Office® 2016 In Depth
Office 2016 IN DEPTH
Office 2016 IN DEPTH
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Office 2016
Joe Habraken
800 East 96th Street
Indianapolis, Indiana 46240
9780789755674_BOOK.indb i
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Copyright © 2016 by Pearson Education, Inc.
All rights reserved. No part of this book shall be reproduced, stored in a retrieval
system, or transmitted by any means, electronic, mechanical, photocopying,
Greg Wiegand
recording, or otherwise, without written permission from the publisher. No patent liability is assumed with respect to the use of the information contained
herein. Although every precaution has been taken in the preparation of this
book, the publisher and author assume no responsibility for errors or omissions.
Nor is any liability assumed for damages resulting from the use of the informa-
Executive Editor
Rick Kughen
Development Editor
tion contained herein.
William Abner
ISBN-13: 978-0-7897-5567-4
Managing Editor
ISBN-10: 0-7897-5567-X
Sandra Schroeder
Library of Congress Control Number: 2015943751
Printed in the United States of America
Project Editor
Mandie Frank
First Printing: October 2015
All terms mentioned in this book that are known to be trademarks or service
Copy Editor
Bart Reed
marks have been appropriately capitalized. Que Publishing cannot attest to the
accuracy of this information. Use of a term in this book should not be regarded
Joy Lee
as affecting the validity of any trademark or service mark.
Warning and Disclaimer
Every effort has been made to make this book as complete and as accurate as
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an “as is” basis. The author and the publisher shall have neither liability nor
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from the information contained in this book.
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9780789755674_BOOK.indb ii
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I Introduction to the Office 2016 Application Suite
Getting Oriented to the Office 2016 Applications 5
Navigating and Customizing the Office Interface 19
Managing and Sharing Office Files 47
Using and Creating Graphics 67
Using the Office Apps 95
II Word
Requisite Word: Essential Features 123
Enhancing Word Documents 155
Working with Tables, Columns, and Sections 197
Managing Mailings and Forms 219
Creating Special Documents 241
III Excel
Requisite Excel: Essential Features 275
Worksheet Formatting and Management 315
Getting the Most from Formulas and Functions 349
Enhancing Worksheets with Charts 383
Using Excel Tables and Pivottables 417
Validating and Analyzing Worksheet Data 453
IV PowerPoint
Requisite Powerpoint: Essential Features 471
Advanced Presentation Formatting, Themes, and Masters 495
Better Slides with Clip Art, Pictures, and SmartArt 525
Enhancing Slides with Animation, Transitions, and Multimedia 549
Delivering a Presentation and Creating Support Materials 577
V Outlook
Requisite Outlook: Configuration and Essential Features 603
Managing Email in Outlook 633
Using the Calendar for Appointments and Tasks 673
Working with Contacts and Planning Meetings 703
Using the Journal and Notes 733
Securing and Maintaining Outlook 747
VI Publisher
28 Requisite Publisher: Essential Features 775
29 Advanced Publisher Features 805
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VII OneNote
30 Requisite OneNote: Essential Features 827
31 Working with Notebook Pages 855
32 Integrating OneNote with Other Office Applications 873
VIII Appendix
A Office Application Integration 889
B Office Macros 905
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I Introduction to the Office 2016
Application Suite
1 Getting Oriented to the Office
2016 Applications 5
Introducing Office 2016
Customizing an Application Interface 30
Customizing the Ribbon 31
Customizing the Quick Access
Toolbar 33
Customizing the Status Bar 36
Configuring Application Options 37
Advanced Option Settings 39
Add-Ins 39
Using Office Add-ins 40
New Features and Tools in Office 2016 8
Saving and Sharing Files in the Cloud 8
Editing Adobe Acrobat Files 9
Other Office 2016 Improvements and
Updates 10
3 Managing and Sharing Office
Files 47
The Office 2016 Suite Applications 11
The Different Versions of the Office 2016
Suite 12
Hardware and Software Requirements for
Office 2016 13
Installing Office 2016
2 Navigating and Customizing the
Office Interface 19
Getting Familiar with the Office
Interface 19
Galleries 20
Contextual Tabs 21
Overview of the Office Application
Window 22
Navigating the Office Applications 25
Working with the Ribbon 25
Working in the Backstage 28
9780789755674_BOOK.indb v
Understanding Office File Formats 47
Saving Files as Different File Types 50
Converting Files to Different File
Types 51
Configuring Save File Options 52
Getting Help in the Office Applications
Using the Trust Center 41
Trusted Publishers 43
Trusted Locations 44
Creating and Managing Files 54
Managing Files 56
Creating a New Folder 57
Creating a New Library 58
Viewing File Versions in an
Application 59
Searching for Office Files 60
Sharing Files Using Homegroup 61
Protecting an Office File 63
Prepare a File for Sharing 65
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4 Using and Creating Graphics 67
The Office 2016 Options for Graphics and
Pictures 67
Working with SmartArt Graphics 70
Inserting SmartArt Graphics 72
Modifying SmartArt Graphics 74
Working with Your Digital Pictures 77
Inserting Pictures 77
Adjusting Pictures 78
Cropping an Image 81
Using the Background Removal Tool 81
Inserting Online Pictures 83
Inserting Bing Image Search Results 84
Inserting Facebook Images 84
Inserting Images 85
Inserting Images from Your
OneDrive 86
Using Shapes and the Office Drawing
Tools 87
Adding and Combining Multiple
Shapes 88
Formatting a Shape with the Drawing
Tools 90
Using the Screenshot Feature 91
Using WordArt
The Word Online App’s Review
Tab 108
The Word Online App’s View Tab 108
Using Excel Online 109
The Excel Online App’s File Tab 109
Working in the Excel Online App 110
Inserting Functions and Charts in the
Excel Online App 110
Using PowerPoint Online 113
Working with Slides 114
Adding Pictures and SmartArt 115
The Windows 10 Mobile Office Apps
The Word Mobile App 117
The Excel Mobile App 120
II Word
6 Requisite Word: Essential
Features 123
Introducing Word 2016 123
The Word 2016 Interface 123
New Features and Improvements 125
Options for Creating a New Word
Document 126
5 Using the Office Apps 95
Using Templates 128
Creating a Template 131
Attaching a Template 133
What the Online Apps Can Do 96
Where the Online Apps Live 97
Saving Office Application Files to the
Cloud 99
Saving a File to OneDrive or OneDrive for
Business 101
Sharing a File Saved to the Cloud 102
Using the Word Online app 104
The Word Online App’s File Tab 105
The Word Online App’s Home Tab 106
The Word Online App’s Insert Tab 107
9780789755674_BOOK.indb vi
Navigating a Word Document 134
Moving Around a Document with the
Mouse 134
Moving Around a Document with the
Keyboard 135
Selecting Text 136
Understanding Document Formatting 137
Character Formatting Versus Paragraph
Formatting 137
Manual Formatting Versus Styles and
Themes 138
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Working with Fonts and Text
Formatting 138
Formatting Text 139
Working with Paragraph Formatting 142
Setting Paragraph Alignment 143
Changing Line Spacing 144
Setting Line and Page Breaks 145
Setting Indents 146
Working with Tabs 148
Page Layout: Margins and Page
Options 150
Changing Margins 151
Changing Page Orientation and Paper
Size 152
Inserting Page Breaks 152
Printing Documents
Changing the Document Display 178
Using the Navigation Pane 180
Using the Outline View 181
Splitting the Document Window 182
Using the Review Tools 183
Running Spelling and Grammar 183
Using the Thesaurus 184
Using the Insights Command 185
Working with Quick Parts 186
Creating and Inserting an AutoText
Entry 186
Creating and Inserting Building
Blocks 187
Configuring AutoCorrect
Understanding Styles 189
Using the Styles Gallery 190
Creating Styles 191
Editing Styles 192
Managing Styles 193
7 Enhancing Word
Documents 155
Creating Better Documents 155
Creating Bulleted and Numbered Lists 156
Bulleted Lists 156
Numbered Lists 158
Multilevel Lists 159
Working with Borders and Shading 160
Formatting with Themes
Creating Headers and Footers 166
Inserting Headers and Footers 167
The Header and Footer Tools 168
Working with Page Numbering 170
Inserting Pictures, Clip Art, and Charts 171
Inserting Pictures 172
Inserting Online Pictures and Clip
Art 173
Inserting a Chart 175
Integrating Text and Images 177
9780789755674_BOOK.indb vii
8 Working with Tables, Columns,
and Sections 197
Options for Adding a Table 197
Inserting a Table 199
Drawing a Table 201
Converting Text to a Table 201
Entering and Deleting Text and
Navigating a Table 202
Selecting and Positioning a Table 203
Formatting Tables 204
Adjusting Columns and Rows 206
Formatting Cells 207
Using Table Styles 209
Sorting Table Data
Using Formulas in Tables 212
Adding Columns to a Document 214
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Understanding Sections 215
Adding and Removing Section
Breaks 216
Formatting Page Attributes in a
Section 217
9 Managing Mailings and
Forms 219
Options for Mail-Related Documents 219
Creating an Envelope
Creating a Label or Labels 222
Understanding Mass Mailings
Performing a Mail Merge 223
Using the Mail Merge Commands 225
Understanding Recipient Lists 226
Creating a Recipient List 227
Editing and Manipulating a Recipient
List 229
Using Merge Fields 231
Using Merge Rules 233
Previewing Merge Results 234
Completing the Merge 235
Creating Merged Envelopes and
Labels 235
Understanding Word Fields
Building a Form with Form Controls 238
10 Creating Special
Documents 241
Working with Captions and Tables of
Figures 249
Inserting a Caption 249
Inserting a Table of Figures 250
Using Cross-References
Generating an Index 253
Marking Index Entries 254
Inserting the Index 255
Working with Citations and
Bibliographies 256
Creating Citations 256
Managing Citations 257
Inserting the Bibliography 258
Inserting Footnotes and Endnotes 260
Tracking Document Changes 261
Options for Viewing Changes 264
Reviewing Changes 265
Comparing Documents 266
Building a Better “Big” Document 268
Creating Bookmarks 268
Inserting Comments 269
Creating a Master Document 270
Working in Outline View 271
Creating Subdocuments from
Scratch 272
Inserting Existing Document Files into a
Master Document Outline 273
Manipulating the Master Document 274
Options for Large Documents 241
III Excel
Creating a Table of Contents 242
Creating a Table of Contents with
Built-in Styles 243
Creating a Table of Contents with Your
Own Styles 244
Adding Entries and Updating the
TOC 246
Building a TOC with Field Codes 247
11 Requisite Excel: Essential
Features 275
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Introducing Excel 2016
Navigating the Excel Workspace 277
The Excel Ribbon 278
Moving Around a Worksheet 280
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C ont ent s
Creating Workbooks and Worksheets 281
Using Templates 281
Inserting and Rearranging
Worksheets 283
Managing Excel Workbooks 284
Protecting Workbooks and
Worksheets 286
Locking Cells 286
Specifying Edit Ranges 288
Preparing a Workbook for Sharing 290
Managing Versions 291
Entering Data in a Worksheet 291
Entering Labels 292
Entering Values 292
Using AutoComplete 293
Filling and Entering Series 294
Using the Fill Handle 295
Creating Custom Fill Lists 297
Creating Custom Series 298
Using Flash Fill 299
Copying, Moving, and Deleting Cell
Contents 299
Using the Paste Special Dialog Box 302
Moving Cells and Ranges 304
Clearing and Deleting Cells 304
Editing Cell Content
Viewing Worksheets
Printing Worksheets 308
Using the Page Layout Commands 308
Setting a Print Area 310
Inserting Page Breaks 310
Setting Print Titles 311
Working on the Print Page 311
Inserting Headers and Footers 313
12 Worksheet Formatting and
Management 315
Formatting Text Entries 315
Accessing the Format Cells Dialog
Box 316
Changing Text Orientation 317
Formatting Values 318
Using the Format Cells Dialog Box 320
Creating Custom Number Formats 321
Adding Comments to Cells 323
Formatting Comment Text 324
Deleting and Viewing Comments 324
Using Themes
Formatting Cells Using Borders and
Color 326
Adding Cell Borders 326
Using Background Colors 328
Using Cell Styles and the Format
Painter 328
Creating a Cell Style 329
Using the Format Painter 330
Using Conditional Formatting 330
Using Highlight Cell Rules 331
Using Top/Bottom Rules 332
Using Data Bars 333
Using Color Scales 334
Using Icon Sets 334
Creating Conditional Formatting
Rules 334
Manipulating Cells and Cell Content 336
Inserting Cells 336
Merging Cells and Wrapping Text 337
Finding and Replacing Cell Items 337
Working with Columns and Rows 339
Changing Column Width and Row
Height 339
Inserting Columns and Rows 340
Deleting Columns and Rows 340
Hiding Columns and Rows 341
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Of f ice 2 0 1 6 I n De p th
Working with Worksheets 341
Freezing Rows and Columns 341
Splitting Worksheets 342
Hiding Worksheets 343
Naming Ranges 343
Creating Range Names from
Selections 345
Managing Range Names 345
Adding Images and Graphics to
Worksheets 346
13 Getting the Most from Formulas
and Functions 349
Performing Calculations in Excel
Worksheets 349
Relative Versus Absolute Referencing 351
Creating and Editing Formulas 354
Understanding Operator
Precedence 355
Entering Formulas 356
Editing Formulas 356
Working with Excel Functions 357
Entering a Function in a Cell 358
Using AutoSum 358
Using the Status Bar Statistical
Functions 360
Using the Insert Function Dialog
Box 360
Using the Function Library 361
Using Range Names in Formulas and
Functions 364
Inserting a Range Name into a
Formula 364
Inserting a Range Name into a
Function 365
Referencing Cells or Ranges on Other
Worksheets 366
9780789755674_BOOK.indb x
Copying and Moving Formulas and
Functions 368
Choosing the Right Function 368
Financial Functions 369
Logical Functions 370
Statistical Functions 372
Lookup & Reference Functions 373
Date & Time Functions 374
Text Functions 375
Other Function Categories 376
Proofing Your Formulas and Functions 377
Common Error Messages 377
Using the Auditing Tools 379
Using the Watch Window 380
14 Enhancing Worksheets with
Charts 383
Understanding Excel Charts 383
Chart Terminology 384
Using Different Chart Types 387
Creating Charts 393
Inserting a Chart from the Ribbon 394
Selecting a Recommended Chart 395
Inserting Charts with the Quick Analysis
Gallery 395
Tools for Quickly Customizing a
Chart 396
Moving, Copying, or Deleting a
Chart 397
Modifying a Chart 398
Changing Chart Type or Chart Data 398
Selecting Chart Layouts and Styles 400
Working with Chart Elements 402
Modifying Titles and Data Labels 404
Working with the Legend and Data
Points 404
Manipulating Axes and Gridlines 406
Adding Trendlines, Drop Lines, and Bars
to a Chart 406
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C ont ent s
Creating a Combination Chart 410
Working with a Pie of Pie Chart 411
Creating a Custom Combination
Chart 411
Using Sparklines 413
Creating Sparklines 413
Modifying Sparklines 414
15 Using Excel Tables and
Pivottables 417
Excel and Databases
Working with the PivotTable Tools 450
Using Slicers 452
16 Validating and Analyzing
Worksheet Data 453
Taking Advantage of Data Validation 453
Specifying Validation Criteria 454
Configuring Input Messages and Error
Alerts 456
Circling Invalid Data 458
Using the Table Tools 420
Performing a What-If Analysis 459
Creating a Data Table 460
Creating Scenarios 462
Viewing Scenarios and Creating
Reports 464
Sorting Table Data 421
How Excel Sorts Data 422
Using the Sort Dialog Box 422
Using Goal Seek and Solver 466
Working with Goal Seek 466
Working with Solver 467
Defining a Table Range 418
Creating a Table Using Styles 419
Filtering Table Data 424
Using the AutoFilter Search Box 425
Creating Custom AutoFilters 425
Filtering Tables with Slicers 428
Creating Advanced Filters 429
IV PowerPoint
17 Requisite Powerpoint: Essential
Features 471
Using the Data Form 431
PowerPoint 2016
Creating Outlines and Subtotals 432
Options for Creating a New
Presentation 472
Using Templates 473
Using a Theme to Create a New
Presentation 476
Creating a Presentation from an Existing
Presentation 477
Inserting Slides from the Reuse Slides
Task Pane 478
Publishing Slides to a Library 479
Working with External Data 435
Importing Data from Access 436
Importing a Web Table 437
Importing Text Files 438
Connecting to Other Data Sources 439
Using Microsoft Query 441
Viewing and Refreshing
Connections 444
Working with PivotTables 445
Using the Recommended PivotTables
Command 447
Creating a PivotTable 447
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Creating a Template
Inserting New Slides 481
Entering Text 482
Inserting Slides from a Word
Outline 483
Inserting Other Object Content 483
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Modifying a Slide’s Layout 484
Altering and Creating Master Slides 520
Working with Slides in Different Views 484
Zooming In and Out 486
Rulers, Gridlines, and Guides 487
Color/Grayscale Commands 488
Creating Layout Masters
Opening a New Presentation Window 489
Rearranging and Deleting Slides 490
Modifying Bulleted Lists
Using Numbered Lists
Viewing a Presentation During Editing 493
18 Advanced Presentation
Formatting, Themes, and
Masters 495
Working with Text Boxes and
Formatting 495
Inserting a Text Box 496
Basic Text Formatting 497
Formatting a Text Box with the Drawing
Tools 499
Selecting Quick Styles and Shape
Attributes 499
Shape Fill, Outline, and Effects 500
Using WordArt Styles and Text
Settings 503
Arranging Text in Tables 507
Inserting a Table on an Existing
Slide 507
Formatting a Table 507
Table Layout Commands 508
Working with Themes 510
Applying Themes 511
Applying Theme Variants 512
Creating a Custom Theme 517
Using Headers and Footers 517
Understanding Masters
9780789755674_BOOK.indb xii
Using Slide Sections
19 Better Slides with Clip Art,
Pictures, and SmartArt 525
Using Graphics to Enhance Slides 525
Inserting a Picture
Adding Online Images to Slides 529
Creating a Photo Album 531
Adjusting Picture Settings 532
Configuring Album Layout Settings 533
Working with Shapes
Using SmartArt Graphics 535
Inserting a SmartArt Graphic 538
Converting Text to a SmartArt
Graphic 539
Using the SmartArt Tools 540
Adding Charts to Slides 541
Inserting a Chart onto a Slide 542
Modifying and Formatting a Chart 544
Working with Slide Objects 546
Grouping Objects 546
Layering Objects 546
Adding Hyperlinks to Slides 547
20 Enhancing Slides with
Animation, Transitions, and
Multimedia 549
Animations versus Transitions
Assigning Animation to a Slide Object
Accessing Additional Animation
Effects 553
Using Motion Paths 554
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C ont ent s
Advanced Animation Techniques 559
Changing Effect Options 560
Adding Additional Animations 561
Using the Animation Painter 562
Including Sound Effects with
Animations 562
Setting Timings for Animations 564
Managing Slide Animations
Adding Transitions to Slides 566
Modifying Transitions
Presenting Online with the Office
Presentation Service 593
Working with the Notes and Handout
Masters 594
Setting Handout Master Options 595
Setting Notes Master Options 596
Printing Presentations, Notes, and
Handouts 596
Exporting a Presentation
Sharing Your Presentation
Adding Sound to a Slide 569
Editing Sound Options
V Outlook
Adding Video to a Slide 571
Inserting Online Video 571
Inserting a Video File 574
Modifying Your Video Clips 575
22 Requisite Outlook:
Configuration and Essential
Features 603
Introducing Outlook 2016
21 Delivering a Presentation and
Creating Support Materials 577
Planning Your Presentation
Checking the Presentation for Spelling and
Grammar Errors 579
Running Through a Completed
Presentation 580
Using the Presenter View 581
Using Hidden Slides
Creating a Custom Slide Show 585
Creating a Self-Running Presentation 586
Setting Up a Slide Show 586
Rehearsing Timings 588
Recording a Slide Show 589
Outlook and Email Accounts 604
Exchange ActiveSync 605 Email 606
Internet Email 606
Configuring Outlook at First Start 607
Understanding Outlook Profiles 610
Creating a New Profile 610
Managing Profiles 611
Loading Profiles 613
Understanding Outlook Data Files 614
Configuring Outlook for Microsoft
Exchange Server 614
Creating Personal Folders Files 616
Repairing Outlook Data Files 617
Creating an Interactive Presentation 590
Importing and Exporting Data 619
Importing Data 619
Exporting Data 621
Presenting a Slide Show Online 592
Presenting Online with Skype for
Business 592
Navigating the Outlook Workspace 621
Accessing Outlook Items Using the
Navigation Bar 623
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Of f ice 2 0 1 6 I n De p th
Working with Views in Outlook 624
Categorizing Outlook Items
Searching for Outlook Items 628
Using Advanced Find 629
Using Search Folders 629
Printing Outlook Items 631
23 Managing Email in
Outlook 633
Working in the Mail Folder 633
Managing Email 657
Using Quick Steps 658
Answering a Message 660
Forwarding a Message 660
Saving an Attachment 660
Deleting Messages 662
Printing Mail 663
Moving Email 663
Managing Email Accounts 664
Editing Email Account Settings 666
Adding an Email Account 667
Adding an Mail
Account 669
Creating an Email Message 635
Setting Outlook Mail Options 669
Using the Outlook Address Book 637
Setting Message Options 639
Specifying Email Format 640
Setting Message Flags, Importance, and
Sensitivity 640
Configuring Voting Buttons, Receipts,
and Delivery Options 642
The Message Options/Properties Dialog
Box 645
Attaching Files and Items to a
Message 647
Attaching a Business Card 648
Attaching a Calendar 648
Using Themes and Email Stationery 650
Adding a Signature
Sending Mail
Recalling a Message 653
Working with Received Email 654
Organizing Messages in the Inbox 655
Showing Messages as
Conversations 655
Filtering Email 656
24 Using the Calendar for
Appointments and Tasks 673
Navigating the Calendar 673
Changing the Calendar View 675
Change the Time Scale and Time
Zone 677
Scheduling an Appointment 678
Scheduling a Recurring
Appointment 680
Scheduling an Event 681
Editing and Managing
Appointments 682
Searching the Calendar
Sharing Calendars 684
Creating a Calendar Share
Invitation 685
Opening a Shared Calendar 686
Viewing Multiple Calendars 686
Emailing a Calendar 688
Publishing a Calendar Online 689
Setting Calendar Options
Working with Tasks 692
Using the Task Folder 693
Creating a New Task from the Task
Folder 694
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C ont ent s
Creating a Recurring Task 694
Assigning and Accepting Tasks 695
Viewing and Managing Tasks 696
Managing Tasks 699
Setting Tasks Options 700
25 Working with Contacts and
Planning Meetings 703
Navigating the Contacts List 703
Creating a New Contact 705
Entering Contact Details 708
Adding Fields for a Contact 709
Editing Contact Information 709
Editing a Business Card 711
Tagging Contacts with Flags and
Categories 712
Mapping a Contact’s Address 713
Searching the Contacts Folder 714
Organizing Contacts with Groups 715
Forwarding and Sharing Contacts 716
Forwarding Contacts 717
Sharing Contacts 718
Accessing Contacts on Social
Networks 720
Printing Contact Information
Setting Contact Options
26 Using the Journal and
Notes 733
Using the Outlook Journal 733
Creating a New Journal Entry 734
Using the Journal Timer 735
Adding Tags and Names to a Journal
Entry 736
Adding Outlook Items and Inserting
Files 737
Journal Actions 739
Viewing the Journal 740
Manipulating the Journal View 741
Using Search to Filter Journal
Entries 742
Working with Notes 742
Viewing and Managing Notes 743
Creating Appointments and Tasks from
Notes 744
27 Securing and Maintaining
Outlook 747
Security Overview 747
Malware and Antivirus Software 748
Strong Password Protection 749
Configuring Outlook Security Settings 751
Communicating with Contacts 722
Contact Actions
Scheduling Meetings 726
Selecting the Meeting Location 728
Using the Scheduling Assistant 728
Viewing and Editing Meeting
Information 729
