MicrosoftOffice2016:TheCompleteGuide

Copyright©2015.

Allarerightsreserved.

Thisbookoranyportionthereofmaynotbereproducedorusedinanymannerwhatsoeverwithouttheexpresswrittenpermissionofthepublisherexceptfortheuseof

briefquotationsinabookreview.

IDENTIFYINGNEWFEATURESOFWORD2016

TellMeCommand

Thenewfeature“TellMewhatyouwanttodo”findstoolsontheribboneasily.ThistoolisespeciallygreatfornewuserstoWord;itallowstheusertotypewordsandphrasesabouttheactionstheywouldliketotakenext.Itisquiteefficientintakingyoutofeaturesthatyouaremostlikelytouse.Inaddition,itwillalsohelpyoufindactionsyouwanttoperform.“TellMe”isquiteefficientinfindingtools,therebysavingyoutimeandeffort.Whenyoutypeinyourkeyword,tellmewillprovideyouwithshortcutstosomeofthepossibleoptions.

TousethenewfeatureTellme:

TypeyourSearchcriteriaintheTellMeBoxatthetopofyourribbon.

Whileyouaretyping,somepossibleResultswillbedisplayed.

Forinstance,ifyouaredesirousofindentingyourdocument,simplytype“indentation”andTellMewillbringbacktheInsertIndentationcommands.

YoucanviewpreviouscommandsinTellme:

ClickintheTellMebox.

TheRecentlyUseddrop-downlistingwillappear.

YouwillseethelastfivecommandsdisplayedthatyouhaveperformedfromwithinTellMe.

RealTimeTeamWork

YoucancollaborateonadocumentwithWord2016orWordOnline.Youmayworksimultaneouslywithyourcolleaguewhomyoucansharethedocumentwith.Furthermore,bothyouandyourcolleaguecanseechangesthataremadebyeachothertothedocument.Youcanalsoseethepositionofthecursoronthedocumentwherethechangesarebeingmade.ItshouldbenotedthatbothuserswillneedtobeoperatingOffice2016Preview.Editingpermissionshouldalsobegiventothepersonyouwanttosharethedocument

with.Therefore,eachuserwillneedtoagreetosharechangesinordertoviewworkinrealtime.

Inordertooptintoreal-timeco-authoring:

AccessaDocumentstoredonOneDriveforBusinessoronSharePointOnline.

ChooseYestosharechangesthatyouhavemade.

SmartLookup

SmartLookupprovidesyouwithinsightsbygivingyoutheoptionofresearchingawordorphrase.TouseSmartLook:

ChoosetheWordorPhrase,youwouldliketofindinformationon.

Right-clickontheWordorExpression.

ChoosetheArrowattherightedgeofthemovingtoolbar.

Amenuwillbedisplayed.

SelectSmartLookup.

LocatetheRibbon.

ChooseSmartLookupontheReviewtable.

YouwillseetheInsightpanedisplayinginformationpertainingtoyoursearch.

InkEquations

Yourmathequationsaresomuchsimplerwiththenewinkequations.Tousethisfunctiontoaidyouwithchallengingmath’sequations:

LocateInsert.

ClickonEquation.

ClickonInkEquation.

However,youcanuseatouchstylusoryourfingerstowritethemath’sequationandWord2016willchangeittotext.Youalsohavetheoptionofcorrectingtheequationwherenecessaryduringtheprocess.

ImprovedVersionHistory

Userswillnowbeabletoviewahistoryofallthechangestheyhavemadetotheirdocuments.Moreover,userswillalsohaveaccesstoearlierversionsoftheirdocuments.Ifyoudesiretoopenapreviousversion:

SelecttheFiletab.

ChooseHistory.

SelecttheversionyoudesiretorestoreintheHistorypane.

SimplerSharing

UserscannowsharetheirdocumentwiththeircolleaguesonSharePoint,One-Drive,orOne-DriveforBusiness.Simplifiedsharingallowsyoutoquicklyinviteotherstorevieworedityourdocuments.Youcansaveyourfiletothecloudandmakeitavailabletootherswithouthavingtonavigatefromyourwork.

Toshareyourfile:

ChooseShare(abovetheribbonthatislocatedontherightside).

SelectSave(ifthedocumentwaspreviouslystoredonthecloud).

ChooseSaveAs.

SelecttheTargetfolderontheright.

InviteOtherpersons.

DetermineiftheycanEditoronlyViewfiles.

ImprovedShapeFormatting

UsercannowgetthelooktheydesirewiththeShapesgallery.Usersarenowabletoquicklychoosefromavarietyofpresetfillandthemecolortoenhancetheappearanceoftheirshapes.

WORKINGINTHEWORD2016USERINTERFACE

MicrosoftOfficeinterfaceprovidesaneasyandsimplewaytoworkwithOfficedocuments.ThesedocumentscompriseofMicrosoftWorddocuments,PowerPointpresentations,Excelworkbooks,AccessdatabasetablesandOutlookemailmessages.

InordertostartWord,youmaydosofromtheStartscreenoryoumayopttodosofromtheStartMenuwhichisshownwhenyoutapontheleftendoftheWindowsTaskbar.However,ifWordisopeneddirectlyaprogramstartingscreenwillbedisplayed.Atthispointyoucanchoosetocreateanoriginaldocumentoryoumayopenadocumentthatalreadyexists.Irrespectiveoftheroutethatisused,youwillfindalltheprogramwindowsthatarerequiredtoaddandformatyourcontent.

YourNewDocuments

Thereareseveralwaystocreateanewdocument.Youmaydecidetocreateabrand-neworablankdocument,atemplateoruseanexistingdocument.Ifyouarecreatingablankdocument:

ChoosetheFiletab.

SelectNew.

TheNewtabwillbedisplayed.

ItshouldbenotedthatwhenyoufirststartWord,theNewtabopensontherightbydefault.

Ifyouareusingabuilt-intemplate:

ChoosetheFiletab.

ChooseNew.

SelectoneoftheTemplatethatislisted.

Thetemplatewillthenopen.

IfyouareusingaCustomtemplate:

ChoosetheFiletab.

IdentifyingProgramWindowElements

Intheprogramwindow,youwillfindtheundermentionedelements:

Title

Ribbon

TheTitleBar

AtthetopoftheWordinterfaceistheTitleBarthatispresentonallwindowsapplicationtoremindyouoftheprogramyouareusing.Italsocontainsthenameofthedocumentyouarecurrentlyusing.Youcanalsousethetitlebartodoavarietyofthings,forexample,minimize,resizeorclosethedocument.Thesethreeiconsarepositionedinthetoprighthandcorner.Theiconthatisusedtominimizethedocumentissimilartothissymbol(_).Theiconsthatareusedtoresizeappearasoneortwosquaresbasedonhowthedocumentappears.Additionally,theiconthatisusedtoclosethedocumentisrepresentedbyanXusuallydenotedinred.

TheRibbon

TheRibbonislocatedbelowthetitlebar.ThisconsistsofallthecommandsthatarenecessaryforworkingandnavigatinginaWorddocument.Fromtheribbon,youcanexploretheHometab,theInserttabandtheDesigntab.TheHometaballowsyoutoaddbulletsornumberingtotext,youcanaligntextandalsoadjustthespacebetweeneachline.TheHometabiswidelyusedbyWord.TheInserttaballowsyoutoinsertyourpicturesandtablestoengageyourreaders.Youcanalsoaddheadersandfooterstoyourdocument.Withthedesigntabyouhavetheoptionofdetermininghowyourdocumentlooks.

OPENING,NAVIGATING,ANDCLOSINGDOCUMENTS

IncaseswhereWordisnotactive,youmaystartWordandalsoopenanexistingdocumentatthesametime.

TostartWordandalsoopenanexistingdocumentatthesametime:

Double-clicktheDocument’sfilename.

IncaseswhereWordisalreadyactive,fromthestartpage,youshouldchooseanexistingDocument,locatedintheRecentpane.

CreateaNewdocumentfromthetemplate,or

TaponOpenOtherdocumentstorevealtheBackstageview.

GenerateaBlankdocumentoraDocumentbasedonatemplate.

Youmayalso:

TaptheOpenpagetab.

ChooseaLocationfromthePlacespane.

SelecttheFileyouwanttoopen.

Incaseswherethedocumentthatyouareworkingwithislengthy,youmaydisplaythecontentthatisnotshownbyutilizingtheverticalscrollbarthatisshownwheneverthepointerismoved.

TomovetheScrollarrowsupordownbyoneline:

TapthescrollArrows.

TomoveupordowntheFulllengthofawindow:

TapoverorunderthescrollboxinordertomoveupordowntheFulllengthofawindow.

Wheneverthewidthofthedocumentcannotfitonthescreen,theHorizontalscrollboxcanbeusedineitherdirectiontonavigatefromonesidetotheother.Todothis:

DragtheScrollboxtothedesiredsectionofthedocumenttodisplaythecontent.

Youcanalsousethecursortomovearoundinyourdocument:

MovetheCursoraround.

YoucanalsopositionthecursorinanexactLocation.

ClicktheLocation.

Whenevermultipledocumentsareopen,youmayclosethedocumentthatisactivewhilstWordisstillrunning:

TapontheClosebuttonattherightendofthetitlebar.

However,ifthereisonlyonedocumentthatisactive:

ClicktheClosebuttontoclosethedocumentandalsoexitWord.

Ifyouwanttoclosethedocumentthatisopenbutwants,Wordtoremainrunning:

TaponClose,thisislocatedinthebackstageview.

VIEWINGDOCUMENTSINDIFFERENTWAYS

Wordallowsyoutodisplayyourdocumentindifferentviews.TheseincludePrintLayout,ReadMode,WebLayout,OutlineandDraftviews.Tochangefromoneviewtoanother:

ClickthebuttonsthatarefoundintheViewsgroupontheViewtab,or

ClicktheViewShortcutstoolbarpositionedinthelower-rightcorneroftheprogramwindow.

PrintLayoutView:Thedocumentwillbedisplayedonthescreensimilartohowitwilllookwhenitisprinted.

ReadModeView:Thisviewwillonlyshowcontentthatcanfitonthescreen.Asthenamesuggest,youcanonlyreadthecontentbutyouarenotabletomakeanychangesinthisview.

WebLayoutView:Thedocumentispresentedinthesamewaythatitwouldappearinawebbrowser.

Outlineview:Thisviewshowsthestructureofadocument,thevariousheadingsandsubheadings.Italsoallowsyoutoefficientlyrearrangeyourdocumentasyouseefit.

Draftview:Thisdisplaypresentsalayoutwhichallowsyoutoeasilyeditthetext.Itshouldbenotedthatheadersandfootersarenotdisplayed.

Wordallowsyoutoadjustthelayoutofadocument.Withtoolssuchasrulersandgridlinesyoucaneasilypositionyourtextinthelayoutyoudesire.

Topositionandalignyourtext:

ChoosethecorrespondingCheckboxes,youwillfindthisintheShowgroupontheViewtab.

UsetheToolsthatareshownintheZoomgrouptochangethemagnificationofthedocument.

TaptheZoombuttontochooseorenterapercentage.

Youalsohavetheoptionofworkingwithdifferentpartsofthesamedocumentatthesametime:

FromtheZoomdialogboxTaponManypages.

TapontheMonitorButton.

ClicktheThumbnailthatisonthesecondpageinthetoprow.

TapOKtoadjusttheMagnificationinorderforbothpagestobeshownsidebyside.

