Office 2016 All-in-One For Dummies
Overview
The fast and easy way to get things done with Office
Perplexed by PowerPoint? Looking to excel at Excel? From Access to Word—and every application in between—this all-encompassing guide provides plain-English guidance on mastering the entire Microsoft Office suite. Through easy-to-follow instruction, you'll quickly get up and running with Excel, Word, PowerPoint, Outlook, Access, Publisher, Charts and Graphics, OneNote, and more—and make your work and home life easier, more productive, and more streamlined.
Microsoft Office is the leading productivity tool in the world. From word processing to business communication to data crunching, it requires a lot of knowledge to
operate it—let alone master it. Luckily, Office 2016 All-in-One For Dummies is here to deliver the breadth of information you need to complete basic tasks and drill down into Office's advanced features.
- Create customized documents and add graphic elements, proofing, and citations in Word
- Build a worksheet, create formulas, and perform basic data analysis in Excel
- Create a notebook and organize your thoughts in Notes
- Manage messages, tasks, contacts, and calendars in Outlook
Clocking in at over 800 pages, Office 2016 All-in-One For Dummies will be the singular Microsoft Office resource you'll turn to again and again.
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About The Author
Peter Weverka is a veteran For Dummies author. In addition to previous books on Microsoft Office, Peter has written guides to Windows, the Internet, and Quicken.
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office 2016 all-in-one for dummies
CHEAT SHEET
The programs in the Office 2016 suite — Word 2016, Excel 2016, PowerPoint 2016, OneNote 2016, Outlook 2016, Access 2016, and Publisher 2016 — have much in common. Master the commands in one Office 2016 program and you are well on your way to mastering the other programs. Following is key information you can take to any Office 2016 program you are working in.
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Word 2016 documents, Excel 2016 worksheets, PowerPoint 2016 slides, OneNote 2016 notebooks, Outlook 2016 messages, and Publisher 2016 publications are much more attractive and communicate more when you include visual elements. Office 2016 offers commands for creating these visual elements:
Charts: A chart is an excellent way to present data for comparison purposes.
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If you want to show an Office 2016 file to someone who doesn't have Office 2016, it can be done. You can post the file online in OneDrive so that the other person can view it in a browser window.
Follow these steps to share a file with others online and generate a hyperlink so that others can find the file in their browsers:
In the OneDrive window, select the Word, Excel, or PowerPoint file you want to share.
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If you don't want your Office 2016 programs to look like everyone else's, you can change the background and theme. This video explains the process to change both the screen background and the Office theme so so that every time you open a program, it has a personalized look and feel.
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The Office 2016 applications offer a special command for copying the text in a file into OneNote 2016. This special command is located in, of all places, the Print window. Follow these steps to copy text in a Word document, Excel spreadsheet, or PowerPoint presentation into OneNote:
Open the Word, Excel, or PowerPoint file with the text you want to copy.
Access 2016 offers myriad different ways to lay out and present a report — all of them complicated and unwieldy. An easier way to lay out a report is to copy it to Word 2016 and rely on Word commands for the layout work. The layout tools in Word 2016 are much, much easier to use.
Open the Access 2016 report and follow these steps to copy it to a Word 2016 document:
On the External Data tab, click the More button in the Export group and choose Word on the drop-down list.
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Wherever you travel in an Office 2016 application, the Quick Access toolbar is there in the upper-left corner of the screen to help you along. The Quick Access toolbar offers indispensable buttons — Save, Undo, and Redo — just for you.
You can place one of your favorite buttons on the Quick Access by following these easy steps:
Right-click a button.
In Microsoft Word, you can change the keyboard shortcuts. A keyboard shortcut is a combination of keys that you press to give a command. For example, pressing Ctrl+P opens the Print window; pressing Ctrl+S gives the Save command. If you don't like a keyboard shortcut in Word, you can change it and invent a keyboard shortcut of your own.
Office 2016 has made customizing programs easier than ever. Whether you're working in Word 2016, Excel 2016, PowerPoint 2016, OneNote 2016, Outlook 2016, Access 2016, or Publisher 2016, you can take advantage of these customization techniques:
Quick Access toolbar: Located in the upper-left corner of the screen, the Quick Access toolbar is always there.
To help launch your movie career, PowerPoint 2016 offers a handful of video-editing tools on the (Video Tools) Format and (Video Tools) Playback tabs. Select your video and experiment with these tools to see whether you can improve upon it:
Fading in and fading out: To make the video fade in or out, visit the (Video Tools) Playback tab and enter a time measurement in the Fade In and Fade Out boxes.
Office 2016 is a collection of business applications; Access, Word, PowerPoint, and Outlook are a few aplications included. This video explains how to discover which version of Office you have, which applications are included in that version, and how to keep your Office applications up to date.