Encrypting Email and Using Digital
Signatures 753
Options for Encrypting Email 754
Digitally Signing Emails 755
The Perils of HTML Email 755
Dealing with Message Attachments 756
Coping with Junk Email 758
Working with the Junk Email
Commands 759
Setting Junk Email Options 760
Responding to Meeting Requests 730
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Of f ice 2 0 1 6 I n De p th
Creating Email Rules 762
Creating a Quick Rule for a Specific
Sender 762
Creating Complex Rules 763
The Rule Wizard 764
Managing Rules
Working with Text 789
Editing Text in a Text Box 789
Creating Your Own Text Boxes 790
Formatting Text Boxes 791
Linking Text Boxes 796
Inserting a Text File 797
Archiving Outlook Items 768
Configuring AutoArchive Settings 769
Setting AutoArchive Options for a
Folder 770
Archiving Manually 771
Inserting Illustrations 798
Options for Inserting Pictures 798
Formatting a Picture 801
Inserting Clip Art 802
Inserting Shapes 802
Using Building Blocks
Configuring an Autoreply Message 772
Printing Publications
VI Publisher
29 Advanced Publisher
Features 805
28 Requisite Publisher: Essential
Features 775
Introducing Publisher 2016
Planning Your Publication
Adding Pages to a Publication 805
Configuring Page Settings
Creating a New Publication 779
Using a Template 779
Using Blank Sizes 780
Creating a New Template 781
Navigating the Publisher
Workspace 782
Using the Rulers and Guides 783
Options for Viewing the Publication
Changing the Current Template 810
Working with Publication Templates 777
Working with Master Pages 812
Placing Objects on the Master Page 813
Inserting Headers and Footers 814
Creating Master Pages 815
Using Tables in Publications 816
Table Design Commands 816
Table Layout Commands 817
Creating a Business Information Set 787
Creating a New Business Information
Set 787
Creating Additional Business Information
Sets 788
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Manipulating Publication Objects
Grouping Objects 818
Layering Objects 819
Swapping Images 820
Merging Data into a Publication 820
Performing a Mail Merge 821
Performing a Catalog Merge 823
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C ont ent s
Fine-tuning Your Publications
The Spelling Feature 825
Hyphenation 825
Design Checker 825
VII OneNote
30 Requisite OneNote: Essential
Features 827
Introducing OneNote 827
How OneNote Notebooks Are
Organized 828
31 Working with Notebook
Pages 855
Managing Pages 855
Using the Move or Copy Pages Dialog
Box 856
Making More Space Available on a
Page 857
Modifying the Page Setup and View
Viewing Page Versions
Viewing Recent Edits
Viewing Changes by Author 862
Navigating the OneNote Workspace 829
The OneNote Ribbon 830
The Notebook Pane 832
Creating a Notebook
Modifying Notebook Properties 834
Sharing a Notebook 836
Viewing the Sync Status 839
Working with Sections 840
Creating or Deleting a Section 840
Modifying Sections 841
Merging a Section 843
Creating a Section Group 844
Adding Objects to Notebook Pages 864
Adding Pictures 866
Recording Audio 867
Recording Video 868
Adding Drawings to OneNote
Pages 868
Printing Notebook Pages
32 Integrating OneNote with Other
Office Applications 873
Taking Linked Notes
Using File Printout
Working with Pages 845
Creating Pages Using Templates 845
Creating Subpages 846
Adding Links
Attaching Files
Restoring Sections and Pages from the
Notebook Recycle Bin 847
Inserting and Formatting Notes 848
Using Tags
Finding Tagged Notes
Inserting Screen Clips
Integrating OneNote and Outlook 882
Adding Outlook Tasks 882
Emailing a Notebook Page 884
Inserting Meeting Details 885
Using Tables to Store Information 852
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Of f ice 2 0 1 6 I n De p th
VIII Appendix
B Office Macros
A Office Application
Integration 889
Sharing Application Data
Understanding Object Linking and
Embedding 890
Choosing Between Linking and
Embedding 892
Linking Objects 893
Linking with Paste Special 893
Linking with the Paste Options
Gallery 895
Linking Using the Object Command 896
Macros and Office 2016 905
Adding the Developer Tab to the
Ribbon 906
Enabling Macros in the Trust
Center 907
Creating Macro-Enabled Office
Files 909
Understanding Macros
Creating a Macro 911
Recording a Macro 912
Assigning a Macro Button to the Quick
Access Toolbar 913
Running Macros
Updating and Breaking Links 897
Editing Linked Objects 899
Embedding Objects 900
Embedding with Paste Special 900
Embedding Using the Object
Command 900
Embedding New Objects 901
Editing Recorded Macros 915
Exploring the VBA Editor 915
Stepping Through a Macro 917
Digitally Signing Macros
Editing Embedded Objects 902
Sharing Data with Outlook Using
Actions 902
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Joe Habraken is a computer technology professional, educator, and best-selling author with
more than 25 years of experience in the information technology and digital media production
fields. His books include numerous titles on the Microsoft Office application suite, computer
networking, and Microsoft’s Windows Server network platform. Titles include Que’s Microsoft
Office 2013 In Depth and Sams Teach Yourself Windows Server 2008 in 24 Hours. Joe is an
associate professor of Communication at the University of New England in Biddeford, Maine,
where he teaches a variety of digital media and information technology courses.
To Kim. How did I get so lucky as to end up with you?
It takes a lot of people to create a large and comprehensive book like this; the author (me) is
just one of many who spent long hours working hard, staring at a computer screen. It has been
a real privilege to collaborate with the team of professionals at Que who have helped make this
project (and my other Que titles) a reality and a success. I would like to thank executive editor
Rick Kughen, who worked very hard to assemble the project team for this book, helped determine the content coverage for the text, and showed the patience of a saint during the actual
writing process. I would also like to thank William Abner, who served as the development editor, and copy editor Bart Reed, who both waded through first-draft text and came up with many
great ideas for improving its content. Our technical editor, Vince Averello, did a fantastic job
making sure that everything in the book was correct and suggested a number of additions that
made the book even more technically sound. I would also like to thank our other team members: managing editor Sandra Schroeder; proofreader Dan Knott; indexer Joy Lee; publishing
coordinator Kristen Watterson; designer Mark Shirar, who made everything look great; and our
page layout guru, Tricia Bronkella. Finally, a huge thanks to our project editor, Mandie Frank,
who made sure the book made it to press on time—what a fantastic group of publishing professionals!
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As the reader of this book, you are our most important critic and commentator. We value your
opinion and want to know what we’re doing right, what we could do better, what areas you’d
like to see us publish in, and any other words of wisdom you’re willing to pass our way.
We welcome your comments. You can email or write to let us know what you did or didn’t like
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Please note that we cannot help you with technical problems related to the topic of this book.
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Congratulations! You are about to embark on a journey to harness the
incredible capabilities of the latest version of Microsoft Office: Office 2016.
Microsoft Office has been the gold standard for application suites for
many years and provides all the applications you need for a wide variety
of tasks. Whether you are writing a novel, balancing your budget, managing your emails and contacts, or creating an important sales presentation,
Office 2016 offers all the features and tools you need to get the job done.
If you have never used Microsoft Office, this book gets you started with
each of the Office applications and gives you in-depth coverage so that
you can tackle any task or feature. If you are a Microsoft Office user but
have not upgraded for a few years, you will find that the Office applications have undergone a dramatic transformation: They are more powerful
and intuitive, and they embrace cloud file storage wholeheartedly.
As personal computing moved from a somewhat solitary environment
to a new world of connectivity and collaboration, Microsoft enriched the
Microsoft Office applications to make it easier for you to communicate and
collaborate with other users on your business or home network and via
the Internet. Office collaboration tools make it easier for you to share files
and review documents edited by colleagues.
This latest version of Office also takes into account the fact that we all
now work in a much more graphically rich computing environment and
typically create files that include images, diagrams, and other graphics.
Office 2016 includes many new enhancements, as well as trusted and
tested tools that improve your capabilities to enrich your documents,
worksheets, and presentations with a variety of digital graphics as well as
sound and video.
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I n tro d u ctio n
Who Should Buy This Book
This book has been designed to get the Office novice up and running, and to allow the experienced
Office user a chance to flex their application “muscles” and accomplish even more with the likes of
Word, Excel, PowerPoint, and Outlook.
There are definitely some good reasons why you should consider purchasing this book and making
it your Microsoft Office 2016 go-to reference. First, this book is part of Que’s In Depth series, which
is dedicated to providing comprehensive guides for a variety of software applications and operating
systems. The highly skilled team at Que Publishing works hard to give you the very best computer
reference books.
This particular book is designed for a range of Microsoft Office users, from the novice to the wellseasoned veteran. New users will find it an excellent hands-on tool for learning the basics of the
various Office applications. More experienced users will find it a resource that enables them to go
well beyond the basic capabilities of powerful application software packages such as Word, Excel,
Outlook, PowerPoint, Publisher, and OneNote.
The goal is to provide in-depth coverage of Microsoft Office 2016 application features and software
tools as well as supply the context in which to use those particular features or tools as you edit
documents, create email messages, or fine-tune complex worksheets.
This book serves as a reference for specific application features, but it can also be a resource for
learning how to best take advantage of the capabilities of the individual Office applications and to
leverage the capabilities of Office as an integrated suite of software tools. As someone whose job it
is to teach students the practical application of software in the real world, I have made sure that this
book embraces that ideal and enables you to use the various Office applications more completely
and effectively, whatever your endeavors.
The book is written in an easy-to-read, conversational style that allows you to concentrate on learning and understanding. Although each of the Office applications provides multiple ways to tackle
nearly every task, this book stresses best practices in using applications such as Word, Excel, and
PowerPoint to help you achieve better results when using these software tools.
How This Book Is Organized
Microsoft Office 2016 In Depth is organized into seven parts and also includes two appendixes. Each
Office application covered in this book is discussed in detail in its own part or section. This makes
it possible for you to quickly access information related to a specific Office application: Word, Excel,
PowerPoint, Outlook, Publisher, or OneNote. All the most important and useful features and tasks
are covered in the application-specific sections of this book. The book also includes an introductory
section (Part I) that quickly gets you up to speed with the Office 2016 interface and the new features
and tools in this version of the powerful Microsoft Office application suite. Two appendixes are
included: One provides insight into using the Office applications in an integrated fashion, and the
other is a primer on Office macros.
Part I, “Introduction to the Office 2016 Application Suite,” gets you oriented to the Office application interface and geography, stressing Microsoft’s Office Fluent user interface approach, and looks
at improvements and new features in the Office applications. This section also discusses managing
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How This B ook Is Organized
and sharing your Office application files and working with graphics and images in the various Office
applications. An introduction to the updated Office Online apps is also provided, as is a look at the
Windows 10 Office Mobile apps.
Part II, “Word,” takes an in-depth look at the Office suite’s powerful word processor and desktop
publishing application. This section begins with an overview of the Word application environment
and how to access essential Word features and tools. Each subsequent chapter in this section builds
your Word knowledge base, from commonly used features and commands to advanced subject matter that helps you create more complex and specialized Word documents using styles, tables, and
sections. This section also provides complete coverage of advanced features, such as Word’s mail
merge and forms, and it details approaches for creating larger documents that require a table of contents, footnotes, and cross-references.
Part III, “Excel,” quickly orients you to this powerful spreadsheet application so that you can immediately begin to work with worksheets, text labels, values, formulas, and cell ranges. This section
then focuses on worksheet management and advanced formatting, and provides an in-depth discussion on using formulas and functions in your Excel worksheets. Charts, pivot tables, and tools for
sorting and filtering data are also covered in this section. This part culminates in coverage of Excel’s
advanced features for validating and analyzing your worksheet data.
Part IV, “PowerPoint,” provides a detailed discussion of this powerful presentation tool. Beginning
with an overview of the PowerPoint application environment and basic presentation tools and
concepts, this section gives you all the information you need to build complex and compelling
PowerPoint presentations. Chapters in this section include information on how to build better
PowerPoint slides using themes, slide transitions, and special animations. The options and best
practices for presenting PowerPoint presentations are also provided, with particular insight into how
printed materials such as handouts and notes can make a presentation even more effective.
Part V, “Outlook,” covers how to use this powerful information manager in both small office and
home office environments and on corporate networks. The chapters in this section give you an overview of the Outlook interface and essential features. The Outlook section then shifts from the general to the specific, by concentrating on each of the diverse capabilities Outlook provides as an email
client, contact information manager, calendar manager, and organizer of tasks, notes, and other personal information. Coverage is also given to help you secure the information in Outlook and protect
your Outlook Inbox from spam, viruses, and other security threats.
Part VI, “Publisher,” discusses the Office suite’s dedicated desktop publishing application. Publisher
has evolved from a home office–oriented application into an extremely useful and robust design application that enables you to quickly create a variety of visually appealing and professional documents.
This section orients you to the basics of creating special documents in Publisher and then builds your
knowledge base in the application so that you can create more complex items, including online content.
Part VII, “OneNote,” covers the capabilities of this information manager, which enables you to gather,
organize, and share information. This section begins with an overview of the OneNote interface and
the creation of OneNote notebooks. Chapters in this section walk you through the use of tabs, pages,
and tables in your notebooks to store and organize information. This section concludes with a look at
how OneNote can be integrated with other Office applications, such as Word and Excel.
The book completes its discussion of the Office applications with Appendix A, “Office Application
Integration,” and Appendix B, “Office Macros,” which provide information on integrating the Office
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I n tro d u ctio n
applications and Office macros, respectively. Each appendix is designed to give you additional information related to the Office applications that can be used to leverage your capabilities when using
Office suite members such as Word, Excel, and PowerPoint. In my mind, the appendixes provide
information over and above the in-depth coverage of the Office applications in their respective sections of the book. You’ll want to have a strong working knowledge of the Office applications before
you tackle the information in the appendixes, particularly Appendix B.
Conventions Used in This Book
Special conventions are used throughout this book to help you get the most out of each and every
page as you ramp up your knowledge of Microsoft Office 2016.
Key Combinations
Much of what we do in the various Office applications is typically a matter of mouse clicks (if we
aren’t typing text); however, some commands are key combinations on the keyboard. Key combinations are represented with a plus sign. For example, if the text calls for you to bold text using the
Ctrl+B key combination, the plus sign (+) denotes that the keys are to be pressed at the same time.
Special Elements
Special elements in this book give you additional information that helps you better understand the
text in a particular chapter section or warn you about a potential problem with a particular software
feature. These elements help you better navigate the features and tools discussed in this book. They
consist of Notes, Tips, Cautions, and cross-references. The name of each special element provides
insight into how you can use the information.
Cross-references point you to other locations in this book or other books in the Que family. They
make it easy for you to jump to another part of the book for supplemental information related to the
topic in the chapter you are currently reading. Cross-references appear as follows:
➥ For information on configuring an Outlook profile and email account the first time you
run Outlook, see Chapter 22, “Requisite Outlook: Configuration and Essential Features.”
Notes expand on the information in a chapter. The
extra information in Notes
isn’t essential as you work
through a chapter, so you can
take advantage of Notes as
time allows.
9780789755674_BOOK.indb 4
Cautions warn you about
potential pitfalls with an
application feature or tool.
Heeding the warning provided by a Caution can save
you both time and frustration
as you navigate a tricky or
confusing concept, feature, or
tool in an Office application.
Tips provide best practices
and shortcuts as you work
with the various Office
features and tools. Tips are
designed to help you get
the most out of a particular
software feature and increase
your overall efficiency and
ability with the application.
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The Microsoft Office 2016 applications provide you with all the tools you
need to create documents, presentations, workbooks, and publications.
After you create your various files using the Office applications, it is up to
you to manage your files and share them with colleagues and co-workers.
In this chapter, we take a look at the Office file formats used in each of the
Office applications. We also look at your options for managing and sharing
Understanding Office File
The default file formats for each of the Office applications (all except for
OneNote) take advantage of the open XML (eXtensible Markup Language)
file standards. The file formats provide benefits in terms of file compaction, improved damage recovery, better detection of files containing macros, and better compatibility with other vendor software.
Although some backward-compatibility issues may be involved when you
attempt to share a file using one of these file formats with a user who
still works with an earlier version of a particular Office application (think
pre-Office 2007 versions), most problems have been ironed out. Users still
working with earlier versions of the Office applications can take advantage of various conversion utilities and software updates that enable them
to convert or directly open a file using one of the new file formats.
You can also save your files in file formats that offer backward compatibility for co-workers still using older versions of the Office applications.
And the Office applications (such as Word and Excel) provide you with
compatibility-checking tools that help negate any issues with files shared
with users of legacy Office applications.
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Ma n a g in g a n d S h a rin g Office Files
As already mentioned, Word, Excel, and PowerPoint use the open XML file formats by default when
you save a file in these applications. And you have a number of other file format options in these
applications, if needed.
Publisher 2016, on the other hand, saves publications by default in the .pub file type. The .pub file
type is “directly” compatible with Publisher 2013, through Publisher 2003. Although Publisher does
not enable you to save a publication in the open XML file format (like Word and Excel), you can save
Publisher files in the XPS file type, which is an XML file format for “electronic paper.” Publisher also
has file types available that you can use to make your publications backward compatible with collaborators who are using previous versions of Microsoft Publisher.
➥ For more about Publisher file types, see “Creating a New Publication,” p. 779.
Each of the Office applications gives you options in terms of saving a file in different file formats. The following lists provide an overview of some of the file types used in Word, Excel, and
PowerPoint, respectively.
File Extension
XML file type; default file type for Word 2010, 2013, and 2016 documents
XML file type; macro-enabled document
XML file type; Word template
XML file type; macro-enabled Word template
Binary file type; document compatibility with Word 97–2003
Binary file type; template compatibility with Word 97–2003
File Extension
XML file type; default file type for Excel 2010, 2013, and 2016 workbooks
XML file type; macro-enabled workbook
XML file type; Excel template
XML file type; macro-enabled Excel template
Binary file type; document compatibility with Excel 97–2003
Binary file type; template compatibility with Excel 97–2003
File Extension
XML file type; default file type for PowerPoint 2010, 2013, and 2016 presentations
XML file type; macro-enabled presentation
XML file type; PowerPoint template
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U nderst anding Office File Format s
File Extension
XML file type; macro-enabled PowerPoint template
XML file type; PowerPoint show
XML file type; macro-enabled PowerPoint show
Binary file type; presentation compatibility with PowerPoint 97–2003
Binary file type; template compatibility with PowerPoint 97–2003
The Office 2016 applications also provide other file formats that make it simple for you to share
your documents or workbooks in a format designed for easy viewing. For example, you can use the
PDF file format (created by Adobe Systems), which enables users who have the free Adobe Reader
software installed on their computer to view your file. Windows 10 also provides a PDF viewer
(Windows Reader) to view a PDF document and change from a one-page view to a two-page view.