Aninvaluablefeature(thisisnotfoundontheViewtab)thatwillhelpyouinrefiningthelayoutofadocument:

TaptheShow/HidebuttonintheParagraphgroupontheHometab

(Thiswillactivateandrevealtheformattingmarksandhiddencharacters).Someformattingmarksincludeparagraph,pagebreaks,tabsandsectionbreaks.Thesewilldeterminethelayoutofyourdocuments.However,hiddencharactersfacilitatethestructureforanumberofprocessesincludingindexing.Toturnonandoffformattingmarksandhiddencharacters:

ClicktheShow/Hidebuttontoconcealhiddentextandformattingmarksinyourdocument.

TaptheSwitchWindowsbuttonwhichislocatedontheViewtabintheWindowgroup.

Clickthedocumenttoredisplay.ThedocumentwillbedisplayedinDraftviewwiththeformattingmarksandhiddentextturnedon.

STARTING,ENTERINGTEXTIN,ANDSAVINGDOCUMENTS

WhenWord2016isstarted,youcaneitheropenanexistingdocumentoryoumaycreateanewdocument.Wheneveranewdocumentiscreatedoryouwishtoinputcharactersinatemplate,ablinkingcursorwillindicatewherethenextcharacterthatistobeenteredwillappear.Uponreachingtherightmargin,thenextcharacterortextthatyouareinputtingwillmovetothefollowingline.

Wheneveryouhavecreatedadocument,thatdocumentistemporary,thisisindicatedbythefilenameDocument1.Youwillneedtosavethedocumentinorderforittobecomepermanent.Thereareanumberofplaceswhereyoucansaveyourdocument.However,inordertochoosethebestlocation,youneedtoknowhowyouwillbeusingthedocument.Youcansaveyourdocumentatthefollowinglocations:

One-Drive

SharePointteam

PersonalOne-Drivefolder

Afolderonthecomputer

Ifyouwillbetravellingandwantsaccesstoyourdocuments,youmaysaveitonline.Also,ifyouwillbesharingdocumentswithyourteammates,colleaguesorfamily,itisbesttosaveyourdocumentonline.Ifitisabusinessdocument,youwishtoshare,itissuggestedthatyousaveitonOne-DriveorShare-point.Ifthenatureofthedocumentisprivate,butyouwanttoshareitwithyourfriendsandfamily,selectapersonalOne-Drivefolder.Butifyouprefertoworkwithadocumentthatisalreadyonyourcomputer,youmaysaveittoafolderonthatcomputer.

Inorderforyoutosaveyourdocument:

TapontheSavebuttonwhichislocatedontheQuickAccessToolbaror:

ClickonSaveintheBackstageviewwheretheSaveAspageoftheBackstageviewwillbedisplayed.

SelectaNametothedocument.

AssignaMetadatatags.

IdentifyaFiletypeforthedocument.

SelectaLocationontheSaveAspage.

SaveDocument,thiswillclosethedialogbox.

MODIFYINGTEXT

Ifyouarenotsatisfiedwithyourdocument,youcanalwayseditit.Therewillbecaseswhereyoumayneedtoshortenyoursentences,changeawordoreventoeditaphrase.Inaddition,youmayalsoneedtoeditadocumenttocustomizeitforadifferentpurpose.Thedocumentcanbemodifiedwhileyouarecreatingitoryoucanchangeitlater.

InsertingthecontentsofOneDocumentintoAnother

Youmanyneedtoinsertthecontentsofanexistingdocumentintomultipleorasingledocument.

InsertingText

Youcanalsoinsertyourtext.Todothis:

PositionyourCursortowhereyouwantthetexttobeinserted.

Anytextthathadpreviouslyexistedwouldmovetotherightofthecursor.

DeletingText

Deletingtextisverysimple.Todeleteaclusterofcharactersoronecharacter:

PositionyourcursortothedesiredLocation.

HolddowntheBackspaceorDeletekey.

Thiswillremovethecharacters.

WhentheBackspacebuttonisused,thetexttotheleftofthecursorwillbedeleted.

However,ifthedeletebuttonisused,thetexttotherightwillbedeleted.

Inremovinganumberofcharacters:

HighlighttheselectedText.

UseyourDeletebuttontodeletethetext.Thiswilldeletethecharactertotherightofthecursor.

YoucanalsoselectthetextbydraggingasegmentoftheText.

Additionally,youcanchooseaword,asentenceoraparagraph,adjacentwords,linesorparagraphs.

SelectingaWord

Ifyouwanttoselectaword:

TaptwiceanywhereinWord.

Youwillnoticethatthewordandthespacewillbeselected,however,nopunctuationfollowingthewordwillbeselected.

SelectingaSentence

Ifyouwanttoselectasentence:

PressdowntheCtrlkey.

TapanywhereintheSentence.

Allthecharactersinthesentencewillbeselected,includingthefirstcharactertothespacefollowingthepunctuationmark.

ToSelectaParagraph

Whenselectingaparagraph:

ClickthreetimesatanyLocationintheparagraph.

Wordwillchoosethetextoftheparagraphandtheparagraphmark.

SelectingNon-AdjacentWords,LinesorParagraphs

Whenyouareselectingnon-adjacentwords,lines,orparagraphs:

SelecttheFirsttext.

PressheCtrlkeywhilechoosingtheNextTextBlock.

Afterselectingthetext,youwanttodelete,presseitherBackspaceorDelete.

Theremaybeinstanceswhereyouwanttochangeorcopytheselectedtext,youmayeitherDrag-and-dropeditingCut,Copy,andPastebuttons.

Todrag-and-dropediting:

Inordertodraganddropediting,youcanuseanyoftheaboveapproachesmentionedabove,thereafter:

PositionyourcursorovertheSelection.

TapontheMouseButton.

DragtheselectiontotheDesiredLocation.

ReleasetheButtonofthemouse.

DepresstheCtrlbuttonwhileyoudragtheSelection.

Cut,Copy,andPaste

Thismethodshouldbeusedincaseswhereyouaregoingtomoveorcopytextbetweentwoplacesthatwillnotbeshownsimultaneously.

InordertoCut,Copy,andPaste:

ChoosetheText.

TaptheCutorCopybuttonintheClipboardgroupontheHometab.

PlacetheCursorinthenewlocation.

TapthePastebuttontoadd/inserttheselection.

FINDINGANDREPLACINGTEXT

Itisimportantthatthetextinthedocumentisaccurateandconsistent.TheFindfeatureisveryhelpfultoidentifyandrevieweveryinstanceofaspecificwordorphrase.

Tofindandreplacetext:

ClicktheFindbuttonintheEditinggroupontheHometab.

TypetheCharactersinthesearchboxlocatedatthetopofthepane.

WordwillhighlightallinstancesofCharactersfoundinthedocument.TheywillbedisplayedontheResultspage.

Youcanalsofindprecisecapitalizationofyoursearchphrase:

ClicktheSearchforMoreThingsarrowlocatedintheNavigationpane.

TapAdvancedFindtoshowtheFindpageoftheFindandReplacedialogbox.

TapMore.

SelectDown,UporAllfromtheSearchlist,or

SelectMatchCasecheckboxtoidentifyonlytextthatissimilartothecapitalizationofthesearchterm.

ClickMoreinthelower-leftcornerexpandsthedialogboxtomakeadditionalsearch

optionsavailable.

Youcanalsoeliminateinstancesofthesearchtermthatappearwithinotherwordsby:

ChoosingtheFindWholeWordsOnlycheckbox.

YoucanalsofindwordswithSimilarbeginningorEndingasyoursearchterm:

ChooseMatchPrefixorMatchSuffixcheckbox.

Itisalsosimplytoidentifywordswithdifferenthyphenationorspacing:

ChoosetheIgnorePunctuationCharacter,oryoumayalsochooseIgnoreWhite-SpaceCharacterscheckbox.

YoucanchoosetoeitherreplacetheselectedtextintheReplacewithboxandmovetothenextoccurrenceoryoucanReplacesallinstanceswiththetextintheReplacewithboxorFindNextwhichidentifiesfirstoccurrenceoritallowstheselectedoccurrencetoremainasitisandfindsthenextone.

Fine-tuningText

Inpreparingyourworddocument,itisimperativethattheappropriatewordischosenthatwillexpressthemeaninginanygivencontext.Youwillbeabletolookupthemeaningofwords,synonyms,antonymsofwordsthatarecontainedwithinyourdocumentbyusingthebuiltinproofingtools.

Synonyms

Tofindasynonym:

ClickonSynonymtoshowthesynonymsoftheword.

Continuethisprocessuntilyoufindtheappropriateword.

PositiontheCursoronthesynonymdesired.

ClicktheArrowthatisdisplayed.

ClickInsert.

TranslateLanguage

Inordertotranslatewordsandphrasesintootherlanguages,youneedtoclickontheTranslatebuttonwhichcanbefoundintheLanguagegroupontheReviewtab.TheTranslatemenuwilldisplaytheMiniTranslatorandtheOnlinebilingualdictionary.

MiniTranslator

ToturnontheMiniTranslator:

TaponMiniTranslatorontheTranslatemenu

PositionthecursortoawordorParticularPhrasetoshowatranslationinthespecifiedlanguage.

ClicktheExpandbuttonfromtheBilingualDictionarypanecontainingthetranslation.

OnlineBilingualDictionary

Tousethebilingualdictionary:

TapTranslateSelectedTextfoundontheTranslatemenu.

TapLanguagesfromandtowhichyouwouldliketotranslate.

Ifyouwanttofindawordthatisnotshowninthedocument:

TypethewordintheSearchbox.

IndicatetheLanguagesyouwouldlikeintheResearchpane.

TaptheStartSearchingbutton.

Wordwillchecktheonlinebilingualdictionaryforthedesiredtextandshowstheresult.

OnlineMachineTranslator

Ifyouaretranslatingawholedocument:

TapTranslateDocumentlocatedontheTranslatemenu.

ClickSend.

Theoriginaldocumentwillbeshownsidebysideinthewebbrowser.

TranslatingaDocumentintoSeveralLanguages

ThedefaultlanguagecanbechangedbytheMiniTranslator.

Tochangeit:

TapChooseTranslationLanguagefromtheTranslatemenu.

ChoosevariousLanguagepairsforeachtypeoftranslator.

CORRECTINGSPELLINGANDGRAMMATICALERRORS

Yourrecommendedresponsestosuggestedspellingandgrammarchangestothedocumentaresaved.However,ifyouchoosetodisregardaflaggederror,theerrorwillnotagainbeflaggedwhenthespellingandgrammarcheckerisrepeated.Thebehaviorofthespellingandgrammarcheckerontheproofingpageofthedialogboxcanbestipulated.Additionally,youcanalsoindicateintheWritingStylelistwhetherthespellingandgrammarcheckershouldalsocheckforstyleconcernssuchassentencestructure,wordinessandunclearphrasing,andwordiness.

Toindicatethetypesoferrorsthatthespellingandgrammarcheckerflags:

TaptheSettingsbuttonlocatedtotherightoftheWritingstylelist.

Tocheckthespellingandgrammarofadocumentfromscratch:

TaptheRecheckDocumentbuttonthatisshownontheProofingpageoftheWordOptionsdialogbox.

WordfeaturestoolssuchasAutocorrect,ErrorindicatorsandSpellingandgrammarcheckertoassistyouinremovingspellingandgrammarerrors.

AutoCorrect

AutoCorrectcorrectsthespellingofwords,commongrammaticalerrors,substitutestextcodeswithmathematicalsymbols,andusesformattingbasedontextcues.Thisfeaturecontainsalistingofregularlymisspelledwordsandtheircorrectspellings.Italsoallowsyoutoincludeoraddtoitslistingofwordsinthedialogboxthatarenotrecognizedasincorrect.IfyoufrequentlymisspellawordthatAutoCorrectdoesn’tchange,youcanaddittothelistintheAutoCorrectdialogbox.IfyouhaveintentionallytypedawordthatisontheAutoCorrectlistandyouprefernottoaccepttheAutoCorrectchange,youcanclicktheUndobuttonbeforeyouenteranythingelse,orbypointingtothebarthatappearsbelowthewordandthenclickingUndoinordertoreversethecorrection.