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Word 2016 offers a means of decorating title pages, certificates, menus, and similar documents with a page border. Besides lines, you can decorate the sides of a page with stars, pieces of cake, and other artwork. If you want to place a border around a page in the middle of a document, you must create a section break where the page is.
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Aligning text in columns and rows in Word 2016 is a matter of choosing how you want the text to line up vertically and how you want it to line up horizontally. Follow these steps to align text in a table:
Select the cells, columns, or rows, with text that you want to align (or select your entire table).
Go to the (Table Tools) Layout tab.
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The Information pane in OneDrive (Office 2016's cloud storage) tells you everything you need to know about who shares a file or folder. To open the Information pane, select a shared file or folder and click the Information button (located in the upper-right corner of the screen). Then look in the Information pane to investigate how a file is being shared.
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Starting on the Accounts screen, you can change the screen background and Office 2016 theme. The screen background is the fluff that appears along the top of Office application windows. The Office theme is the color (or lack thereof) that appears around the perimeter of Office application windows. You are encouraged to experiment with screen backgrounds and Office themes until you find a combination that works for you.
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Word 2016's Bibliography feature is very nice in one regard: It solves the problem of how to enter citations for a bibliography. All you have to do is enter the bare facts about the citation — the author's name, title, publication date, publisher, and so on — and Word presents this information correctly in the bibliography.
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Often in Excel 2016 worksheets, you use the same formula across a row or down a column, but different cell references are used. For example, in the worksheet shown here, column F totals the rainfall figures in rows 7 through 11. To enter formulas for totaling the rainfall figures in column F, you could laboriously enter formulas in cells F7, F8, F9, F10, and F11.
A form in Word 2016 is a means of soliciting and recording information. You can use forms like the one shown to enter data faster and to reduce data-entry errors. Instead of entering all the information by hand, you or a data-entry clerk can choose entries from combo boxes, drop-down lists, and date pickers.
You save time because you don't have to enter all the information by hand, and the information you enter is more likely to be accurate because you choose it from prescribed lists instead of entering it yourself.
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In Word 2016, a multilevel list, also called a nested list, is a list with subordinate entries, as shown here. To create a multilevel list, you declare what kind of list you want, and then, as you enter items for the list, you indent the items that you want to be subordinate.
Examples of multilevel lists.
Follow these steps to create a multilevel list:
On the Home tab, click the Multilevel List button and choose what kind of list you want.
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Photo album is just PowerPoint 2016's term for inserting many photographs into a presentation all at once. You don't necessarily have to stuff the photo album with travel or baby pictures for it to be a proper photo album.
The Photo Album is a wonderful feature because you can use it to dump a bunch of photos in a PowerPoint presentation without having to create slides one at a time, insert the photos, and endure the rest of the rigmarole.
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Maybe the easiest way to analyze information in an Excel 2016 worksheet is to see what the sparklines say. this figure shows examples of sparklines. In the form of a tiny line or bar chart, sparklines tell you about the data in a row or column.
Sparklines in action (top to bottom): Column, Line, and Win/Loss.
Follow these steps to create a sparkline chart:
Select the cell where you want the chart to appear.
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In Microsoft Word 2016, you can change the keyboard shortcuts. A keyboard shortcut is a combination of keys that you press to give a command. For example, pressing Ctrl+P opens the Print window; pressing Ctrl+S gives the Save command. If you don't like a keyboard shortcut in Word, you can change it and invent a keyboard shortcut of your own.
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No matter where you go in Office 2016, you see the Quick Access toolbar in the upper-left corner of the screen. This toolbar offers the Save, Undo, and Redo buttons, as well as the Touch/Mouse Mode button if your computer has a touchscreen. However, which buttons appear on the Quick Access toolbar is entirely up to you.
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The status bar along the bottom of the Office 2016 window gives you information about the file you're working on. The Word status bar, for example, tells you which page you're on, how many pages are in your document, and several other things. In PowerPoint, the status bar tells you which slide you're looking at.
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Excel 2016 offers several ways to correct errors in formulas. You can correct them one at a time, run the error checker, and trace cell references, as explained here.
By the way, if you want to see formulas in cells instead of formula results, go to the Formulas tab and click the Show Formulas button or press Ctrl+' (apostrophe).
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Starting on the Insert tab in PowerPoint 2016, you can do a lot to make a presentation livelier. The Insert tab offers buttons for putting pictures, tables, charts, diagrams, and shapes on slides:
Pictures: Everyone likes a good graphic or photo, but more than that, audiences understand more from words and pictures than they do from words alone.
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In Excel 2016, data that falls into the "serial" category — month names, days of the week, and consecutive numbers and dates, for example — can be entered quickly with the AutoFill command. Believe it or not, Excel recognizes certain kinds of serial data and enters it for you as part of the AutoFill feature.
