Office 2016 For Dummies®

Published by: John Wiley & Sons, Inc., 111 River Street, Hoboken, NJ 07030-5774, www.wiley.com

Copyright © 2016 by John Wiley & Sons, Inc., Hoboken, New Jersey

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Published simultaneously in Canada

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Library of Congress Control Number: 2015950488

ISBN 978-1-119-29347-7 (pbk); ISBN 978-1-119-29729-1 (ebk); 978-1-119-29730-7 (ebk)

Office 2016 For Dummies (9781119293477) was previously published as Office 2016 For Dummies (9781119077374). While this version features a new Dummies cover and design, the content is the same as the prior release and should not be considered a new or updated product.

Who Should Buy This Book

This book is targeted toward three kinds of people like you:

• You’re familiar with recent versions of Microsoft Office (such as 2007, 2010, or 2013), and you want to catch up with the new features of Office 2016.

  Office 2016 For Dummies is a handy reference for finding out how to use the latest features and changes.

• You’re upgrading from an older version of Microsoft Office, such as Office 2003 or Office XP.

  Office 2016 For Dummies is a gentle guide to help you make a less-painful transition from traditional pull-down menus to the Ribbon user interface.

  You’ve rarely (if ever) used any version of Microsoft Office at all.

  Office 2016 For Dummies can serve as a guide through

  • Word processing (Microsoft Word)
  • Number calculations (Microsoft Excel)
  • Presentations (Microsoft PowerPoint)
  • Database management (Microsoft Access)
  • Managing your time, appointments, and email (Microsoft Outlook).

No matter how much (or how little) you already know about Microsoft Office, this book can show you how to use the most common and most useful features of Office 2016 so you can start being productive right away.

Although you can just flip through this book to find the features you need, browse through Part 1 for a quick refresher (or introduction) to the Office 2016 user interface Ribbon. After you understand the basics of using this new Ribbon user interface, you’ll be able to master any Office 2016 program in no time.

To get the most from this book, you need to understand the following conventions:

• The mouse pointer usually appears as an arrow and serves multiple purposes. First, you use the mouse pointer to select data (text, numbers, email messages, and so on) to change. Second, you use the mouse pointer to tell Office 2016 which commands you want to use to change the data you selected. Finally, the appearance of the mouse pointer can reveal the options available to you at that moment. (Although it’s called a mouse pointer, you can move and control it using either a mouse or a track pad.)
• Clicking means moving the mouse pointer over something on the screen (such as a menu command or a button), pressing the left mouse button once, and then letting go. Clicking tells the computer, “See what I’m pointing at? That’s what I want to choose right now.”
• Double-clicking means pointing at something with the mouse pointer and clicking the left mouse button twice in rapid succession.
• Dragging means holding down the left mouse button while moving the mouse. Dragging typically moves something from one onscreen location to another, such as moving a word from the top of a paragraph to the bottom.
• Right-clicking means moving the mouse pointer over something and clicking the right mouse button once. Right-clicking typically displays a shortcut menu of additional options.

In addition to understanding these terms to describe different mouse actions, you also need to understand different keystroke conventions. When you see an instruction that reads Ctrl+P, that means to hold down the Ctrl key, press the P key, and then let go of both the Ctrl and P keys at the same time.

Finally, most computer mice offer a scroll wheel that lets you roll it up or down, or press it. This scroll wheel works to scroll windows up or down, whether you’re using Office 2016 or nearly any other type of program as well. In Office 2016, the scroll wheel doesn’t serve any unique purpose, but it can be a handy tool for rapidly scrolling through windows in any Office 2016 program.

Icons Used in This Book

Icons highlight important or useful information.

This icon highlights information that can save you time or make it easier for you to do something.

This icon emphasizes information that can be helpful, although not crucial, when using Office 2016.

Watch out! This icon highlights something that can hurt or wipe out important data. Read this information before making a mistake that you may not be able to recover from again.

This icon highlights interesting technical information that you can safely ignore but may answer some questions about why Office 2016 works a certain way.