ErrorIndicators

Wordspecifieswordsthatarepossiblymisspeltwithredwavyunderlines.Itshowsgrammaticalerrorswithgreenwavyunderlines,andformattingerrorswithwavyblueunderlines.Ifyouwanttodisplaypossiblecorrectionsandlinkstoproofingresources:

Right-clickonUnderlinedwordorPhrase.

SpellingandGrammarChecker

Theremaybeinstanceswhereyouwanttofindoutifthespellingorgrammarofparticulartextortheentiredocumentiscorrect.Todothis:

TaptheSpelling&GrammarbuttonfoundintheProofingcategoryontheReviewtab.

WordwilldisplaytheSpellingpaneorGrammarpaneifitcomesuponapotentialerror.

APPLYINGSTYLESTOTEXT

Wordprovidesyouwiththeoptionofformattingyourdocumentinastylethatiseasierforreading.Inaddition,styleswillhelptocreateadocumentwithaprofessionallook.Youcanmodifytheappearanceofwords,phrases,andparagraphsbyusingstyles.Applyingstylewillalsoassistyouinstructuringthedocumentinsuchamannerthatadocument

outlineisshownintheNavigationpanewhichwillprovehelpfulincreatingatableofcontent.

Stylesalsoincludecharacterformattingsuchassize,fontandcolor.Paragraphformatting:linespacingandoutlinearealsofunctionsofStyles.Stylesarekeptinthetemplatethatisrelatedtoeachdocument.ItshouldbenotedthatblankandnewdocumentsarecreatedontheNormaltemplate.However,theNormaltemplatecomprisesabasicselectionofstylesthatisappropriatefortherequirementsofmostdocuments.Thesestylescontainnineheadinglevels,numeroustextstylesplusthoseformultiplelevelsofbulletedandnumberedlists,tableofcontentsentrystyles,andindexandseveralspeciallydesignedstylessuchasthoseforhyperlinks,placeholders,quotationsandcaptions.

Stylesareusedformanydifferentpurposes,includingenhancingtheappearanceofthecontent,creatinganoutlineforadocument,andlabellingcontentinsuchawaythatitcanbeeasilylocated.

StylesthatarekeptinatemplatearefrequentlyfoundedintheNormalstyle.Itusesthedefaultbodyandheadingfontsrelatedwiththedocument’sthemetherebycreatingconsistency.Consequently,formattingdocumentcontentbyusingstylesattainsabalancedresult.

ApplyingTitleStyles

DisplaytheNavigationpane.TapontheStylesdialogboxlaunchertoshowtheStylespaneontheHometab.

DragtheTitlebartotherightedgeoftheprogramwindow.

ClickintheDocumenttitle.

ClickintheFirstheading.

ClickoncemoreintheDocumenttitle.

ClicktheTitleStylespanetoapplythestyle.

ApplyingStyletoSubTitles

Todothis:

ClickanywhereintheInformationSheetparagraph.

TapontheSubtitletoapplythestyleinthestylespane.

Thethemecanbychangedbyapplyinganyfontset.Todothis:

Positionyourcursoronthefontthatyoulike.

ClicktheFontyoulike.

TapontheThemesbutton.

TaponSaveCurrentThemetosaveyourchange.

ChangtheSuggestedname

ClickSave.

CHANGINGADOCUMENT’STHEME.

Alldocumentsthatarecreatedarebasedonatemplate.Thistemplateincludesamixtureofharmonizedcolors,fonts,andeffectsthatvisuallybearacertaintone.Ifyouwanttomodifytheappearanceofadocument,youcanapplyadifferenttheme.

Youhaveavarietyofthemetoselectfromandcanadjustthecolorsorfonttoyourliking.Youcanalsochangetheparagraphspacingandvisualeffectsthatarerelatedtoatheme.

FromtheDesigntablocatedintheDocumentFormattinggroup:

TapontheThemesbuttontodisplaytheThemesmenu.

PointtoeachThumbnailinturntodisplayalivepreviewofthetheme.

TapontheFacettochangethecolorsandfontstothosedefinedforthatthemeintheThemesgallery.

TapontheColorsbuttontoshowthecolorsmenuintheDocumentFormattinggroup.

PositionyourcursoronthePaletteyoulike.

Youcanalsoadjustthecolorpaletteofanytheme,todothis:

ClicktheColorpaletteyoulikeintheThemeColorsgallery.

TapontheFontsbuttontodisplaytheThemeFontsmenu.

MANUALLYCHANGINGTHELOOKOFCHARACTERS

Wordhasprovidedafacilityforyoutomanuallyalterindividualelements.YouareabletochangetheappearanceofafontbyadjustingtheattributesofSize,StyleEffectsandCharacterspacing.Thesizeofafontcanbeadjusted.Inaddition,differentshadesofcolorscanbeusedtomakethewordstandout.Whenthesizeandthecolorofthefontareadjusted,itisreferredtoascharacterformatting.CharacterformattingcanbeappliedfromtheMiniToolbar,theFontgroupontheHometabandtheFontdialogbox.

Youalsohavetheoptionofchangingtheappearanceofcharactersbyapplyingpredefinedtexteffectstoyourdocumentorasectionoftext.

Tomanuallychangingthelookofcharacter:

Underline

ClickontheWordyouwanttoadjust

ClickUnderlinebuttonontheHometabintheFontgroup.

Bold

Selectaheading.

TaptheBoldbuttontoapplyBoldformattingtotheheadingontheMiniToolbar.

PositiontheCursorontheword.

TapontheMousebuttontoselecttheword.

ClicktheFontarrowtoexpandtheFontgallery.

Lookthroughtheavailablefonts.

PresstheLetterT.

AllthefontsbeginningwithTwillbedisplayed.

TapontheFontthatyouliketoapplyit.

ChangingtheFontSize

Ifyouwanttochangethesizeofthefont:

TapontheFontSizearrow.

ClickondesiredPointinthelist.

Thesizeofthetextwillbechangedtothedesiredpoints.

Youcanalsoapplyfontformattingthatisnotaccessiblefromtheribbon:

SelectaWordthatyouwanttochange.

ClicktheFontdialogbox.

TaponthefontpageintheEffectsarea.

SelectUppercaps.

MANUALLYCHANGINGTHELOOKOFPARAGRAPHS

Wordallowsyoutomodifytheappearanceaparagraphbyalteringitsindentation,alignment,andlinespacing.ThedifferenttypesofindentationareFirstLineIndent,HangingIndent,LeftIndentandRightIndent.Inordertomanipulatetheindentationof

lines,youcandragthemarkersonthehorizontalrulertoshowthebeginningandendofeachlineoftext.

YoudisplaythehorizontalandverticalrulersbyselectingtheRulercheckboxintheShowgroupontheViewtab.

Tomanuallychangeaparagraph’sindentation:

ChoosetheRulercheckboxfromtheViewtabintheShowgroup.

ModifytheZoomleveltoshowtheparagraphinthedocument,

SelecttheParagraphthatyouwanttomodify.

SelecttheCenterbuttontocenterthelinesbetweenthemargins

DragtheLeftIndentmarkertothe1.0-inchmark.

CREATINGANDMODIFYINGLISTS

Wordassistsyouinformattingyourlists.AllListsbeginswithacharacterandareformattedwithahangingindent.Youcanaddbulletsornumberinginordertodistinguishbetweenideasandpoints.

Tocreateanewlist:

CreatewithBulletedlistEnter*atthestartoftheparagraphorNumberedlistEnter1atthestartofaparagraph.

TaponEnter(theformattingwillcontinuetothenewparagraph.

Ifyouwanttoconcludethelist:

TaponEntertwice.

ClickNonefromtheHometabinthelibrary.

ItshouldbenotedthatWordwillcontinuewiththeformatusedthatis,thebulletornumberedlist.

Youcanalsocreatealistwithnumerouslevels.Todothis:

CreateyourListasindicatedabove.

PresstheTabkeyatthestartofthatparagraphwhenyouarereadyforthenextlisttobeatalowerlevel.

PresstheTabkeyatthestartofthatparagraph.

ItshouldbenotedthatWordaltersthebulletcharacterforthedifferentitemlevels.Fornumberedlistings,Wordmodifiesthetypeofnumberingused.

PRESENTINGINFORMATIONINCOLUMNS

Textcanbeshownindifferentcolumns.Youcanreviewthestandardoptionsfordividing

textintocolumnsintheColumn’sgallery.Inordertopresentyourinformationincolumns:

ChoosetheParagraphs.

TapontheColumnsbutton.

SelectthenumberofColumnsdesired.

Youmayneedtoalignthedocumentcontentwiththecolumnedges:

Clickatthestartofthefirstparagraph.

PressShift+Ctrl+End.

SelecttheJustifybutton.

Thespacingbetweenthewordswillbeinsyncwiththeleftandrightmargin.

YoumayneedtoextendyourColumnWidth:

SelectMoreColumnsonthePageLayouttab,atthebottomoftheColumnsgalleryinordertoopentheColumnsdialogbox.

EnterthedesiredSpaceintheSpacingbox.

ClickontheApplytoarrow.

SelectOKinorderforthechangestobeappliedtothecolumns.

ADJUSTINGANDPREVIEWINGTHEPAGELAYOUT

Whenyouworkonyourdocumentintheprintlayoutview,itsimplymeansthatyoumostlikelyknowhowthedocumentwilllookontheprintedpage.

YoucanusecommandsfromthePagesetupgroupsuchasthePageLayouttabtomodifythedirectionsandmarginsofthepagetofityourdeliveryandcontentmethod,whileworkinginthedocument.Youcanalsosetupthedocumenttoshowandprintproperlybychangingthesizeofthepaper,ifyouareplanningtosendthedocumentatapagesizeotherthanthatofthedefault.

ItisalsogoodtopreviewyourdocumentbeforeyouprintiteventhoughthepagelayoutisvisibleinthePrintLayoutviewsection.Thisallowsyoutohaveabetteroverviewofyoudocumentthanwhenyouareworkingstraightintothecontent.Formultiplepagedocuments,previewingisveryimportantbutisevenmoreusefulforonepagedocuments.ByshowingthePrintpageofthebackstageviewandthenpagethroughthedocumentshownintherightpane,youwillbeabletopreviewyourdocument.Thisviewgivesyouanexactpreviewofhoweachofthepagesofthedocumentwillappearwhenprintedonwhicheverprinteryouuse.

Incaseyouaredispleasedwiththeappearanceofthepreviewpaneoftheprintpage,youdonothavetoexitthebackstageviewtomadechanges.YoucangototheleftpaneoftheprintpagewhichgivesyouaccesstonumerouscommandsthatareavailableonthePageLayouttabthatallowsyoutoadjustthedocumentsettingssuchastheOrientation,MarginsandPapersizewhilepreviewingtheireffectsontheprintedpage.

Orientation

WiththeOrientation,youcanalterthedirectioninwhichapageispositionedonthepaper.Portraitisthedefaultorientationbywhichthepageislongerthanitiswide.AnotherorientationisLandscape,bywhichthepageisbroaderthanitislong.Whenyouadjustthemarginsofyourdocument,youbasicallychangewheretheinformationcanbedisplayedoneachpage.YoucanchoosefromasetofcustommarginsorfromanyofWord’ssetsofalreadyinplaceright,left,topandbottommargins.WiththePapersize,youcanchangetoanyoneoftheavailablesizesforyourchosenprinterbyselectingfromalist.

