Office 2016 All-in-One Cheat Sheet - dummies
Cheat Sheet

Office 2016 All-in-One Cheat Sheet

From Office 2016 All-In-One For Dummies

By Peter Weverka

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.

Indispensable Office 2016 Commands

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). The Undo command reverses your last action, whatever it happened to be. Keep clicking Undo to reverse several actions. You can also open the Undo drop-down list and undo many commands.

  • Repeat: Click the Repeat button (or press F4 or Ctrl+Y) on the Quick Access toolbar to repeat your latest action, whatever it was, and spare yourself from having to do it a second time. You can move to another place in your file before giving the command.

  • Recent files list: Find out whether the file you want to open is on the Recent list, and if it’s there, click to open it without having to rummage through Open dialog boxes. On the File tab, click Open and look for the Recent list in the Open window.

  • Zoom: Use the Zoom controls in the lower-right corner of the screen to prevent eyestrain and make your work more efficient. Drag the Zoom slider to shrink or enlarge what’s on-screen. Click the Zoom In or Zoom Out button to zoom in or out by 10-percent increments. If your mouse has a wheel, hold down the Ctrl key and spin the mouse wheel to zoom.

Customizing an Office 2016 Program

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. Why not make it even more useful? To place any button on the toolbar, right-click it and choose Add to Quick Access Toolbar. Or click the Customize Quick Access Toolbar button (it’s located to the right of the Quick Access toolbar) and choose a button on the drop-down list.

  • Ribbon: Running across the top of all Office applications, the Ribbon offers tabs with commands for doing this, that, and the other thing. To customize the Ribbon and make getting to the commands you need that much faster, right-click the Ribbon and choose Customize the Ribbon. You go to the Customize Ribbon tab of the Options dialog box. From there, you can move tabs and groups on the ribbon, create your own tabs, and create your own groups.

  • Status bar: The status bar along the bottom of the screen gives you information about the file you’re working on. Maybe you want more information or you think the status bar is too crowded. To change what’s on the status bar, right-click it and select options on the pop-up menu.

  • Changing the background and color theme: Office 2016 offers several ways to dress up Excel, Outlook, Access, OneNote, Word, Publisher, and PowerPoint. To change the background color or choose a different theme, start on the File tab and choose Account to see the Account window. Then open the Office Background and Office Theme drop-down lists and make choices.

Adding Visual Elements to Office 2016 Files

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. The pie slices, bars, columns, or lines tell readers right away which business is more productive, for example, or who received the most votes. On the Insert tab, click the Chart button to begin creating a chart.

  • Diagrams: A diagram allows readers to quickly grasp an idea, relationship, or concept. Instead of explaining an abstract idea, you can portray it in a diagram. On the Insert tab, click the SmartArt button to create a chart.

  • Shapes and lines: Shapes and lines can also illustrate ideas and concepts. You can use them for decorative purposes, too. To draw shapes and lines, go to the Insert tab, click the Shapes button, choose a shape or line, and drag with the mouse.

  • Pictures: A well-placed picture or two can make a newsletter, brochure, or slide that much more attractive. On the Insert tab, click the Pictures button to insert a photo from your computer, or click the Online Pictures button to cadge a photo or clip art image from or the Internet.

After you insert a visual element, go to the Format and Layout tab to make it look just right.