Getting Started

Here’s your first tip. Any time you do something in Office 2016, you can undo or take back your last command by pressing Ctrl+Z. (Just hold down the Ctrl key, press the Z key, and release both keys at the same time.) There, now that you know about the powerful Undo command, you should have a surging sense of invulnerability when using Office 2016, knowing that at any time you make a mistake, you can turn back time by pressing Ctrl+Z to undo your last command.

If you get nothing else from this book, always remember that the Ctrl+Z command can save you from making simple or career-threatening mistakes using a computer. See? Office 2016 is going to be easier than you think.

Starting an Office 2016 Program

Microsoft Office 2016 runs on Windows 10, Windows 8, or Windows 7.

If you’re using an older version of Windows (such as Vista or XP), you can’t install, let alone run and use, Microsoft Office 2016.

The process to start an Office 2016 application depends on your Windows version. The following sections show how to use each compatible Windows version.

Introducing the Microsoft Office Ribbon

The basic idea behind the Ribbon interface in Microsoft Office is to store commonly used commands under separate tabs. Clicking each tab displays icons that represent related commands; you can see groups of related commands at a glance.

Although every Office 2016 program displays different tabs, the three most common tabs are the File tab, the Home tab, and the Insert tab.

The File tab lets you open, save, and print your files. In addition, the File tab also lets you close a document or customize an Office 2016 program, as shown in Figure 1-1.

The Home tab displays icons that represent the most common commands for that particular Office 2016 program, such as formatting commands as shown in Figure 1-2.

The Insert tab displays icons that represent common commands for adding items to a file such as pictures and tables, as shown in Figure 1-3.

In addition to the File, Home, and Insert tabs, every Office 2016 program also includes tabs that contain commands specific to that particular program. For example, Excel contains a Formulas tab that contains commands for creating a formula in a spreadsheet while PowerPoint contains a Transitions tab for adding transitions to your presentation slide shows.

Some tabs only appear when you click a certain item, such as a table, picture, or text box. These tabs provide specific commands for manipulating the currently selected item (such as letting you modify a picture). The moment you select a different item, these tabs disappear.

The File tab

The various commands available on the File tab include

• Info: Protects your file from changes, inspects a file for compatibility issues with older programs, and manages different versions of your file. The Info command also lets you view the details of your file such as the file’s size and the date you created it, as shown in Figure 1-4.
• New: Creates a new file.
• Open: Loads an existing file.
• Save: Saves your file. If you haven’t named your file yet, the Save command is equivalent to the Save As command.
• Save As: Saves the current file under a new name and/or in a different location such as a different folder or computer.
• Print: Prints the current file.
• Share: Sends a file as an email attachment or posts it online.
• Export: Saves the current file in a different file format.
• Close: Closes an open file but keeps the Office 2016 program running.

• Account: Displays information about your OneDrive account.

  OneDrive is Microsoft’s cloud computing service that lets you store files online so you can access them from other types of devices such as a smartphone, a tablet, or another computer.

• Options: Displays various options for customizing the way each Office 2016 program behaves.

In Word, a file is called a document. In Excel, a file is called a workbook. In PowerPoint, a file is called a presentation. In Access, a file is called a database.

Creating a new file

Each time you create a new file, you have the option of choosing different types of templates that are already formatted and designed for specific purposes, such as a calendar, newsletter, sales report, or corporate slideshow presentation, as shown in Figure 1-5.

To create a new file, follow these steps:

1. Click the File tab.

2. Click New.

   A list of templates appears (see Figure 1-5).

3. Double-click the template you want to use.

   Office 2016 creates a new file based on your chosen template. For some templates, you may need access to the Internet to download the templates from Microsoft’s website.

Pressing Ctrl+N is a keystroke shortcut for creating a new file.

Opening an existing file

When you load an Office 2016 program, you may want to edit a file that you created and modified earlier. To open an existing file, you need to tell Office 2016 the location and name of the file you want to open.