ToopenthePageSetupdialogbox,clickonPageSetuponthePrintPagewhichallowsyoutoorganizeadditionaloptionsifyouwanttoarrangethesettingsforonlyparticularsectionsofyourdocumentorifyouwanttoarrangemultipleprintlayoutsettingsinoneplace.Ifyounowhavethesettingsasyoudesire,simplyclickontheBigPrintbuttonlocatedatthetopoftheprintpagetosendyourdocumenttotheprinter.

HowtoPreviewaDocument?

FirstyoushowtheBackstageview.

ThenclickonPrintpagetablocatedintheleftpanetoshowtheprintoptionsandthepreviewofthedocument.Youwillrealizethatthenavigatorofthepagethatisunderthepreviewpanesignifiesthatthedocumentwillprintontwopagesandthepreviewpanedoesnotshowthedocument’sshadedbackgroundbecausetheshadingwillnotbeprinted.

HowtoAdjusttheMarginsofaDocument?

ClickontheZoomOutbuttonlocatedonthelowerrightcornerofthepreviewpane,untilbothpagesofthedocumentareshownsidebysideinthepreviewpane.

ClickonNormalMargins,locatedintheSettingssectionofthePrintpage,toshowtheMarginsmenu.ThisisthesamemenuthatwillbeseenwhenyouclickontheMarginsbuttoninthePageSetupgrouponthePageLayoutTab.

ClickonWidelocatedontheMarginsmenu.Youwillseethatthechangeisinstantlyreplicatedinthepreviewpaneandthepagenavigatorsignifiesthatthedocumentnowconsistsofthreepages.

ClickontheNextPagebutton,locatedinthePagenavigator,wtwicetoshowthenewthirdpage.

ClickonthePageSetuplinklocatedatthebottomoftheleftpaneofthePrintpage,toshowtheMarginspageofthePageSetupdialogbox.

HowtoChangetheOrientationofaDocument?

ClickonLandscape,locatedintheOrientationsection.YouwillnowseethatthesettingsintheMarginssectionchangesothattheLeftandRightaresetat1inchandtheTopandBottomaresetat2inches.ThisadjustmentisreflectedinthePreviewsectionofthedialogbox.

ClickonMirrorMarginslocatedintheMultiplePageslist,toshowthatyouwanttosetthemarginsforthefacingpages.

TypeorclicktosettheInsidemarginto2inches,whichislocatedintheMarginsSection.

ClickonthePapertab,locatedinthePageSetupdialogbox.ThenclickontheLayouttabandyouwillfindtheoptionsavailableonthosepages.YouthenclickonOKtogobacktothePrintpageofthebackstageview.

Youcannowexplorewithotherprintsettingstoseewhatandwhatisavailableforyourprinter.

MONITORINGWHATAPPEARSONASEPARATEPAGE

MicrosoftWordwillcreateanewpagebyinsertingaslightpagebreaksifyourdocumentcontainsmorecontentthanwhatwillholdbetweenitsbottomandtopmargins.

InsertingaPageBreak

IfyouwishtobreakapageinaplaceotherthanwhereWordwouldusuallybreakit,youcansimplyputinamanualpagebreakby:

eitherpressingCtrl+Enter,clickingonPagewhichislocatedinthePageSetupgrouponthePagelayouttabor

ClickingonPageBreaklocatedinthePagesgroupontheInsertTab.

InWord,awidowappearswhenaparagraphbreakssothatmajorityofitshowsononepagewhileitslastlineisseenatthetopofthefollowingage.Anorphaniswhenaparagraphbreakssothatitsfirstlineshowsatthebottomofonepageandtherestoftheparagraphshowsonthefollowingpage.Unfortunately,thesesinglelinedtextscanmakeyourdocumentverydifficulttoreadandassuch,Wordrequiresthataminimumoftwolinesshouldbeshownatthebottomandtopofeachpage.Aswithalltheotherfeaturesoftheprogram,youhavetotalcontroloverthesesettings.

YoucanstatewhetheryouwantorphansorwidowstobeallowedorcontrolledifyouclickonthePageandLineBreakspageoftheparagraphdialogbox.

Also,youareabletoalteroptionssuchasthe‘Keepwithnext’,‘Pagebreakbefore’and‘Keeplinestogether’.‘Keepwithnext’istheoptionthatcontrolswhetherWordwillbreakapagebetweenthefollowingparagraphandthepreviousparagraph.‘Pagebreakbefore’isanoptionthatcontrolswhetherWordwillbreakapagebeforetheparagraph.‘Keeplinestogether’isanotheroptionthatcontrolswhetherWordwillbreakapageintheparagraph.

Ifyoudesire,youmayalsocombinetheseoptionsintostylesthatoutlinethedocumentfeaturessuchasHeadingsoryoucanapplythemtoseparateparagraphs.

Byinsertingsectionbreaksbelowandaboveyourdocument,youwillbeabletoarrangepartofyourdocumentdifferentlyfromtherestofthedocument.

HowtoPrintaWideTableonaPagewithLandscapeOrientationinaReportthathasaPortraitPageOrientation.

WhenyouclickonthePageLayouttabandthenselectsectiontypessuchas‘EvenPage’,‘NextPage’‘OddPage’and‘Continuous’,youwillbeabletoinsertasectionbreak.‘EvenPage’isasectiontypethatbeginsthenextsectiononanextevennumberedpage.‘NextPage’isanothersectiontypethatbeginsthenextsectiononthefollowingpage.‘OddPage’beginsthefollowingsectiononanextoddnumberedpagewhile‘Continuous’beginsanewsectionwithoutaffectingpagebreaks.

Whenunseenconfiguringmarksareshown,asectionbreakappearsinPrintLayoutviewintheformofadouble-dottedlinefromthepreviousparagraphmarktothemargin,withthephrase‘SixSectionBreak’andthekindofsectionbreakinthemiddleoftheline.

HOWTOPREPAREDOCUMENTSFORELECTRONICDISTRIBUTION?

Twowaysinwhichyoucandistributeacompletedocumentisbyeither:

Printingitonpaper.Wheneveryoudistributeaprinteddocument,onlytheinformationprintedonthedocumentisseenbythereader.

Electronically.Wheneveryouelectronicallydistributeadocument,ensurethatnoprivateinformationisattachedtothefileandthatitcanonlybeseenbythepersonswhoyouaresendingitto.

Documentstendtopassthroughnumerousrevisionsbywhichtheyareanalyzedbyvariousre-viewers.Throughoutthisdevelopmentalprocess,documentsmaygatherinformationthatyoumightnotneedinthefinishingversionwhichalsocontainsconcealedtrackedchanges.Fortunately,ifthefinishingversionistobedeliveredasaprintoutthensuchunimportantinformationisnotofconcern.However,becauseitisnowverycommontoelectronicallydeliverinformation,thisunimportantinformationwillbecomeavailabletoeveryonewhowishestoreadit.

Inthepropertiesofthedocumentlocatedontheinfopageofthebackstageviewissomeinformationthatisattachedtothedocument.YoucanremoveoradjustsometypesofinformationfromthispageandothersfromthePropertiesdialogboxortheDocumentPanel.However,atoolnamedtheDocumentInspectorisprovidedbyWordwhichmechanizestheprocessofremovingandfindingallpotentiallyconfidentialandinessentialandinformation.AfterrunningtheDocumentInspector,anoverviewofitssearchresultsisshownandyounowhavetheoptionofeliminatingalltheitemsfoundineachcategory.

AccessibilityandCompatibilityChecker

TheAccessibilityCheckerandtheCompatibilityCheckeraretwootherfinalizingtoolsthatareincludedinWord.TheAccessibilityCheckerisatoolthatidentifiesdocumentconfiguringandfeaturesthatmaybehardforpersonswithparticulartypesofdisabilitiestoreadorforconfidentdeviceslikescreenreaderstoaccess.TheCompatibilityCheckerisatoolthatidentifiesconfigurationsandelementsthatarenotsupportedintheprevious

versionsofWord.Afteryouhaveovercomecompatibilityandaccessibilityissuesandremovedallunnecessaryinformationyoucannowmarkyourdocumentasfinalinorderforotherpersonswillknowthattheymustmakeanyadjustmentstothereleaseddocument.

HOWTODIGITALLYSIGNDOCUMENTS

Whenyouhavemadeadocumentthatwillbeelectronicallydistributedtootherpeople,youmaywanttoattachwhatiscalledadigitalsignature,whichisanelectronicsealofauthentication.Thisdigitalsignatureisaconfirmationofwherethedocumentoriginatedandspecifiesthatnoonehasalteredthedocumentsinceitwassigned.Ifandonlyifchangesaremadetothedocumentwillthedigitalsignatureberemovedfromthedocument.ToaddadigitalsignaturetoaWorddocument:

YoumustfirstgotothebackstageviewoftheInfopage.

ClickonProtectDocumentandthenclickonAddaDigitalSignatureafterwhichasigndialogboxwillpopup.However,ifyoudonothaveadigitalIDinstalledonyourcomputer,the‘GetADigitalID’messageboxwillpopup.

YouthenclickYesinthemessagetoconnecttoMicrosoft’swebsitewhichwilldirectyoutoaMicrosoftpartnersitewhereyouwillgetadigitalID.

Thenclickontheentry,whichislocatedintheCommitmentTypelist,tospecifywhetheryouapprovedorcreatedorcreatedandpermittedthedocument.Youthenenterthereasonforattachingthedigitalsignaturetothedocumentinthe‘Purposeforsigningthisdocumentbox’.

YouthenattachparticulardetailstoyourdigitalsignaturebyclickingontheDetailsbuttonandthenenteryourtitle,nameandthedocument’sproductionlocationaddressinthe‘AdditionalSigningInformation’dialogboxafterwhichyouclickonOK.Ifyouwanttoshowotherinformationaboutthedocumentyouaresigningandthesourceinformationkeptwiththesignature,youcanclickonthe‘SeeAdditionalInformation’link.

Lastly,afteryouhavefinishedenteringandreviewingyoursignatureinformation,clickonSign.ThenyouclickonYeswhenWordpromptsyoutoconfirmthatyouwanttousethepresentdigitalcertificate.

Aftertheprocedure,thedocumentismarkedasfinal,theeditingandtypingcommandsandproofingmarksareturnedoffandthestatuspropertyissettofinal.YouwillthenseeflagsontheInfoPagewhichisindicatingthatthedocumenthasbeensignedandanyonewhowishestoeditthedocumentmustfirstrecognizeandterminatethedigitalsignature.

SENDINGANDPRINTINGDOCUMENTS

WhenyouarereadytoprintyourdocumentyouwilldisplaythePrintpageofthebackstageviewandthenyou:

ClickonthePrintbuttoninordertoprintonecopyonthepresentprinterwiththesettingsbeingdisplayed.

IfyouaddtheQuickPrintoptiontotheQuickAccessToolbaryouwillbeabletoprintyourdocumentwiththedefaultsettings.

FromtheSettingsareaofthePrintPage,youcanstatewhatpartofthedocumentisprintedandwhethertrackedchangesarespecifiedintheprinteddocument.

Also,theoptionisavailableforprintinginformationsuchasthetrackedchanges,styles,autotextentries,documentpropertiesandcustomshortkeysinsteadofthedocumentcontent.

Ifyouwish,youcanprintamultiplepagedocumentonbothoronesideofthepaper.Ifyouhaveaprinterthatsupportsdoublesidedprinting,thenyouhavethechoiceofflickingthedoublesidedpageontheshortedgeorlongedgedependingonhowyouplantoturnandfixthedocumentpages.