The viewer also enables you to search the PDF document using the Find tool.
The XML electronic paper file format (XPS) also makes it easy for others to view your work.
Windows 10 supplies an XPS viewer that enables any Windows 10 user to open and view files in the
XPS file type. Figure 3.1 shows the Windows 10 XPS viewer containing a Word document converted
to an XPS document.
Figure 3.1
A Word XPS document in the XPS
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Ma n a g in g a n d S h a rin g Office Files
Both the PDF and the XPS file formats are primarily designed to
enable you to share a view of a particular file without requiring
that the Office applications themselves be installed on the computer of the user who will view the file. Although both the PDF
and XPS file types require a particular viewer type to view the
file, viewers such as Acrobat Reader and a number of XPS viewers (including Microsoft’s XPS viewer) are available for free download on the Web. Most operating systems, including Windows 10,
have their own native PDF and XPS viewers.
Saving Files as Different File Types
This particular chapter
doesn’t address Outlook
because how it stores and
works with different items
such as emails and contacts
is different than in applications such as Word and Excel
where you create specific
files. Part V, “Outlook,” covers this in more detail.
When you create a new Word document, Excel workbook, or
PowerPoint presentation, you eventually need to save your work
to a file. Each of these applications uses the open XML file format by default. For example, if you
save a new Word document and do not change the Save As Type setting, you get a file with the
extension .docx.
When you save a file for the first time, the Save As dialog box opens. At a minimum, you must provide a filename for the new file, and you have the option of specifying the location where the file
will be saved. You also have control over the file type used when the file is saved. You can select
the file type in the Save As Type drop-down list. Figure 3.2 shows the Word Save As dialog box
with the Save As Type drop-down list selected.
Figure 3.2
Selecting the file type for a Word document.
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U nderst anding Office File Format s
After selecting the file type, click Save to save the file. When you
have saved the file for the first time, the Save button on the application’s Quick Access Toolbar saves the changes that you make to
the file as you add and edit information to it.
You can also convert an existing file to another file type by using
the Save As dialog box. After you save a file, the only route to the
Save As dialog box is via the application’s Backstage. Follow these
steps to open the Save As dialog box for a previously saved file:
You can also save Office
files such as Word documents, Excel worksheets, and
PowerPoint presentations in
various web page formats,
making it easy to include the
content on a website.
1. Select File to access the Backstage.
2. Select Save As. The Backstage Save As page opens.
3. Select a place (location) to save the file on the left side of the Save As page. You can choose from
My Computer and cloud places such as your OneDrive or a SharePoint site.
4. Select Browse to choose your location and open the Save As dialog box.
5. In the Save As dialog box, use the Save As Type drop-down list to specify the file type for the
6. You also have the option of changing the name and location for the newly created file.
7. Click Save. The Save As dialog box closes.
The file is saved using the new file format you selected. The file has a new name and save location,
if you chose to change these settings in the Save As dialog box.
Converting Files to Different File Types
Save As gives you the capability to change a file’s current file type to another file type. Another
avenue for converting a particular file to a different file type is the Export page in the Backstage.
You can access this page by selecting File and then selecting Export.
The Export page provides two possibilities: Create PDF/XPS Document and Change File Type. By
default, the Create PDF/XPS Document is selected on the Export page, so to quickly create a PDF or
XPS “copy” of the current file, click the Create PDF/XPS button. The Publish As PDF or XPS dialog
box opens (it looks much like the Save As dialog box). By default, the file is saved as a PDF, but you
can switch to XPS using the Save As Type drop-down list. Specify a location and a name for the file,
and then select Publish to save the PDF (or XPS) file.
The Export page also provides the Change File Type pane, which is accessed by selecting Change
File Type on the left side of the Export page. The Change File Type pane makes changing a file’s file
type less confusing than just picking a file type from the Save As Type drop-down list in the Save As
dialog box. File types are visually represented in the Change File Type pane, and short descriptions
of each file type are provided. Figure 3.3 shows the Excel Change File Type pane in the Backstage.
To create a copy of the current file in a new file type, select one of the alternative file types provided
in the Change File Type pane. For example, you might want to save an Excel workbook that is currently in the Excel .xlsx file format (the default) to the Excel 97–2003 workbook file type (.xls) so that
you can share the file with a colleague who uses an earlier version of Excel.
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Ma n a g in g a n d S h a rin g Office Files
Figure 3.3
The Export
page and the
Excel Change
File Type
Select the new file type in the Change File Type pane, and the Save As dialog box opens. The file
type that you chose in the Change File Type pane is selected in the Save As Type drop-down list.
You can change the filename or the file location as needed; then click Save to save a copy of the
original file in the file type.
Although going directly to the Save As dialog box via the Backstage Save As command might seem
to be a faster option than getting to the Save As dialog box via the Change File Type pane, the
latter option does a better job of laying out the possibilities. Until you have a good feel for which
file type is which on the Save As Type drop-down list in the Save As dialog box, use the Change
File Type pane as an aid to selecting the appropriate file type for the file. Obviously, “appropriate”
depends on what you are going to do with the file in its alternative file type.
Configuring Save File Options
When you save a file in one of the Office applications, you have the option to specify the location
where the file will be saved. You also have the option of bypassing the Backstage when saving files
(and opening files as well). By default, the Office applications are configured to save your files in
your Documents folder; however, this doesn’t happen automatically because (by default) you are
ushered to the Backstage when you want to save a file. Files saved in Office applications are saved
to your Documents folder. So if you don’t provide an alternative location, the files end up in the
default folder.
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C onfiguring Save File Opt ions
You can control the save options for an Office application and specify both the default file format for
saving files and the default location for files and templates. You can even set an option so that the
Backstage won’t open every time you save a new file; this option enables you to “jump” right to the
Save As dialog box. Other options that you control include the default file location and the default
file format used to save files in a particular Office application. The settings for these various options
are in the Save pane of an Office application’s Options window.
To open the Options window for an Office application, select File to open the Backstage. Then select
Options. The Options window for the application opens. Click Save to view the save settings for the
application. Figure 3.4 shows the Save pane for PowerPoint. The Save options for PowerPoint, Word,
and Excel are similar.
Figure 3.4
The PowerPoint Save
To change the default file format, use the Save Files in This Format drop-down list. Change the file
format only if you have a good reason, such as the fact that you always work with people who use
a legacy version of an Office application, and you want to match the file type that they use. You can
also edit the default file location. The default file location is used only if you also select Don’t Show
the Backstage When Opening or Saving Files. Selecting this option takes you right to the Save As
dialog box when you save a new file for the first time (instead of going to the Save As page in the
If you do want to specify the location where your files are stored by default, you can edit the entry
in the Default Local File Location box. You are required to type the path, so you may want to use the
Windows File Explorer to browse for the path so that you enter it correctly in the Default Local File
Location box.
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Ma n a g in g a n d S h a rin g Office Files
Other options provided by the Save pane relate to the
AutoRecover feature and offline editing options when you work
in an environment that uses network servers running SharePoint
Server. Leave most of these options at the defaults—particularly
those related to offline editing in a server environment.
Creating and Managing Files
The Office 2016 applications provide you with different ways to
create new files. When you open one of the Office applications,
such as Word, Excel, or PowerPoint, you are taken to the Start
screen. The Start screen enables you to create a new blank file
(such as a new blank document in Word), open files from the
Recent list, or take advantage of a huge library of themes and
By design, templates are ready-made blueprints for documents,
workbooks, or other Office application files. For example, you
might want to create a monthly budget for your household. If you
want some help in creating the overall layout that goes into making this budget in Excel, you can take advantage of the Simple
Monthly Budget template that is provided by and easily opened via the Excel Backstage.
If you work in a networked
environment other than a
home or small office environment, you might drive your
network administrator completely insane if you change
the default Save settings
for your Office applications.
Check with your administrator before you attempt to
change these settings.
Everything that you create
in the Office applications is
based on a template. Each
application has a default template. For example, in Word,
the default template is the
Normal template and is used
when you create a new blank
Templates often provide layout attributes, text formatting, and
even placeholder text. The sophistication of the file created
using a particular template depends on the actual template. For
example, you might use a Word Memo template that creates a
simple memo containing some placeholder text (that you replace) in the To, From, and Re: areas
of the memo. Or you might take advantage of the Simple Monthly Budget template mentioned a
moment ago. It provides individual tables in a worksheet for items such as projected costs and projected monthly income, and it supplies ready-made charts for your monthly expenses and expenses
by category. Figure 3.5 shows a new Excel worksheet opened using the Household Monthly Budget
You can also start a new file using a theme. A theme is a collection of colors, fonts, and text effects.
Most of the possibilities provided on the Start screen and the Backstage New page are actually
themes (unless you do an online search for templates on the Start screen or New page). Themes
provide you with an overall document look, as a template does, but using a theme negates having
to work within the confines of a template’s placeholder text and other document settings. Using
themes or templates, however, is a quick way to begin the process of creating an eye-catching document, presentation, or worksheet.
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C reat ing and Managing Files
Figure 3.5
Excel’s Simple
Budget template.
You can take advantage of themes and templates in Excel, Word, PowerPoint, and Publisher. To
start a new file based on a template or theme, follow these steps:
1. Select File to open the Backstage.
2. Select New in the Backstage. The New page opens (which is similar to the Start screen). Figure
3.6 shows the Excel New page.
3. Select a template or theme in the New window to preview the template or theme. The Preview
window also provides a description of the theme or template.
4. If you want to search for an online template or theme, select one of the suggested searches at
the top of the New page or enter keywords in the Search box and run the search.
5. The search results show all the templates available online that match your search criteria. On the
right side of the Search results, you find a Category list. The categories listed are keyword subsets of all the templates that were found using your search terms. Each category has a number to
the right showing how many of the listed templates fall into the category. You can view a subset
of the search results by selecting a category.
6. If you selected a template stored locally on your computer, click Create. If the template is an template, click Download. In either case, a new file opens in the application window
based on the template.
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Ma n a g in g a n d S h a rin g Office Files
Figure 3.6
Create a new
file based on
a template or
You determine whether to create your files from new blank documents, workbooks, or presentations, or to take advantage of the various themes and templates available. Working with themes
and templates can help you determine how a special document, such as a newsletter, or a special
worksheet, such as an invoice, should be laid out. So instead of reinventing the wheel, it makes
sense to take advantage of the benefits a template can provide. You can also use themes to great
advantage when you are creating a “family” of documents that are related. For example, you might
use the same theme for a Word document, an Excel worksheet, and a PowerPoint presentation that
are related to a specific project you are developing.
Managing Files
Managing files effectively is a bit of an art form. You need to create some sort of structured environment that keeps your saved files organized but also makes it easy for you to find the files you work
with often. Your particular situation might also require that you store your files in particular network
shares (folders) so that others can easily access them. The Microsoft Office 2016 applications have
adopted a cloud storage strategy that also makes it possible for you to easily store files on your
OneDrive, OneDrive Pro (available with an Office 365 subscription), or corporate SharePoint site.
Whether you store your files on your computer’s hard drive, on a shared drive on a network server,
or in the cloud on your OneDrive, you still have to adopt a strategy for organizing your files. And
whether you are talking about a hard drive or OneDrive, these storage containers can still be seen
as the electronic equivalent of a filing cabinet. Each drawer in the filing cabinet is equivalent to a
folder on the drive. The hanging file folders inside filing cabinet drawers are equivalent to the subfolders inside the main folders.
The naming conventions you use for the folders and subfolders you create are really up to you but
should reflect some sort of system. For example, you could have a folder named Projects that con-
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C reat ing and Managing Files
tains subfolders named for each of the specific projects you are
working on. Take some time to figure out your folder taxonomy. If
you end up with a folder named Miscellaneous, I recommend that
you rethink your naming system.
This method of organizing files in folders and subfolders works
no matter what version of Windows (Windows 10, Windows 8, or
Windows 7) you are currently running. However, before you get too
far along in your planning, you might want to take a look at a new
option—the library—that can help you organize and access files, no
matter where you store them on your computer (or your network).
You might want to use your
Documents folder as the
parent container for the subfolders you create for your
various projects. This enables
you to create the necessary
folder structure without cluttering the C: drive with a lot
of new folders.
In Windows 10, a library is a container that gathers files from different locations on your computer and your network and displays
them as a collection that you can access. By default, Windows 10 provides the Documents, Music,
Pictures, and Videos libraries.
So you can go “old school” and create folders and subfolders on your computer’s hard drive, or you
can take advantage of libraries to give you easy access to the Office files you use. Whether you
are creating new folders on your computer or on a network share assigned to you, you can use the
File Explorer as your primary tool. The same goes if you want to create new libraries: Use the File
The next two sections look more closely at creating folders and libraries on your computer’s hard
drive. Working in the cloud and organizing cloud storage is similar in most respects to organizing a “physical” drive. You can create folders on both your OneDrive and OneDrive Pro (or other
SharePoint site). OneDrive Pro also gives you the capability to create and manage libraries. A
SharePoint library is a little different, however, than a library you create on your hard drive using
the Windows 10 File Explorer. However, they both serve the same purpose as “virtual” containers
that organize your files.
Creating a New Folder
In Windows 10, switch to the desktop and then click the File Explorer icon on the taskbar. File
Explorer (shown in Figure 3.7) provides links on the left side of the window, such as various links
to the desktop or your current libraries (Documents, Music, and so
on). In its main pane, it provides a listing of the hard drives, DVD
drives, CD drives, and so forth on your computer and any network
You can also create new foldshares (in the Network Location area) configured for your use
ers in an Office application’s
(including SharePoint sites).
Save As dialog box. Navigate
To view the folders on a particular drive, such as the C: drive
to where you want to cre(which is typically the default drive on most PCs), double-click the
ate the new folder, and then
drive. You can create new folders on any drive or in existing foldselect New Folder on the
ers, such as the Documents folder. Navigate to the drive or folder
toolbar in the Save As dialog
box. Provide a name for the
you want to serve as the parent container, and then click the New
folder. You can now use the
Folder button on File Explorer’s Ribbon. Type a new name for the
folder as a location to save
folder, and you are good to go. You can drag existing files and foldthe current file.
ers into the new folder (using File Explorer) and specify the new
folder when you save an Office file in the Save As dialog box.
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Ma n a g in g a n d S h a rin g Office Files
Figure 3.7
Create new libraries
or folders using File
Creating a New Library
As already mentioned, a Windows 10 library enables you to view and access files from different
locations on your computer and your network. A library isn’t really a container because a library
doesn’t store the actual files. A library is a kind of virtual container that can point to different folder
locations and enable you to access related files (such as all the files related to a particular project).
To create a new library in File Explorer follow these steps:
1. Right click the Navigation pane and select Show Libraries. This places the Libraries icon in the
Navigation pane.
2. Right click the Libraries icon and point at New on the shortcut menu.
3. Select Library, a New Library appears in the Details pane.
4. Click on the default library name (New Library) and then type a name for the library.
Once you have created a library, you can add folders to the library as needed. Use File Explorer to
navigate to any folder on your computer or on your network. Right-click the folder and then point at
include in library. A list of available libraries appears. Select the library.
When you are working in one of the Office applications and want to open a particular file from one
of your libraries using the Open dialog box, select the library in the Location list and then locate the
file you want to open. You can also save your Office application files to folders in a library when you
are in the Save As dialog box.
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C reat ing and Managing Files
Viewing File Versions in an Application
When you are working in an Office application such as Word or Excel, the application uses the
AutoRecover feature to create different versions of the file you are working on. By default, the Office
applications save AutoRecover information for your current file every 10 minutes. If you accidentally
close a document or workbook in Word or Excel without saving, the last AutoRecovered version of
your file is saved so that you can access it (this is also a default setting in the application’s Save
When you save a file and close it, all the AutoRecovered versions of the file are deleted. But you
can peruse the different versions of your file saved by the AutoRecover feature as you work on the
document. This includes any unsaved versions of the document that exist because you did not save
changes that you made to the file before you closed it (each unsaved version was automatically
saved by Excel even though you didn’t save it).
To view any unsaved versions of the current file, such as an Excel workbook, select File to open the
Backstage and then click Info. Figure 3.8 shows the Info window for an Excel workbook. The area
of interest in this window is the Versions area. Note that, in Figure 3.8, a version of the file exists
(from the previous day) because the file was closed without the changes made to the file being
Figure 3.8
The Excel Info
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Ma n a g in g a n d S h a rin g Office Files
You can also browse for unsaved versions of a file by clicking the Manage Versions button and then
selecting Recover Unsaved Documents. This enables you to browse for any unsaved versions saved
on your computer. Any unsaved versions of the current document that have been automatically
saved are listed in the Versions area of the window.
You can open a version of the file from the list by selecting it. When you open the automatically
saved version of the file (which is labeled “unsaved”), a message bar appears at the top of the document window below the Ribbon. It states that the current document is a “Recovered Unsaved File”
and the file is temporarily stored on the computer. You are provided two options: Compare and
Restore. You can select Compare to compare this version of the file with the current version of the
file. Any differences between the two files are detailed using the Track Changes feature and are displayed in the document and the Reviewing pane. You can go through each of the changes marked in
the document and accept or reject them as needed.
You also have the option of selecting Restore. This option saves the AutoRecovered version of the
file over the current copy of the file. A message box opens, letting you know that the current version
will be overwritten by the restored version. Click OK to overwrite the current version.
Searching for Office Files
If you haven’t done a good job of keeping your files organized
and can’t seem to locate the file you need, you can search for
files a couple different ways. One option is to use the Search box
provided by File Explorer. Open File Explorer, and then select
the location for the search using the icons on the left of the File
Explorer window. You can then type the filename or a portion of
the filename in the search box; the search begins automatically.
The File Explorer window supplies the results of the search. You
can modify the search as needed. You can also open a file listed
in the search results. The Close Search button closes the search
and returns you to the previous File Explorer window.
The File Explorer provides
you with a tab of Search
Tools when you run a search.
Location commands enable
you to specify where the
search should take place (current folder versus subfolders).
Commands are also available
to refine the search, such as
Date Modified, Kind, and Size.
Another option for searching your Office files is to do a search in an application’s Open dialog box.
This is particularly useful if you remember at least part of the filename but don’t really remember what folder contains the actual file. To access the Open dialog box, select File to open the
Backstage. Then select Open. On the Open page, select a particular location, such as Computer. You
can then select the Browse button to access the Open dialog box.
In the Open dialog box, navigate to the drive, folder, or library that you want to search for the file.
Type your keywords for the search into the Search box in the upper-right corner of the Open dialog
box. Files that match your search criteria have the search keywords highlighted in both the document title and document content, as shown in Figure 3.9.
If you need a complete referIf you want to search a different folder using the same search,
ence to Windows 10, check
select that folder in the Organize list and then click the Search
out Microsoft Windows 10 In
box to select your recently used keywords. When you want to
Depth, by Brian Knittel and
open a file that has been identified by the search, double-click the
Paul McFedries.
filename to open it in the current application.
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Sharing Files U sing Homegroup
Figure 3.9
The Word Open dialog box,
as it appears after you have
searched by keyword.
Sharing Files Using Homegroup
Chapter 5, “Using the Office Apps,” provides a primer on sharing files in the cloud, specifically
OneDrive, and how to best take advantage of the various Office apps available for platforms such as
iOS, Windows, and Android. Cloud strategies for sharing files are available to every kind of Office
user. For example, the home user of Office can take advantage of OneDrive, and the small business
user with an Office 365 subscription can save files to OneDrive for Business.
In the small business or home office environment, you can also share resources on your computer
using a homegroup. Sharing files and other computer resources such as printers using a homegroup
is just one more way to make it easy to collaborate with other users. When you create a homegroup,
Windows generates the password used by subsequent users who want to join the homegroup.
The homegroup shares resources on your computer by sharing
libraries such as the Documents and Pictures libraries. Libraries
enable you to share folders in place. As we discussed earlier in the
chapter, a library is really a virtual container that lists the files in a
folder that has been added to it.
To access the homegroup settings (and create a homegroup), select
the Windows 10 Start screen and then select All Apps. On the
Apps page, select Settings (under “S,” the Apps list is alphabetical). The Settings window opens. In the Settings Window, select
Network & Internet. The Network & Internet settings will open.
Select Ethernet. In the Related Settings list that appears, select
9780789755674_BOOK.indb 61
You will need to set your network to private and enable
file and print sharing to create a homegroup. This can
be accomplished from the
homegroup settings; select
Change Advanced Sharing
settings and make the necessary changes.
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Ma n a g in g a n d S h a rin g Office Files
The HomeGroup settings open. To create a homegroup, select Create a Homegroup. The Create a
Homegroup tool opens. Click Next to begin the homegroup creation process. A list of your current
Libraries appears, as does a Printers and Devices category. Choose one of two options for each of
the libraries listed: Shared or Not Shared. Figure 3.10 shows the Create Homegroup window and the
share list.
Figure 3.10
Choose the libraries and
devices you want to share.
After specifying what you want to share (and not share), click Next. The password for the homegroup is generated. Make sure that you write down the password; you must use it to add other
computers to the homegroup.
If you have set up a homegroup, you have probably found that only the default Windows 10 libraries
were listed for sharing (or not sharing). You can add your own libraries to the homegroup using the
File Explorer. Open the File Explorer on the desktop, and then select the Libraries icon on the left of
the File Explorer window. Select a library, and then select Share on the File Explorer Ribbon.
