Contents Contents

1 Introducing Office 2016 7 Office 2016 8 Ribbon Technology 9 What’s Needed 10 Installing Office 2016 11 Start an Application 12 Application Start 14 The Application Window 15 Your OneDrive 16 Live Preview 18 Working with the Ribbon 19 Quick Access Toolbar 20 Office Document ypesT 21 File Extensions 22 Compatibility Mode 23 Convert to Office 2016 24

2 Create Word Documents 25 Create a Word Document 26 Enter Text 27 Select and Copy Text 28 Save the Document 30 Correct Proofing Errors 31 Change Proofing 32 Apply Styles 33 Outline View 34 Insert a Picture 36 Page Layout 38 Display in Columns 39 Word Count 40 Create a Table 41 Convert Text to Table 42 Paste Special 43 Print Document 44

3 Complex Documents 45 Start a Booklet 46 Choose Page Arrangement 47 Create the Structure 48 Import Text 50 Insert Illustrations 52 Add Captions 53 Table of Contents 54 Table of Illustrations 56 Insert Preface 58 Update Table of Contents 59 Decorate the Page 60 Templates 62 Publisher 64 Create a Publication 65 Print the Publication 66

4 Calculations 67 Start Excel 68 Enter Data 70 Quick Fill 72 Sums and Differences 74 Formatting 76 Rounding Up 78 Find a Function 80 Goal Seeking 82 Templates 84

5 Manage Data 85 Import Data 86 Explore the Data 88 Sort 89 Filters 91 Number Filters 92 Select Specific Data 93 Create a Chart 94 Import a List 96 Create a Table 97 Add Totals to Table 98 Computed Column 100 Table Lookup 102 Manage Data using Access 104 Add Records 106

6 Presentations 107 Start a Presentation 108 Expand the Slide 110 Insert a Picture 111 Apply a Theme 112 Animations 114 Run the Show 115 Other Views 116 Presenter View 118 Choose a Template 120 Use the Template 122 Print the Slide Show 123 Rehearse Timings 124 Save As Options 125 Package for CD 126 7 Notes 127 OneNote 2016 128 Create a Notebook 130 Add Sections 132 Add Pages 133 Make Notes 134 Insert Images 136 Capture Snippets 138 Create Tables 140 Record Audio 142 Use Templates 143 Quick Notes 144 8 Email 145 Starting Outlook 146 Your First Messages 148 Turn Off Reading Pane 149 Request a Newsletter 150 Receive a Message 152 Save All Attachments 154 Print the Message 155 Reply to the Message 156 Add Address to Contacts 157 Spam and Phishing 158 Create a Message 160 Insert a Signature 161 Message Tags 162 RSS Feeds 163

9 Time Management 165 Outlook 166 Schedule an Appointment 167 Change Appointment Details 168 Recurring Appointments 169 Create a Meeting 170 Respond to an Invitation 172 Add Holidays 174 Report Free/Busy Time 176 Schedule a Meeting 177 Creating Tasks 178 Assigning Tasks 180 Accepting Task Requests 181 Confirming the Assignment 182 Outlook Notes 184 Journal 186 10 Manage and Fonts 187 Windows Versions 188 Library Location 190 Finding Files 191 Recent Documents 193 Change File Type 194 XML File Formats 195 Save As PDF or XPS 196 Fonts in Office 2016 198 Create and Run ListAllFonts 200 Document Recovery 202

11 Up-to-Date and Secure 203 Enable Updates 204 Apply Updates 206 Change Settings 207 Office Help 208 Explore Help Topics 209 Developer Tab 210 Remove Personal Information 212 Protect Your Documents 214 Restrict Permission 216 Trust Center 218

12 More Office Apps 219 Office Tools 220 Office Online 222 Office for Android 224 Sway Storytelling 226 Visio Diagrams 228 Project Management 230 Business Products 232