Thesettingsonyourprintermayvaryandasaresultsomeofthemaredependentonthefunctionalitysupportedbyyourprinter.Ifyouwanttoyoucanprintuncollatedpages,allcopiesofeachpagetogetherorcollatedpages,andallpagesofeachcopytogetherandalsomultiplecopiesofthedocument.

Finally,ifyouwantyoucanspecifythenumberofpagesyouwanttoprintpersheetupto16sheets.Thisoptioncanbeusedtoprintabookletwithtwopagespersheetthatcanbefoldeddownthemiddle.

Youcanalsousethisoptiontosavepaperwhenyouareprintingalongdocumenthowever,asthenumberofpages’increases,thesizeoftheprintedcontentsonthepagedeclines.

YoucanchoosethepapersourceyouwishtouseonthePaperpagelocatedinthePageSetupdialogboxifyourprinterhasamanualpaperfeederornumerouspapertrays.

YoucansendyourdocumentsasaXPSfileoraPDFfileifyouwanttoensurethatthecontentisshowntothereceiverexactlyasyouplannedoryoucansimplysendaWordfile.

Youcanalsosendyourdocumentviatheinternettofaxmachineifyouhaveonlinefaxservice.ThebestthingaboutalloftheseoptionsisthatyoucancompletethemdirectlyfromWordwithoutusinganotherdevice,openinganotherprogramorevenmovingfromwhereyouare.

YouthenclickonSendas;anattachmentopensamessagewindowwiththepresentdocumentalreadyattachedasa‘docx’file.Nextyouentertheemailaddressofthepersonorpersonswhoaregoingtoreceivethemessageandtheattachment.

Ifnecessary,youcanchangethesubjectlinewhichcomprisesofthenameofthefileyouaresending.

Likewise,youcanselectSendasXPSorSendasPDFtoattachaversionofthedocumentsavedinthematchingfileformat.

Also,otherthansendingyourdocumentasanemailattachmentfromWord,youcansenditasafaxifyouhaveinternetfaxserviceprovider.Eventhoughthetermsmaydifferfromoneprovidertotheother,theseservicesallowyoutoreceiveandsendfaxesfromyourlaptoporcomputerwithoutafaxmachineand/oradesignatedfaxline.

YouthencansendyourdocumentasafaxbyclickingonSendasInternetFaxlocatedontheSharePageafterwhichyoufollowthespecifiedprocedurestatedbyyourserviceprovider.

However,ifyoudonothaveaninternetfaxservice,wheneveryouclickonSendAssInternetFax,amessageboxwillappearwherebyifyouclickonOK,itopensupawebpagewhereyoucanchooseafaxserviceprovider.

EmailingaDocumentasanEmailAttachmentorasaPDFVersion.

ShowthePrintpageoftheBackstageview.

GotothePrintersectionandclickonyouractiveprintertoshowthelistofallinstalledprinters.

FromthePrinterlist,clickontheprinterthatyouwanttosendthedocument.Theprintpageoptionavailablemightchange.

Toselecttheprintername,youcaneitherpointtotheInformationiconontheupperrightcornerofthePrintersectionorshowaScreenTip(apopupthathasprinterstatusinformation).

ClickonPrintAllPages,locatedintheSettingssection,andthenrunthroughthelisttoseetheavailableoptionsforprintingparticularsectionsofthedocumentordocumentcontents.

Fromthelist,clickonCustomPrintandthenenterthenumeral2inthePagesbox.

Enterthenumeral2intheCopiesboxatthetopofthepage.ThenyouclickonthePrintbuttontoprinttwocopiesofthesecondpageofthedocumentonthechosenprinterandgobacktothedocument.

TosendthedocumentasanemailattachmentyoumustfirstopentheSharepageoftheBackstageview.ClickonEmailandthenintheEmailsection,clickonSendasAttachmentforamessagewindowtocomeup.

Enteryouremailaddressintothebox.ThenclickontheSendbuttonlocatedinthemessageheadertosendthemessagetoyou.

TosendthedocumentasPDF,youmustfirstopentheSharepageofthebackstageview.ClickonEmailandthenintheEmailsection,clickonSendasPDFforamessagewindowtoopenup.

Enteryouremailaddressintothebox.ThenclickontheSendbuttonlocatedinthemessageheadertosendthemessagetoyou.

MODIFYINGANDINSERTINGDIAGRAMS

Diagramscanbedefinedasgraphicsthatconveyinformation.Businessdocumentsareofteninclusiveofdiagramstodescribeprocesses,displayhierarchicalrelationshipsandexplainconcepts.SmartArtisawonderfuldiagrammingfeatureavailablefromMicrosoftWord2016thatisusedtocreatediagramsinyourdocuments.Youcancreatestylishresultscustom-madetoyourneedsbyusingvibrantready-madediagramtemplates.SmartArtdiagramscanexemplifyalotofdifferentkindsofideas.SmartArtdiagramsareonlyvisualvesselforinformationstoredasbulletedlistseventhoughitisgraphicinnature.Youcanalsocombinepicturesandotherimagestocreateveryremarkablebutexquisitelyprofessionaldiagrams.

CreatingaDiagram

ThepowerfulandwonderfulSmartArtGraphictoolcanbeusedtomakeyourdocumentclearlydemonstrateacycle,hierarchyorrelationshiporaconceptsuchasaprocess.ByusingthealreadyinstalledsetsofsophisticatedformattingoftheSmartArttool,youcanbasicallyeasilycreateanydiagramssuchasaProcess,alist,hierarchy,cycle,relationship,picture,pyramidandmatrix.Aprocessisadiagramthatvisuallydefinestheorderlysetofstepsthataremandatorytocompleteatask.Alistisadiagramthatvisuallysignifiesalistofindependentorrelatedinformationwhileahierarchyisadiagramthatdemonstratesthestructureofanentityoranorganization.Acycleisadiagramthatsignifiesacircularsequenceoftasks,events,orstepsortherelationshipofasetofsteps,eventsortaskstoacentral,maincomponent.Relationshipisadiagramthatdisplaysdifferent,overlapping,integrating,containmentorconvergentelements.ApyramidisadiagramthatdemonstratesinterconnectedorproportionalrelationshipswhileaMatrixisadiagramthatdisplaystherelationshipofcomponentstoawhole.Apictureisadiagramthatinsteadoftext,dependonpicturestocreateoneoftheotherdiagrams(matrixrelationship,list,cycle,pyramid,hierarchy,process).

ToCreateaSmartArtDiagraminMicrosoftWord2016

FirstyouselectthekindofdiagramyouwishtocreatefromtheChooseaSmartArtGraphicdialogbox.

Theclassificationsarenotequallylimited,meaningthatsomediagramsmayappearinmorethanoneclassification.

Afterchoosingalayout,MicrosoftWordinsertstherudimentarydiagramintothedocumentandshowstherelatedlistsetupintheTextpain,inwhichyoumayenterinformation.

Ifyouwant,youcanenterlessinformationormoreinformationthatwhatismandatorybytheoriginaldiagram;majorityofthediagramssupportavarietyofentries(thoughnotmanyareformattedtosupportonlyaprecisenumberofentries).

Ifyouchosetoyoucanadjustandinserttexteitherstraightintothediagramshapesorin

therelatedTextpane.However,reliantonthediagramtype,thetextappearsinornexttoitsShapes.

ClicktoplacethecursorattheleftendoftheGatherExamDataheading(rememberthisisjustanexampleandtheheadingcanbeanyoneyouchosebasedonthefileyouareusing).

IntheIllustrationgrouplocatedontheInserttab,clickontheSmartArtbuttontoshowalltheSmartArtgraphicoutlinesavailableintheChooseaSmartArtGraphicdialogbox.

Youthenclickoneachdiagramtypeintheleftpane,inturntoshowonlytheavailableoutlinesofthatspecifictypeinthecenterpane.

ClickonProcess,locatedintheleftpaneafterwhichinthecenterpaneyouclickoneachprocessdiagramoutlineinturntoseeasample,alongwithadepictionofwhatthediagrambestconveysintherightpane.

Thenclickonthesecondthumbnailoftheseventhrow(VerticalProcess)andthenclickonOKtoentertheprocessdiagramatthecursor.

HowtoEnterTextintotheDiagram?

Younowinsertthecontentsintothediagram.PlacethecursoratthefirstbulletedentryintheTextpaneandthenenterthewordsGatherExamDatathenselecttheDownArrowkeytomovethecursortothefollowingplaceholder.Whileyouareenteringthelettersintothebulletedlisttheywillappearinthematchingdiagramshape.

EnterthewordsOrganizeQuestionsinthesecondbulletedlistentrythenpresstheDownArrowkeyandthenenterthewordsSetDueDateinthethirdbulletedlistentry.

Tolengthenthebulletedlistandinsertanewshapetothediagram,clickonEnterwhilethecursorisattheendofthethirdbulletedentryintheTextpane.AfterwhichyouenterthewordsMeetwithTeachers.Youwillrealizethattheshapesofthediagramchangetoholdthenewentryandthetextinalltheshapesresizessothatthelengthiestentryfits.

ClickontheClosebuttonlocatedintheTextpane.Youwillthenseethatthediagramisstrangelylocatedandenclosedbyplentyofwhitespace.Wethenresizethediagramandstatehowthetextwillflowaroundit.

Ontherightsideoftheframeofthediagram,pointonthesizinghandle(asquare)andwhenthepointerchangestoadoubleheadedarrow,pullittotheleftuntiltheframeisalmostaswideastheshapesinsidethediagram.

HowtoChangetheSizeofaDiagram?

TheLayoutOptionsbuttonappearstotherightoftheframeofthediagramwheneveryouletgoofthemousebutton.ThenclickontheLayoutOptionsbuttontoincreasethemenu.

IntheWidthTextWrappingareaontheLayoutOptionsmenu,clickonthefirstthumbnail(aSquare)totransferthetextthatfollowsthegraphictoitsrightside.

ClickontheSeemorelinklocatedontheLayoutOptionsmenu.

OnthePositionpageoftheLayoutdialogbox,clickonAlignmentlocatedintheHorizontalarea.ThenyouclickontheAlignmentarrowandtheninthelist,clickonRight.AfterwhichyouleavetheRelativetosettingasColumn.

ClickonAlignmentlocatedintheVerticalarea.TheAlignmentsettingshouldbeleftasTopandthenadjusttheRelativetosettingtoLine.

ClickonOKthenclickawayfromthediagramtoshowtheresults.Thediagramshouldnowbeneatlysituatedtotherightofthetexttosupportthecontentwithoutinterferingwithitsflow.

ModifyingaDiagram

Aftercreatingadiagramandaddingthetextyouwanttoshowinit,youmayfindthatthediagramoutlineoriginallyselecteddoesnotexactlymeetyourneeds.Youcaneffortlesslychangetoadifferentdiagramoutlinewithouthavingtoloseanyofyouralreadyenteredinformationinthediagram.Ifacertainoutlinedoesnotsupporttheamountofinformationthatisrelatedtothediagram,thesparetextwillbeconcealedbutnoterasedandwillonlybeaccessiblewhenyouselectanotheroutlinethatdoesnotsupportthattextamount.Whenyouhaveanoutlineyouwishtouse,youcan:

RemoveandaddshapesandedittextfromthediagrambymakingadjustmentsintheTextPane.

YoumayalsotailorthediagrambyusingtheSmartArtToolsoptions.