You can specify the sharing of the library by selecting Homegroup (View) or Homegroup (View and
Edit); obviously, the Homegroup (View and Edit) setting enables other users to not only view but
also edit the contents of the library. You also have the option to share the library with specific people using the Specific People command (the File Sharing command opens, showing the people with
whom you are sharing your files).
After you set the access level for the library, it is added to the homegroup. Obviously, you can also
remove a library from the homegroup by selecting Stop Sharing on the Share tab when that library is
selected in the File Explorer window.
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Prot ect ing an Office File
Protecting an Office File
The Office applications enable you to protect a file (such as a document or workbook) that is shared
with other users (particularly users on a network). The Protect Document settings help protect the
content of the file and can also potentially restrict what can be changed in the document and by
whom. To view these options, click the Protect Document button in the Info window, as shown in
Figure 3.11.
Figure 3.11
Select a
strategy on
the Info page.
The following options are available:
• Mark As Final: This command marks the file as final and makes the file read-only. All editing
commands for the file are disabled; however, any user opening the document can remove the
Mark As Final setting in the Backstage. This feature is primarily designed to keep users from
inadvertently making changes to a file.
• Encrypt with Password: The file is encrypted and protected with a password. When you select
this option, you are required to enter a password for the file. Only users with the password can
open the file.
• Restrict Editing: This command opens the Restrict Formatting and Editing task pane in the
document, presentation, or worksheet window. You can restrict formatting to a selection of styles
and specify editing restrictions for the document, including making the document read-only.
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Ma n a g in g a n d S h a rin g Office Files
• Restrict Access: This option enables you to take advantage of a Digital Rights Management
server. This type of service allows you to assign users different permission levels for the file.
• Add a Digital Signature: You can digitally sign a file to prove its authenticity. Signing a file
digitally requires that you obtain a digital certificate. A certificate authority can provide digital
The first three options provided by Protect Document are available to any kind of Office user (home,
small business, or big business). The Mark As Final option is useful when you want your collaborators to know that the current version of the document is the final version. This setting also makes
the file read-only, but anyone wanting to change the file can remove the Mark As Final attribute and
edit away. So this option is not a strong security measure.
Encrypting the document with a password (the second option) definitely limits access to the file
because the password is necessary to open it. This means that you also have to keep track of the
password because it is the only way to open the encrypted file. This is a strong security measure,
but it can backfire if you forget the password for the file.
The Restrict Editing setting enables you to be somewhat selective in what you allow other users to
do to the file. You can specify both formatting and editing restrictions using the Restrict Editing task
pane. You can also choose parts of a document or worksheet and specify the users who can edit
those portions of the file. This feature requires that you have user groups on your network, such as
domain user groups on a Windows Server network.
The Restrict Access setting requires that you have access to a Digital Rights Management server
(DRM server). So if you work in a corporate environment that provides a DRM server, you can take
advantage of this way of securing Office files. Restricting access using a DRM server enables you
to specify a particular user (by username or email address) and then assign a level of access to that
Digitally signing a file is a way to authenticate that a file is from a trusted source. So adding a digital signature to a file is more about letting users with whom you share the file know that the file is
authentic and does not contain any malicious code that might damage their computers or computer
files. Adding a digital signature to a file provides protection to your collaborators—the people who
review the shared file—more than it protects you from a particular security problem.
To digitally sign an Office file, you need a digital certificate. You can obtain digital certificates from
an online certificate authority such as Symantec ( and Digicert (digicert.
com); depending on the size of your business, you might find digital certificates cost prohibitive.
CAcert is a community-based certificate authority that offers certificates to members for free.
You can also create your own digital certificate using the Digital Certificate for VBA Projects utility
provided with Office 2016. Appendix B, “Office Macros,” provides a complete walkthrough of using
this utility in the section “Digitally Signing Macros.”
You should digitally sign a file only when you are providing a final draft to your collaborators.
Signing the file marks the file as final, which makes it read-only. So when you have a final file and
the certificate is on your computer, you are ready to go.
Click Protect Document and then Add a Digital Signature. The Sign dialog box opens. Enter the commitment type and the purpose for signing the file. Your default signing certificate is listed in the
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Prepare a File for Sharing
dialog box in the Signing As pane. You can click the Change button to locate a different certificate if
you have multiple certificates on your computer.
When you are ready to sign the document, click Sign. The Signature Confirmation box opens, letting you know that your signature has been saved with the document. However, if the document is
changed, the signature becomes invalid.
Prepare a File for Sharing
The Microsoft Office applications also give you tools for checking a document before you share it.
These features are primarily designed for both security and accessibility issues. For example, you
can check the document for any personal information that might be contained in it; this is a security
check because you don’t necessarily want to share personal information in the shared document. Or
you might have text in the document that will be difficult for people with disabilities to read; this is
an accessibility issue.
The Check for Issues button on the Info window in the Backstage provides three tools that check
your file for possible issues related to sharing:
• Inspect Document: This tool inspects the document for specific content such as comments, annotations, document properties, and hidden text. The main purpose of the inspector is to help ferret
out personal information that you might have inadvertently stored in the document.
• Check Accessibility: This tool opens the Accessibility Checker task pane in the document and
provides a list of warnings related to accessibility issues in your document. For example, several
blank lines between paragraphs might signal to a person using a screen reader that the document has ended. As you select each warning in the task pane, you are presented with information on why you should fix the issue and suggestions on how to fix it.
• Check Compatibility: This tool checks the file for items that are not supported by earlier versions of the application you are using. For example, you might have used the Citation and
Bibliography features in Word 2016, but the Compatibility Checker tells you that earlier versions
of Word (Word 97–2003) need to convert these items to static text.
As already mentioned, you can run these tools from the Backstage in the Info window. The purpose
of these tools is to negate the chance of sharing personal information (inspect document), to make
sure that the file is accessible to users with disabilities (check accessibility), and to ensure that
users of earlier Office products can access the file and view its content (check compatibility).
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Account Backstage page, 29
Acrobat Reader, 49-50
= (equal sign), 354
actions, 735-740, 902-903
& (ampersand), 376
data sharing between Word and Outlook,
3D area charts, 390
performing on Journal entries/items, 735
3D Format, 502
Actions group, contacts (Outlook), 724-725
3D Rotation, 503
ActiveX controls, 44
Trusted Locations, 44
Trusted Publishers, 43
absolute referencing, Excel, 352-353
Add a Digital Signature, 286
Access, importing data from (Excel), 436437
Add Chart Element command, 401, 544
Accessibility Checker task pane, 65
animation effects, PowerPoint, 553-554
Add Chart Element gallery, 402
Add Constraint dialog box, 469
animations, PowerPoint, 561-562
contacts on social networks, Outlook,
cell borders, Excel, 326-327
Format Cells dialog box, Excel, 316-317
drawings to notebook pages, OneNote,
OneDrive, 97
Trust Center, Outlook, 751-752
9780789755674_BOOK.indb 923
fields, for contacts (Outlook), 709
hyperlinks, PowerPoint, 547-548
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a d d in g
images/graphics to worksheets, Excel,
links, OneNote, 878-879
objects to notebook pages, OneNote,
online images, PowerPoint, 529-531
amerpsand (&), 376
Analysis Toolpak, 393
Analyze tab, PivotTables Tools, 450-451
animation effects, accessing (PowerPoint),
Outlook tasks, 882-884
Animation gallery, 552
pages, publications (Publisher), 805-807
Animation Painter, 560, 562
photos, for contacts (Outlook), 708
Animation pane, 565-566
pictures, PowerPoint Online app, 115-116
animations, PowerPoint, 549-551
pictures to notebook pages, OneNote,
shapes, 88-89
SmartArt, PowerPoint Online app, 115-116
sound effects, PowerPoint, 569
transitions, PowerPoint, 566-567
add-ins, 39-40
accessing animation effects, 553-554
adding, 561-562
advanced techniques, 559-560
Animation Painter, 562
assigning to slide objects, 551-552
changing effect options, 560-561
managing, 565-566
Backstage options, 39-40
Motion Paths. See Motion Paths
Trusted Locations, 44
sound effects, 562-564
Trusted Publishers, 43
timing, 564-565
addresses, mapping (Outlook), 713
antivirus software, 748
Adjust group commands, 78-80
APA (American Psychological Association)
style manual
picture settings in photo albums,
PowerPoint, 532-533
bibliographies, 256
pictures, 78-80
indexes, 256
citations, 256
Adobe Acrobat files, editing, 9-10
Apply To command, 814
Advanced Animation group, 560
advanced filters, tables (Excel), 429-431
Excel Online app, 109
Advertisements, Building Blocks, 803
File tab, 109-110
AIFF (Audio Interchange File Format), 563
inserting functions and charts, 110-113
Align command, Drawing Tools, 792
working with, 110
Office Online apps, 95-97
Align Text command, 498
Alignment, Text Box Tools, 794
Online app viewers, 97-98
PowerPoint Online app, 97, 113-114
Allow drop-down list, 455
adding pictures/SmartArt, 115-116
Allow Users to Edit Ranges dialog box, 288
slides, 114-115
altering master slides, PowerPoint, 520-522
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Windows 10 Mobile Office apps, 116-117
Excel Mobile app, 120-121
Word Mobile app, 117-120
Word Online app, 104-105
File tab, 105
Insert tab, 107-108
Review tab, 108
View tab, 108-109
archiving Outlook items, 768-769
configuring AutoArchive settings, 769-770
AutoArchive dialog box, 769
AutoArchive feature, Outlook, 768-769
configuring settings, 769-770
AutoComplete, worksheets, Excel, 293-294
AutoCorrect, Word
AutoCorrect dialog box, 189, 903-904
AutoFormat as You Type, 189
features, 188
Replace Text As You Type list, 189
AutoFill Options, Excel, 295-296
manually, 771-772
setting AutoArchive options for folders,
AutoFilter menu, 421-422, 424-425
custom AutoFilters, 425-427
area charts, Excel, 389-390
AutoFit, 339
arithmetic operators, formulas (Excel), 354
automatic download options, Trust Center
(Outlook), 752
Arrange, Drawing Tools, 792
Automatic Replies dialog box, 773
Arrange command, 91
AutoRecover feature, 59-60
Arrange group commands, shapes, 76
Arrangement group commands, Outlook,
autoreply messages, configuring (Outlook),
AutoSum function, 357
Artistic Effects command, 79
assigning animations to slide objects,
PowerPoint, 551-552
A-Trust, and Trusted Publishers, 43
attaching files, OneNote, 879-880
attachment handling, Trust Center
(Outlook), 752
attachments, email (Outlook), 756-758
entering functions in cells, 358-360
AutoText, Word
AutoText Gallery, 186
versus building blocks, 186
creating/inserting, 186-187
AVERAGE function, 373
axis, charts, Excel, 384, 406
audiences, presentations (PowerPoint), 578
audio, recording, (notebook pages,
OneNote), 867-868
Audio command, 569
Audio Interchange File Format (.aiff), 563
background colors, cells (Excel), 328
Background Removal tool, 81-82
Audio Tools, 569-571
charts, Excel, 384
auditing tools, proofing formulas/functions,
themes, PowerPoint, 515-517
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Ba ck sta g e
Backstage, 17
accessing, 28
inserting, 256, 259
Account page, 29
style manuals, 256
Close page, 29
binary file extensions
Export page, 29
Excel, 48
Info page, 29
PowerPoint, 48
Check for Issues, 65
New page, 29
Open page, 29
Word, 48
Bing Dictionary, 185
Bing image search results, inserting, 84
Options page, 29
add-ins, 39-40
Advanced, 38-39
AutoCorrect, 189
General, 37
Bing Maps app, 41
blank sizes, creating publications
(Publisher), 780-781
blocked file types, Outlook, 756-757
Language, 38
bookmarks, 241, 268-269
Proofing, 38
borders, cell borders (Excel), 326-327
Print, 29
Borders & Accents, Building Blocks, 803
returning to application windows, 30
borders and shading, Word, 160-162
Save As page, 29, 51
Save page, 29
Share page, 29
toggling to/from application windows, 30
Backstage Cleanup tool, 772
Backstage Info view, 285
Backstage New Notebook page, 833
Backstage Print page, 312
Backstage Print window, 597
Backstage Share Notebook page, 837
Borders gallery, 326-327
Bring Forward command, 547
brochures, Word templates, 129
bubble charts, Excel, 392
Building Blocks, Publisher, 802-803
building blocks, Word
AutoText Gallery, 186
versus building blocks, 186
creating/inserting, 186-187
Backstage Share page, 601
Building Blocks Organizer, 186, 188
backward compatibility
creating/inserting, 187-188
of Office 2016 applications, 47
of Word themes, 162
overview, 186
bulleted lists, Word, 156-158
bar charts, Excel, 387-388
Bullets command, 848
bars, chart elements (Excel), 408-410
Business Card view, Outlook, 704
Between, Data options, 456
business cards, editing contact information
(Outlook), 711-712
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C ell St yles gallery
Business Information dialog box, 788
business information sets, Publisher
publishing online, 689-690
viewing multiple, 687
creating, 787
time scale, 677
creating additional, 788-789
time zone, 677
creating new, 787-788
changing, 675-677
Day, 674-675
Month, 674, 676
CAcert, digital signatures, 64
Schedule, 676
calculations, Excel, performing, 349-351
Week, 676
Work Week, 676
accessing via Navigation bar, 623, 673-674
Calendar options categories, 690
Calendars, Building Blocks, 803
deleting, 683
capturing screenshots, 92
editing, 682
Card view, Outlook, 704
moving, 683
Catalog Merge feature, Publisher, 823-825
recurring appointments, 680-681
scheduling, 678-679
categories, charts (Excel), 384
setting reminders, 679
cell, clearing (Excel), 304-305
tagging with categories, 680
cell borders, adding (Excel), 326-327
attaching to email messages, 649-650
cell contents, Excel
Date Navigator, 674-675
clearing cells, 304-305
events, scheduling, 681
copy-and-paste, 299-302
multiple, 675
deleting, 305
comparing in Schedule view, 676
options categories, 690-691
editing, 305-306
finding and replacing, 337-339
Automatic Accept or Decline, 691
moving cells and ranges, 304
Scheduling Assistant, 691
Paste Special command, 302
Time Zones, 691
Weather, 691
Work Time, 691
searching, 683
with common properties, 684
with keywords, 684
shared calendars
creating share invitations, 685
Operation options, 303
cell ranges, transposing (Paste Special
command), 303
cell references, editing in formulas, 356
cell styles, Excel, 328-329
creating, 329-330
Format Painter, 330
Cell Styles gallery, 328-329
emailing, 688-689
opening, 686
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ce lls, Ex ce l
cells, Excel
chart elements, Excel, 402-404
deleting, 305
axes/gridlines, 406
formatting, 326
bars, 408-410
adding cell borders, 326-327
data points, 404-406
background colors, 328
drop lines, 408
inserting, 336
legends, 404-406
locking, 286-288
modifying titles and data labels, 404
merging, 337
trendlines, 406-408
moving, 304
Chart Filters, 397
referencing on other worksheets, 366-368
chart layouts, Excel, 400-401
wrapping text, 337
Change Chart Type command, 399
Change Entrance Effect dialog box, 553
Change Motion Path dialog box, 556
Change Picture command, 80
Change Template command, 810
Chart Styles, 397
chart styles, Excel, 400-401
Chart Styles gallery, 401
Chart Tools, 113, 385, 398
chart type, changing, 398-400
charts, Excel, 383
Change Template dialog box, 811
captions in Word, 250
Change View command, Outlook, 705
combination charts, 410
changes by author, viewing (OneNote),
effect options, animations (PowerPoint),
customizing, 411-412
combination charts, Excel, pie of pie
charts, 411
copying, 397-398
creating, 393
templates, Publisher, 810-811
inserting charts from Ribbon, 394
text orientation, Excel, 317-318
inserting with Quick Analysis gallery,
character formatting, Word
Character Spacing options, 142
Recommended Charts feature, 395
comparison with paragraph formatting,
customizing, 396-397
inconsistencies, marking, 150
deleting, 397-398
manual versus styles/themes, 138
elements, 402-404
data series, 385-386
overview, 137
axes/gridlines, 406
versus Page Layout settings, 137
bars, 408-410
chart area, 384
chart data, 398-400
Chart Elements, 396
9780789755674_BOOK.indb 928
data points, 404-406
drop lines, 408
legends, 404-406
trendlines, 406-408
9/23/15 9:51 AM
columns, E xcel
inserting in Excel Online app, 110-113
circling invalid data, Excel, 458
line charts, 385
Circular References command, 378
modifying, 398
citations, 256
chart type or chart data, 398-400
creating, 256-257
selecting chart layouts and styles,
style manuals, 256
moving, 397-398
sparklines, 413
citations, managing, 257-258
CLEAN function, 376
creating, 413-414
Clear command, 304
modifying, 414-415
clearing cells, Excel, 304-305
terminology, 384-386
types of, 387
area charts, 389-390
clip art. See online pictures/clip art;
inserting, in Publisher, 802
bubble charts, 392
Clipboard, 301-302
column/bar charts, 387-388
Cloud, files (sharing/saving to), 8-9
doughnut charts, 392
line charts, 388
pie charts, 389
radar charts, 393
scatter charts, 390-391
cloud, sharing files saved to the cloud,
cloud services, 99-100
CMS (Chicago Manual of Style) style
stock charts, 391-392
bibliographies, 256
surface charts, 392
citations, 256
charts, PowerPoint, 526, 541-542
inserting, 542-543
modifying, 544-545
charts, Word
indexes, 256
collaboration, Word, 10
Color command, 79
Color Saturation gallery, 79
Chart Tools, 176
Excel worksheets, 176
formatting, 176
color scales, Excel, 334
text and images, integrating, 177-178
background colors, cells, Excel, 328
types, 175
themes, PowerPoint, 513-514
Check for Issues options
Colors gallery, 401, 513
Check Accessibility, 65
column/bar charts, Excel, 387-388
Check Compatibility, 65
columns, Excel
Inspect Document, 65
Check Full Name dialog box, 707
changing, width, 339-340
deleting, 340
freezing, 341-342
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co lu mn s, Ex ce l
hiding, 341
security settings, Outlook, 751-753
inserting, 340
user identification, Outlook, 749-750
combination charts, Excel, 410
customizing, 411-412
pie of pie charts, 411
combining shapes, 88-89
Connected Services, 18
connecting to data sources, Excel, 439-440
Microsoft Query, 441-444
viewing/refreshing, 444-445
Contact dialog box, 706
Communicate commands, 722
Contact Group dialog box, 716
Junk Mail, 759-760
contact information (Outlook)
Refine commands, 714-715
editing, 709-710
business cards, 711-712
inserting, 269-270
mapping addresses, 713
Track Changes, 261-263
tagging contacts with flags and
categories, 712-713
comments, Excel, 323-324
deleting, 324-325
printing, 725
formatting comments, 324
contact options, Outlook, 726
viewing, 324-325
contacts, Outlook
Communicate commands, 722
accessing on social networks, 720-722
communicating with contacts, Outlook,
Actions group, 724-725
comparison operators, formulas, Excel, 355
communicating with, 722-724