Index 233 1 Introducing Office 2016 8 2016 This chapter discusses the 9 Ribbon Technology latest version of Microsoft 10 What’s Needed Office, with its ribbon style 11 Installing Office 2016 user interface. It identifies 12 Start an Application the range of editions, and 14 Application Start outlines the requirements 15 The Application Window for installation. Also covered 16 Your OneDrive are: the process of starting 18 Live Preview applications, features used 19 Working with the Ribbon by all Office applications 20 Quick Access Toolbar such as Preview and Save, 21 Office Document Types Office document types, and 22 File Extensions compatibility with the older 23 Compatibility Mode versions of applications. 24 Convert to Office 2016 8 Introducing Office 2016 Office 2016.Office in features or enhanced new highlight to used is above pictured icon New the book, this In students. and teachers, schools, for features special extra provides Education Office and apps, common the of versions web-based free provides Online Office Office. Microsoft of 1.2 over be users Billion to are estimated There in theHome &Businessedition, plustwo additional apps: Office security and information management andinformation tools. security the Office 365 Business Premium edition but in editions found contain applications all Office 365Enterprise Office 365Businessedition containsappsexcept all Access, plus: entire 5PCs, household–licensedfor 5 tablets, and5phones. Office 365Homeedition alsocontainstheapps, all an butfor one 1PC, individual–licensedfor 1 tablet, and1phone. PowerPoint, OneNote, Word, Outlook, Accessfor andPublisher) Office 365 Personaledition containstheapps(Excel, all There are alsovarious “Office365” editions: subscription • • • edition,the Home &Student plus: Office • • • • Student 2016edition contains:Office Home& There are various “Office2016” but thelatestversion, 2015, released inSeptember isOffice2016. common features andapproaches. There have beenmany versions, thatshare applications Officeisasuiteof Microsoft productivity • OneDrive),Office 365Business(including plusthree additional apps: Office 365Business Premium editionin containstheappsfound all • • • Microsoft 2016 Excel 2016 for Business for Skype SharePoint Online Exchange Microsoft Business for OneDrive Outlook 2016 Outlook Word 2016 Publisher 2016 Publisher OneNote 2016 PowerPoint 2016 Professional 2016edition found containsapplications all Home &Business2016edition containsoftheappsin all

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9 Touch ribbon with larger This result-oriented user interface was first introduced in Office and now 2007, appears in all the applications in Office2016. For systems with touch- enabled monitors, Office offers 2016 a Mode and more widely spaced icons (see page 14). tab and its command groups are displayed. are groups tab and its command Format “contextual” tabs, and provide functions that are specific to the that are functions and provide tabs, “contextual” The Ribbon interface also provides interface also provides The Ribbon that can extended ScreenTips and links to images, text, contain you as The tips display help. more an the mouse pointer over move and describe the functions option, keyboard shortcuts.or give The Ribbon contains command buttons and icons, organized in and icons, buttons command contains The Ribbon associated of commands groups each containing a set of tabs, The purpose relevant is to make the with specific functions. This allows available. readily and more intuitive, more features rather than want to perform, the tasks you on to concentrate you Some tabs will carry you the details of how out the activities. known These are appear only when certain selected. objects are as the select an inserted when you image, example, For selected object. , Picture Tools RibbonTechnology Whichever edition of Office 2016 or Office 365 that you have, Whicheverhave, you that or Office 365 of Office 2016 edition the applications will they the graphical all provide feature user and the menus replaced This the Ribbon. interface on based essence of earlier the of Office. were toolbars that versions 10 Introducing Office 2016 produce faster results. faster produce will memory additional with processor, speed higher- A requirements. minimum are the These system environment. operating supported any to apply generally will covered topics and tasks the However, Pro. 10 Windows running is which book, this in used PC are for the properties system These Some functionshave will additionalSome requirements, example: for • • • • • • • • • components inyour computer: To useMicrosoft specifications will meetorexceed will specifications requirementsfor Office2016. 8,If your computer isrunning .1or10, the What’s NeededWhat’s

or Windows 10, Server or 2012R2,Windows 2012, 2008R2 resolution monitor CD-ROM orDVD install, for drive connectionInternet online for help Touch-enabled monitorcontrolling for thesystem 10,Windows 8/8.1, 7SP1, DirectX 10graphics card 1280 ×800orlarger 3GB availablediskspace 2GB RAM memory 1GHz processor (32-bitor64-bit) Office 2016, following needatleastthe youwill anddatastorage backup system system 11 Microsoft eager is to encourage adoption of the subscription versions – Office365 Personal edition also includes 60 minutes per month of Skype calls to cellphones landlines. and To To compare the various versions of Office visit products.office.com/ en-us/buy/compare- microsoft-office- products Office 365 Personal Personal Office 365 Microsoft2016 Office Get Office tile or

break until break the Office completion dialog appears purchase details – to begin installation purchase Take a Take Click the then enter the Select version your item – to launch your web browser web item – to launch your