Youcanmakechangessuchaschangingthecolorscheme,addingshapesandchangingtheirhierarchyandaddingthreedimensionaleffectstoalltheshapesinthediagramandshading,byusingthecommandsintheDesigntooltab.

AlsoyoucaneliminateashapeanditstextbyclickingitintheTextpaneorinthediagramandthenpresstheDeletekey.

Youcanalsoorganizeshapesbypullingthem.ByusingcommandsontheFormattooltabyoucanmodifyindividualshapesinwayssuchasapplyingabuiltinshapestyle,changinganindividualshape,changingtheoutline,effectsorcoloroftheshapeandchangingthestyleoftheshape’stext.

TheLivePreviewfeatureshowstheeffectsofthesevariationsbeforeyouapplythem.Ifyouapplyadjustmentsandthenchosetousetheoriginalversioninstead,youcanselecttheResetGraphicbuttonintheResetgrouplocatedontheDesigntooltabtogobacktotheunadjusteddiagramoutline.

HowtoChangeaDiagram’sOutline?

Gothroughtheentiredocumentandadjustthezoomlevelifneededsothatthediagramcanbeseeninthebottomrightcorneroftheprogramwindow.

Clickonanyblankspaceinthediagram’sframe(notanyoftheshapes)tostartthediagramandrelatedtooltabs.

OntheDesigntooltablocatedintheLayoutsgroup,clickontheMorebuttontoenlargetheLayoutsgallery.ThisviewofthegalleyonlyshowstheavailableProcessdiagramoutlinebecausethepresentdiagramoutlineisfromtheProcessgroup

PointoneverythumbnailintheLayoutsgallerytopreviewthediagramwiththatoutline.Beingthatadjustingtheoutlinedoesnotchangethewidthofthediagram’sframe;somehorizontaloutlinescreateaverylittlediagram.

Clickonthethirdthumbnailofthefifthrow(theBasicBendingProcess)intheLayoutsgallerytoadjustthediagramtotwocolumnswitharrowsrepresentingtheprocessflow.

Thenyoupointonthesizinghandleontheleftsideofthediagram’sframe(leftedgeoftheTextpanebutton)andwhenthepointerchangestoatwoheadedarrow,pulltheframetotheleftuntilthediagramfillsalmosthalfthewidthofthepage.Whenyouletgoofthemousebutton,theshapeswithinthediagramwillenlargetofittheresizedframe.

Youthenpullthesizinghandleonthebottomofthediagram’sframeupinorderforthediagramtoendjustabovetheQuestionsforStudentsheading.

HowtoChangeaDiagram’sStyleandColor?

IntheSmartArtStylesgroup“O”theDesigntooltab,clickontheMorebuttontoenlargetheSmartArtStylesgallery.

Inthegallery,pointoneverystyle,seeingthechangestothediagram.Thenclickonthethirdthumbnailinthefirstrow(Cartoon)locatedinthe3-Dsection.

ClickontheChangeColorsbuttonlocatedintheSmartArtStylestoshowagalleryofcolordifferencesbasedonthepresentdocumentthemecolors.

YouthenpreviewsomeofthecolorcombinationsandthenintheColorfulsection,clickonthesecondthumbnail(ColorfulRange-AccentColors2-3)toapplythechosencolorrangetothediagram’sshapes.Youthenclickawayfromthediagramtoshowtheresults.

HowtoChangetheColorandShapeoftheDiagram’sComponents?

ClickontheGatherExamData(notthetext)locatedintheupperleftcornerofthediagram.

IntheShapeStylesgroupontheFormattooltab,clickontheShapeFillbuttonandthenintheStandardColorsrow,clickonthefirstcolorswatch(DarkRed)toadjustthecolorforthechosendiagramshape.

ClickontheShapeEffectsbuttonlocatedintheShapeStylesgroupandtenclickonGlow.IntheGlowVariationssection,clickonthefirstthumbnailinthethirdrow(Orange,11ptglowAccentColor1).Afterwhichyouclickawayfromthediagramtoshowtheresults.

Gotopage2andclicktheleftoftheOrganizeQuestionsheadingandthenintheClipboardgroup,clickonthePastebuttontopasteaduplicateofthediagraminthedocument.

ClickontheSeeMorelinklocatedontheLayoutOptionsmenutoshowthePositiontaboftheLayoutdialogbox.AdjusttheverticalalignmenttoToprelativetoLineandthehorizontalalignmenttoRightrelativetoColumnandthenclickonOK.

ClickontheGatherExamData(notthetext).ClickontheShapeFillbuttonlocatedintheShapeStylesgroupandthenintheThemeColorsrow,clickonthefirstswatchcolorbelowthemaroonswatch(DarkRed,Accent2,Lighter80%).

ClickonGlowandthenclickonNoGlowthumbnail,locatedontheShapeEffectsmenu.Theshapeconformingtothepriorheadingisnowmutedtodisplaythatithasalreadybeendeliberated.

ClickontheOrganizeQuestionsshape(Notthetext)andthenrepeatstepsMandNtohighlighttheshapethatmatchestotheadjacenttopic.

Ifyouwish,youcanrepeatstepsOandPtoenteramodifiedcopyofthediagramadjacenttoeveryoneoftheoutstandingheadingsintheProcesssection.

HowtoCreateaPictureDiagram?

MicrosoftWord2016SmartArtGraphicstoolincludesmanyoutlinesthatarespeciallydesignedtoholdpictures.Thesediagramscanbeusedforbusinesspurposessuchascreatinganorganizationalchartwithnames,titlesandpicturesandpersonalpurposessuchasmakingapageoffamilyChristmasphotographs.Inordertocreateapageofphotographs,you:

First,youmustdisplaythewholedocumentinthepagewindow.TodosoyougototheViewtabandthenclickontheOnePagebutton.

Clickonanywhereofthedocumentheading(youwillseethisbecauseyouopenedthewholedocument),thenyoupresstheDownArrowkeytoplacethecursorintheemptyparagraphundertheheading.

ClickontheSmartArtbutton,intheillustrationsgrouplocatedontheInserttab.ThenclickonPicture,whichislocatedintheleftpaneoftheChooseaSmartArtGraphicdialogbox.Toaddthetemplateforthechosendiagramatthecursor,doubleclickonthefirstthumbnailofthefirstrow(AccentedPictures),locatedinthemiddlepane.

Clickonanyblankpartinsideofthediagramframetochooseadiagram.ClickontheSizegroupbuttonlocatedontheFormattooltabtosetthewidthat9”andtheheightat5.75”inordertoadjusttheframe’ssize.

Toselectthelargestshape,clickonanyblankareaoftheshape.ShowtheSizesettingsandthensetthewidthat8”andtheHeightat5”toadjustthesizeoftheshape.Afterwhichyoudragdowntheshapetotheleftuntilitstaysinthelowerleftcorneroftheframeofthediagram.

Atthetopofthecircle,clickonanyblankareaandthenpressandholdontheCtrlkey,thenclickonbottomandmiddlecircles.YouthengototheSizesettingsandclickonthearrowsintheWidthandHeightboxestoincreaseboththeirsettingsto1.7”.

Nowthatallthreecirclesareselected,pullthemtotherightedgeoftheframe.Ifyouneedmoredefinedpositioning,pressthearrowkeyslocatedonthekeyboard.

ClickonBrowse,locatedintheformafilearea.GototheInsertPicturedialogboxthenyounavigatetotheDocumentFileandthendoubleclickonyourfirstpicture.

YouthenrepeatstepsGandHtoinsertthesecondpictureinthetopcircle,thethirdpictureinthemiddlecircleandthelastpictureinthebottomcircle.

Afterclickingontheanyblankpartofthediagramtoselectit,youthengototheDiagramtooltab,locatedintheCreateGraphicgroupandfromthereyouclickontheTextPane

button.TheTextpanewillshowathumbnailofeachpicturenexttothebulletpointsignifyingthetextinthatspecificshape.

Toinsertthecaptionsonthediagramintheformatandpositionstatedbythediagramtemplate,changetheplaceholderbulletpointslocatedintheTextpanewiththeFirst,Second,Thirdandlastpictures.

ClickonanyentrywithintheTextpane.IntheEditinggrouplocatedontheHometab,clickonSelectandthenclickonSelectAlltochooseallthelabels.

IntheFontgrouplocatedontheHometab,clickontheTextEffectandTypographybuttonandthenclickonthefirstthumbnailofthethirdrowinthegallery.

IntheFontlistlocatedintheFontgroup,clickonthefontCandaraandintheFontSizelisting,select36asthesize.

ClicktheCenterbuttonfoundintheParagraphgroupandthenclosetheTextpane.

Ifyouwish,youcanmakeanyadditionaladjustmentstothedocumentafteryouhaveaddedashadoweffecttoeachshapeandcustomizeacustomleftmarginof1.25”.

CREATINGTABBEDLISTS

Youhavetheoptionofpresentingyourdatainatabbedlist.Thetextisarrangedincolumnsseparatedbytabs.

Tosetyourtablist:

EntertheText.

PressTabonceamongtheitemsthatyouwouldliketobeshowninseparatecolumns.

ApplythedesiredFormatting.

SettheCustomtabstopstoyourliking.

PRESENTINGINFORMATIONINTABLES

Youcanpresentyourinformationintable,thisprocessisverysimpleandeasy.

Ablanktablecanbecreatedasfollows:

ChooseTableontheInserttab,theInsertTableandmenuwillbeshown.

TaponaCellinthegridinsertsanemptytablethewidthofthetextcolumn.

Ifyouwanttocreateacustomizedvacanttable:

SelectInsertTablelocatedontheInsertTablemenu.

Indicatethenumberofcolumnsandrowsandthewidthofthetableanditscolumns.

FORMATTINGTABLES

Wordallowsyoutoconveyyourdatawithdifferenttablestyles.Youcanincludedifferentborders,colorsanddesign.Additionally,youcanalsousecharacterformattingtotextintables.

TocreateaTable:

SelecttheTablebuttonthatislocatedontheInserttabintheTablesgroup.

ChooseQuickTablestoshowtheQuickTablesgallery.

IdentifythetypesofTablethatareavailable.

SelecttheTablethatyoulike.

Wordalsoallowsyoutosavechangestotableorcustomizedtable.

Tosaveatable:

SelecttheTable(usethetableselectororthecommandsintheTablegroup).

SelecttheTablebuttonontheInserttabthatcanbefoundintheTablessegment.

ChooseQuickTables.

TaponSaveSelectiontoQuickTablesGallery.

Giveanametothetable.

ClickOK.

INSERTINGANDMODIFYINGPICTURES

Wordfacilitatestheinsertionofdigitalphotographsorpictures.Ifyouwouldliketoinsertapicture,youcanindicatethesource.ThetwosourcesarePicturesthatarestoredonyourcomputerorthosethatareonline.

Toinsertpicturesthatisstoredonyourcomputer:

ClickonthePicturebutton.

DoubleclickonthePicturethatyouwanttoinsert

Youmayneedtomodifyapictureafteryouhaveselectedit.Todoso:

PositionyourCursortothesizehandleinthebottomcornerofthepicture.

ThePointerwillbechangedtoadoubleheadedarrow.

UsetheDragbuttontoalignthepicture.

ToinsertanOn-linepicture:

SelecttheOnlinepicturebuttonfromOffice.com

ResultsfromWebsearchwillbeshown.

SelectaRoyalfreeclip.

YoucanchangetheimageofthepictureyouhaveinsertedbyusingcommandssuchasAdjustgroup,picturestyles,sizeandarrangegroup,

INSERTINGSCREENCLIPPINGS

WordprovidesaScreenclippingtoolthatcanbeusedtocaptureanimagethatisonyourcomputerscreen.

