Office 2016 All-In-One For Dummies

Title Page

Copyright Page

Table of Contents

Introduction

About This Book

Foolish Assumptions

Icons Used in This Book

Beyond the Book

Where to Go from Here

Book I Common Office Tasks

Chapter 1 Office Nuts and Bolts

A Survey of Office Applications

All about Office 365

Finding Your Way Around the Office Interface

The File tab and Backstage

The Quick Access toolbar

The Ribbon and its tabs

Context-sensitive tabs

The anatomy of a tab

Mini-toolbars and shortcut menus

Office 2016 for keyboard lovers

Saving Your Files

Saving a file

Saving a file for the first time

Saving AutoRecovery information

Navigating the Save As and Open Windows

Opening and Closing Files

Opening a file

Closing a file

Reading and Recording File Properties

Locking a File with a Password

Password-protecting a file

Removing a password from a file

Chapter 2 Wrestling with the Text

Manipulating the Text

Selecting text

Moving and copying text

Taking advantage of the Clipboard task pane

Deleting text

Changing the Look of Text

Choosing fonts for text

Changing the font size of text

Applying font styles to text

Applying text effects to text

Underlining text

Changing the color of text

Quick Ways to Handle Case, or Capitalization

Entering Symbols and Foreign Characters

Creating Hyperlinks

Linking a hyperlink to a web page

Creating a hyperlink to another place in your file

Creating an email hyperlink

Repairing and removing hyperlinks

Chapter 3 Speed Techniques Worth Knowing About

Undoing and Repeating Commands

Undoing a mistake

Repeating an action — and quicker this time

Zooming In, Zooming Out

Viewing a File Through More Than One Window

Correcting Typos on the Fly

Entering Text Quickly with the AutoCorrect Command

Book II Word 2016

Chapter 1 Speed Techniques for Using Word

Introducing the Word Screen

Creating a New Document

Getting a Better Look at Your Documents

Viewing documents in different ways

Splitting the screen

Selecting Text in Speedy Ways

Moving Around Quickly in Documents

Keys for getting around quickly

Navigating from page to page or heading to heading

Going there fast with the Go To command

Bookmarks for hopping around

Inserting a Whole File into a Document

Entering Information Quickly in a Computerized Form

Creating a computerized form

Entering data in the form

Chapter 2 Laying Out Text and Pages

Paragraphs and Formatting

Inserting a Section Break for Formatting Purposes

Breaking a Line

Starting a New Page

Setting Up and Changing the Margins

Indenting Paragraphs and First Lines

Clicking an Indent button (for left-indents)