3 1 2 InstallingOffice 2016

l l l version, which lets you use Office on one PC, one tablet, and one and tablet, one one PC, on use Office which lets you version, 1TByou a massive one user. of storage for This also gives phone. You can buy your preferred version of version preferred can buy your You it directly from or download source a retail in disk format from on item Office” “Get Windows a default 10 provides Microsoft. Office at the the Start browser web that launches menu your can of select one you Here, . products.office.com page download of Microsoft versions subscription-based the Office 365 Office across fully These provide work installed Office apps that 2016. always devices continuously – so are upgraded are multiple and up might choose the you example, For to date. 12 Introducing Office 2016 system. operating 10 Windows available for the are options These visible on the . onthe visible Word icon isn’t already taskbar to Pin apps All the on 2016Word item You the right-click can list and select andselect list if the the if l l theOfficeapps: have tolaunch anumberofways , under Office2016installed Microsoft With you l l Start an Application an Start 4 3 2 1

Choose the Now, scroll down the In eitherDesktopor The installatio category heading category A-Z listtothe then choose button,tap theStart Tablet mode, or click theblue Click ‘ Windows Desktoptaskbar. Officeapps ontothe various for the Word 2016 app 2016 item to launch item tolaunch Word All apps All n ofOfficeshouldhave addedcolored icons W W ’ icon the tolaunch Word 2016app 13 . , , list, and select new is in Windows 10 but performance may vary by region.If Cortana not is working or enabled in your country, try setting regionyour “United to States” in Settings Time Time & language Region & language You can right-click the You item Word 2016 on the All apps Pin to Start add a to mode tile the Tablet to Start screen and Desktop mode Start group. into your system into your to microphone wake up your Digital Personal Assistant into the Word” to microphone launch the Word 2016 app Say “Hey Cortana” Say “Hey Cortana” Now “start say

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the the item from to results search launch the Word 2016 app Search , type Search box, to search “word” app Word for the system your on Now, click or tap Now, In the taskbar In the taskbar

6 5 l …cont’d l 14 Introducing Office 2016 monitor. onastandard Ribbon enlarged the display then You Mode. Mouse can Touch/ select and then Toolbar Access button Customizethe Quick click displayed, not monitor. To if it add have atouch-enabled you when by default appears button Mode Touch/Mouse The templates. document Recent the with screen Start the at open applications Office Document-based list and various various and list l l l l Application 1 4 3 2

Select an Office 2016 application item such as itemsuch anOffice2016application Select Word, The expandedRibbon isdispla the Click Touch/Mouse Mode Toolbar, andthenselect Access button on theQuick to display thatapplication’s screen Start onusing any theprevious pages, ofthemethods described Select Select to begin a new editingsession Blank documenttobeginanew Start Touch yed 15

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Open Help to start to another Info details for Tell Tell Me New to to display an existing There are document. also printing and options provided. Ribbon Display options Minimize/Restore/Close Ribbon Command icons (display lists or galleries) Collapse the Ribbon Group launch button (shows dialog box) Vertical scroll area is is new in Office2016 and is available in Word, Excel, Outlook and PowerPoint. From BackstageFrom you can select about your document, or document, or The “Tell Me” Help“Tell box

Tabs PowerPoint PowerPoint Zoom level Excel, Excel, Backstage command command Backstage View buttons selected location selected to name and save the document. You You the document. to name and save Save File the to display OneDrive (see page 16) or on your computer. OneDrive your 16) or on (see page Quick Access Toolbar DocumentQuickAccess name Toolbar Horizontal scroll area Application Window