Tocapturethisimage:

Bringupthecontentyouwanttobecontainedinyourdocument.

ClickontheScreenshotbuttonthatislocatedintheillustrationsgroup.

AddtheScreenclippingbyeither:

SelectingaWindowthumbnailintheScreenshotgalleryor

SelectaScreenClippingbeneaththegallery.

DragacrossthepartoftheScreenthatyouwouldliketocapture.

DRAWINGANDMODIFYINGSHAPES

Itissometimesimportanttocreatevisualinteresttoyourdocumenttoengagetheuser.Wordpermitsyoutodrawashape.Thesecanbesimpleandwellascomplex.Sometypesofshapesarecircles,stars,arrowsandhearts.

Ifyouwanttodrawashapeonyourpage:

SelecttheShapesbuttonfoundintheillustrationgroupontheInserttab

SelecttheDocumenttoinsertthedesiredshape.

DragtheCursoracrossthepagetocreatetheshapeandsizedrawingyoudesire.

Youcanmodifyyourshape:

RightclickonaShapeandselectAddTexttopositionthecursorinthemiddleoftheshape.

TypeinyourText.

UsetheCommandslocatedintheTextgrouptoformatyourtext.

ADDINGWORDARTTEXT

Youapplydifferenteffecttoyourtextwithasimpleclick.Theseeffectsincludefills,reflectionsshadows,gloweffectsand,levellededges.ToaddWordArttext:

SelecttheInsertWordArtbuttonontheInserttabthatcanbefoundintheTextgroup.

SelectthethumbnailtoinsertaWordArtobject.

PositionyourCursorontheborderoftheWordArtobjecttochooseit.

AdjusttheZoomleveltoshowthewholepageintheprogramwindow.

ClickthePositionbuttontoshowallthetextwrappingoptionsinthe

Formattooltab.

IfyouwanttodeterminethepositionoftheWordArtobject:

PointtothedifferentThumbnailinordertopreviewwherethatselectionwillplacetheWordArtobject.

SelecttheThumbnailtomovetheWordArtobjecttothepreferredlocationonthepage.

SelecttheWrapTextbuttontoshowtheWrapTextmenuthatcanbefoundintheArrangegroup.

TextwrappingindependentofWordArtobject:

Pointtothedifferentoptionssothatthedifferenteffectscanbedisplayed.

ClickTight.

SelecttheWrapTextbutton.

SelectMoreLayoutOptionswhichwillshowtheLayoutdialogbox.

AdjusttheSettings.

ClickOK.

PUTTINGINANDADJUSTINGCHARTS

AddingChartstoWord

Thestepsareasfollows:

SelectCtrl+Endtogettotheendofthefile.

InsidetheIllustrationsgroup,goontotheInsertTabandselecttheChartbutton.

TotheleftofthepaneloftheInsertChartdialogbox,selecteverycategorytobrowsetheselectionofchartsthatyoucanuseinWord.NowgobacktotheColumncategory.

Insidetheselectionwhichislocatedabovethepanel,selectthefourththumbnail3-DClusteredColumntotemporarilyviewthecharttypethenselectOKtoputinthegeneralthree-dimensionalclusteredcolumnchartwhichwillbeatthebottomofthedocumentthenopentothesupplementaryExcelWorksheet.

SelecttheSelectAlloptionintheupper-leftsectionoftheExcelworksheet,subsequenttothat,clicktheDeletekeytoerasethetemporarydatafoundintheworksheet,therebyclearingtheworksheet.Thecolumnsinthetemporarychartfoundinthedocumentwillbegone,withthehighlightedguidelinesbehind.

Selectthesecondcellfoundinrow1(cellB1)typein“Monday”thenselectthetabkeytoinserttheheading(thatisintheworksheetandonthechart)andgoontothefollowingcell.

FromcellsC1gostraightE1,typein“Tuesday,WednesdayandThursday”selectingTabaftereveryinserttogettothenextcell.PleasenotethatafterinsertingDecember,itwillbelocatedontheoutskirtsifthehighlightedguidesanditisnotvisibleontheinsideofthedocument.

Placethebluehandleatthelowerright-handsectionofcellD5,theinstancewhenthecursorchangestoadiagonaldouble-headedarrowthecursorchangestoadiagonaldouble-headedarrowpullitonecelltotherightandonecellupwards.ThisresultsintheadjustmentofthedefinitionofthecellstoA1:E4.

SelectcellA2,typeMinimum,andthenclicktheEnteroption.

SelectEntertodescendthecolumnoryoucanclickShift+Entertoascendthecolumn.SelectTabtogototherightofthesameroworShift+Tabtogototheleft.

InsidecellsA3andA4,input“Mean”aswellas“Highest”respectively.

PlacethecursortotheborderlocatedamongsttheheadersofcolumnsAandB,afterthe

cursorchangestoadouble-headedarrow,double-clicktomodifythewidthofeveryhighlightedcolumninordertoprovideamorecustomfitfordatainputtedinthecell.

HighlightfromcolumnAtoEbypressingandpullingtheleftkeyonthemouseacrosseachheader.Thenplacethecursortotheboardersbetweentworandomlyselectedcolumns.Afterwhichyoushoulddouble-clicktomodifythewidthofallthehighlightedcolumnstoaccommodateallinputteddata.

InsidecellsB2,type37,thenclickTab.Pleaseawarethatarelatedcolumnwillnowbevisible.

InsidecellsC2toE2,type54,53and29,selectingTabtorepositionfromcelltocell,providingthatthelatenumberalreadytypedin,selectEnter.PleasenotethatcellB3isnowactivated.

Typeinthedatabelowinsidetheworksheet.Whileatthesametimepayingattentiontothefactthatasdataisbeingtypedinthatchartcolumnsandscaleadjuststomirrorthedata.

InsidetheChartinMicrosoftWordpanel,selecttheClosebutton.

Selectablankareaofthechart.AfterwardsontheDesigntooltab,inthedatagroup,selectSwitchRow/Columninordertoassignthetemperaturesmoreplausiblyaccordingtoeachmonth.

OnthechartsselectChartTitletochoosethatfeature,typeinJamaica’sAtmosphericTemperatures,nowselectablankareaonthepageinordertoseetheresults.

MakingAdjustmentstoCharts

Openthedocument,andthenadheretothesubsequentsteps.

InsidetheTypegroup,locatedontheDesigntooltab,selecttheChangeChartTypeoptiontomakeavailabletheChangeChartTypedialogbox,makingthethumbnailofthecharttype,3-Dclusteredcolumnvisible.

Selectlinelocatedinsidethecategorylist.Fromtheselectionofstyleslocatedatthetopoftherightpanel,double-clickthefourththumbnailtotransformthecolumncharttoalinechart.Thisdisplaysinformationcoloredlinesinsteadofcolumns.

Totherightofthechart,insidethedocumentselecttheChartStylesoption.AnarrayofStyleorColorcanbefoundatthetopofthewindowfromwhichyouareabletochoose.

PlacethecursorandselecteachthumbnailtotemporarilyviewthechartstyleintheStylegallery.

SelectthesecondthumbnailStyle2,tomodifytheinformationmarkerswhicharecircleswhichindicatethedefinitedatapoints.

InsidetheChartStylespanel,selectcolortoseeboththeMonochromaticandColorfulpalettesselectionscenteredonexistingtheme.Browsethroughthegallerymakenoteofthevariousshadesavailableandmakeachoicebasedofyourpreference.

BelowtheMonochromaticpalette,selectthelight-to-darkgradient.SelectChartStylesoptioninordertoexitthegallery.

Placethecursorataregionofthechartbetweentheaxesthatentailsthedatamarkers.ThemomentwhentheScreentipshowsthatyouindicatingtotheplotarea.Selectit.

InsidetheShapeStylesgroup,foundontheFormattooltab,selecttheShapeFillarrow,thenselecttheinitialswatchintheredswatchfoundintheThemeColorsPalette.

SelecttheChartElementsarrowfoundatthetopoftheCurrentSelectiongroupforthelistofelementsofthecurrentcharttobevisible.

SelectSeriesMaximumlocatedinChartElementstohighlightthedatapointsofthefirstlineonthechart.

SelecttheFormatSelectionoptiontoshowtheSeriesOptionpagefromtheFormatDataSerieswindow.

SelecttheFillandLineoptionfoundatthetopoftheFormatDataSeriespaneltoshowtheLinevarieties.

SelecttheOutlinecolorbuttonafterwhichselecttheblueswatchintheStandardColorspalette.

PressMarkertoallowMarkerOptions,FillandBordercategorieswhichisfoundclosetothetopofthepaneltonowbecomeaccessible.

SelectSolidFillfoundintheFillcategory.PresstheFillColoroption,afterthat,selectthegreenswatchinsidetheStandardColorspalette.

ExitoutoftheFormatDataSeriesandselectablankregionofthechartareatomakethedataseriesavailable.Ontheright-handsideofthechartselecttheChartElementsoption.

ModifyingVisibleChartCharacteristics

Toaccomplishthisthefollowingstepsarerequired:

MaketheDataLabels,GuidelinesandElementsselectionboxesblanktoerasefeaturesfromthechart.ClicktheAxisTitlesaswellasDataTableselectionboxes,andselectthearrow.ThisarrowisnowvisibletotherightoftheDataTableasaformofvalidationthattheWithLegendsKeychoiceisselected.

Note:YouareabletopresentdefinitegroupofchartelementsbyselectinganalreadyformattedlayoutfromtheQuickLayoutsselectionontheDesigntooltab.

SelecttheChartElementstoexitthelist.Andjustlikethatyourdataispresented.

SelecttheAxisTitleplaceholdertothelefttoselectit.Afterwhichtypein“DegreesCelsius”tosubstitutetheplaceholdertext.ReplacetheAxisTitlebelowwith“DaysofTheWeek”.

SavingtheChartElementasaTemplate

PresstherightmousekeyandthenselectSaveasTemplateoptiontoopentheSaveChartTemplatedialogboxtomakethecontainedinformationoftheChartsfoldervisible.

Typein“Jamaica’sDailyTemperatureChart”insidetheFilenameboxandselectSave.

SelecttheChangeChartTitleoptions.TheninsidetheleftpaneloftheChangeChartTitledialogboxselectTemplatestovalidatethatyourmodifiedchartiscurrentlyavailableasatemplate.

SelectCanceltoexitthedialogboxinsidetheChangeChartTypedialogboxindefaultofestablishingafreshchart.

UtilizingAlreadyInputtedDatainCharts

Toaccomplishthisfollowingrulesarerequired:

Gothroughthedocumentforthecharttobevisibleonthescreen.SelectanemptyregionofthechartareafortheChartTooltabstobeseen.

SelecttheEditDataarrowinsidetheDatagroupontheDesigntooltabthenfromthatoptionlistselectEditDatainExcel2013forthechartdatafoundintheExcelworksheettobevisible.

MaketheOpenpageoftheBackstageviewvisibleinsidetheExcelwindowselectComputerinsidetheleftpaneloftheOpenpageafterwhichyoushouldselectthebrowseoptionintherightpanel.GothroughtheChapter08practicefilewhichislocatedinsidetheOpendialogboxanddouble-clicktheTemperatureworkbooktogetitinanewExcelworkbook.

SelecttheArrangeAllbuttonwhichisfoundinsidetheTemperatureworkbooklocatedontheViewtabintheWindowsgroup.NowgototheArrangeWindowsdialogbox,selectHorizontalthenselectOk.ThisistoensurethatyouassembletheTemperatureworksheetatthetopofthechartworksheet.Causingyoutoseethembothatthesametime.