compatibility functions, Excel, 377
creating new, 705-708
Compress Pictures command, 79
adding fields, 709
entering details, 708
forwarding, 717-718
CONCATENATE function, 375
conditional formatting, Excel, 330-331
color scales, 334
creating rules, 334-335
data bars, 333
organizing with groups, 715-716
sharing, 716-720
Contacts (People)
accessing via Navigation bar, 623
Highlight Cell Rules, 331-332
associating with Journal entries/items,
icon sets, 334
views, selecting/changing, 624-625
Top/Bottom rules, 332-333
autoreply messages, Outlook, 772-774
input messages, Excel, 456-458
page settings, Publisher, 807-810
Contacts folder, Outlook, 714-715
Contacts list, Outlook, 703-705
contextual tabs, 21-22
Convert to SmartArt command, 498
converting text to SmartArt graphics,
PowerPoint, 539-540
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dat a sharing
copy-and-paste, cell contents (Excel),
charts, Excel, 397-398
formulas/functions, Excel, 368
sections, OneNote, 841-842
Corrections command, 78
COUNT function, 360
custom lists, filling series (Excel), 298-299
custom number formats, Excel, 321-323
custom series, creating (Excel), 298-299
Custom Slide Show command, 585-586
charts, Excel, 396-397
combination charts, Excel, 411-412
Motion Paths, 559
Count Numbers function, 360
slide shows, PowerPoint, 585-586
Create Link command, 794
themes, PowerPoint, 517
Create New Business Information Set dialog
box, 787
Create New Theme Colors dialog box, 514
Create Rule dialog box, 764
data, entering. See entering data
Create Sparklines dialog box, 413
data bars, Excel, 333
Create Table dialog box, 419
Data Connection Wizard, 440
Creative Commons, 83
data forms, Excel, 431-432
Bing image search results, 84
criteria, for data validation, Excel, 454-456
Crop command, 81
pictures, 81
removing, 81
anchors for, 252
automatic updating, 252
creating, 252-253
reference types, 252-253
cube functions, Excel, 376
custom AutoFilters, creating, 425-427
data labels, Excel
charts, 384
modifying, 404
data merging (Publisher), 820
catalog merges, 823-825
mail merges, 821-823
data points, charts (Excel), 404-406
data series, 384
charts, Excel, 385-386
data sharing
Check for Issues
Check Accessibility, 65
Check Compatibility, 65
Inspect Document, 65
Custom dialog box, 713
corporate networks, 889
custom fill lists, creating (Excel), 297-298
Enterprise Office 365 and SharePoint, 889
custom format codes, Excel, 322
Office Web Apps, 889
custom lists, deleting (Excel), 298
OneDrive, 889
Custom Lists dialog box, 297
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d a ta so u rce s
data sources
connecting to, Excel, 439-440
Design tab
PivotTables, 451-452
Microsoft Query, 441-444
PowerPoint Online app, 114
viewing/refreshing, 444-445
SmartArt Tools, PowerPoint, 540-541
creating, 441-442
Table Tools, 509-510
Data Table dialog box, 461-462
details field, contacts, Outlook, 708
data tables, creating for what-if analysis
(Excel), 460-462
diagram categories, SmartArt, 72
dialog box launcher
Data Validation command, 454, 458
common window elements, 23
Data Validation dialog box, Settings tab,
Excel application window,
data validation, Excel, 453-454
circling invalid data, 458
configuring input messages and error
alerts, 456-458
specifying criteria for, 454-456
databases, Excel and, 417-418
Date & Time functions, Excel, 374-375
task panes, 25
Dictionary app, Merriam-Webster, 40
Digital Certificate for VBA Projects utility,
64, 918
digital certificates, 753-754
digital ID, 753
digital pictures
Background Removal tool, 81-82
Date tab, Excel, 279
cropping, 81
Define tab, 108
file formats, 77
Delete dialog box, Excel, 305
GIF files, 77
inserting, 77-78
cell contents, Excel, 305
inserting online pictures, 83
charts, Excel, 397-398
Bing image search results, 84
columns, Excel, 340
Facebook images, 84-85
comments, Excel, 324-325 images, 85-86
custom lists, Excel, 298
OneDrive, 86-87
page versions, 861
Digital Rights Management. See DRM
rows, Excel, 340
digital signatures/certificates
sections, OneNote, 840
worksheets, Excel, 283
creating with Digital Certificate for VBA
Projects utility, 64
Depth theme, Powerpoint, 473
versus email message signatures, 652
Design Checker, Publisher, 825-826
Design commands, Table Tools (Publisher),
certificate authorities, 918
creating certificates, 918
Digital Certificate for VBA Projects, 918
digitally signing macro projects, 919
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email account s/messages
enabling in Certificate Store, 919-920
Microsoft Office Security Options
dialog box, 920-921
online certificate authorities, 64
Adobe Acrobat files, 9-10
cell contents, Excel, 305-306
contact information (Outlook), 709-710
Protect Document setting, 64-65
business cards, 711-712
digitally signing, email, Outlook, 755
mapping addresses, 713
Digitcert digital signatures, 64
tagging contacts with flags and
categories, 712-713
#DIV/0!, 377
formulas, Excel, 356
.doc file extension, Word 97-2003, 48
master pages, Publisher, 813
Dock to Desktop view, 860
meeting information, Outlook, 729-730
Document Inspector, 290-291
Motion Paths, 556-559
.docm file extension, macro-enabled
document, 48
sound effects, PowerPoint, 569-571
.docx file extension, Word document, 48
.dot file extension, Word 97-2003 template,
.dotm file extension, macro-enabled Word
template, 48
.dotx file extension, Word template, 48
text boxes, PowerPoint, 496
in text boxes, 789-790
Editing view, 108
effect options, animations (PowerPoint),
Effect Options command, 557, 560-561
doughnut charts, Excel, 392
Effect Options gallery, Wipe transition,
Drawing Tools
effects, themes (PowerPoint), 514-515
Format command, 90-91
Effects gallery, 515
shapes, 90-91
Effects icon, Format Shape task pane,
text boxes, PowerPoint, 499
email, Outlook
text boxes, Publisher, 791-793
drawings, adding to notebook pages
(OneNote), 868-869
DRM (Digital Rights Management) server,
Restrict Access settings, 64
digitally signing, 755
encrypting, 754-755
HTML email, 755-756
email accounts/messages
accessing via Navigation bar, 623, 633-634
drop lines chart elements, Excel, 408
Edit Business Card dialog box, 711
adding signatures to messages, 652-653
Address Book, 637-638
checking names, 639
searching lists, 638-639
attaching to messages
edit ranges, specifying, Excel, 288-290
business cards, 648-649
files/items, 647-648
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e ma il a cco u n ts/me ssa g e s
assigning to items, 627-628
renaming, 627
configuring accounts
Add an Email Account, 606, 633
Auto Account Setup, 607-608
Choose Service, 608
creating messages
command sets, 636-637
Message Options/Properties dialog
box, 645-646
stationery, 650-651
themes, 650-651
SMTP (Simple MailTransport Protocol),
609, 665-668
SPA (SecurePassword Authentication),
Inbox folder
Arrangement commands, 656
Favorites list, 634
People pane, 634
Reading pane, 634
Internet email accounts
adding, 667-669
selecting, 606-607
settings, configuring, 608-609
default folders, 635
settings, editing, 666-667
displaying messages as conversations,
SMTP (Simple MailTransport Protocol),
609, 665
Exchange ActiveSnyc-compatible accounts
SPA (Secure Password Authentication),
adding, 667-669
compatibility with “smart” handheld
devices, 604
selecting, 604-605, 665
settings, accessing, 665
settings, editing, 666-667
Exchange Server accounts
labels for messages
flags, 640-641
importance level, 641-642
sensitivity level, 642
managing messages, 657-658
by deleting, 662-663
adding, 667-669
by forwarding, 660
Global Address List, 637, 639
by moving, 663
selecting, 604-605, 664
by printing, 663
settings, accessing, 665
with Quick Steps, 658-659
settings, configuring, 607-608
by replying, 660
settings, editing, 666-667
by saving attachments, 660-662
formats for messages, 637, 640
organizing messages, 655
IMAP (Internet Message Access Protocol)
Outlook Mail global options, 669-671 accounts
adding, 667-669
adding, 668-669
selecting, 604-607, 664
selecting, 604-607, 665
settings, accessing, 665
settings, accessing, 665
settings, configuring, 608-609
settings, editing, 666-667
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Euro C urrency Tools add-in
POP3 (PostOffice Protocol version 3)
adding, 667-669
emailing, notebook pages (OneNote),
embedding/embedded objects
selecting, 604-607, 664
versus linking objects, 892
settings, accessing, 665
new objects, 901
settings, configuring, 608-609
Object command
settings, editing, 666-667
SMTP (Simple MailTransport Protocol),
609, 665-668
SPA (SecurePassword Authentication),
Insert Object dialog box, 900-901
Object dialog box, 901
Paste Special command, 900
Encrypt with Password, 286
encrypting email, Outlook, 753-755
creating, 610-611
Engineering functions, 376
loading, 613
English Dictionary, 185
managing, 611-613
entering data, Excel worksheets, 291-292
single or multiple, 610
AutoComplete, 293-294
recalling messages, 653-654
labels, 292
values, 292-293
Advanced Find dialog box, 629-630
entering formulas, Excel, 356
filtering messages, 656-657
refining searches, 629
Search Tools, 628-629
sending messages, 653
delivery options, 644-645
receipt requests, 643
voting buttons, 642-643
views, selecting/changing, 624-625
email attachments, Outlook, 756-758
Email Page command, 882
email rules
Outlook, 762
complex rules, 763-764
Rule Wizard, 764-767
Email Rules tab, 768
email security options, Trust Center
(Outlook), 752
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Enterprise Office 365, SharePoint and Office
2016, 889
Entrust, 918
envelopes, Word, 220
addresses from Outlook, 221
electronic postage, 221
Envelope Options dialog box, 235-236
Envelopes and Labels dialog box, 220-222
printing, 221
equal sign (=), 354
error alerts, data validation (Excel), 456-458
error bars, chart elements (Excel), 408-409
Error Checking dialog box, 380
errors, formulas/functions, 377
common error messages, 377-378
Euro Currency Tools add-in, 39
9/23/15 9:51 AM
Ex ce l
Excel, 12
absolute referencing, 352-353
application window, 22
icon sets, 334
Top/Bottom rules, 332-333
connecting to data sources, 439-440
AutoFill Options, 295-296
Microsoft Query, 441-444
cell contents
viewing/refreshing, 444-445
clearing cells, 304-305
custom format codes, 322
copy-and-paste, 299-302
data forms, 431-432
deleting, 305
data validation, 453-454
editing, 305-306
circling invalid data, 458
finding and replacing, 337-339
configuring input messages and error
alerts, 456-458
moving cells and ranges, 304
specifying criteria for, 454-456
Paste Special command, Operation
options, 303
databases and, 417-418
Paste Special dialog box, 302
edit ranges, specifying, 288-290
transposing cell ranges, 303
embedding objects
cell styles, 328-329
creating, 329-330
Format Painter, 330
editing embedded objects, 902
versus linking objects, 892
file formats, 48
filling series, 294
inserting, 336
creating custom fill lists, 297-298
merging, 337
Fill handle, 295-297
wrapping text, 337
Flash Fill feature, 299
charts. See charts, Excel
Find and Replace feature, 337-339
charts in Word documents, 176
formatting cells, 326
changing width, 339-340
deleting, 340
hiding, 341
inserting, 340
comments, 323-324
deleting, 324-325
formatting comment text, 324
viewing, 324-325
conditional formatting, 330-331
adding cell borders, 326-327
background colors, 328
formatting text entries, 315-316
changing text orientation, 317-318
Format Cells dialog box, 316-317
formatting values, 318-319
creating custom number formats,
Format Cells dialog box, 320
formulas, 354
color scales, 334
arithmetic operators, 354
creating rules, 334-335
copying/moving, 368
data bars, 333
editing, 356
Highlight Cell Rules, 331-332
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E xcel
entering, 356
operator precedence, 355
formulas, Excel, comparison operators,
functions, 357-358
Paste Special command, transposing cell
ranges, 303
PivotTables, 445-446
creating, 447-450
compatibility functions, 377
PivotTable Tools, 450-452
copying/moving, 368
Recommended PivotTables command,
cube functions, 376
Date & Time functions, 374-375
Engineering functions, 376
slicers, 452
proofing formulas/functions, 377
entering in cells, 358
auditing tools, 379-380
entering in cells, autoSum, 358-360
common error messages, 377-378
entering in cells, Function Library,
Watch Window, 380-381
range names, 364
entering in cells, Insert Function dialog
box, 360-361
creating from selections, 345
entering in cells, statistical functions,
inserting in functions, 365-366
entering in cells, SUM function, 358-360
inserting in formulas, 364-365
managing, 345
financial functions, 369-370
referencing, cells or ranges on other
worksheets, 366-368
information functions, 377
relative referencing, 351
logical functions, 370-372
Lookup & Reference functions, 373-374
deleting, 340
Math & Trig function, 376
hiding, 341
statistical functions, 372-373
inserting, 340
SUM function, 357
text functions, 375-376
rows and columns, changing height,
Goal Seek, 466-467
Solver, 466-469
importing data
subtotals, 434-435
from Access, 436-437
table ranges, defining, 418-419
text files, 438-439
Table Tools, 420-421
web tables, 437-438
locking, cells, 286-288
creating using styles, 419-420
mixed references, 353-354
filtering data, 424-425
naming, ranges, 343-344
filtering data, advanced filters, 429-431
number formats, 320
filtering data, AutoFilter Search box,
outlines, 432-434
overview, 275-276
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9/23/15 9:51 AM
Ex ce l
filtering data, slicers, 428-429
sorting data, 421-424
templates, 48
Excel Online app, 109
File tab, 109-110
inserting, functions, 110-113
compatibility with Excel 97-2003, 48
Start screen, 276
macro-enabled, 48
working with, 110
themes, 325-326
Excel Online app Backstage, 110
versions, managing, 291
Excel Power Query, 275
what-if analysis, 459
Excel Save As page, 101
creating data tables, 460-462
creating scenarios, 462-464
Exchange ActiveSync-compatible services,
viewing scenarios and creating reports,
Export Backstage page, 29
protecting, 286
saving, 284-285
sharing, 290-291
starting, 277-278
workbooks, creating, 281 templates, 281-282
Change File Type, 51-52
Create PDF/XPS Document, 51
exporting presentations, PowerPoint,
eXtensible Markup Language. See XML file
Extra Content task pane, 812
Eyedropper tool, PowerPoint, 500
adding images/graphics, 346-347
deleting, 283
entering data, 291-294
freezing rows/columns, 341-342
hiding, 343
inserting, 283
moving around in, 280
performing calculations, 349-351
printing, 308-314
Facebook images, inserting online pictures,
adding for contacts, Outlook, 709
user-defined fields, Outlook, 709
File Explorer
protecting, 286
file management, 57
rearranging, 283
libraries, adding to homegroups, 62
renaming, 283
file formats
splitting, 342-343
inserting pictures, Publisher, 798-799
viewing, 306-308
for pictures, 527
workspace, 277
Ribbon tabs, 278-280
video, 574
File Printout command, OneNote, 876-878
Excel Function Library, 634
Excel Mobile app, 120-121
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font at t ribut es, changing (PowerPoint )
File tab
searching for files
Excel Online app, 109-110
File Explorer’s Search box, 60
Word Online app, 105
Open dialog box, 60-61
file types, blocked file types (Outlook),
file/folder management, Office applications.
See also data sharing
searching for files
storage alternatives, 53, 56-57
attaching, OneNote, 879-880
AutoRecover, 59-60
saving, to Cloud, 8-9
creating files, 54-56
saving Office app files
File Explorer, 57
file formats, 47
backward compatibility, 47
to Cloud, OneDrive, 99-102
sharing to Cloud, 8-9
Fill command, 297
converting to another type, 51-52
default, 53
Fill Effects, Word, 162
Excel, 48
Fill handle, filling series (Excel), 295-297
PDF, 49-50
fill series, creating, 295
PowerPoint, 48
filtering data, tables (Excel)
Word, 48
AutoFilter Search box, 425
XML and XPS, 49-50
creating advanced filters, 429-431
file versions, 59-60
creating custom AutoFilters, 425-427
slicers, 428-429
creating, 57
financial functions, Excel, 369-370
Documents folder, 57
Find and Replace dialog box, 338
libraries, 57
Find and Replace feature, Excel, 337-339
creating, 58
OneDrive Pro versus SharePoint
libraries, 57
protecting files, 63
Find Tags command, 851, 861
finding and replacing, cell contents (Excel),
digital signatures, 64-65
finding tagged notes, OneNote, 851-852
encrypting with passwords, 63-64
Finish & Merge command, 823
restrictions, 63-64
Flash Fill feature, 299
saving files
Options, Save pane, 53-54
with Quick Access Toolbar Save
button, 51
Flash Fill tool, 294, 530-531
inserting images, 85-86
with Save As dialog, 50
Fly In dialog box, 565
saving files
Font, Text Box Tools, 794
as web page formats, 51, 53
font attributes, changing (PowerPoint),
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F o n t co mma n d s, Wo rd
Font commands, Word
Bold, 139
Change Case, 140
Clear All Formatting, 140
Decrease Font Size, 140
Font Color, 139
Format Background task pane, 516
Format Cells dialog box, 23
Excel, 316-317
formatting values, 320
format codes, Excel, 322
Format Data Labels task pane, 403
Font Size, 139
Increase Font Size, 140
Format Data Series task pane, 405
Italic, 139
Format Painter, 141, 330
keyboard shortcuts, 140
Format Picture task pane, 80
Strikethrough, 139
Format Shape task pane, 502
Subscript, 139
Effects icon, 502-503
Superscript, 139
PowerPoint, text effects, 505-507
Text Effects and Typography, 140
Text Highlight Color, 139
Format tab, SmartArt Tools, PowerPoint,
Underline, 139
Format Text Box dialog box, 795
Font dialog box, 498
Font dialog box, Advanced tab, Word
Character Spacing options
cells, Excel, 326
adding cell borders, 326-327
Kerning, 142
background colors, 328
Position, 142
charts, PowerPoint, 544-545
Scale, 142
comments, Excel, 324
Spacing, 142
conditional formatting. See conditional
OpenType fonts, 139, 142
font formatting, Word, 139
copying/pasting attributes, 141
glyths, 142
inconsistencies, marking, 150
ligatures, 142
software fonts, 139
notes, OneNote, 848
pictures, Publisher, 801
with Drawing Tools, 90-91
PowerPoint, 501-503
tables, PowerPoint, 507-508
fonts, themes (PowerPoint), 514
text boxes, PowerPoint, with Drawing
Tools, 499
footers. See headers/footers
text boxes, Publisher, 791
master pages, Publisher, 814-815
PowerPoint, 517-518
converting from one to other, 261
Drawing Tools, 791-793
Text Box Tools, 793-796
text entries, Format Cells dialog box,
creating, 260-261
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grammar errors, present at ions, PowerPoint
text entries, Excel, 315-316
changing text orientation, 317-318
values, Excel, 318-319
cube functions, 376
Date & Time functions, 374-375
Engineering functions, 376
creating custom number formats,
entering functions in cells, statistical
functions, 360
Format Cells dialog box, 320
entering in cells, 358
formatting, PowerPoint, 497
font attributes, 497-498
paragraph attributes, 498-499
forms, Word. See online forms
formulas, Excel, 354
arithmetic operators, 354
comparison operators, 355
copying/moving, 368
defined, 349-350
editing, 356
entering, 356
inserting range names, 364-365
operator precedence, 355
proofing, 377
auditing tools, 379-380
common error messages, 377-378
Watch Window, 380-381
Formulas tab, 362
AutoSum function, 358-360
Function Library, 361-364
Insert Function dialog box, 360-361
financial functions, 369-370
information functions, 377
inserting in Excel Online app, 110-113
logical functions, 370-372
Lookup & Reference functions, 373-374
Math & Trig function, 376
proofing, 377
auditing tools, 379-380
common error messages, 377-378
Watch Window, 380-381
range names, inserting, 365-366
statistical functions, 372-373
SUM function, 357
text functions, 375-376
Functions Argument dialog box, 358
Future Value function, 357
Excel, 279
forwarding contacts, Outlook, 717-718
Freeze Panes command, 341-342
galleries, Office interface, 20-21, 126
Get External Data group commands, 436
columns, 341-342
GIF files, 77
rows, 341-342
Glow, 502
Full Page View, 859
Go To feature, 339
Function Arguments dialog box, 358, 363
Goal Seek, 459, 466-467
Function Library, 361-364
Gradient Fill, 516
functions, Excel, 350-351, 357-358
compatibility functions, 377
grammar errors, presentations, PowerPoint,
copying/moving, 368
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Gra n d To ta ls co mma n d
Grand Totals command, 451
adding, to worksheets, Excel, 346-347
Handout Master, PowerPoint, 595-596
clip art, 68
handouts, PowerPoint, 594-595
overview, 67-70
Handout Master, 595-596
pictures, 68, 77
printing, 596-599
adjusting, 78-80
hanging indents, Word, 147
Background Removal tool, 81-82
cropping, 81
hardware requirements for Office 2016
suite, 13-14
inserting, 77-78
Header and Footer dialog box, 517-518
inserting online pictures, 83-87
PowerPoint, 525-527
adding online images, 529-531
screenshots, 69, 91-92
shapes. See shapes, 68
SmartArt, 68-71
diagram categories, 72
inserting, 72-74
modifying, 74-76
PowerPoint, 535-538
sizing, 74
WordArt, 69, 93-94
Gridlines, Excel
chart elements, 406