The five options for finding an existing file include

• Recent Documents/Workbooks/Presentations: Displays a list of files you recently opened.
• OneDrive: Displays a list of files stored on your OneDrive account. (You need Internet access to open and retrieve a file stored on OneDrive.)
• This PC: Lets you browse through the folders stored on your computer to find a file.
• Add a place: Lets you define a new location for storing files in the cloud such as your OneDrive account.
• Browse: Lets you search through all the folders/directories on any storage device connected to your computer.

To open a file, follow these steps:

1. Click the File tab.

2. Click Open.

   An Open pane appears, as shown in Figure 1-6.

Pressing Ctrl+O is a keystroke shortcut for displaying the Open pane.

3. Choose an option such as Recent or This PC.

   You may need to click the Browse button to access different folders.

4. Click the file you want to open.

   Your chosen file appears.

If you delete or move a file, Office 2016 may still list that filename under the Recent category even if that file no longer exists or has been moved.

Saving files

Saving a file stores all your data on a hard drive or other storage device (such as a USB flash drive). You can also save your files to a OneDrive account so you can access that file anywhere you have Internet access. The first time you save a file, you need to specify three items:

• The location in which to store your file
• The name of your file
• The format in which to save your file

The location can be any folder on your hard drive or in your OneDrive account. It’s a good idea to store similar files in a folder with a descriptive name, such as Tax Information for 2017 or Letters to Grandma. If you save your files to your computer, Office 2016 stores all your files in the Documents folder unless you specify otherwise.

You can give a file any name you want, but it’s also a good idea to give your file a descriptive name, such as Latest Resume 2017 or Global Trade Presentation for Meeting on October 29, 2018.

The format of your file defines how Office 2016 stores your data. The default file format is simply called Word Document, Excel Workbook, PowerPoint Presentation, or Access Database. Anyone using Office 2013, 2010, or Office 2007 can open these files.

For a quick way to save a file, click the Save icon that appears above the File tab or press Ctrl+S.

SAVING A FILE IN OTHER FILE FORMATS

If you need to share files with people using older versions of Microsoft Office or other word processors, spreadsheets, or database programs, you need to save your files in a different file format. To share files with people using older versions of Microsoft Office, you need to save your files in a format known as 97-2003, such as Word 97-2003 Document or PowerPoint 97-2003 Presentation.

This special 97-2003 file format saves Office 2016 files so that previous versions of Microsoft Office 97/2000/XP/2003 can open and edit your files.

When you save files in the 97-2003 format, Microsoft Office 2016 saves your files with a three-letter file extension, like .doc or .xls. When you save files in the Office 2016 format, Microsoft Office 2016 saves your files with a four- or five-letter file extension, such as .docx or .pptx, as shown in Table 1-1.

Program	Microsoft Office 2016 File Extension	Microsoft Office 97-2003 File Extension
Microsoft Word	.docx	.doc
Microsoft Excel	.xlsx	.xls
Microsoft PowerPoint	.pptx	.ppt
Microsoft Access	.accdb	.mdb

To save your Office 2016 files in the 97-2003 format, follow these steps:

1. Click the File tab.

2. Click Export.

   The middle pane displays different options.

3. Click Change File Type.

   A list of different formats appears, as shown in Figure 1-7.

4. Click the 97-2003 format option, such as Word 97-2003 Document or Excel 97-2003 Workbook.

5. Click the Save As button.

   The Save As dialog box appears.

   If you want to share your file with different types of programs, you may need to choose a different file format, such as Rich Text Format or Text.

6. (Optional) Click in the File Name text box and type a descriptive name for your file.

   When you save a file in a different file format, give that file a descriptive name that’s different from your original file. That way, you won’t confuse the two and send the wrong file format to someone by mistake.

7. Click Save.

Closing a file

When you’re done editing a file, you need to close it. Closing a file simply removes the file from your screen but keeps your Office 2016 program running so you can edit or open another file. If you haven’t saved your file, closing a file will prompt you to save your changes.

