Teach Yourself VISUALLY™ Office 2016

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Copyright © 2016 by John Wiley & Sons, Inc., Indianapolis, Indiana

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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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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.

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.

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.

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.

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.

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.

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.

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.

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.

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.)

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.

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.

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.