charts, 384
Header dialog box, 314
Excel, printing, 313-314
PowerPoint, 517-518
Publisher, master pages, 814-815
advantages of, 166
Building Blocks Organizer, 169
Document Info, 168, 169-170
Document Property, 169
Header & Footer Tools, 167-169
Header gallery, 167
Insert, 167
Navigation, 168
Group command, 546
one-sided pages versus facing pages,
Group Objects command, 89
Options, 168
Page Number, 170-171
objects, Publisher, 818-819
Position, 168
objects, PowerPoint, 546
Quick Parts, 169
groups, Outlook,
contacts, Outlook, 715-716
guides, publications, Publisher, 783-785
Guides gallery, 784
sections, 166, 169
height, rows, Excel, 339-340
Help, 17-18
Microsoft Office Help button, 23
TMWYWTD (Tell Me What You Want to
Do), 16-17
hidden slides, presentations, PowerPoint,
9780789755674_BOOK.indb 942
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insert ing
Hide Page Title command, 858
importing data, Excel
Hide Slide command, 583
from Access, 436-437
hiding, Excel
text files, 438-439
from web tables, 437-438
columns, 341
rows, 341
indents, Word, 146-147
worksheets, 343
Highlight Cell Rules, 331-332
inserting, 255
Home tab
marking entries, 254-255
Excel, 278
purposes of, 253
PowerPoint Online app, 114
style manuals, 256
Info Backstage page, 28-29
Info page, Check for Issues
creating, 62
generating passwords, 62
Check Accessibility, 65
libraries and devices
Check Compatibility, 65
Inspect Document, 65
adding, 62
removing, 62
information functions, Excel, 377
sharing, 61-62
overview, 61
input messages, configuring in Excel,
settings, 61
Insert Address Block dialog box, 822
HTML email, Outlook, 755-756
hyperlinks, adding, PowerPoint, 547-548
Insert Chart dialog box, 394
PowerPoint, 542
Insert dialog box, 336
Publisher, 825
Insert Function dialog box, 111, 360-361
Word, 146
Insert Pictures dialog box, 78, 527-528
icon sets, Excel, 334
IF function, 363, 370-372
illustrations, Publisher, inserting, 798
IM (instant messaging), 723
images. See also pictures
adding to worksheets, Excel, 346-347
swapping, Publisher, 820
Import Data dialog box, 444
Insert Pictures window, 83, 529-530
Insert Shapes, 90
Drawing Tools command, 792
Insert Space command, OneNote, 857
Insert tab
Excel, 278-279
PowerPoint Online app, 114
Word Online app, 107-108
Insert Video dialog, 572
cells, Excel, 336
charts, Excel Online app, 110-113
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in se rtin g
charts, Excel
installing, Office 2016 suite, 15
with Quick Analysis gallery, 395-396
instant messaging (IM), 723
from Ribbon, 394
charts, PowerPoint, 542-543
OneNote with other programs
clip art, Publisher, 802
adding links, 878-879
columns, Excel, 340
attaching files, 879-880
functions, Excel Online app, 110-113
File Printout command, 876-878
illustrations, Publisher, 798
meeting details, integrating OneNote and
Outlook, 885-887
notes, OneNote, 848
online pictures, 83
Bing image search results, 84
Facebook images, 84-85
inserting screen clips, 880-882
OneNote with Outlook, 882
adding Outlook tasks, 882-884
emailing notebook pages, 884-885
inserting meeting details, 885-887
interactive presentations, PowerPoint,
590-591 images, 85-86
OneDrive, 86-87
online video, PowerPoint, 571-574
invalid data, circling (Excel), 458
Ion theme, Powerpoint, 473
page breaks, worksheets, Excel, 310-311
pictures, 77-78
PowerPoint, 527-529
pictures, Publisher, 799
file formats, 798-799
placeholders, Publisher, 799-800
range names, Excel
in formulas, 364-365
in functions, 365-366
rows, Excel, 340
screen clips, OneNote, 880-882
shapes, Publisher, 802
SmartArt, 72-74
PowerPoint, 538-539
tables, PowerPoint, in existing slides, 507
text boxes, PowerPoint, 496-497
text files, Publisher, 797-798
video files, PowerPoint, 574
worksheets, Excel, 283
Insights pane, 18
9780789755674_BOOK.indb 944
Journal entries/items
accessing via Folder list, 734
accessing via Navigation bar, 623
adding category tags to, 736
associating with Contacts (People), 737
creating, 734-735
inserting from Outlook, 738-739
performing actions on, 735-740
searching and filtering, 742
shortcomings, 734
timing, 735-736, 739
uses, 733-734
Arrangement and Current View group
commands, 741-742
default, 740-741
JPEG files, 77
Junk Email filter, 758, 762
9/23/15 9:51 AM
large or special document s
Junk Email Options dialog box, 760-762
junk mail, Outlook, 758-759
commands, 759-760
comparing documents, 266-267
combining changes, 268
reviewing changes, 267-268
options, 760-762
anchors for, 252
automatic updating, 252
creating, 252-253
reference types, 252-253
keyboard shortcuts
Excel, 280
formatting fonts, 140
converting from one to other, 261
navigating Word documents, 135-136
creating, 260-261
inserting, 255
marking entries, 254-255
labels, Excel (entering data), 292
labels, Word, 222
adding addresses from Outlook, 222
purposes of, 253
style manuals, 256
master documents
Envelopes and Labels dialog box, 222
benefits of, 270-271
Label Options dialog box, 222-223
global items, 271
printing, 221, 223
inserting existing document files,
Update Labels dialog boxes, 236
landscape orientation
page setup, 152
printing, 153
large or special documents
inserting, 256, 259
style manuals, 256
bookmarks, 241, 268-269
citations, 256
in Outline view, 271-272
Outlining tools, 270
subdocuments, creating from scratch,
subdocuments, linked, 271-272
subdocuments, locking, 274
subdocuments, merging/splitting, 274
subdocuments, unlinking, 274
Outline view, linking from multiple files,
creating, 256-257
sections, 242
managing, 257-258
TOCs (table of contents), 242
style manuals, 256
adding entries, 246
building with TC field codes, 247-249
inserting, 269-270
creating, with built-in styles, 242-244
Track Changes, 261-263
creating, with own styles, 242-245
Field dialog box, 247-249
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la rg e o r sp e cia l d o cu me n t s
inserting into documents, 243
Link dialog box, 879
Table of Contents gallery, 244-243
Linked Notes mode, OneNote, 873-876
updating, 243, 246-247
LinkedIn, 722
Track Changes, 242
Linking, Text Box Tools, 794
accepting/rejecting changes, 266
comments, 261-263
options, 263-264
reviewing changes, 265
Reviewing Pane, 263
viewing changes, 264-265
views, 261-262
linking/linked objects. See also OLE
editing objects
from container files, 899-900
overview, 899, 902
from source files, 899
versus embedding objects, 892
Links dialog box
objects, PowerPoint, 546-547
objects, Publisher, 819
Layout commands
Automatic Update, 899
Break Link, 898-899
Change Source, 898
Table Tools, Publisher, 817-818
editing objects from container files,
tables, PowerPoint, 508-509
editing objects from source files, 899
layout masters, PowerPoint, 522
Lock, 898
layout settings, configuring for photo
albums (PowerPoint), 533-534
Manual Update, 899
Layout tab, Table Tools, 853
selecting multiple objects, 899
legends, charts (Excel), 384, 404-406
Update Now, 898-899
libraries, 57
creating, 58
Excel Function Library, 634
adding, 62
removing, 62
sharing, 61-62
OneDrive Pro versus SharePoint libraries,
sharing with homegroups, 61
Open Source, 898-899
Object command, Ribbon's Insert, Create
from File, 896-897
overview, 897-898
Paste Options, 895
Link & Keep Source Formatting (F), 896
Link & Use Destination Styles (L), 896
Paste Special
Paste Link, 893-895
versus Paste Options, 896
text boxes, Publisher, 796-797
updating links
licensing agreements, 13
ligatures, 142
line and page breaks, Word, 145-146
Edit Links to Files, 898
Update Link, 899
links, adding
line charts, Excel, 385, 388
OneNote, 878-879
line spacing, Word, 144-145
PowerPoint, 547-548
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List view, Outlook, 705
Code group commands common with
Word, 911
lists, Word
character selection, 156-157
defining custom, 156-158
multilevel, 159-160
defining custom, 158-159
number selection, 158
Live Preview, 26
recording macros, 906, 912-913
saving macros, 911
.xlsm XML file type extension,
workbooks, 48
.xltm XML file type extension,
templates, 48
naming conventions, 912
naming macros, 912
enabling, 37
OneNote, unavailability of macros, 906
location, presentations (PowerPoint), 578
locking cells, Excel, 286-288
saving macros, 911
viruses, 907
log box, 850
logical functions, Excel, 370-372
logon credentials, Windows 10, 99
LOOKUP functions, 374
M4A, 563
adding to Ribbon, 906-907
advantages of, 905-906
Code group commands, 911
Developer tab, adding to Ribbon, 906-907
digital certificates
certificate authorities, 918
creating, 918
Digital Certificate for VBA Projects, 918
digitally signing macro projects, 919
enabling in Certificate Store, 919-920
Microsoft Office Security Options
dialog box, 920-921
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writing code for macros, 906
planning macro steps, 912
.potm XML file type extension,
templates, 48
.ppsm XML file type extension, shows,
.pptm XML file type extension,
presentations, 48
saving macros, 911
writing code for macros, 906
saving macros, 911
writing code for macros, 906
recorded macros, editing, 917
recording macros, 906, 912-913
assigning to Quick AccessToolbar,
running macros, 914-915
saving macros, 910-911
stepping through macros, 917
9/23/15 9:51 AM
ma cro s
Trust Center
disabling macros, except digitally
signed, 918
mail-related documents, Word
envelopes, 220
adding addresses from Outlook, 221
editing macros, 908
adding electronic postage, 221
enabling macros, 907-908
Envelope Options dialog box, 235-236
VBA (Visual Basic for Applications), 906
modules, 910
object-oriented programming language,
subroutines, 910
Visual Basic Editor, 915-916
digitally signing macro projects, 919
editing recorded macros, 917
stepping through macros, 917
Envelopes and Labels dialog box,
220-221, 222
printing, 221
labels, 222
adding addresses from Outlook, 222
Label Options dialog box, 222-223
printing, 221, 223
Update Labels dialog boxes, 236
mail merges, 223-224
data sources, 227
2010, 2013 and 2016 documents, 48
Envelope Options dialog box, 235-236
Code group commands common with
Excel, 911
Finish & Merge command, 235
.dotm XML file type extension,
templates, 48
Mail Merge Wizard, 224-226
recording macros, 906
recording macros and assigning to
Quick AccessToolbar, 913-914
saving macros, 910
Mail Merge command, Outlook, 724-725
mail merges, Publisher, 821-823
inserting merge fields, 231-233
previewing results/errors, 234-235
printing options, 236
Rules command, 233-234
Start Mail Merge commands, 225-226
merge fields
editing/selecting fields, 228, 236-238
field codes, 236-238
mail merges, Word, 223-224
data sources, 227
Envelope Options dialog box, 235-236
Finish & Merge command, 235
inserting merge fields, 231-233
Mail Merge Wizard, 224-225, 226
previewing results/errors, 234-235
printing options, 236
Rules command, 233-234
Start Mail Merge commands, 225-226
Mailbox Cleanup tool, 772
inserting fields, 231-233
recipient lists
creating, 227-228
editing data sources, 231
editing/manipulating, 229-231
editing/selecting fields, 228, 236-238
filtering, 230-231
options, 226-227
recipient lists, sorting, 230-229
saving, 228-229
snail mail or email, 223
malware, 748
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Microsoft Word
manually archiving Outlook items, 771-772
Memo template, 54
mapping addresses, contacts (Outlook), 713
Merge & Center command, 337
margins, Word
merge fields, Word
page setup, 150-152
editing/selecting fields, 228, 236-238
printing options, 154
field codes, 236-238
Mark As Final, 286
inserting fields, 231-233
master documents
Merge Section dialog box, 843
benefits of, 270-271
Merge Shapes command, PowerPoint, 89-90
global items, 271
inserting existing document files, 273-274
cells, Excel, 337
in Outline view, 271-272
data, Publisher, 820
Outlining tools, 270
creating from scratch, 272-273
linked, 271-272
locking, 274
merging/splitting, 274
subdocuments, unlinking, 274
master pages, Publisher, 812-813
catalog merges, 823-825
mail merges, 821-823
sections, OneNote, 841-844
Merriam-Webster Dictionary app, 40
Microsoft Enterprise Office 365. See
Enterprise Office 365
Microsoft Excel. See Excel
creating, 815-816
Microsoft Exchange dialog box, Security
tab, 750
editing, 813
Microsoft Office. See Office 2016
headers/footers, 814-815
Microsoft Office 365 subscriptions, 12-13
placing objects on, 813-814
Microsoft OneDrive. See OneDrive
master slides, PowerPoint, 518-519
creating/altering, 520-522
layout masters, 522
Microsoft OneNote. See OneNote
Microsoft OpenType fonts, 134, 142
Math & Trig function, Excel, 376
Microsoft Outlook. See Outlook
meeting details, inserting (integrating
OneNote and Outlook), 885-887
Microsoft PowerPoint. See PowerPoint
Meeting Details command, 882
Microsoft Query, connecting to data
sources, 441-444
meeting invitation messages, Outlook,
meeting locations, scheduling meetings
(Outlook), 728
meeting requests, responding to (Outlook),
Microsoft Publisher. See Publisher
Microsoft SharePoint. See SharePoint
Microsoft Trustworthy Computing link, 42
Microsoft Windows XPS viewer. See XPS
Microsoft Word. See Word documents
meetings, scheduling in Outlook, 726-727
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MI DI ( Mu sica l I n stru me n t D igit al Int erface)
MIDI (Musical Instrument Digital Interface),
Move or Copy Section dialog box, 841
mixed references, Excel, 353-354
around in worksheets, Excel, 280
MLA (Modern Language Association) style
cells, Excel, 304
charts, Excel, 397-398
bibliographies, 256
formulas/functions, Excel, 368
citations, 256
ranges, Excel, 304
indexes, 256
sections, OneNote, 841-842
Mobile apps, 11
MP3, 563
Mobile Office apps (Windows 10), 116-117
MP4, 563
Excel Mobile app, 120-121
multilevel lists, Word, 159-160
Word Mobile app, 117-120
multiple shapes, adding/combining, 88-89
chart titles, Excel, 404
charts, Excel, 398
chart type or chart data, 398-400
#NAME?, 377
selecting chart layouts and styles,
Name Manager, 345
charts, PowerPoint, 544-545
naming ranges, Excel, 343-344
data labels, Excel, 404
navigating Office applications
notebooks (OneNote), properties, 834-836
common features, Backstage
sections, OneNote, 841-843
accessing, 28
setup and view of notebook pages,
OneNote, 858-860
Account, 29
SmartArt, 74-76
Advanced Options, 38-39
sparklines, charts (Excel), 414-415
Close, 29
transitions, PowerPoint, 567-569
Export, 29
video files, PowerPoint, 575-576
General Options, 37
Motion Paths, 554-555
add-ins, 39-40
Info, 29
applying, 555-556
Info, Check for Issues, 65
creating custom, 559
Language Options, 38
editing, 556-559
New, 29
Move command, Outlook, 724
Open, 29
Move Notebook dialog box, 838
Options, 29
Move or Copy dialog box, 283
overview, 28
Print, 29
Move or Copy Pages dialog box, OneNote,
Proofing Options, 38
returning to application windows, 30
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Not es
Save, 29
notebook pages, OneNote, 855-856
Save As, 29, 51
adding, drawings to, 868-869
Share, 29
adding objects to, 864-866
toggling to/from application windows,
adding pictures, 866-867
common features, Ribbon/Ribbon tabs, 23
emailing, 884-885
making more space available, 857
accessing with keyboard, 27
modifying setup and view, 858-860
command access, 25
Move or Copy Pages dialog box, 856-857
command groups, 19-20
printing, 869-872
customizing, 31-33
drop-down arrows, 25
audio, 867-868
galleries, 20-21, 26
video, 868
galleries, Live Preview, 26
sharing, 103-104
minimizing, 26-27
Review tab, 19-20
changes by author, 862-864
Word documents
page versions, 860-861
with keyboard shortcuts, 135-136
with mouse, 134
recent edits, 861-862
Notebook pane, OneNote, 24, 832
with mouse, horizontal scrollbar,
Notebook Properties dialog box, 834-835
with mouse, vertical scrollbar, 134-135
Notebook Recycle Bin, restoring, sections
and pages, 847
selecting text with keyboard, 137
selecting text with mouse, 136
selecting text with Word Extend
feature, 137
notebooks (OneNote)
creating, 832-834
modifying properties, 834-836
NETWORKDAYS function, Excel, 374
organization of, 828-829
New Address List dialog box, 821
sharing, 836-839
New Backstage page, 29
new features, 8-11
creating, 742-743
appointments, 744-745
New Master Page dialog box, 815
tasks, 745
New Product List dialog box, 824
entering information, 743
New Range dialog box, 289
forwarding, 744
New Tag dialog box, 850
opening, 744
New Web Query window, 437-438
PowerPoint, 594
Normal templates, Word, 128
searching with criteria, 744
Notebook Information window, 834-835
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No te s
Office 2016, 909
viewing, 743-744
inserting and formatting, 848
adding, 40-41
tagged notes, finding, 851-852
Advanced options
Notes Master, 596
Cut, Copy and Paste, 39
printing, 596-599
Display, 38-39
Notes Master, PowerPoint, 596
Editing, 38-39
=NOW() function, 357
General, 38
Print, 38-39
NPER function, 370
common window elements, 23-24
Number Format command, 319
number formats, Excel, 320
creating, 321-323
overview, 30-31
Quick Access Toolbar, 33-35
Number group commands, 319
numbered lists, Word, 158-159
Numbering command, 848
numerical series, 296
Ribbon, 31-33
status bars, 36
file formats, 47
backward compatibility, 47
Excel, 48
object editing
from container files, 899-900
PDF, 49-50
PowerPoint, 48
Word, 48
XML and XPS, 49-50
overview, 899, 902
hardware/software requirements, 13-14
from source files, 899
installing, 15
object linking and embedding. See OLE
objects, PowerPoint, 546
grouping, 546
layering, 546-547
objects, Publisher
grouping, 818-819
layering, 819
ODBC (Open Database Connectivity), 442
interface consistency, 20
overview, 5-8
saving files as macro-enabled, 909
versions of, 12-13
Office Clipboard, 301-302
Office Online apps, 95-99
Excel Online app, 109
File tab, 109-110
inserting functions and charts, 110-113
Office 365 Home, 13
Office 365 Personal, 13
working with, 110
PowerPoint Online app, 113-114
Office 365 Small Business Premium, 13
adding pictures/SmartArt, 115-116
Office 365 subscriptions, 12-13
slides, 114-115
Office 365 University, 13
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OneNot e
saving files to cloud, 99
OneDrive, 101-102
OneDrive for Business, 96
OneDrive/OneDrive Pro
sharing files saved to the cloud, 102-104
data sharing, 889
Word Online app, 104-105
file management, 56
File tab, 105
Insert tab, 107-108
Review tab, 108
View tab, 108-109
folders and libraries, 57
versus SharePoint, libraries, 57
OneNote, 12, 827, 855
attaching, files, 879-880
Office Presentation Service, 593-594
data sharing, 890
Office Store
File Printout command, 876-878
Bing Maps, 41
dictionaries, 185
Office Web Apps,
data sharing, 889
PowerPoint, clip art and photos for bullets,
integrating with other programs
adding links, 878-879
File Printout command, 876-878
inserting screen clips, 880-882
integrating with Outlook, 882
adding Outlook tasks, 882-884
emailing notebook pages, 884-885
inserting meeting details, 885-887
templates, creating workbooks/
worksheets, 281-282
linked notes, 873-876
navigating workspace, 829-830
clip art and photo library, 171
templates, 130
OLE (object linking and embedding). See
also embedding/embedded objects;
linking /linked objects
embedding, 891-892
embedding versus linking, 892
general capabilities, 890
linking, 891
OneDrive, 10
accessing, 97
online apps, 104
Notebook pane, 832
OneNote Ribbon, 830-832
notebook pages, 855-856
adding drawings to, 868-869
adding objects to, 864-866
adding pictures, 866-867
making more space available, 857
modifying setup and view, 858-860
Move or Copy Pages dialog box,
printing, 869-872
recording audio, 867-868
recording video, 868
files, saving/sharing, 8-9
viewing changes by author, 862-864
inserting online pictures, 86-87
viewing page versions, 860-861
Office Online apps, 97
viewing recent edits, 861-862
saving files, Office app files, 101-102
9780789755674_BOOK.indb 953
notebook pages, sharing, 103-104
9/23/15 9:51 AM
On e No te
creating, 832-834
modifying properties, 834-836
Online Pictures, 69, 83
online pictures/clip art. See also charts;
organization of, 828-829
adding, to slides, PowerPoint, 529-531
sharing, 836-839
inserting, 83
notes, inserting and formatting, 848
Bing image search results, 84
overview, 827-828
Facebook images, 84-85
pages, 845 images, 85-86
creating subpages, 846
creating with templates, 845-846
restoring sections and pages, from
Notebook Recycle Bin, 847
OneDrive, 86-87
PowerPoint, 526
Bing Image Search, 174-175
section groups, creating, 844-845
Creative Commons, 174
sections, 840
Facebook or Flickr accounts, 174
merging, 843-844
Insert Pictures browser, 174-175
modifying, 841-843
integrating text and images, 177-178
password-protecting, 842-843
OneDrive, 175
sections, Word documents, creating/
deleting, 840
sync status, viewing, 839-840
tables, storing information, 852-854
Online Pictures, 174
online video, inserting (PowerPoint),
Open Backstage page, 29
tagged notes, finding, 851-852
tags, 849-851
OneNote command, Outlook, 725
OneNote Linked Notes pane, 875
OneNote unavailability of macros, 906
Online app Backstage, 105
Online app viewers, 97-98
online apps, 11
online forms, Word
