OFFICE 2016 SIMPLIFIED®
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Published simultaneously in Canada
Copyright © 2016 by John Wiley & Sons, Inc., Indianapolis, Indiana
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Library of Congress Control Number: 2015950484
ISBN: 978-1-119-07474-8 (pbk); ISBN: 978-1-119-07475-5 (ebk); ISBN: 978-1-119-07494-6 (ebk)
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FOR PURPOSES OF ILLUSTRATING THE CONCEPTS AND TECHNIQUES DESCRIBED IN THIS BOOK, THE AUTHOR HAS CREATED VARIOUS NAMES, COMPANY NAMES, MAILING, EMAIL AND INTERNET ADDRESSES, PHONE AND FAX NUMBERS AND SIMILAR INFORMATION, ALL OF WHICH ARE FICTITIOUS. ANY RESEMBLANCE OF THESE FICTITIOUS NAMES, ADDRESSES, PHONE AND FAX NUMBERS, AND SIMILAR INFORMATION TO ANY ACTUAL PERSON, COMPANY, AND/OR ORGANIZATION IS UNINTENTIONAL AND PURELY COINCIDENTAL.
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Media Credits
Border Collie image: Photo by Paul Englefield/CC-BY-SA. Pages 28, 35, 362.
Boxer image: Photo by Donn Dobkin, Just a Moment Photography, from M. Book/CC-BY-SA. Pages 38-39.
Eagle image: www.public-domain-image.com/free_images/fauna-animals/birds/eagle-birds-images/bald-eagle-pictures. Pages 60, 62-63, 114-115.
Golden Retriever image: Photo by Donn Dobkin, Just a Moment Photography, from M. Book/CC-BY-SA. Pages 356-357.
National Archives video: www.archives.gov/press/press-releases/2012/nr12-67.html. Page 93.
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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, Donna Baker, 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.
Simplify It
These 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.
Even the techniques you use to work with graphic elements, such as moving and resizing them, do not change from one Office application to the next. 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 Online.
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.