To close a file, follow these steps:

1. Click the File tab.

2. Click Close.

   If you haven’t saved your file, a dialog box appears asking whether you want to save your changes.

   For a faster way to choose the Close command, press Ctrl+F4.

3. Click Save to save your changes, Don’t Save to discard any changes, or Cancel to keep your file open.

   If you click either Save or Don’t Save, Office 2016 closes your file.

Using the Ribbon

The Ribbon interface displays tabs that contain groups of related commands. For example, the Layout tab displays only those commands related to designing a page, and the Insert tab displays only those commands related to inserting items into a file, such as a page break or a picture.

Using the Ribbon is a two-step process. First, you must click the tab that contains the command you want. Second, you click the actual command.

Tabs act exactly like traditional pull-down menus. Whereas a pull-down menu simply displays a list of commands, tabs display a list of icons that represent different commands.

Deciphering Ribbon icons

Each Ribbon tab displays commands as buttons or icons, organized into groups. There are four types of icons displayed on the Ribbon:

• One-click icons: These icons do something with a single click.
• Menu icons: These icons display a pull-down menu of options you can choose.
• Split-menu icons: These icons consist of two halves. The left or top half lets you choose a command like a one-click icon, and the right or bottom half displays a downward-pointing arrow, which displays additional options.
• Combo boxes: These display a text box where you can type a value in or click a downward-pointing arrow to choose from a menu of options.

Using one-click icons

One-click icons often appear as just an icon or as an icon with a descriptive label (such as the Format Painter and the Bold and Italics icons), as shown in Figure 1-8.

One-click icons typically represent commonly used commands, such as the Cut and Copy commands, which appear on the Home tab of every Office 2016 program.

Using menu icons

A one-click icon represents a single command. However, there isn’t enough room on the Ribbon to display every possible command as a single icon. As a result, menu icons display a pull-down menu that stores multiple options within a single icon, as shown in Figure 1-9.

Selecting an option in the pull-down menu immediately manipulates your selected data.

Using split-menu icons

Split-menu icons give you two choices:

• If you click the top or left half of a split-menu icon, you choose a default value. For example, the left half of the Font Color icon lets you choose the currently displayed color.
• If you click the bottom or right half of a split-menu icon, a pull-down menu appears, letting you choose a new default option, as shown in Figure 1-10.

The Paste and Font Color icons, found on the Home tab of Word, Excel, and PowerPoint, are typical split-menu icons.

You can identify split-menu icons because only half of the icon appears highlighted when you move the mouse pointer over that half.

Using combo boxes

A combo box gives you two ways to choose an option:

• Type directly into the combo box.
• Click the downward-pointing arrow to display a list of options, as shown in Figure 1-11.

The Font and Font Size combo boxes, found on the Home tab of Word, Excel and PowerPoint, are typical combo boxes:

• If you click the left side of the Font Size combo box, you can type your own value in for a font size.
• If you click the downward-pointing arrow on the right side of the Font Size combo box, you can choose a value from a pull-down menu.

Identifying Ribbon icons

While some icons include descriptive text (such as Format Painter or Paste), most icons simply look like cryptic symbols from an alien language. To get additional help deciphering icons on the Ribbon, just point the mouse pointer over an icon, and a short explanation appears, called a ScreenTip, as shown in Figure 1-12.

ScreenTips provide the following information:

• The official name of the command (which is Format Painter in Figure 1-12)
• The equivalent keystroke shortcut you can use to run the command (which is Ctrl+Shift+C in the figure)
• A short explanation of what the command does

To view the ScreenTip for any icon on the Ribbon, move the mouse pointer over that icon and wait a few seconds for the ScreenTip to appear.

Shortcut keystrokes let you choose a command from the keyboard without the hassle of clicking a tab and then clicking the icon buried inside that tab. Most shortcut keystrokes consist of two or three keys, such as Ctrl+P or Ctrl+Shift+C.

Displaying dialog boxes

On each tab, the Ribbon displays related commands in a group. For example, the Home tab groups the Cut, Copy, and Paste commands within the Clipboard group and the text alignment and line-spacing commands within the Paragraph group.