enabling Developer tab, 238
creating, 238
inserting form fields/controls, 238-239
Open Database Connectivity (ODBC), 442
OpenType fonts, 134, 142
Operation options, Paste Special command,
operator precedence, formulas (Excel), 355
Options Backstage page, 29
Organic theme, Powerpoint, 473
orientation options, Word
page setup, 152
printing, 153
Outline view, Word, 179, 181-182
outlines, Excel, 432-434
properties for form fields/controls,
restricting editing of, 240
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Out look
Outlook. See also Calendar; Contacts; email
embedding objects, 892
versus linking objects, 892
adding photos for contacts, 708
features of, 604
archiving, 768-769
configuring AutoArchive settings,
manually, 771-772
setting AutoArchive options for folders,
autoreply messages, configuring, 772-774
assigning to items, 627-628
renaming, 627
contact information, printing, 725
contact options, setting, 726
accessing on social networks, 720-722
Actions group, 724-725
adding fields, 709
communicating with, 722-724
creating new, 705-708
forwarding, 717-718
organizing with groups, 715-716
sharing, 716-720
Contacts folder, searching, 714-715
Contacts list, navigating, 703-705
data files, 613
Exchange Server, 614-616
Internet email, 614
personal folders files, 616-617
repairing, 617-618
data sharing with Word using actions,
Additional Actions, 903, 904
AutoCorrect dialog box, 903-904
editing contact information, 709-710
business cards, 711-712
mapping addresses, 713
Import and Export Wizard, 619
exporting data, 621
importing data, 619-620
integrating with OneNote, 882
adding Outlook tasks, 882-884
emailing notebook pages, 884-885
inserting meeting details, 885-887
saving macros, 911
viruses, 907
writing code for macros, 906
mail merges with Word
envelopes, 221
labels, 222
recipient lists, 227
Folder pane, 622
Navigation pane, 622, 623-624
People pane, 622
Reading pane, 622
Status bar, 623
printing items, 631-632
responding to meeting requests, 730-732
scheduling meetings, 726-727
meeting locations, 728
Scheduling Assistant, 728-729
viewing/editing meeting information,
antivirus software, 748
blocked file types, 756-757
configuring security settings, 751-753
configuring user identification, 749-750
tagging contacts with flags and
categories, 712-713
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Ou tlo o k
email, 753-754
email, digitally signing, 755
email attachments, 756-758
page breaks, inserting in worksheets
(Excel), 310-311
email rules, 762
Page Color command, 858
email rules, complex, 763-764
HTML email, 755-756
Page Layout commands, printing
(worksheets, Excel), 308-310
junk mail, 758-759
Page Layout settings, Word
email, encrypting, 754-755
junk mail, options, 760-762
versus character and paragraph
formatting, 137
malware, 748
formatting inconsistencies, marking, 150
overview, 747-748
Page Setup dialog box
junk mail, commands, 759-760
passwords, 749-751
hyphenation, 146
Rule Wizard, 764-767
margins, 150-152
rules, managing, 767-768
page breaks, 152
sharing invitations, 719-720
page orientation, 152
Trust Center, 752-753
paper size, 152
accessing, 751-752
user-defined fields, 709
whitespace, 150
spacing, 144
Page Layout tab, Excel, 279
changing, 625
Page Layout view, Excel, 307
creating custom, 625-626
Page Parts, Building Blocks, 802-803
relating to particular folders, 626-627
selecting, 624-625
page settings, configuring (Publisher),
Outlook Backstage, 726
Page Setup dialog box, 809-810
Outlook contacts entering details, 708
Page Setup group, OneNote, 858
Outlook Global Address List, 637
page versions, deleting, 861
Outlook security email rules, quick rules for
specific senders, 762-763
Page Versions command, 860-861
Outlook tasks, adding, 882-884
pages, adding, to publications, Publisher,
Outlook Tasks command, 882
pages, OneNote, 845
Outlook Tasks gallery, 883
Outside My Organization reply, 773
subpages, 846
with templates, 845-846
restoring, from Notebook Recycle Bin, 847
Paper Size command, 858
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pict ures
paragraph attributes, changing
(PowerPoint), 498-499
paragraph formatting, Word, 142-143
alignment, 143-144
comparison of, 137-138
inconsistencies, marking, 150
indents, 146-147
line and page breaks, 145-146
PDF file format, 49-50
PDFs, editing in Word, 9-10
People. See Contacts (People)
People view, Outlook, 704
performing what-if analysis, Excel, 459
Personalize Your Copy of Microsoft Office,
line spacing, 144-145
Phone view, Outlook, 704
manual versus styles/themes, 138
Photo Album dialog box, 532
overview, 137
photo albums, PowerPoint
versus Page Layout settings, 137
creating, 531-532
Paragraph dialog box, 143
layout settings, configuring, 533-534
Reveal Formatting task pane, 149-150
picture settings, adjusting, 532-533
tabs, 148
Paragraph group, 106, 498
photos. See also pictures
adding for contacts, Outlook, 708
Password Protection pane, 842
Picture Fill, 516
password-protecting sections, OneNote,
picture settings, adjusting in photo albums
(PowerPoint), 532-533
passwords, 64
Picture Tools, 78, 528-529, 801
Encrypt with Password, 63
Format tab, 528
for homegroups, 62
Picture Tools Format tab, 78
Outlook, 749-751
pictures. See also charts; online pictures/
clip art
Paste command, 300
Paste gallery, Excel, 300-301
Paste Name dialog box, 366
Paste Options, 895
Link & Keep Source Formatting (F), 896
Link & Use Destination Styles (L), 896
Paste Special command, 900
Excel, 302
Operation options, 303
Paste Link, 893-895
versus Paste Options, 896
transposing cell ranges, 303
Pattern Fill, 516
notebook pages, OneNote, 866-867
PowerPoint Online app, 115-116
adjusting, 78-80
Background Removal tool, 81-82
cropping, 81
file formats, 77
inserting, 77-78
inserting online pictures, 83
Bing image search results, 84
Facebook images, 84-85 images, 85-86
OneDrive, 86-87
PowerPoint, 526
inserting, 527-529
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p ictu re s
portrait orientation
file formats supported, 172
page setup, 152
Layout Options, 173
printing, 153
Picture Tools, 172-173, 177-178
Reset Picture, 173
text and images, integrating, 177-178
file formats, 798-799
formatting, 801
inserting, 799
Pictures command, 69
pie charts, Excel, 389
pie of pie charts, Excel, 411
Pitchbook template, 474
.pot file extension, template compatibility
with PowerPoint 97-2003, 48
.potm file extension, macro-enabled
PowerPoint template, 48
.potx file extension, PowerPoint template,
PowerPoint, 12
animations, 549-551
accessing animation effects, 553-554
adding, 561-562
advanced techniques, 559-560
PivotChart, 452
Animation Painter, 562
PivotTables, Excel, 445-446
assigning to slide objects, 551-552
creating, 447-450
changing effect options, 560-561
PivotTable Tools, 450-452
managing, 565-566
Recommended PivotTables command, 447
Motion Paths. See Motion Paths
slicers, 452
sound effects, 562-564
PivotTables Tools, 450-452
Analyze tab, 450-451
Design tab, 451-452
timing, 564-565
charts, 541-542
inserting, 542-543
modifying/formatting, 544-545
inserting, Publisher, 799-800
Eyedropper tool, 500
layout masters, PowerPoint, 522
file formats, 48
SmartArt, PowerPoint, 539
Format Shape task pane, text effects,
for text, Word templates, 129
formatting, 497
placing objects on master pages, Publisher,
presentations, PowerPoint, 550-551
publications, Publisher, 776-777
Playback tab, Video Tools, 575
plot area, 384
changing font attributes, 497-498
changing paragraph attributes, 498-499
shapes, 501-503
graphics, 525-527
adding online images, 529-531
handouts, 594-595
Handout Master, 595-596
PMT function, 370
headers/footers, 517-518
PNG files, 77
hyperlinks, adding, 547-548
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layout masters, 522
master slides, 518-519
creating/altering, 520-522
Merge Shapes command, 89-90
notes, 594
Notes Master, 596
objects, 546
grouping, 546
layering, 546-547
photo albums
adjusting picture settings, 532-533
creating, 531-532
layout settings, 533-534
pictures, inserting, 527-529
creating custom slide shows, 585-586
SmartArt Tools
Design tab, 540-541
Format tab, 541
sound effects
adding, 569
editing, 569-571
Table Tools, Design tab, 509-510
tables, 507
formatting, 507-508
inserting in existing slides, 507
Layout commands, 508-509
templates, 48
compatibility with PowerPoint 97-2003,
macro-enabled, 48
text boxes
exporting, 599-600
editing, 496
hidden slides, 583-584
formatting with Drawing Tools, 499
interactive presentations, 590-591
inserting, 496-497
planning, 550-551
textures, 501
Presenter view, 581-583
themes, 510-513
presenting online, 592-594
applying, 511-512
running through, 580-581
backgrounds, 515-517
self-running presentations. See selfrunning presentations
colors, 513-514
sharing, 600-602
effects, 514-515
spelling and grammar errors, 579-580
printing, 596-599
customizing, 517
fonts, 514
transitions, 551
quick styles, 499-500
adding, 566-567
Ribbon tabs, Home tab, 497
modifying, 567-569
shape attributes, 499-500
video, 571
Shape Fill command, 500, 501
inserting online video, 571-574
shape styles, 499-500
inserting video files, 574
shapes, 534-535
modifying video files, 575-576
slide sections, 523-524
SmartArt, 535-538
WordArt styles, 503-504
text effects, 504-505
converting text to SmartArt, 539-540
text fill, 504-505
inserting, 538-539
text outline, 504-505
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P o we rP o in t Ex p o rt to o ls
PowerPoint Export tools, 599
PowerPoint Online app, 97, 113-114
adding, pictures/SmartArt, 115-116
Design tab, 114
self-running presentations, 586
recording slide shows, 589-590
rehearsing timings, 588-589
setting up slide shows, 586-587
Home tab, 114
sharing, 600-602
Insert tab, 114
slides, 114-115
View tab, 114
.ppsm file extension, macro-enabled
PowerPoint show, 48
.ppsx file extension, PowerPoint show, 48
copying/pasting/deleting, 490-491
editing content, 475-476
entering text, 482-483
inserting from existing presentations,
inserting from Word outlines, 483
.ppt file extension, presentation
compatibility with PowerPoint 97-2003, 48
.pptm file extension, macro-enabled
presentation, 48
.pptx file extension, PowerPoint 2010, 2013,
and 2016 presentations, 48
presentations, PowerPoint
custom slide shows, 585-586
with existing presentations, 473,
from scratch, 473
with templates, 473-476
with themes, 473, 476-477
exporting, 599-600
hidden slides, 583-584
interactive presentations, 590-591
opening multiple presentation windows,
planning, 550-551
Presenter view, 581-583
presenting online, 592
Office Presentation Service, 593-594
Skype for Business, 592-593
printing, 596-599
running through, 580-581
inserting new, 481-482
inserting other object content, 483-484
lists, bulleted, 491-493
lists, numbered, 493
modifying layout, 484
slides, publishing to libraries, 479-480
spelling and grammar errors, 579-580
with Backstage New page, 472-473
with Start screen, 471-472
creating custom templates from
presentations, 480-481
creating presentations with, 473-476
Custom Office Templates folder, 480
online templates, 474-475
previewing, 475
saving custom templates, 480-481
creating presentations with, 473,
online themes, 477
previewing, 476
during editing, 493-494
in grayscale or black and white,
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Prot ect Workbook St ruct ure
gridlines, 487-488
Print page, 311-313
guides/smart guides, 487-488
print titles, 311
Normal, 485-486
collated or uncollated, 153
Notes Page, 485-486
margins, 154
Outline, 485
one or two sided, 153
Reading, 485
orientation, 153
rulers, 487
page number selection, 152-153
slide shows, 486, 493-494
pages per sheet, 154
Slide Sorter, 485-486
paper size, 154
switching between, 486
preview, 152
zooming in/out, 486-487
privacy options, Trust Center (Outlook), 752
Presenter view, presentations, PowerPoint,
programmatic access options, Trust Center
(Outlook), 753
presenting slide shows online, 592
Proofing Backstage options, 38
Office Presentation Service, 593-594
Skype for Business, 592-593
Spelling & Grammar command, 20
proofing formulas/functions, 377
Preview command, Transitions tab, 567
auditing tools, 379-380
Preview window, template or theme
descriptions, 56
common error messages, 377-378
previewing, SmartArt, 538
Watch Window, 380-381
Proofing Options, Word
Print Area command, 310
disabling, 183
print areas, worksheets (Excel), 310
Thesaurus, 184-185
Print Layout view, Word, 179
properties, notebooks (OneNote), 834-836
Print page
proportional fonts, 139
Publisher, 803-804
Protect Current Sheet, 286
worksheets, Excel, 311-313
Protect Document settings
print titles worksheets, Excel, 311
Add a Digital Signature, 64-65
Encrypt with Password, 63-64
contact information, Outlook, 725
Mark As Final, 63-64
notebook pages, OneNote, 869-872
Restrict Access, 64
PowerPoint, presentations, notes, and
handouts, 596-599
Restrict Editing, 63-64
publications, Publisher, 803-804
Protect group, Review tab, 20
Protect Sheet dialog box, 287
worksheets, Excel, 308
headers/footers, 313-314
inserting page breaks, 310-311
Protect Workbook command, 286
Protect Workbook Structure, 286
Page Layout commands, 308-310
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p ro te ctin g wo rk b o o k s/wo rksheet s, Excel
protecting workbooks/worksheets, Excel,
publication templates, Publisher, 777-779
publications, Publisher
grouping, 818-819
layering, 819
overview, 775-776
adding, pages, 805-807
page settings, configuring, 807-810
creating, 779
pictures, formatting, 801
with blank sizes, 780-781
planning publications, 776-777
new templates, 781-782
publication templates, 777-779
rulers and guides, 783-785
with templates, 779-780
adding pages, 805-807
planning, 776-777
creating, 779-782
printing, 803-804
printing, 803-804
viewing, 785-786
rulers and guides, 783-785
Publisher, 12
Building Blocks, 802-803
business information sets
creating, 787
creating additional, 788-789
creating new, 787-788
Design Checker, 825-826
file formats and version compatibility, 48
hyphenation, 825
clip art, 802
illustrations, 798
picture placeholders, 799-800
pictures, 799
shapes, 802
master pages, 812-813
viewing, 785-786
Spelling feature, 825
swapping images, 820
tables, 816
Table Tools, Design commands,
Table Tools, Layout command, 817-818
templates, changing, 810-811
text, 789
creating text boxes, 790
editing in text boxes, 789-790
text boxes
formatting, 791-796
linking, 796-797
text files, inserting, 797-798
workspace, navigating, 782-783
creating, 815-816
Publisher Start page, 778
editing, 813
Publishers, inserting pictures, (file formats),
headers/footers, 814-815
placing objects on, 813-814
merging data, 820
purposes of presentations, PowerPoint, 578
PV function, 369
catalog merges, 823-825
mail merge, 821-823
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Rehearse Timings command
Rate function, 369
Read Mode, Word, 128, 179
queries, creating, 443-444
rearranging, worksheets, Excel, 283
Query Wizard, 441-444
recent edits, viewing notebook pages
(OneNote), 861-862
Quick Access Toolbar
common window elements, 23
Recent Edits command, 861-862
customizing, 33-35
recipient lists, 231
Excel application window,
creating, 227-228
editing data sources, 231
assigning to, 913-914
editing/manipulating, 229-231
running from, 914
editing/selecting fields, 228, 236-238
Save button, 51
filtering, 230-231
Word, Print Preview, 152
options, 226-227
Quick Analysis gallery, inserting charts,
saving, 228-229
sorting, 230-229
Quick Layout gallery, 400
Recommended Charts feature, Excel, 395
Quick Parts, Word
Recommended PivotTables command, 447
AutoText, 186-187
Record Slide Show command, 589
building blocks, 186-187
Building Blocks Organizer, 186, 188
headers/footers, 169
quick styles, PowerPoint, 499-500
Record Slide Show dialog box, 589
audio, notebook pages, OneNote, 867-868
slide shows, PowerPoint, 589-590
Quick Styles command, 501
QuizShow template, Powerpoint, 474
radar charts, Excel, 393
range names, Excel, 343-344, 364
creating from selections, 345
inserting in formulas, 364-365
inserting in functions, 365-366
managing, 345
ranges, Excel
moving, 304
video, notebook pages, OneNote, 868
#REF, 377
referencing, Excel
absolute referencing, 352-353
cells or ranges on other worksheets,
mixed references, 353-354
relative referencing, 351
Refine commands, 714-715
Reflection, 502
refreshing connections, Excel, 444-445
Rehearse Timings command, 588-589
naming, 343-344
referencing on other worksheets, 366-368
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re h e a rsin g timin g s, se lf - running present at ions, PowerPoint
rehearsing timings, self-running
presentations, PowerPoint, 588-589
Ribbon/Ribbon tabs, 26
accessing with keyboard, 27
relative referencing, Excel, 351
command access, 25
Remove Background command, 78
command groups, 19-20
removing cropping, 81
common window elements, 23
renaming worksheets, Excel, 283
Replace Format dialog box, 339
reports, creating for what-if analysis
(Excel), 464-466
customizing, 31-33
Developer tab, 906-907
drop-down arrows, 25
Excel Mobile app, 120-121
File tab, Options, 138
Research Task Pane, 23
Reset Picture command, 80-81
galleries, 20-21
Live Preview, 26
responding to meeting requests, Outlook,
minimizing, 26-27
restoring sections and pages from Notebook
Recycle Bin, 847
Word Mobile app, 119
Review tab, 19-20
Restrict Access, 286
Rooms command, scheduling meetings
(Outlook), 728
Restrict Editing, 63
rows, Excel
Reveal Formatting task pane, Word, 149-150
changing, height, 339-340
Reverse Sort command, Outlook, 705
deleting, 340
Review tab
freezing, 341-342
Excel, 279
hiding, 341
Word Online app, 108
inserting, 340
Review tab/review tools
command groups, 19-20
RSS Feeds, accessing via Navigation bar
(Outlook), 623
Rule Lines command, 858
Proofing Options, Thesaurus, 184-185
Rule Wizard, 764-767
Spelling and Grammar, 183-184
Ruler Guides dialog box, 785
Review tab/review tools Word Proofing
Options, disabling, 183
common window elements, 24
customizing, 30-31
Home tab, PowerPoint, 497
publications, Publisher, 783-785
inserting, charts, Excel, 394
OneNote, 830-832
indents, 147
Slide Show tab, 580
tabs, 148-149
Transitions tab, 567
viewing, 146
Ribbon Slide Master tab, 520-522
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sect ions, OneNot e
offline editing, 54
creating conditional formatting rules,
Excel, 334-335
Outlook, managing, 767-768
Save Files in This Format list, 53
with Quick Access Toolbar Save button,
Rules and Alerts dialog box, 749, 763
with Save As dialog, 50
Rules Lines gallery, 858
as web page formats, 51
running through presentations, PowerPoint,
Scale to Fit group, Page Layout tab, 309
scatter charts, Excel, 390-391
Scenario Manager, 462-466
Save As Backstage page, 29
Save Backstage page, 29
Save button, 23
Office app files, to cloud, 99
workbooks, Excel, 284-285
saving files
backward compatibility, 47
to Cloud, 8-9
converting to another type
with Backstage Save As page, 51-52
with Export, Change File Type, 51-52
with Export, Create PDF/XPS
Document, 51
Scenario Summary dialog box, 465
Scenario Values dialog box, 463
scenarios, creating for what-if analysis
(Excel), 462-464
Scheduling Assistant, Outlook, 728-729
scheduling meetings, Outlook, 726-727
meeting locations, 728
Scheduling Assistant, 728-729
viewing/editing meeting information,
Screen Clipping command, 881
Screen Clipping tool, 91-92
screen clips, inserting (OneNote), 880-882
Screenshot command, 881
screenshots, 69, 91
default locations for storing files, 53
capturing, 92
file formats, 47
PowerPoint, 526
defaults, 53
ScreenTips, 394
Excel, 48
Search Tools, Refine commands, 714-715
PDF, 49-50
searching Contacts folder, Outlook, 714-715
PowerPoint, 48
Word, 48
XML and XPS, 49-50
Office app files to Cloud, OneDrive,
Options, Save pane, 53
Section command, 523
section groups, OneNote, 844-845
sections, 242
sections, OneNote
creating/deleting, 840
AutoRecover, 54
merging, 843-844
Default Local File Location, 53
modifying, 841-843
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se ctio n s, On e No te
password-protecting, 842-843
restoring, from Notebook Recycle Bin, 847
sections, Word documents, 215-216
breaks, 215-216
junk mail, 758-759
commands, 759-760
options, 760-762
malware, 748
adding, 216
overview, 747-748
Breaks gallery, 216-217
passwords, 749-751
deleting, 217
rules, managing, 767-768
types of, 217
Select a Reply Template dialog box, 774
formatting page attributes, 217
Select Data Source dialog box, 399-400
previewing, 217
selections, creating range names (Excel),
security. See also Trust Center
digital signatures/certificates
self-running presentations, PowerPoint, 586
creating with Digital Certificate for
VBA Projects utility, 64
recording slide shows, 589-590
online certificate authorities, 64
setting up slide shows, 586-587
rehearsing timings, 588-589
Microsoft Office Security Options dialog
box, digital certificates, 920-921
Send Backward command, 547
passwords for homegroups, 62
Protect Document settings, 63
filling, Excel, 294
Add a Digital Signature, 64-65
creating custom fill lists, 297-298
Encrypt with Password, 63-64