Word, the program window is displayed with a blank document with a blank document is displayed window the program Word, File tab) File commands Save locations Browse the Recent Folders Save locations Browse the Recent commands File The screen and then select screen can it in your save your When document and want to save your updated have you click so far, progress Backstage When start you application an Office such as Status bar or respectively. or “Document1” “Presentation1”, named “Book1”, parts include: application of the window for example, Word Using ( 16 Introducing Office 2016 printing) at the time of (correct 1TB of storage further a you gives subscription 365 Office 222). An page also (see server OneDrive Microsoft the on is managed which storage 15GBonline to up of allowance an are assigned you Windows, to in sign Account to Microsoft a up set you When as SkyDrive. known previously was OneDrive web browser.web a from and documents your OneDrive access Account. You also can Microsoft same the sign in with you where computer any from your documents and edit access you lets OneDrive . l To save online documentstoyour storage: OneDrive l Your Your l l 1 2 4 3

Confirm or amend the document name then choose the Confirm oramendthedocumentnamethen Select OneDrive button OneDrive appropriate folder, e.g. Documents To access from your OneDrive abrowser, go online to Click OneDrive folder OneDrive onedrive.live.com OneDrive Save , File toupload thedocumentandsave ittoyour Save As, the thenclick , andsigninifprompted 17 Afterinstallation you’ll be offered the option to sync all of your filesand folders on OneDrive, or choose selected folders to sync. OneDrive comes pre- installed on Windows 10. and click Download Sign an account create to up button onedrive.live.com onedrive.live.com n is downloaded and installed, and the and installed, n is downloaded button, if you already have a Microsoft have already if you Sign in button, WindowsWindows running are if you 7 or 8

OneDrive is created where you can save your documents can your save you OneDrive where is created choose home page at page home The applicatio Click the Select the operating system you require – for example, – forSelect example, operating the require system you Launch your web browser and navigate to the OneDrive browser Launch web your Account, or click the Account,

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l l l …cont’d OneDrive can download you Windows running are If you 7 or 8, You can also Windows2016 documents. Office for your to store suchas Android, OneDrivedownload for other operatingsystems, devices. all your across documents to your access ready to allow l 18 Introducing Office 2016 highlight) you point to. point you highlight) or color size, font the fontto the show (or altered temporarily is text selected The previews. full 2016 displays Office text. sample of amount using asmall or style font new the of preview a shown be would you versions, earlier In l l changes: formatting pointingtotheproposed change.simply For example, toseefont options,of format as such theRibbon interface,With effect see the full you immediately can l l Live Preview Live 4 3 2 1

mouse pointerover thefontsyou’d liketopreview thearrowClick nexttothe Highlight thetextthatyou ma Similarly, you preview can Text Effects, thefontyou tothe Click wanttoapply Highlight Colors andFont Colors text, orpress select theHometab to close theoptions Esc toclose fonts andstyles, on your documentby Font box andmove the y wishtochange, then 19 key Alt to reveal to to go back up on the Show Tabs Esc Show Tabs and You can also selectYou Ribbon Display Options Windows Titlebar and choose to hide the Ribbon, or Commands the Ribbon. Hold down the and press the keys in sequence a two- for letter shortcut, such as Alt + FS (Font and Size), press level. a Alt + H to select Alt key to display

Ribbon and shortcuts and Ribbon for that tab Ribbon is minimizedRibbon eappears temporarily click when you of one Collapse the Ribbon Collapse the Ribbon , for example key Alt + shortcut , Quick Access Toolbar and the Tab bar will still be Tab and the Toolbar Quick Access

the tabs, so you can select the required command can select the required so you the tabs, displayed while the displayed Home and display the display and Home keyboard shortcuts for the tabs Press Press Alternatively, press and release the and release press Alternatively, The r The Ribbon Click the button (see page 15), or 15), (see page button Right-clickthe tab bar and select