“Eye-balling it” with the ruler

Indenting in the Paragraph dialog box

Numbering the Pages

Numbering with page numbers only

Including a page number in a header or footer

Changing page number formats

Putting Headers and Footers on Pages

Creating, editing, and removing headers and footers

Fine-tuning a header or footer

Adjusting the Space between Lines

Adjusting the Space Between Paragraphs

Creating Numbered and Bulleted Lists

Simple numbered and bulleted lists

Constructing lists of your own

Managing a multilevel list

Working with Tabs

Hyphenating Text

Automatically and manually hyphenating a document

Unhyphenating and other hyphenation tasks

Chapter 3 Word Styles

All About Styles

Styles and templates

Types of styles

Applying Styles to Text and Paragraphs

Applying a style

Experimenting with style sets

Choosing which style names appear on the Style menus

Creating a New Style

Creating a style from a paragraph

Creating a style from the ground up

Modifying a Style

Creating and Managing Templates

Creating a new template

Opening a template so that you can modify it

Modifying, deleting, and renaming styles in templates

Chapter 4 Constructing the Perfect Table

Talking Table Jargon

Creating a Table

Entering the Text and Numbers

Selecting Different Parts of a Table

Laying Out Your Table

Changing the size of a table, columns, and rows

Adjusting column and row size

Inserting columns and rows

Deleting columns and rows

Moving columns and rows

Aligning Text in Columns and Rows

Merging and Splitting Cells

Repeating Header Rows on Subsequent Pages

Formatting Your Table

Designing a table with a table style

Calling attention to different rows and columns

Decorating your table with borders and colors

Using Math Formulas in Tables

Neat Table Tricks

Changing the direction of header row text

Wrapping text around a table

Using a picture as the table background

Drawing diagonal lines on tables

Drawing on a table

Chapter 5 Taking Advantage of the Proofing Tools

Correcting Your Spelling Errors

Correcting misspellings one at a time

Running a spell-check

Preventing text from being spell checked

Checking for Grammatical Errors in Word

Getting a Word Definition

Finding and Replacing Text

The basics: Finding stray words and phrases

Narrowing your search

Conducting a find-and-replace operation

Researching a Topic Inside Word

Finding the Right Word with the Thesaurus

Proofing Text Written in a Foreign Language

Telling Office which languages you will use

Marking text as foreign language text

Translating Foreign Language Text

Chapter 6 Desktop Publishing with Word

Experimenting with Themes

Sprucing Up Your Pages

Decorating a page with a border

Putting a background color on pages

Getting Word’s help with cover letters

Making Use of Charts, Diagrams, Shapes, and Photos

Working with the Drawing Canvas

Positioning and Wrapping Objects Relative to the Page and Text

Wrapping text around an object

Positioning an object on a page

Working with Text Boxes

Inserting a text box

Making text flow from text box to text box

Dropping In a Drop Cap

Watermarking for the Elegant Effect

Putting Newspaper-Style Columns in a Document

Doing the preliminary work

Running text into columns

Landscape Documents

Printing on Different Size Paper

Showing Online Video in a Document

Chapter 7 Getting Word’s Help with Office Chores

Highlighting Parts of a Document

Commenting on a Document

Entering a comment

Viewing and displaying comments

Caring for and feeding comments

Tracking Changes to Documents

Telling Word to start marking changes

Reading and reviewing a document with change marks

Marking changes when you forgot to turn on change marks

Accepting and rejecting changes to a document

Printing an Address on an Envelope

Printing a Single Address Label (Or a Page of the Same Label)

