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Office 2016 at Work For Dummies
Author:
Published:
November 16, 2015
Overview
Get more productive using the new features in Microsoft Office 2016!
It may seem like an eternity since your IT department upgraded you to the latest version of Microsoft Office. Prepare yourself, because Office 2016 is packed with updated features and new ways to increase your productivity in the office! With Office 2016 at Work For Dummies, we make it easy by breaking the content down into over 300 of the most common tasks and operations, providing you with straightforward, simple-to-navigate, approachable information. With four-color illustrations for visual support as your work through the tasks, and then nearly three hours of supporting video, you can choose your path for learning the ins and outs of Office 2016.
As the world's leading productivity software, Microsoft Office plays an integral role in the daily lives of professionals. Understanding how to quickly and accurately use Office 2016 can improve your productivity, enhance your deliverables, and provide you with the tools and knowledge you need to be successful.
- Choose your path for learning and explore the fundamental features of Microsoft Office 2016 through task based exercises supported by online video
- Dive into Microsoft Word by creating a document, formatting paragraphs and pages, and adding tables and graphics
- Explore Microsoft Excel's ability to analyze data through creating formulas and functions, and learn to format and print spreadsheets
- Use Outlook to organize your work day, and find out how to make amazing PowerPoint presentations using the new features in the 2016 version
Office 2016 at Work For Dummies is the perfect office companion if you use Microsoft Office regularly and need to get up to speed on the changes with the latest release as quickly and efficiently as possible.
Once you discover keyboard shortcuts in Office, you'll wonder how you ever functioned without them. Keyboard shortcuts make common tasks faster and easier. By pressing a key combination you can duplicate many of the most commonly used commands and tasks. Some of the keyboard shortcuts are the same across multiple applications, whereas others are specific to a particular application.
About The Author
Faithe Wempen, M.A., has written more than 140 books on computer hardware and software, including Microsoft Office 2016 for Seniors for Dummies and The PowerPoint Bible. A Microsoft Office Master Instructor, she has educated more than a quarter of a million corporate students with her online courses, and hundreds more as an adjunct instructor at Purdue University.
Articles From The Book
3 results
General Microsoft
Articles
In Excel 2016, you can use the following keyboard shortcuts to enter and format data.
To do this
Use the key combination
Enter the current time
Ctrl+Shift+:
Enter the current date
Ctrl+;
Apply an outline border
Ctrl+Shift+&
Remove an outline border
Ctrl+Shift+_
Display or hide formulas in cells
Ctrl+`
Display
General Microsoft
Articles
In Excel 2016, use the following keyboard shortcuts instead of the Number drop-down list on the Home tab to apply number formatting to Excel worksheet cells.
To apply this number format
Use this key combination
General
Ctrl+Shift+~
Currency with two decimal places, negative numbers in
parentheses
Ctrl+Shift+$
Percentage, no decimal places
Ctrl+Shift+%
Scientific, two decimal places
Ctrl+Shift+^
Date format with day, month, and year
Ctrl+Shift+#
Time format with hour and minute, AM or PM
Ctrl+Shift+@
Number format, two decimal places, thousands separator, minus
sign for negative values
Ctrl+Shift+!
General Microsoft
Articles
To give an onscreen show in PowerPoint 2016, use Slide Show view. It displays each slide full-screen, one at a time. For larger audiences, you may want to hook up a projector to your computer so the audience can see the slides more easily.
Pressing the Windows key and P connects a notebook PC to a projector or a second screen.
General Microsoft
Articles
In addition to a page number, you can put other content in the header and footer areas of your Word document. For example, if you’re typing the minutes of a club meeting, you might want to put the club’s name in the header so that it appears across the top of each page.
Here are two ways of putting content into them: You can use presets to insert codes and formatting, or you can type text and insert codes manually into the headers and footers.
General Microsoft
Articles
As you’re giving a PowerPoint presentation, you may want to make some notes on the slides, such as circling a word, underlining a phrase, or highlighting a key concept. The Pen tools enable you to do all those things. Making these changes is called annotating.
Here’s a closer look at the Pen menu:
Laser Pointer: This tool does not leave marks on the slide.
General Microsoft
Articles
One of the most common calculation tasks in Excel is to determine the terms of a loan. There is a set of functions designed specifically for this task. Each function finds a different part of the loan equation, given the other parts:
PV: Short for present value; finds the amount of the loan.
NPER: Short for number of periods; finds the number of payments (the length of the loan).
General Microsoft
Articles
Office 2016 uses the current Windows user’s OneDrive as the default storage location. OneDrive is a secure online storage area hosted by Microsoft. Anyone who registers for the service, or who logs into Windows 8 or later with a Microsoft ID, is given a certain amount of free storage space, and can purchase more.
General Microsoft
Articles
It might take several different operations to get some text exactly the way you want it in Word 2016. Once it’s perfect, you can copy its formatting to other text by using Format Painter. This not only saves time, but it ensures consistency. To format text with Format Painter, follow these steps:
Select the text that already has the formatting you want to copy.
General Microsoft
Articles
If the data list doesn’t already exist, you can choose to create it in a Word table or in Excel, and then attach it to the main document. However, there’s another way to create a data list that is a little easier (or at least a little more foolproof), especially if the list you are planning to create contains people’s names and addresses:
With the main document open, on the Mailings tab, click Select Recipients.
General Microsoft
Articles
You can save your Word document in PDF or XPS format. These are both page layout formats, and files in this format are designed to show pages exactly as they will print. They are not designed to be easily editable. You might save a contract in this format, for example, or a ready-to-print brochure.
PDF stands for Page Description Format.