Although you can choose the most commonly used commands directly from the Ribbon, Word often contains dozens of additional commands that don’t appear on the Ribbon. To access these more obscure commands, you need to open a dialog box.

In the bottom-right corner of a group of icons on the Ribbon, you’ll see the Show Dialog Box icon, which looks like an arrow pointing diagonally downward, as shown in Figure 1-13.

Not every group of icons on the Ribbon displays the Show Dialog Box icon.

To open a dialog box that contains additional options, follow these steps:

1. Click a tab on the Ribbon, such as the Home or Page Layout tab.

2. Click the Show Dialog Box icon in the bottom-right corner of a group such as the Font or Paragraph group found on the Home tab.

   Office 2016 displays a dialog box, as shown in Figure 1-14.

3. Choose any options in the dialog box, and then click OK or Cancel when you’re done.

Minimizing the Ribbon

Some people like the Ribbon displaying various icons at all times, but others find that it makes the screen appear too cluttered. In case you want to tuck the Ribbon out of sight (or display a Ribbon that is already tucked out of sight) so icons only appear when you click a tab, choose one of the following methods:

• Double-click the current tab.
• Press Ctrl+F1.
• Click the Ribbon Display Options icon that appears to the left of the minimize icon.

When you choose either of the first two methods, the Ribbon displays its tabs but hides any icons that normally appear underneath. When you click the Ribbon Display Options icon, a menu appears (as shown in Figure 1-15) and gives you three options:

• Auto-hide Ribbon: Completely hides the Ribbon, including tabs and icons
• Show Tabs: Displays the Ribbon tabs but hides the icons on each tab
• Show Tabs and Commands: Displays the Ribbon tabs and icons on each tab

Using the Quick Access Toolbar

The Quick Access toolbar appears in the upper-left corner of the screen, directly above the File and Home tabs. The Quick Access toolbar displays icons that represent commonly used commands such as Save and Undo, as shown in Figure 1-16.

Using the Quick Access icons

If you click the Save icon in the Quick Access toolbar, Office 2016 saves your current file. If you’re saving a new file, a dialog box pops up, asking you to choose a name for your file.

The Undo icon is unique in that it offers two ways to use it. First, you can click the Undo icon to undo the last action you chose. Second, you can click the downward-pointing arrow that appears to the right of the Undo icon to display a list of one or more of your previous actions, as shown in Figure 1-17.

The most recent action you chose appears at the top of this list, the second most recent action appears second, and so on. To undo multiple commands, follow these steps:

1. Click the downward-pointing arrow that appears to the right of the Undo icon in the Quick Access toolbar.
2. Move the mouse pointer to highlight one or more actions you want to undo.

3. Click the left mouse button.

   Office 2016 undoes all the multiple actions you selected.

Adding icons

The Quick Access toolbar is designed to put your most commonly used commands (such as the Save and Undo commands) where you can find them quickly. To add other icons to the Quick Access toolbar, follow these steps:

1. Click the Customize Quick Access Toolbar arrow.

   A pull-down menu appears, as shown in Figure 1-18.

2. Click a command that you want to add to the Quick Access toolbar such as Open or Quick Print.

   A check mark appears next to each command that currently appears on the Quick Access toolbar. If you want to add more commands that aren’t displayed on the Quick Access toolbar menu, continue with the rest of Steps 3 through 7.

3. Click More Commands.

   An Options window appears, as shown in Figure 1-19. The panel on the right shows all the current icons on the Quick Access toolbar. The panel on the left shows all the other icons you can add.

4. Click in the Choose commands from list box and choose a title, such as Popular Commands or Insert Tab.

   The left panel displays a list of icons and commands.

5. Click an icon and then click the Add button.
6. (Optional) Repeat Steps 4 and 5 for each icon you want to add to the Quick Access toolbar.

7. Click OK.

   Your chosen icon (or icons) now appears on the Quick Access toolbar.