Churning Out Letters, Envelopes, and Labels for Mass Mailings

Preparing the source file

Merging the document with the source file

Printing form letters, envelopes, and labels

Chapter 8 Tools for Reports and Scholarly Papers

Alphabetizing a List

Outlines for Organizing Your Work

Viewing the outline in different ways

Rearranging document sections in Outline view

Collapsing and Expanding Parts of a Document

Generating a Table of Contents

Creating a TOC

Updating and removing a TOC

Customizing a TOC

Changing the structure of a TOC

Indexing a Document

Marking index items in the document

Generating the index

Editing an index

Putting Cross?References in a Document

Putting Footnotes and Endnotes in Documents

Entering a footnote or endnote

Choosing the numbering scheme and position of notes

Deleting, moving, and editing notes

Compiling a Bibliography

Inserting a citation for your bibliography

Editing a citation

Changing how citations appear in text

Generating the bibliography

Book III Excel 2016

Chapter 1 Up and Running with Excel

Creating a New Excel Workbook

Getting Acquainted with Excel

Rows, columns, and cell addresses

Workbooks and worksheets

Entering Data in a Worksheet

The basics of entering data

Entering text labels

Entering numeric values

Entering date and time values

Quickly Entering Lists and Serial Data with the AutoFill Command

Formatting Numbers, Dates, and Time Values

Establishing Data-Validation Rules

Chapter 2 Refining Your Worksheet

Editing Worksheet Data

Moving Around in a Worksheet

Getting a Better Look at the Worksheet

Freezing and splitting columns and rows

Hiding columns and rows

Comments for Documenting Your Worksheet

Selecting Cells in a Worksheet

Deleting, Copying, and Moving Data

Handling the Worksheets in a Workbook

Keeping Others from Tampering with Worksheets

Hiding a worksheet

Protecting a worksheet

Chapter 3 Formulas and Functions for Crunching Numbers

How Formulas Work

Referring to cells in formulas

Referring to formula results in formulas

Operators in formulas

The Basics of Entering a Formula

Speed Techniques for Entering Formulas

Clicking cells to enter cell references

Entering a cell range

Naming cell ranges so that you can use them in formulas

Referring to cells in different worksheets

Copying Formulas from Cell to Cell

Detecting and Correcting Errors in Formulas

Correcting errors one at a time

Running the error checker

Tracing cell references

Working with Functions

Using arguments in functions

Entering a function in a formula

A Look at Some Very Useful Functions

AVERAGE for Averaging Data

COUNT and COUNTIF for Tabulating Data Items

CONCATENATE for Combining Values

PMT for Calculating How Much You Can Borrow

IF for Identifying Data

LEFT, MID, and RIGHT for Cleaning Up Data

PROPER for Capitalizing Words

LARGE and SMALL for Comparing Values

NETWORKDAY and TODAY for Measuring Time in Days

LEN for Counting Characters in Cells

Chapter 4 Making a Worksheet Easier to Read and Understand

Laying Out a Worksheet

Aligning numbers and text in columns and rows

Inserting and deleting rows and columns

Changing the size of columns and rows

Decorating a Worksheet with Borders and Colors

Cell styles for quickly formatting a worksheet

Formatting cells with table styles

Slapping borders on worksheet cells

Decorating worksheets with colors

Getting Ready to Print a Worksheet

Making a worksheet fit on a page

Making a worksheet more presentable

Repeating row and column headings on each page

Chapter 5 Advanced Techniques for Analyzing Data

Seeing What the Sparklines Say

Conditional Formats for Calling Attention to Data

Managing Information in Lists

Sorting a list

Filtering a list

Forecasting with the Goal Seek Command

Performing What?If Analyses with Data Tables

Using a one?input table for analysis

Using a two?input table for analysis

Analyzing Data with PivotTables

Getting a PivotTable recommendation from Excel

Creating a PivotTable from scratch

Putting the finishing touches on a PivotTable

Book IV PowerPoint 2016

Chapter 1 Getting Started in PowerPoint

Getting Acquainted with PowerPoint

A Brief Geography Lesson

A Whirlwind Tour of PowerPoint

Creating a New Presentation

Advice for Building Persuasive Presentations

Creating New Slides for Your Presentation

Inserting a new slide

Speed techniques for inserting slides

Conjuring slides from Word document headings

Selecting a different layout for a slide

Getting a Better View of Your Work

Changing views

Looking at the different views

Hiding and Displaying the Slides Pane and Notes Pane

Selecting, Moving, and Deleting Slides

Selecting slides

Moving slides

Deleting slides

Putting Together a Photo Album

Creating your photo album

Putting on the final touches

Editing a photo album

Hidden Slides for All Contingencies

Hiding a slide

Showing a hidden slide during a presentation

Chapter 2 Fashioning a Look for Your Presentation

Looking at Themes and Slide Backgrounds

Choosing a Theme for Your Presentation

Creating Slide Backgrounds on Your Own

Using a solid (or transparent) color for the slide background

Creating a gradient color blend for slide backgrounds

Placing a picture in the slide background

Using a photo of your own for a slide background

Using a texture for a slide background

Changing the Background of a Single or Handful of Slides

Choosing the Slide Size

Using Master Slides and Master Styles for a Consistent Design

Switching to Slide Master view

Understanding master slides and master styles

Editing a master slide

Changing a master slide layout

Chapter 3 Entering the Text

Entering Text

Choosing fonts for text

Changing the font size of text

Changing the look of text

Fun with Text Boxes and Text Box Shapes

Controlling How Text Fits in Text Frames and Text Boxes

Choosing how AutoFit works in text frames

Choosing how AutoFits works in text boxes