Instead of laboriously entering this data one piece at a time, you can enter it all at one time by dragging the mouse.
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In Excel 2016, you need to establish data-validation rules because by nature, people are prone to enter data incorrectly because the task of entering data is so dull. This is why data-validation rules are invaluable. A data-validation rule is a rule concerning what kind of data can be entered in a cell.
When you select a cell that has been given a rule, an input message tells you what to enter, as shown here.
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In a conventional formula in Excel 2016, you provide the raw data and Excel produces the results. With the Goal Seek command, you declare what you want the results to be and Excel tells you the raw data you need to produce those results.
The Goal Seek command is useful in analyses when you want the outcome to be a certain way and you need to know which raw numbers will produce the outcome that you want.
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When words and pictures don't do the job, consider making video a part of your Word 2016 document with the Online Video command. This command establishes a link between your document and a video on the Internet. You see the first frame of the video in the Word document, as shown here. Clicking the Play button in this frame opens a video viewer so you can play the video.
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Perhaps you want to submit your Office 2016 file to others for critical review but you don't want any Tom, Dick, or Harry to look at your file. In that case, lock your file with a password and give out the password only to people whose opinions you trust. These pages explain how to password-protect a file, open a file that is locked with a password, and remove the password from a file.
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Merge and split cells to make your Word 2016 tables a little more elegant than run-of-the-mill tables. Merge cells to break down the barriers between cells and join them into one cell; split cells to divide a single cell into several cells (or several cells into several more cells). In the table shown, cells in rows and columns have been split or merged to create a curious-looking little table.
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In Office 2016 applications, you can open a file that you keep on OneDrive in an Office 2016 application. Starting in an Office 2016 application, follow these steps to open an Office 2016 file you keep on OneDrive:
On the File tab, choose Open.
You see the Open window. If the file you want to open is on the Recent files list, select it there and be done with it.
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By performing what-if analyses with Excel 2016 data tables, you change the data in input cells and observe what effect changing the data has on the results of a formula. With a data table, you can experiment simultaneously with many different input cells and in so doing experiment with many different scenarios.
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In the interest of cosmopolitanism, Word 2016 gives you the opportunity to make foreign languages a part of documents. To enter and edit text in a foreign language, start by installing proofing tools for the language. With the tools installed, you tell Word where in your document a foreign language is used. After that, you can spell check text written in the language.
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Cross-references in longer Word 2016 documents are very handy indeed. They tell readers where to go to find more information about a topic. You can refer readers to headings, page numbers, footnotes, endnotes, and plain-old paragraphs. And as long you create captions for your cross-references with the Insert Caption button on the References tab, you can also make cross-references to equations, figures, graphs, listings, programs, and tables.
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To read property descriptions in Office 2016, go to the File tab, choose Info, and examine the Info window. Property descriptions are found on the right side of the window, as shown here.
View and enter properties in the Info window.
Properties are a means of describing a file. If you manage two dozen or more files, you owe it to yourself to record properties.
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A voice narration in a PowerPoint 2016 presentation is sophisticated indeed. A self-playing, kiosk-style presentation can be accompanied by a human voice such that the narrator gives the presentation without actually being there.
To narrate a presentation, a working microphone must be attached or built in to your computer.
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Starting in Word 2016, Excel 2016, or PowerPoint 2016, you can save a file to a folder on OneDrive. In effect, saving a file this way is the same as uploading it to OneDrive.
Follow these steps to save an Office 2016 file on your computer to a OneDrive folder:
In Word, Excel, or PowerPoint, open the file on your computer that you want to save to a OneDrive folder.
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The following table describes the special characters you can look for in Word 2016 documents. To look for the special characters listed in the table, enter the character directly in the text box or click the Special button in the Find and Replace dialog box, and then choose a special character from the pop-up list.
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If you share your Office 2016 files with others, they can view or edit your work. Sharing is a great way to collaborate with others on Office files. Starting in the OneDrive window, you can share a folder (and therefore, all the files in the folder) or an individual file.
Inviting people by email
Follow these steps to share a file (or all the files in a folder) by sending out an email message with links to the files.
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Office 2016 offers a gizmo for translating words and phrases from one language to another. The translation gizmo gives you the opportunity to translate single words and phrases as well as entire documents, although it is only good for translating words and phrases. To translate an entire document, you have to seek the help of a real, native speaker.
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In order to turn a list into a table in Word 2016, all components of the list — each name, address, city name, state, and zip code listing, for example — must be separated from the next component by a tab space or a comma.
Word looks for tab spaces or commas when it turns a list into a table, and the program separates data into columns according to where the tab spaces or commas are located.
The following table looks into Excel 2016 functions that are especially useful or interesting. After you spend some time constructing formulas, you'll come up with your own list of useful or interesting functions.
