 5.
Click Browse.
The Save As dialog box appears.
Type a name for the document.
You can click in the folder list to select a location on your computer in which to save the document.
You can click New folder to create a new folder in which to store the document.
Click Save.
Word saves the document and displays the name you supplied in the title bar.
For subsequent saves, you can click the Save button () on the Quick Access Toolbar to quickly save the file.
Open a File
You can open documents that you have saved previously to continue adding data or to edit existing data. If you are not sure where you saved a file, you can use the Open dialog box’s Search function to locate it.
In Word 2016, you can open and edit PDF files. Because Word optimizes PDF files to enable you to edit text, editing a PDF file in Word works best if you used Word to create the original PDF file. If you used a different program to create the PDF file, the result might not look exactly like the original PDF.
Open a File
Click the File tab.
Backstage view appears.
Click Open.
By default, the Office program displays recently opened documents. If you see the file you want to open, you can click it to open it and skip the rest of these steps.
Click the place where you believe the document is stored. This example uses This PC.
If the folder containing the document appears here, click it and skip to Step 6.
Click Browse.
The Open dialog box appears.
If you chose the wrong place, you can search for the file by typing part of the filename or content here.
Click in the folder list to navigate to the folder containing the document you want to open.
Click the document you want to open.
Click Open.
The file opens in the program window.
To close a file, click the Close button () in the upper right corner. If you have not saved the file, the program prompts you to save it.
Print a File
If a printer is connected to your computer, you can print your Office files. For example, you might distribute printouts of a file as handouts in a meeting.
When you print a file, you have two options: You can send a file directly to the printer using the default settings, or you can open the Office application’s Print screen to change these settings. For example, you might opt to print just a portion of the file, print using a different printer, print multiple copies of a file, collate the printouts, and so on. (Printer settings vary slightly among Office programs.)
Print a File
Click the File tab.
Backstage view appears.
Click Print.
You can specify the number of copies to print by clicking the Copies .
You can choose a printer from the Printer drop-down list.
You can choose to print a selection from the file or specific pages using the available settings in the Settings list.
You can select additional print options under Settings. For example, you can choose from various paper sizes and to print in landscape or portrait orientation.
If you do not see the setting you want to change, click Page Setup to view additional settings.
You can page through a preview of your printed file by clicking these arrows ( and ).
Click Print.
The Office program sends the file to the printer for printing.
Check Your File for Hidden or Personal Data
You can remove any personal information that an Office program stores in a document. For issues of privacy, you may want to remove this information before you share a document with anyone.
Depending on the Office program, the Document Inspector searches your document for comments, revision marks, versions, and ink annotations. It searches document properties for hidden metadata and personal information. It inspects for task pane apps saved in the document as well as information like hidden rows, columns, or worksheets. If your document contains custom XML data, headers, footers, watermarks, or invisible content, the Document Inspector alerts you.
Check Your File for Hidden or Personal Data
In the document you want to check for sensitive information, click the File tab.
Backstage view appears.
Click Info.
Click Check for Issues.
Click Inspect Document.
Note: If you have unsaved changes, Word prompts you to save the document, which you do by clicking Yes.
The Document Inspector window appears.
You can deselect check boxes ( changes to ) to avoid inspecting for these elements.
Click Inspect.
The Document Inspector looks for the information you specified and displays the results.
You can remove any identified information by clicking Remove All beside that element.
You can click Reinspect after removing identifying information.
Click Close.
Email a File
You can share a file with others via email. For example, suppose that you have a colleague who must present a project for approval at an upcoming meeting. Your colleague approaches you, asking for guidance concerning what to discuss. You put together a skeleton PowerPoint presentation and you want to email it to your colleague.
Although you could create a new email message with an attachment, you can send a file from the program you used to create the file, as described here. Note that, to open a file, recipients must have the appropriate software on their computer.
Email a File
With the document you want to share via email open, click the File tab.
Backstage view appears.
Click Share.
Click Email.
Options for emailing the file appear here.
Click Send as Attachment.
Note: If you are sending a file that you do not want anyone to edit, click Send as PDF or Send as XPS.
Office launches an Outlook new message window.
The name of your file appears in the window’s Subject line.
The file is attached to the message.
Type the message recipient’s email address in the To box.
Type your text in the body of the message.
Click Send.
Office places the message in your email program’s outbox.
Select Data
You can select data in your file to perform different tasks, such as deleting it, changing its font or alignment, applying a border around it, or copying and pasting it. Selected data appears highlighted.
Depending on the program you are using, Office offers several different techniques for selecting data. For example, in Word, PowerPoint, Outlook, and Publisher, you can select a single character, a word, a sentence, a paragraph, or all the data in the file. In Excel and Access tables, you typically select cells. In OneNote, use the technique appropriate to the type of data you want to select.
Select Data
Select Data in Word, PowerPoint, or Publisher
Note: You can use this technique to select characters, words, sentences, and paragraphs.
Click to one side of the word or character that you want to select.
Drag the mouse () across the text that you want to select.
The program highlights the characters to indicate that they are selected.
To cancel a selection, click anywhere outside the text or press any arrow key on your keyboard.
Select Cells in Excel or Access
Click the cell representing the upper left corner of the cells you want to select.
Drag the cell pointer across the cells you want to select.
The program highlights the characters to indicate that they are selected.
To cancel a selection, click anywhere outside the text or press any arrow key on your keyboard.