General Microsoft
Articles
The IF function determines whether or not a condition is true, and then perform different actions in Excel 2016 based on that answer. IF is only one of many logical functions that Excel provides; see the list on the Logical button on the Formulas tab for others. For example:
Suppose a customer gets a 10 percent discount if he spends more than $50.
General Microsoft
Articles
The bad news about online images is: there’s no more clip art. Microsoft has discontinued their clip art repository, and clip art is no longer available in Office products. The good news is that you can search the entire Internet for pictures via Bing image search without leaving Word. The search results include only images that are licensed by Creative Commons, meaning you can use them without having to pay a fee.
General Microsoft
Articles
In a business or academic Word document, you might have many pictures or other illustrations, and you might want to refer to them numerically. If you use the Caption feature, Word will keep the figure numbers sequential even if you move content around and add or delete content.
To add a caption to a picture, follow these steps:
Right-click the picture and choose Insert Caption.
General Microsoft
Articles
If you are merging mail lists in Microsoft Office 2016, you will need to insert fields where you want the personalization to be. First, position the insertion point appropriately:
For letters, click where you want the merge code to appear. You will want the recipient’s name and address near the top of the document, just below the date.
General Microsoft
Articles
Have you ever dropped a stack of papers that needed to stay in a certain order? If you had used Word 2016 to number them, putting them back together would be fairly simple. If not, what a frustrating, time-consuming task.
Fortunately, Word makes it very easy to number your document pages. And you can choose from a variety of numbering styles and formats.
General Microsoft
Articles
After all the codes are inserted in the main document, it’s time to perform the merge. There are three ways to go about this in Word 2016: you can merge to a new document, and then print that document as a separate step after examining the merge results, you can merge directly to your printer, or you can send email messages.
General Microsoft
Articles
Handouts are paper copies of your PowerPoint presentation that you give to the audience. They give your audience something tangible to refer to and to take home. They can also write on the handouts to make their own notes. (Some handout layouts even include lines for writing.)
When you print in PowerPoint, you have a choice of the type of printout you want.
General Microsoft
Articles
When you share a document with other people, you are assuming they have Microsoft Word or another application that opens Word files. These days that’s actually a pretty safe bet, with all the options available for opening Word files. WordPad, which comes free with Windows, opens Word documents, and the Word Online program at office.
General Microsoft
Articles
In Microsoft Word, the indentation of a paragraph refers to the way its left and/or right sides are inset. In addition to a left and right indent value, each paragraph can optionally have a special indent for the first line.
If the first line is indented more than the rest of the paragraph, it’s known as a first-line indent.
General Microsoft
Articles
A main mail merge document in Word contains two important things: 1) the text that will remain the same between the personalized copies, and 2) the codes that tell Word what fields to insert at what points.
Follow these steps:
Start a new blank document. (Pressing Ctrl+N is a quick way.)
If you’re creating letters or email messages, it’s generally okay to use an existing document as the main document.
General Microsoft
Articles
The Flash Fill feature in Excel 2016 enables you to extract data from adjacent columns intelligently by analyzing the patterns in that data. For example, suppose you have a list of e-mail addresses in one column, and you would like the usernames (that is, the text before the @ sign) from each e-mail address to appear in an adjacent column.
General Microsoft
Articles
Presenter view is like a control panel for a running PowerPoint presentation. With Presenter view running on a separate monitor, you can see any speaker notes for each slide, see what’s coming up next, jump around between slides, and more, all without disturbing what the audience sees.
It’s possible to enter Presenter view on a single-monitor system, but there’s not much point in it, because it interrupts what the audience sees on that single monitor.
General Microsoft
Articles
When you need to do a speedy analysis of your data in Excel 2016, consider using the Quick Analysis feature. Here are some points to keep in mind about Quick Analysis:
When you select a range of cells, a small icon appears in the lower right corner of the selected area. This is the Quick Analysis icon, and clicking it opens a panel containing shortcuts to several types of common activities related to data analysis.
General Microsoft
Articles
After you choose the main document type in Microsoft Office, you next choose the data list. A data list must be in a structured format, such as a Word document containing a table, an Excel workbook, or a database such as the Contacts list in Outlook.
If you plan on using an existing Word or Excel file, it’s important to set it up beforehand.
General Microsoft
Articles
Once you discover keyboard shortcuts in Office, you'll wonder how you ever functioned without them. Keyboard shortcuts make common tasks faster and easier. By pressing a key combination you can duplicate many of the most commonly used commands and tasks. Some of the keyboard shortcuts are the same across multiple applications, whereas others are specific to a particular application.
General Microsoft
Articles
By touching a couple of keys in combination in Office 2016 programs, you can save time with simple tasks, such as copying text from one place and pasting it somewhere else. The keyboard shortcuts included here work equally well in Word, Excel, and PowerPoint 2016. Both mouse and keyboard methods are provided here.
General Microsoft
Articles
In Word 2016 you can insert common symbols by using these keyboard shortcuts. Use these keyboard shortcuts instead of the Insert→Symbol command to insert common typographical symbols.
Symbol
Shortcut
Em dash
Alt+Ctrl+minus sign
En dash
Ctrl+minus sign
Copyright
Alt+Ctrl+C
Registered trademark
Alt+Ctrl+R
Trade
General Microsoft
Articles
By touching a couple of keys in combination, you can save time with simple tasks in Word 2016, such as copying text from one place and pasting it somewhere else in your document. With these keyboard shortcuts, you can speed up text editing and formatting in Word 2016.
To do this
With the keyboard
Start a new
General Microsoft
Articles
With the keyboard shortcuts shown here, you can switch among various views in Word 2016. Other key combinations enable you to save time with simple tasks, such as copying text from one place and pasting it somewhere else in your document.
Switch to this view
With the keyboard
Print Layout
Alt+Ctrl+P
Outline
A