creating custom series, 298-299
Mark As Final, 63-64
Fill handle, 295-297
Restrict Access, 64
Flash Fill feature, 299
Restrict Editing, 63-64
security, Outlook
numerical series, 296
Series dialog box, 298
antivirus software, 748
Set Up Show dialog box, 587
configuring, security settings, 751-753
Settings tab, Data validation dialog box,
email, 753-754
digitally signing, 755
shading. See borders and shading, Word
encrypting, 754-755
Shadow, 502
email attachments, 756-758
email rules, 762
shape attributes, PowerPoint, 499-500
Shape Effects command, 501
complex rules, 763-764
Rule Wizard, 764-767
for specific senders, 762-763
HTML email, 755-756
Shape Fill command, 792
PowerPoint, 500-501
Shape Styles, 90
shape styles, PowerPoint, 499-500
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slides, PowerPoint
Shape Styles gallery, 500
Drawing Tools, 792
shapes, 68, 87-88
presentations, PowerPoint, 600-602
workbooks, Excel, 290-291
shortcut menus, 24
adding, 88-89
Show Formulas command, 372
Arrangement and Current View group
commands, 76
single quotation marks, 366
combining, 88-89
with Drawing Tools, 90-91
PowerPoint, 501-503
Size, Text Box Tools, 796
Size command, 91
Drawing Tools, 793
sizing, SmartArt, 74
inserting, Publisher, 802
SkyDrive. See OneDrive/OneDrive Pro
PowerPoint, 526, 534-535
Skype for Business, 12, 723-724
Word, 87
Shapes gallery, 87-88
PowerPoint, 535
presenting presentations online, 592-593
Slice theme, Powerpoint, 473
slicers, Excel
Share Backstage page, 29
filtering table data, 428-429
Share group, Outlook, 717
PivotTables, 452
Share Notebook page, 836-838
Slide Master command, 519
Shared Notebook Synchronization dialog
box, 839-840
slide objects, assigning animation to
PowerPoint, 551-552
slide sections, PowerPoint, 523-524
publishing online, 689
sharing, 685-686
file management, 56
folders and libraries, 57
integration with, 889
OneDrive. See OneDrive
contacts, Outlook, 716-720
Slide Show tab, 580
slide shows
presenting online, 592
Office Presentation Service, 593-594
Skype for Business, 592-593
recording macros, PowerPoint, 589-590
setting up, self-running presentations,
slides, PowerPoint
files to Cloud, 8-9
animations, 565-566
invitations, Outlook, 719-720
copying/pasting/deleting, 490-491
notebook pages, OneNote, 103-104
editing content, 475-476
notebooks, OneNote, 836-839
entering text, 482-483
Office app files that are saved to cloud,
hidden slides, 583-584
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slid e s, P o we rP o in t
software requirements for Office 2016, 13-14
from existing presentations, 478
Solid Fill, 516
new, 481-482
Solver, 466-469
other object content, 483-484
Solver add-in, 39, 459
from Word outlines, 483
Solver Parameters dialog box, 468
bulleted, 491-493
Sort dialog box, Excel, 422-424
numbered, 493
sorting table data, Excel, 421-424
master slides, 518-519
creating/altering, 520-522
sound effects, PowerPoint
adding, 569
modifying layout, 484
animations, 562-564
publishing to libraries, 479-480
editing, 569-571
transitions, adding, 566-567
space, notebook pages (OneNote), 857
slides, PowerPoint Online app, 114-115
Sparkline Tools, Design tab, 414-415
SmartArt, 68, 70-72
sparklines, charts (Excel), 413
adding to PowerPoint Online app, 115-116
creating, 413-414
diagram categories, 72
modifying, 414-415
inserting, 72-74
modifying, 74-76
Spelling & Grammar command, 20
Spelling and Grammar checks, 183-184
PowerPoint, 526, 535-538
converting text to SmartArt, 539-540
inserting, 538-539
sizing, 74
SmartArt categories, 536-538
SmartArt gallery, 71
spelling errors, presentations (PowerPoint),
Spelling feature
Excel, 306
Publisher, 825
Word Online app, 108
SmartArt Graphic gallery, 540
splitting worksheets, Excel, 342-343
SmartArt lists, 71
Start screen, Excel, 276
SmartArt Tools
starting workbooks, Excel, 277-278
Design tab, 74-75, 540-541
Format tab, 76, 541
snail mail or email, 223
social networks, accessing contacts
(Outlook), 720-722
statistical functions, Excel, 360, 372-373
status bars
common window elements, 24
customizing, 36
stock charts, Excel, 391-392
Soft Edges, 502
storing information, OneNote, 852-854
soft fonts, 139
Strikethrough command, 139
software fonts, 139
strong passwords, Outlook, 749-751
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t ables, PowerPoint
Style dialog box, 329
surface charts, Excel, 392
styles, Word, 189-190
swapping, images, Publisher, 820
assigning to document text, 106-107
.swf, 574
creating, new and from formatting, 192
Symantec, 918
editing, 192-193
importing/exporting, 195-196
digital signatures, 64
sync status, viewing (OneNote), 839-840
lists, 190
Define New List Style, 190
Manage Styles dialog box, 190, 193-194
Edit, 194
Organizer, 195-196
Table command, Word Online app, 107
Table Styles gallery, 510
Recommend, 194
Restrict, 195
Set Defaults, 195
manual versus character and paragraph
formatting, 138
Modify Style dialog box, 193
previewing, 192-193
Quick Styles gallery, 190-191
Table Tools
Design commands, Publisher, 816-817
Design tab, 509-510
Layout commands, 508-509
Publisher, 817-818
Layout tab, 853
tables, Excel, 417-418
Style Inspector, 190, 192
creating using styles, 419-420
style sets/Style Set gallery, 190-191
creating new sets, 191
data tables, creating for what-if analysis,
resetting sets, 191
defining ranges, 418-419
themes, 163-164
filtering data, 424-425
tables, 190
Table Tools Layout tab, 190
templates, 130, 132
Styles gallery, 848
AutoFilter Search box, 425
creating advanced filters, 429-431
creating custom AutoFilters, 425-427
with slicers, 428-429
sorting data, 421-424
subpages, creating, in OneNote, 846
subscriptions, Office 365 subscriptions,
Subtotal command, 435
Table Tools, 420-421
tables, OneNote, storing information,
tables, PowerPoint, 507
subtotals, Excel, 434-435
formatting, 507-508
Subtotals command, 451
inserting in existing slides, 507
SUM function, 357-360
Layout commands, 508-509
Suppress Line Numbers, Word, 146
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ta b le s, P u b lish e r
tables, Publisher, 816
Table Tools
rows and columns
adjusting, 206
Design commands, 816-817
drawing, 201, 203
Layout commands, 817-818
height and widths, 206-207
tables, Word
Border Painter tool, 210
inserting, 249-250
selecting label types, 250
aligning text, 208-209
inserting, 200, 206
positioning, 207
sorting data, 211-212
Table Styles gallery, 209-210
Delete Table Style, 211
New Table Style, 210-211
Table Tools Design, 205
merging and splitting, 208
Border Painter tool, 210
sizing, 206
Draw Borders, 205
adding, 214-215
breaks, 215
versus tabular format, 214
converting text to tables, 199-202
delimiters, 201-202
versus Layout, 205
Table Style Options, 209
Table Tools Layout, 204-205
aligning elements, 204
auto fitting, 200-201
versus Design, 205
creating new, 198
erasing elements, 201
deleting text, 203
selecting elements, 203-204
drawing, 198, 201
styles, 190
rows and columns, 201, 203
Table Drawing tool, 201
viewing gridlines, 206
tables of figures
entering text, 203
inserting, 250-251
versus Excel, 199
updating, 251
formulas, 212-214
tables, Word columns editing settings, 215
inserting, 198-200
tables ranges, Excel, defining, 418-419
Excel spreadsheet, 199
rows and columns, 200, 206
Tables Styles gallery, 419-420
Tables Tools, Excel, 420-421
saving settings as default, 201
with Table Grid, 198
navigating, 203
pictures/graphics, 198
positioning, 203-204
Quick Tables gallery, 199
Tabular List, 199
tabs, Word, 148
versus column format, 214
leaders for, 148
setting on ruler, 149
tagging contacts, Outlook, 712-713
tags, OneNote, 849-851
Tags gallery, 849-850
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t ext boxes, PowerPoint
Tags Summary pane, 851-852
macro-enabled, 48
Memo, 54
accessing via Navigation bar, 623
previewing, 56
assigning attributes or categories, 693
searching for, 56
assigning/accepting tasks, 695-696
templates, PowerPoint, 48
with To-Do Bar, 692
templates, Publisher, files, creating from,
in Notes, 745
templates, Word, 48, 130
with Task dialog box, 692-693
attaching templates, 133-134
declining tasks, 696
brochures, 129
editing, 698-699
files, creating from, 55-56
managing, 699
filtering lists, 131
setting options, 700-701
from installed, 130
Tasks folder, 693
macro-enabled, 48
creating new tasks, 694
new templates, 131-133
creating recurring tasks, 694-695
Normal, 128, 129
viewing tasks lists, 696-698
from, 130
TCP/IP (Transport Control Protocol/Internet
Protocol), 748
from self-created, 130
Tell Me What You Want to Do (TMWYWTD),
text placeholders, 129
creating new, Publisher, 781-782
styles, 130-131
Word 97-2003, 48
text, Publisher, 789
editing, 789-790
creating pages, OneNote, 845-846
creating publications, Publisher, 779-780 templates, creating workbooks/
worksheets, 281-282
publication templates, Publisher, 777-779
Publisher, changing, 810-811
templates, Excel
files, creating from, 55-56
Simple Monthly Budget, 54-55
templates, Office applications, 48
benefits of, 54, 56
compatibility with Excel 97-2003, 48
compatibility with PowerPoint 97-2003, 48
in text boxes, 789-790
Text, Text Box Tools, 793
converting to SmartArt graphics,
PowerPoint, 539-540
wrapping in cells, Excel, 337
Text Box command, 496
Text Box Tools, Publisher, 793-796
text boxes, PowerPoint
editing, 496
formatting, with Drawing Tools, 499
inserting, 496-497
files, creating with, 54-56
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te x t b o x e s, P u b lish e r
text boxes, Publisher
customizing, 517
creating, 790
effects, 514-515
formatting, 791
files, creating from, 55-56
Drawing Tools, 791-793
Text Box Tools, 793-796
linking, 796-797
Text command, 90
Text Direction command, 498
text effects
fonts, 514
PowerPoint Online app, 114
previewing, 56
Publisher, files, 55-56
themes, Word
backward compatibility, 162
Format Shape task pane, 505-507
consistency across applications, 162
PowerPoint, 504-505
custom, 165
Text Effects command, 505
custom style sets, 165
default, 162
Text Effects gallery, 94
text entries, Excel, formatting, 315-316
deleting, 165
Document Formatting group, 162-164
changing text orientation, 317-318
files, creating from, 55-56
Format Cells dialog box, 316-317
text files, importing, into Excel, 438-439
manual formatting versus styles/themes,
text files, Publisher, inserting, 797-798
Styles/Style Set galleries, 163-164
text fill, PowerPoint, 504-505
Text Fill command, 504
Text Fit Command, 794
text functions, Excel, 375-376
Text Import Wizard, 438-439
text orientation, changing, Excel, 317-318
text outline, PowerPoint, 504-505
Text Outline command, 505
Themes gallery, 162-163
Themes gallery, 512
Thesaurus, 184-185
timing, PowerPoint
animations, 564-565
self-running presentations, 588-589
title bars, 23
common window elements, 23
Texture Fill, 516
TMWYWTD (Tell Me What You Want to Do),
textures, PowerPoint, 501
TOCs (table of contents), 242
Excel, 325-326
creating from, 55-56
PowerPoint, 510
applying, 511-512
adding entries, 246
building with TC field codes, 247-249
building with TC field codes, 242-244
with own styles, 242-245
backgrounds, 515-517
Field dialog box, 247-249
colors, 513-514
inserting into documents, 243
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Table of Contents gallery, 244-243
opening, 42
updating, 243, 246-247
Outlook, accessing, 751-752
ToolTips, 21
overview, 41-42
Top/Bottom rules, 332-333
settings, changing, 43
Trace Dependents, 379
Trusted Locations, 44-45
Trusted Publishers, 43-44
Trace Precedents command, 379
Trusted Publishers, Outlook, 752-753
Track Changes, 242
accepting/rejecting changes, 266
Typography, Text Box Tools, 794-795
comments, 261-263
options, 263-264
reviewing changes, 265
Undo command, 81
Reviewing Pane, 263
viewing changes, 264-265
All Markup, 262
Simple Markup, 261-262
Tracking group, Review tab, 20
Training template, Powerpoint, 474
Unprotect Sheet command, 288
up/down bars, Excel, 410
user identification, configuring (Outlook),
User Name option, 37
user-defined fields, Outlook, 709
transitions, PowerPoint, 551
adding to slides, 566-567
modifying, 567-569
Transitions tab, 567
validation rules, 453-454
specifying criteria for, 454-456
TRANSPOSE function, 373
#VALUE, 377
transposing cell ranges, Paste Special
command, 303
trendlines, Excel, 406-408
Trigger command, 560
TRIM function, 376
=TRIM function, 456
Trim Video command, 575
Trojan horses, 748
True Type fonts, 139, 142
Trust Center. See also security
macros, 907-908
editing, 908
entering, worksheets, Excel, 292-293
formatting, Excel, 318-319
creating custom number formats,
Format Cells dialog box, 320
Variants gallery, 513
VeriSign, and Trusted Publishers, 43
Compatibility Checker task pane, 65
of Excel, managing, 291
of Office 2016, 12-13
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v e rsio n s
Compare or Restore options, 60
Versions area, 59
Watch Window, Excel, 380-381
Waveform Audio file format (.wav), 562
PowerPoint, 571
inserting online video, 571-574
inserting video files, 574
web beacons, 755
Web Layout view, 179
web page formats, 51
modifying video files, 575-576
recording, notebook pages, OneNote, 868
video files, PowerPoint
inserting, 574
modifying, 575-576
Video Tools, 575
Playback tab, 575
View tab
Excel, 279, 306-308
OneNote, 859
PowerPoint Online app, 114
Word Online app, 108-109
changes by author, notebook pages
(OneNote), 862-864
comments, Excel, 324-325
connections, Excel, 444-445
meeting information, Outlook, 729-730
page versions, notebook pages (OneNote),
web tables, importing into Excel, 437-438
WebDAV (Web Distributed Authoring and
Versioning) servers, 689-690
What-If Analysis command, 464
what-if analysis, Excel, 459
data tables, 460-462
reports, 464-466
scenarios, 462-464
viewing scenarios and creating reports,
Widow/Orphan controls, Word, 146
width, columns, Excel, changing, 339-340
Windows 10
logon credentials, 99
Mobile Office apps, 116-117
Windows Defender, 748
Windows 10 apps,
Windows 10 Mobile Office apps
publications, Publisher, 785-786
Excel Mobile app, 120-121
recent edits, notebook pages (OneNote),
Word Mobile app, 117-120
scenarios, what-if analysis, Excel, 464-466
sync status, OneNote, 839-840
Windows Azure Marketplace, Data
Connection Wizard, 440
Windows Defender, Windows 10, 748
worksheets, Excel, 306-308
Windows Reader, 49
Dock to Desktop view, 860
Full Page View, 859
Windows XPS viewer, 49-50
Wipe transition, Effect Options gallery,
VLOOKUP function, 373-374
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Word document s
formatting text, characters
Query Wizard, 441-444
Character Spacing options, 142
Rule Wizard, 764-767
comparison of, 137-138
Text Import Wizard, 438-439
inconsistencies, marking, 150
WMA (Windows Media Audio (.wma), 563
manual versus styles/themes, 138
Word, 11
overview, 137
collaboration, 10
editing, PDFs, 9-10
shapes, 87
Word Art Styles, Text Box Tools, 794
versus Page Layout settings, 137
formatting text, fonts
copying/pasting attributes, 141
Font commands, 139-140
Font dialog box, 142
Word documents
borders and shading
Borders and Shading dialog box,
fill effects, 162
Chart Tools, 176
Excel worksheets, 176
formatting, 176
integrating text and images, 177-178
types, 175
creating/opening, 126-128
creating/opening, new, from templates,
data sharing, 902-904
Format Painter, 141
keyboard shortcuts, 140
OpenType fonts, 139, 142
software fonts, 139
formatting text, paragraphs
alignment, 143-144
comparison of, 137-138
indents, 146-147
line and page breaks, 145-146
line spacing, 144-145
manual versus styles/themes, 138
overview, 137, 142-143
versus Page Layout settings, 137
Paragraph dialog box, 143-146
Additional Actions, 903
Reveal Formatting task pane, 149-150
AutoCorrect dialog box, 903-904
tabs, 148
editing email, 890
mail merges, 890
advantages of, 166
Smart Tags, 890
Building Blocks Organizer, 169
Document Views
Document Info, 168, 169-170
Draft, 179
Document Property, 169
Outline, 179-182
Header & Footer Tools, 167-169
Print Layout, 179
Header gallery, 167
Read Mode, 179
Insert, 167
Split command, 182-183
Navigation, 168
Web Layout, 179
one-sided pages versus facing pages,
file formats, 48
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Wo rd d o cu me n ts
Options, 168
Page Layout settings
Position, 168
versus character and paragraph
formatting, 137
Quick Parts, 169
hyphenation, 146
sections, 166, 169
indents, 146-147
Page Number, 170-171
bulleted, 156-158
multilevel, 159-160
numbered, 158-159
with keyboard shortcuts, 135-136
with mouse, 134
with mouse, horizontal scrollbar, 134,
margins, 150-152
marking formatting inconsistencies,
page breaks, 152
page orientation, 152
paper size, 152
spacing, 144
file formats supported, 172
with mouse, vertical scrollbar, 134-135
Layout Options, 173
selecting text with keyboard, 137
Picture Tools, 172-173, 177-178
selecting text with mouse, 136
Reset Picture, 173
selecting text with Word Extend
feature, 137
text and images, integrating, 177-178
Navigation pane
collated or uncollated, 153
accessing, 179
margins, 154
Collapse/Expand toggle, 181
one or two sided, 153
Headings feature, 180
orientation, 153
Search box, 180
page number selection, 152-153
View Side By Side, 181
pages per sheet, 154
new features
paper size, 154
OneDrive, 125
preview, Print Preview, 152
Simple Markup view, 125
preview, Zoom slider, 154
Tell Me Box, 125
online pictures/clip art
Proofing Options
Define Dictionary,
Bing Image Search, 174-175
disabling, 183
Creative Commons, 174
Thesaurus, 184-185
Facebook or Flickr accounts, 174
Quick Parts
Insert Pictures browser, 174-175
AutoText, 186-187
OneDrive, 175
building blocks, 186-187
Online Pictures, 174
Building Blocks Organizer, 186, 188
text and images, integrating, 177-178
headers/footers, 169
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Review tab, Spelling and Grammar,
Review tools, Proofing Options
templates, 48, 130
attaching, 133-134
brochures, 129
Define Dictionary,
filtering lists, 131
disabling, 183
macro-enabled, 48
Spelling and Grammar, 183-184
new documents, 128-130
Thesaurus, 184-185
new templates, 131-133
selecting text
Normal, 128-129
with keyboard, 137
Normal, changing, 143
with mouse, 136
styles, 130-131
with Word Extend feature, 137
text placeholders, 129
shading, options, 161
from Start screen, 126-127
from Windows 8 taskbar, 125
styles, 189-190
creating new and from formatting,
editing, 192-194
importing/exporting, 195-196
lists, 190
lists, Define New List Style, 190
Word 97-2003, 48
text integration with images, 177-178
backward compatibility, 162
consistency across applications, 162
custom style sets, 165
custom themes, 165
default themes, 162
deleting themes, 165
Document Formatting group, 162-164
Manage Styles dialog box, 190, 193-196
manual formatting versus styles/
themes, 138
Modify Style dialog box, 193
Styles/Style Set galleries, 163-164
Organizer, 195-196
Themes gallery, 162-163
previewing, 192-193
Quick Styles gallery, 190-191
recommending, 194
restricting, 195
setting defaults, 195
Style Inspector, 190, 192
style sets/Style Set gallery, 190-191
tables, 190
tables/Table commands
styles, 190
Word Mobile app, 117-120
Word Online app, 104-105
File tab, 105
Insert tab, 107-108
Review tab, 108
View tab, 108-109
Word Save As page, 100
Word Share page,
WordArt, 69, 93-94
Table Tools Layout tab, 190
Word versus Excel, 199
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Wo rd Art S ty le s
WordArt Styles, 90
PowerPoint, 503-504
Print page, 311-313
print titles, 311
text effects, 504-505
protecting, 286
text fill, 504-505
rearranging, 283
text outline, 504-505
renaming, 283
WordArt Styles gallery, 76, 504
splitting, 342-343
WordArt Styles group, 94
viewing, 306-308
Workbook Views group, 306, 307
workbooks, Excel
creating, 281 templates, 281-282
protecting, 286
saving, 284-285
sharing, 290-291
starting, 277-278
worksheets, Excel
Excel, 277
Ribbon tabs, 278-280
OneNote, 829-830
Notebook pane, 832
OneNote Ribbon, 830-832
Publisher, navigating, 782-783
worms, 748
wrapping text in cells, Excel, 337
adding, images/graphics, 346-347
creating, 281
X-Y-Z templates, 281-282
deleting, 283
entering data, 291-292
AutoComplete, 293-294
labels, 292
X Y charts, Excel, 390-391
.xls file extension, document compatibility
with Excel 97-2003, 48
.xlsm Excel macro-enabled workbook file
extension, 48
values, 292-293
freezing rows/columns, 341-342
hiding, 343
inserting, 283
moving around in, 280
performing calculations, 349-351
printing, 308
headers/footers, 313-314
inserting page breaks, 310-311
.xlsx file extension, Excel 2010, 2013, and
2016 workbooks, 48
.xlt file extension, template compatibility
with Excel 97-2003, 48
.xltm file extension, macro-enabled Excel
template, 48
.xltx file extension, Excel template, 48
XML electronic paper file format. See XPS
file format
Page Layout commands, 308-310
print areas, 310
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X PS viewer
XML file format, 49-50
Excel file extensions, 48
PowerPoint file extensions, 48
Word file extensions, 48
XPS file format, 49-50
XPS viewer, 49-50
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