Positioning Text in Frames and Text Boxes

Handling Bulleted and Numbered Lists

Creating a standard bulleted or numbered list

Choosing a different bullet character, size, and color

Choosing a different list-numbering style, size, and color

Putting Footers (and Headers) on Slides

Some background on footers and headers

Putting a standard footer on all your slides

Creating a nonstandard footer

Removing a footer from a single slide

Chapter 4 Making Your Presentations Livelier

Suggestions for Enlivening Your Presentation

Presenting Information in a Table

Exploring Transitions and Animations

Showing transitions between slides

Animating parts of a slide

Making Audio Part of Your Presentation

Inserting an audio file on a slide

Telling PowerPoint when and how to play an audio file

Playing audio during a presentation

Playing Video on Slides

Inserting a video on a slide

Fine-tuning a video presentation

Experimenting with the look of the video

Recording a Voice Narration for Slides

Chapter 5 Delivering a Presentation

All about Notes

Rehearsing and Timing Your Presentation

Showing Your Presentation

Starting and ending a presentation

Going from slide to slide

Tricks for Making Presentations a Little Livelier

Wielding a pen or highlighter in a presentation

Blanking the screen

Zooming In

Delivering a Presentation When You Can’t Be There in Person

Providing handouts for your audience

Creating a self-running, kiosk-style presentation

Creating a user-run presentation

Presenting a Presentation Online

Packaging your presentation on a CD

Creating a presentation video

Book V OneNote 2016

Chapter 1 Up and Running with OneNote

Introducing OneNote

Finding Your Way Around the OneNote Screen

Notebook pane

Section (and section group) tabs

Page window

Page pane

Units for Organizing Notes

Creating a Notebook

Creating Sections and Section Groups

Creating a new section

Creating a section group

Creating Pages and Subpages

Creating a new page

Creating a new subpage

Renaming and Deleting Groups and Pages

Getting from Place to Place in OneNote

Changing Your View of OneNote

Chapter 2 Taking Notes

Entering a Typewritten Note

Notes: The Basics

Moving and resizing note containers

Formatting the Text in Notes

Selecting notes

Deleting notes

Getting more space for notes on a page

Drawing on the Page

Drawing with a pen or highlighter

Drawing a shape

Changing the size and appearance of drawings and shapes

Converting a Handwritten Note to Text

Writing a Math Expression in a Note

Taking a Screen-Clipping Note

Recording and Playing Audio Notes

Recording an audio note

Playing an audio note

Attaching, Copying, and Linking Files to Notes

Attaching an Office file to a note

Copying an Office file into OneNote

Linking a Word or PowerPoint file to OneNote

Copying a note into another Office program

Chapter 3 Finding and Organizing Your Notes

Finding a Stray Note

Searching by word or phrase

Searching by author

Tagging Notes for Follow Up

Tagging a note

Arranging tagged notes in the task pane

Creating and modifying tags

Color-Coding Notebooks, Sections, and Pages

Merging and Moving Sections, Pages, and Notes

Book VI Outlook 2016

Chapter 1 Outlook Basics

What Is Outlook, Anyway?

Navigating the Outlook Folders

Categorizing Items

Creating a category

Assigning items to categories

Arranging items by category in folders

Searching for Stray Folder Items

Conducting an instant search

Refining a search

Conducting an advanced search

Deleting Email Messages, Contacts, Tasks, and Other Items

Finding and Backing Up Your Outlook File

Cleaning Out Your Folders

Archiving the old stuff

Running the Mailbox Cleanup command

Chapter 2 Maintaining the Contacts Folder

Maintaining a Happy and Healthy Contacts Folder

Entering a new contact in the Contacts folder

Changing a contact’s information

Contact Groups for Sending Messages to Groups

Creating a contact group

Addressing email to a contact group

Editing a contact group

Finding a Contact in the Contacts Folder

Printing the Contacts Folder

Different ways to print contact information

Changing the look of printed pages

Chapter 3 Handling Your Email

Setting Up an Email Account

Addressing and Sending Email Messages

The basics: Sending an email message

Addressing an email message

Sending copies and blind copies of messages

Replying to and forwarding email messages

Sending Files and Photos

Sending a file along with a message

Including a photo in an email message

Receiving Email Messages

Getting your email

Being notified that email has arrived

Reading Your Email in the Inbox Window

Handling Files That Were Sent to You

Opening a file you received

Saving a file you received

Techniques for Organizing Email Messages

Flagging email messages

Being reminded to take care of email messages

Rules for earmarking messages as they arrive

All about Email Folders

Moving email messages to different folders

Creating a new folder for storing email

Yes, You Can Prevent Junk Mail (Sort of)

Defining what constitutes junk email

Preventative medicine for junk email

Chapter 4 Managing Your Time and Schedule

Introducing the Calendar

The Different Kinds of Activities

Seeing Your Schedule

Going to a different day, week, or month

Rearranging the Calendar window

Scheduling Appointments and Events

Scheduling an activity: The basics

Scheduling a recurring appointment or event

Scheduling an event

Canceling, Rescheduling, and Altering Activities

Chapter 5 Tasks, Reminders, and Notes

Tasks: Seeing What Needs to Get Done

Entering a task in the Tasks window

Examining tasks in the Tasks window

Handling and managing tasks

Reminders for Being Alerted to Activities and Tasks

Handling reminder messages

Scheduling a reminder message

Making reminders work your way

Making Notes to Yourself

Book VII Access 2016

Chapter 1 Introducing Access

What Is a Database, Anyway?