5 4 2 3 1 l l l l Working with theWorking Ribbon up a significant takes space, The Ribbon the window amount of hide it: To display. a lower-resolution especially have when you l 20 Introducing Office 2016 Quick Access Toolbar Access Quick and select command Ribbon onthe You any right-click can dialog box. dialog Toolbar select application File You click the also can The press the the press you time first the open for a new document. for anew tab, then select the the select then tab, Save As Save Quick Access Access Quick to display this display to Save Add to Add Options dialog will will dialog button button and and . l l l l Toolbar Access Quick command Mode last Save Undo Repeat/Redo Touch/Mouse Customize independent oftheselectedtab. There are five buttons initially: Quick AccessThe Toolbar contains asetofcommands thatare l Quick Access ToolbarQuick 5 4 3 2 1

frequently-referenced commands or remove icons, of usingtheshortlist Click Click the Click When you have pressed When Click the Click the previousactions inturn Undo toreverse thelastaction, againtoreverse andclick remove asdesired entries listofcommands,the full thenadd and you have reversed theactions inturn re-apply that will which button changes tobecome the document toyour OneDrive, on ortothedrive your PC to carry outthelastaction again,Repeat tocarry orclick More Commands... todisplay button toadd Customize Save button tosave thecurrent contents ofthe Undo, theRepeat Redo button,

21 In In some applications, groups of related items storedare together a in specially structured file, for example, data tables, queries, and reports in an Access database. You canYou specify another folder or sub-folder to organize particular sets documents.of

, to show the to show Details, eadsheets and data lists eadsheets matted text and graphics matted text e icons. For other styles, click styles, other For e icons. For Spr Flyers and brochures Presentations and slide shows and Presentations

tab and select, for example, for example, View tab and select,

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PowerPoint presentation PowerPoint Word document Word Publisher publication worksheet Excel 2 1

Office Document Types OfficeDocument l • • • • The files you create using the Office applicationscreate using the will be office you The files including: of variousdocuments types, Each item will be a separate file. Typically, these may be saved in be saved these may Typically, Each item will be a separate file. OneDriveyour Documents folder (or locally computer). your on l 22 Introducing Office 2016 Personalization under Panel, Control in the Options Explorer File You change also can as as such types file have will .xlsx example for extensions, and formats 2016 use Office in saved Files .doc Older Office files files Office Older . Appearance and Appearance and and OpenXML .docx .xls . . and and l l document types: To seethefileextensions thatare associatedwiththevarious l File Extensions File 3 1 2

The file ty The file folder thecontents ofyour library View Explorer,In File selectthe whichever folder view you view choose folder whichever name extensions thebox labeled click Hide section oftheRibbon tabandinthe View pe will beshown,pe will along withthefilename, Show/ File 23 Compatibility Mode prevents the use of new or enhanced features, so the documents becan to continue used systems by with older versions the of applications. You may need may to You save documents in Compatibility Mode, as some users you wish to share files withmay not have Office2016. .docx (Excel). .xls Old Format.doc , then click then down the Open, (Word) or (Word) evious versions (includingevious versions pe, “Word 97-2003” for example, for example, 97-2003” “Word pe, .doc Fileselect tab and

Click the arrow for the list of document typesarrow supported files from Word 2010) are opened in Compatibility opened Mode 2010) are Word files from then select the specific name, e.g. e.g. then select the specific name, Documents created in pr Documents created Choose the document ty

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Compatibility Mode of previousversions created in 2016 willOffice open documents for example applications, Office l

l l 24 Introducing Office 2016 the conversion. the out carry to Document) Word (e.g. format Office standard the and choose deleted. be will file original The 2016extension. format Office new the with but name, same the of file a create will Converting File You click the also can SaveWith As document. new for the location the and name, file the change to option the tab, select select tab, , you have you , Save As Save , l convert ittothestandard format. Office2016 If you Mode, have openedadocumentinCompatibility you can l l l 2016 toConvert Office 4 3 2 1

To replace file, theoriginal To retainwhilecreating fileinOffice theoriginal anew 2016 format, select new in the Word titlebartothe see thefileextensionchange select button then theConvert Click Click the Select file type will beamended will type file .docx andthen File OK toconfirm, andthe file type file taband File , File Save , Info Save As, thenclick – Save