Common Functions and Their Use
Function
Returns
AVERAGE(number1,number2,…)
The average of the numbers in the cells listed in the
arguments.
The first thing you should know about hyphenating words in Word 2016 is that you may not need to do it. Text that hasn't been hyphenated is much easier to read. Most book text, for example, has a ragged right margin, to borrow typesetter lingo. Hyphenate only when text is trapped in columns or in other narrow places, or when you want a very formal-looking document.
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No, you don't have to add the figures in columns and rows yourself; Word 2016 gladly does that for you. Word can perform other mathematical calculations as well. Follow these steps to perform mathematical calculations and tell Word how to format sums and products:
Put the cursor in the cell that will hold the sum or product of the cells above, below, to the right, or to the left.
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Word 2016 permits you to use wildcard operators in searches. A wildcard operator is a character that represents characters in a search expression. Wildcards aren't for everybody. Using them requires a certain amount of expertise, but after you know how to use them, wildcards can be invaluable in searches and macros.
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Thanks to the Research task pane in Word 2016, your desk needn't be as crowded as before. The Research task pane offers dictionaries, foreign language dictionaries, a thesaurus, language translators, and encyclopedias, as well as Internet searching, all available from inside Word (and the other Office programs too).
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Go to the Shared window in OneDrive (part of Office 2016) to see the names of folders and files that you shared with other and others shared with you. To go to the Shared window, click Shared in the OneDrive Navigation pane (located on the left side of the window).
Open files and folders in the Shared Window the same way you open them in the Files or Recent window — by clicking.
Put text in a text box when you want a notice or announcement to stand out on a Word 2016 page. Like other objects, text boxes can be shaded, filled with color, and given borders, as the examples shown demonstrate. You can also lay them over graphics to make for interesting effects.
The borders and the fill color from the text box on the right side of the figure have been removed, but rest assured, the text in this figure lies squarely in a text box.
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Shapes and lines are a great way to illustrate ideas in Office 2016 documents. You can in effect doodle on the page and give readers another insight into what you want to explain. In Word 2016, however, drawing lines and shapes is problematic unless you draw them on the drawing canvas.
The drawing canvas works like a corral to hold lines and shapes.
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When you save a file for the first time or attempt to open a file, Office 2016 applications steer you to the Documents folder on the assumption that you keep most of your files in that folder. The Documents folder is the center of the universe as far as Office 2016 is concerned, but perhaps you keep the majority of your files in a different folder.
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Rather than bars, you can use images to represent data in an Office 2016 chart. In this bar chart, tree images serve in place of bars to compare the height of different trees.
Follow these steps to use images in place of bars in a bar chart:
Create a bar chart.
Copy a suitable image for the bars in your chart to the Clipboard.
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By default when an email message arrives in Outlook 2016, a bunch of things happen. You hear a ding; a little envelope appears in the notification area to the left of the Windows clock; and a pop-up desktop alert appears with the sender's name, the message's subject, and the text of the message.
Quite a fireworks show!
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Word 2016 offers the Index command for indexing a document (mark entries for the index and click the Insert Index button on the References tab). If you're in a hurry, if you don't have the time to mark index entries one by one in a document, you can mark index entries with another, simpler means. You can mark index entries by using a concordance file.
The programs in the Office 2016 suite — Word 2016, Excel 2016, PowerPoint 2016, OneNote 2016, Outlook 2016, Access 2016, and Publisher 2016 — have these indispensable commands in common:
Undo: Don't despair if you give a command and then realize that you shouldn't have done that. You can undo your mistake by clicking the Undo button on the Quick Access toolbar (or pressing Ctrl+Z).
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The programs in the Office 2016 suite — Word 2016, Excel 2016, PowerPoint 2016, OneNote 2016, Outlook 2016, Access 2016, and Publisher 2016 — have much in common. Master the commands in one Office 2016 program and you are well on your way to mastering the other programs. Following is key information you can take to any Office 2016 program you are working in.
General Microsoft
No longer are you confined to saving files only to your local desktop. You can save files directly to OneDrive, Microsoft's online storage space; useful when you need to share files or work on multiple computers or devices. This video explains how to save all your important files to OneDrive, a similar process to saving your files to a hard drive.
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It sometimes happens in an Excel 2016 worksheet that you need to turn one column of data into two columns. In the case of names, for example, it might be necessary to turn a column of names into two columns, one called first name and one called last name.
Follow these steps in an Excel 2016 worksheet to turn one column of data into two columns of data:
Select the data that needs dividing into two columns.
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Office 365 is the name of Microsoft's online services division. To install Office 2016 software on your computer, you need an Office 365 account. In other words, you must be a paid subscriber to Office 365.
As of this writing, a subscription to the Home edition of Office 365 costs $99.99 per year or $9.99 per month (Microsoft also offers a Business edition and University edition).
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