Tables, Queries, Forms, and Other Objects

Database tables for storing information

Forms for entering data

Queries for getting the data out

Reports for presenting and examining data

Macros and modules

Creating a Database File

Creating a blank database file

Getting the help of a template

Finding Your Way Around the Navigation Pane

Designing a Database

Deciding what information you need

Separating information into different database tables

Choosing fields for database tables

Deciding on a primary key field for each database table

Mapping the relationships between tables

Chapter 2 Building Your Database Tables

Creating a Database Table

Creating a database table from scratch

Creating a database table from a template

Importing a table from another database

Opening and Viewing Tables

Entering and Altering Table Fields

Creating a field

All about data types

Designating the primary key field

Moving, renaming, and deleting fields

Field Properties for Making Sure That Data Entries Are Accurate

A look at the Field Properties settings

Creating a lookup data-entry list

Indexing for Faster Sorts, Searches, and Queries

Indexing a field

Indexing based on more than one field

Establishing Relationships Between Database Tables

Types of relationships

Handling tables in the Relationships window

Forging relationships between tables

Editing table relationships

Chapter 3 Entering the Data

The Two Ways to Enter Data

Entering the Data in Datasheet View

Entering data

Two tricks for entering data quicker

Changing the appearance of the datasheet

Entering the Data in a Form

Creating a form

Entering the data

Finding a Missing Record

Finding and Replacing Data

Chapter 4 Sorting, Querying, and Filtering for Data

Sorting Records in a Database Table

Ascending vs. descending sorts

Sorting records

Filtering to Find Information

Different ways to filter a database table

“Unfiltering” a database table

Filtering by selection

Filtering for input

Filtering by form

Querying: The Basics

Creating a new query

Viewing queries in Datasheet and Design view

Finding your way around the Query Design window

Choosing which database tables to query

Choosing which fields to query

Sorting the query results

Choosing which fields appear in query results

Entering criteria for a query

At last — saving and running a query

Six Kinds of Queries

Select query

Top-value query

Summary query

Calculation query

Delete query

Update query

Chapter 5 Presenting Data in a Report

Creating a Report

Opening and Viewing Reports

Tweaking a Report

Book VIII Working with Charts and Graphics

Chapter 1 Creating a Chart

The Basics: Creating a Chart

Choosing the Right Chart

Providing the Raw Data for Your Chart

Positioning Your Chart in a Workbook, Page, or Slide

Changing a Chart’s Appearance

Changing the chart type

Changing the size and shape of a chart

Choosing a new look for your chart

Changing the layout of a chart

Handling the gridlines

Changing a chart element’s color, font, or other particular

Saving a Chart as a Template So That You Can Use It Again

Saving a chart as a template

Creating a chart from a template

Chart Tricks for the Daring and Heroic

Decorating a chart with a picture

Annotating a chart

Displaying the raw data alongside the chart

Placing a trendline on a chart

Troubleshooting a Chart

Chapter 2 Making a SmartArt Diagram

The Basics: Creating SmartArt Diagrams

Choosing a diagram

Making the diagram your own

Creating the Initial Diagram

Creating a diagram

Swapping one diagram for another

Changing the Size and Position of a Diagram

Laying Out the Diagram Shapes

Selecting a diagram shape

Removing a shape from a diagram

Moving diagram shapes to different positions

Adding shapes to diagrams apart from hierarchy diagrams

Adding shapes to hierarchy diagrams

Adding shapes to Organization charts

Promoting and demoting shapes in hierarchy diagrams

Handling the Text on Diagram Shapes

Entering text on a diagram shape

Entering bulleted lists on diagram shapes

Changing a Diagram’s Direction

Choosing a Look for Your Diagram

Changing the Appearance of Diagram Shapes

Changing the size of a diagram shape

Exchanging one shape for another

Changing a shape’s color, fill, or outline

Changing fonts and font sizes on shapes

Creating a Diagram from Scratch

Chapter 3 Handling Graphics and Photos

All about Picture File Formats

Bitmap and vector graphics

Resolution

Compression

Color depth

Choosing file formats for graphics

Inserting a Picture in an Office File

Inserting a picture of your own

Obtaining a picture online

Touching Up a Picture

Softening and sharpening pictures

Correcting a picture’s brightness and contrast

Recoloring a picture

Choosing an artistic effect

Selecting a picture style

Cropping off part of a picture

Removing the background

Compressing Pictures to Save Disk Space

Chapter 4 Drawing and Manipulating Lines, Shapes, and Other Objects

The Basics: Drawing Lines, Arrows, and Shapes

Handling Lines, Arrows, and Connectors

Changing the length and position of a line or arrow

Changing the appearance of a line, arrow, or connector

Attaching and handling arrowheads on lines and connectors

Connecting shapes by using connectors

Handling Rectangles, Ovals, Stars, and Other Shapes

Drawing a shape

Changing a shape’s symmetry

Using a shape as a text box

WordArt for Embellishing Letters and Words

Creating WordArt

Editing WordArt

Manipulating Lines, Shapes, Art, Text Boxes, and Other Objects

Selecting objects so that you can manipulate them

Hiding and displaying the rulers and grid

Changing an Object’s Size and Shape

Changing an Object’s Color, Outline Color, and Transparency

Filling an object with color, a picture, or a texture

Making a color transparent

Putting the outline around an object

Moving and Positioning Objects

Tricks for aligning and distributing objects

When objects overlap: Choosing which appears above the other

Rotating and flipping objects

Grouping objects to make working with them easier

Book IX Office 2016 — One Step Beyond

Chapter 1 Customizing an Office Program

Customizing the Ribbon

Displaying and selecting tab, group, and command names

Moving tabs and groups on the Ribbon

Adding, removing, and renaming tabs, groups, and commands

Creating new tabs and groups

Resetting your Ribbon customizations

Customizing the Quick Access Toolbar

Adding buttons to the Quick Access toolbar

Changing the order of buttons on the Quick Access toolbar

Removing buttons from the Quick Access toolbar

Placing the Quick Access toolbar above or below the Ribbon

Customizing the Status Bar

Changing the Screen Background and Office Theme

Customizing Keyboard Shortcuts in Word

Chapter 2 Ways of Distributing Your Work

Printing — the Old Standby

Distributing a File in PDF Format

About PDF files

Saving an Office file as a PDF

Sending Your File in an Email Message

Saving an Office File as a Web Page

Choosing how to save the component parts

Turning a file into a web page

Opening a web page in your browser

Blogging from inside Word

Describing a blog account to Word

Posting an entry to your blog

Taking advantage of the Blog Post tab

Chapter 3 Working with Publisher

“A Print Shop in a Can”

Introducing Frames

Creating a Publication

Redesigning a Publication

Choosing a different template

Choosing a color scheme

Setting up your pages

Getting a Better View of Your Work

Zooming in and out

Viewing single pages and two-page spreads

Going from page to page

Entering Text on the Pages

Making Text Fit in Text Frames

Fitting overflow text in a single frame

Making text flow from frame to frame

Making Text Wrap around a Frame or Graphic

Replacing the Placeholder Pictures

Inserting, Removing, and Moving Pages

Master Pages for Handling Page Backgrounds

Switching to Master Page view

Changing the look of a master page

Applying (or unapplying) a master page to publication pages

Running the Design Checker

Commercially Printing a Publication

Book X File Sharing and Collaborating

Chapter 1 Up and Running on OneDrive

Signing In to OneDrive

Exploring the OneDrive Window

Managing Your OneDrive Folders

Creating a folder

Viewing and locating folders in the OneDrive window

Going from folder to folder in OneDrive

Deleting, moving, and renaming folders

Uploading Files to a Folder on OneDrive

Saving a File from Office 2016 to OneDrive

Opening a File from OneDrive

Starting in an Office 2016 application

Starting in OneDrive

Downloading Files from OneDrive to Your Computer

Chapter 2 File Sharing and Collaborating

Sharing Files: The Big Picture

Sharing Your Files and Folders with Others

Inviting people by email

Generating a link to shared files

Generating HTML code

Seeing Files and Folders Others Shared with You

Investigating and Changing How Files and Folders Are Shared

Index

EULA