ArrangetheworksheetsothatyoucanseebothcellB4andcellM7.SelectcellM7toselectrangeB4:M7.

SelecttheCopybuttonfoundintheTemperatureworkbookfoundontheHomeTabintheClipboardgroup.

SelectthetitlebaroftheChartinMicrosoftWordtoactivateit,selectcellB1thengotoHometabinsidetheClipboardgroup,selectthePastebuttoninordertopastethepreviouslycopiedinformationinthechartdataworksheet.

Gonowtothedocumentandselectanemptyspaceofthechartarea.PresstheSelectDatabuttonfoundinsidethedatagroupontheDesigntooltab.InordertoactivatethechartworksheetandalsoopentheSelectDataSourcedialogbox.PositiontheSelectDataSourcedialogboxuntilyouseetheworksheetinformation.

Note:itisnowpossibletosendinformationintoyourchartfromexternalsourcessuchasaninternetpageandotherfiles.Todothis,maketheExcelworksheetyouarecurrently

usingvisible.AfterwhichgoontotheExcelDatatab,insidetheGetExternalDataGroupandselecttheoptionforyourdatasourcethengothroughthecontentsofthesource.

Dragtheworksheettohighlightcells,tomodifytherangeintheChartDataRangeboxsoyounowhave=Sheet1!$A$M$4tocommunicatetoExceltoemploythenumericalvaluesinA1:M4onsheet1oftheworksheetyouareworkingon.

SelectOkoptioninsidetheSelectDataSourcedialogboxthenexitthechartworksheetfortherevisedcharttobevisible.Thisresultsinyoubeingurgedtosavethischartworksheetintheformofafile.

INCORPORATINGPICTORIALELEMENTS

AdjustingtheDocument’sBackdrop

SelecttheOnePageoptioninordertoseethepageinitsentiretyinsidetheprogramwindow.

PressthePageColoroptionwhichislocatedinsidethePageBackgroundGroupontheDesigntab.TheThemeColorsPalettefoundonthePageColoroptionlistselectthesecondswatchfoundbeneaththeprimarygreenswatchinordertoadjustthedocument’sbackdroptothechosencolor.

SelectFillEffectstogainaccesstotheFillEffectsdialogboxinthePageColoroptionlist.

ClicktheTwoColoralternativeintheColorsregion.Assignyellowtocolorone.SelecttheColor2arrowandasfortheThemeColorsPaletteselectthethirdswatchbeneaththeprimaryblueswatch.ThisresultsintheVariantsandSampleregiontodisplaydifferentcombinationsofbothcolors.

SelecteveryoptiontonoteforyourselfthedifferenteffectsintheVariantsandSampleregioninsidetheShadingStylesregion.Ifitisthatyouobservethatselectedshadingstylesonlycomprisestwovariations,selectDiagonaldown.

Insidethevariantsarea,selectthelower-leftoptiontotemporarilyviewitseffect.AfterwardsselectOKtoadjustthedocumentbackgroundsothatitisidenticaltothesample.

ArrangingthePage’sBackgroundusingaTextureFill.

BringuptheFillEffectsdialogboxagain.SelecttheTexturetabinorderforthe24texturefillrelatedtowordselectionisseen.

Browsethegallerytohaveageneralknowledgeoftheaccessibletextures.Selecttheinitialswatchfoundinthesecondrow.SelectOktoapplythattexturetothepage’sbackdrop.Theappliedbackdropisconsistentlyappliedthroughoutthepagebydefault.

BringupbacktheFillEffectdialogboxonthepage.AtthefirstpressthePatterntabtoseethepatternfilloptionsthatareaccessible.SelectthePicturetabthenpresstheSelectPictureoptiontomaketheInsertPicturesdialogbox.

Note:ItispossibleforyoutoputthebackgroundpicturesfromtheTextureTaborthePicturewithconsiderabledisparityintheresults.

SelectBrowsewhichisfoundinsidetheformaFileregionfromtheInsertPicturesDialogbox.ASelectPicturedialogboxwillnowbeaccessiblethengothroughChapter09practicefilefolderthendouble-clicktheanyimage.SelectOKfoundintheFillEffectsdialogboxtomodifythepagebackdroptoshowavagueimageoftheonechosen.

ApplyaBordertothePage

Thefollowingstepsarerequired:

GotothePageBackgroundcollectionandselectthePageBordersoptionsothatyoucanseethePageBorderoptionsothatyoucanseethePageBorderpagefoundintheBordersandShadingdialogbox.

SelectBoxsitedinsidetheSettingareaoftheBordersandShadingdialogbox.ThenselecttheColor,thenintheThemeColorspaletteselectanyswatchbeneaththeprimarygoldswatch.

BrowsetheStylemenu,selectingwhicheverstylechoiceyouwouldliketoemployonthepage’sPreviewpanel.Afterfindingthedesiredoption,selectOK.

SelectthePageBreak.

UtilizingWatermarks

Todothisthefollowingstepsarerequired:

SelecttheWatermarkoptionplacedinthePageBackgroundontheDesigntabtogainaccesstotheWatermarkoptionlist.

Browsetheselectionofvariouswatermarksandobservethedifferentpossibilitiesyoucangainaccessto.Selectingwhicheveroptionplaces,theidentifiedwatermarkinalightgreyshadeoneachpageofthedocument.

Beneaththeoptionlist,selectCustomWatermarktoallowPrintedWatermarkdialogboxtobeaccessible.AfterwhichyoushouldselectTextWatermark.

SelecttheColorarrowafterwhichgototheThemeColorspaletteandselecttheprimaryredswatch.

Note:Onesignificantfeatureofagreatwatermarkisthatitisseeminglyanelementofthepaperratherthanthecontents.

HowtoAddaPictorialWatermarks?

Todothisthefollowingstepsareamust:

Placetheprintedwatermarkdialogboxonthescreenagain.SelectPictureWatermarktoallowtheInsertPicturedialogboxtobeaccessible.

PressBrowselocatedintheformaFileregionfromtheInsertPicturesdialogbox.WhentheInsertPicturesdialogboxisaccessible,gothroughtoChapter09practicedocumentfolderwhereyoushoulddouble-clicktheOTSI-Logopicturetoplacetheimage’sfilepathfoundinsidethePrintedWatermarkdialogbox.

WithinthePrintedWatermarkdialogbox,selecttheScalearrowafterwhichselect100%intheoptionlist.

ProvidingthattheWashoutboxisselected,selectapplytoplacetheWatermarkinthefilewhileatthesametimeallowingthedialogboxtobeaccessible.Usethecursortopullthedialogboxuntilthewatermarkisvisible.

Selectthedialogbox,locatedinsidethePrintedWatermarkdialogbox,dragthecursortoclick200%andtypein400%inordertosubstitutethecurrentsettings.NowselectOKtoadjustthesizeofthewatermarkandexitthedialogbox.

PlacingPartsoftheAlreadyFormattedContentsintheDocument

Todothisthefollowingstepsarerequired:

MakesurethatthecursorisabovethedocumentandselecttheCoverPageoptionsoastoseethevarietyofaccessiblecoverpages.

BrowsetheselectionofaccessibleoptionsthenselectSemaphoretoputinthecoverpagecomprisesslotspecifictonames,titles,datesandaddresses.

Note:Intheeventthatessentialinformationpreviouslysavedthatcompriseselementsofthedocumentintowhichyouareputtingonthecoverpage,bydefault,Wordwillputthesavedinformationinplaceoftheplaceholders.

Selectdataplaceholder;selectthearrowthatisnowvisible.SelecttodayinsidetheCalendarcontrolyoucannowsee.

SelecttheDocumenttitleplaceholder,thentypeinRoomLayout.Whileyoutypeinthetextitwillbeseenincapitallettersasaresultofthecharacterformattingemployedforanyparticularstyle.

SelecttheDocumentsubtitleplaceholderandtypeinusingtheRoomPlannertool.Inoppositiontotheprevioustext,thewordsarenowseeninsmallcapswhereeveryletterisinfactcapitallettersbuttheyaresmalleringeneralthancapitalletters.

SelecttheAuthorNameplaceholderandcommencetypinginyourname.Asyouaredoingthisthough,WordshouldbeabletonoticeyournamebasedoftheusernamedatastoredalongsidetheprogramandshowaScreenTipwhichcomprisesyourentirename.

Typeintheremainderofyourname,orintheeventthatScreenTipisvisibleselectEntertoallowWordtoenteritbydefaultshowtheInformationpageoftheBackstageview.Takenotethatselectinformationtypedinonthecoverpagecannowbeseeninthepropertiesarea.

BelowthePropertiesregion,selecttheShowAllPropertieslinktoshowadditional

properties.Insidetheenlargedmenuofoptions,placethecursorontherightoftheCompanyandselecttheboxthatyousee.Nowtypeinthetitleofyourenterprise.IntheeventthatnoneisavailableemployGraphicDesignInstituteforotheroptions.

SelecttheBackarrowlocatedonthetopofthepagetabstogobacktothecoverpage.YouwillnowseethatthetypedincompanytitleinthePropertiesregionreplacestheareaoftheCompanynameplaceholder.

ClicktheCompanyAddressPlaceholder,thenselectDeletetoeraseitfromthecoverpage.

ApplyingFootersandHeaderstotheDocument

Thesearetherequiredsteps:

Gothroughtothesecondpage,clickanderasethetitle,RoomLayout.

Usingthecursoratthetopofpage2attheInserttab,insidetheHeaderandFootergroupselecttheHeaderoption.BrowsetheHeaderselectionafterwhichyoushouldselecttheFacet(EvenPage)headertoapplyittothepage.Pleasebeawarethateventhoughyouareonpage2ofthedocument,theheaderwillshowpage1.Thisisasaresultofthefactthatthecoverpageisnumberedseparatelyfromtherestofthepagesfoundinthefile.

InspecttheinformationofvaryingselectionsaccessibleontheDesigntooltab.InsidetheOptionsgroup,clicktheDifferentOddandEvenPageoptionboxwhileatthesametimerealizingthattheheaderlabelismodifiedfromHeadertoOddPageHeader.

SelecttheNextoptiontoplacetheheaderregionatthebeginningofpage3.Insidethegalleryselection,selecttheFacet(OddPage)thumbnailtoapplytheheadertothedocument.

InsidetheNavigationgroupselecttheGotoFooteroptiontoplacethecursortothefooterareafoundattheendofthefinalpageofthedocument.SelecttheFooteroptionfoundintheHeaderandFootergroup.NowgotothegalleryandselectFacet(OddPage)thumbnailtoapplythefooterandtheotherelementsrelatedtothedocument.

PressthePreviousbuttonoptionfoundintheNavigationgrouptogotothefooterregionofpage2.SelecttheFacet(OddPage)thumbnailinsidetheFooterselectiontoinstalltherelateddocumentfeatures.GonowtoClosegroupandselecttheCloseHeaderandFooteroption.

InsertingQuoteBoxesontheDocument

Todothisfollowthesubsequentinstructions:

AlongtheInserttab,insidetheTextgroup,selecttheQuickPartsoption.SelectBuildingBlocksOrganizertogainaccesstoitsdialogbox.

BrowsetheBuildingBlocksmenu,temporarilyviewingsomeofthebuildingblocks.SelecttheNamecolumnheadingthendouble-clicktheseparatorlocatedtotherightoftheNamecolumnheadingsothatyoucanalwaysseethenames,thenbrowsethelistfora

secondtime.

InsidetheBuildingBlocksmenu,selectSemaphoreQuote,noteitslocationonthepageshowninsidethepreviewpanel.NowselectInserttoplacethequoteboxinthesimilarlocationonthedocumentpageandbringuptheDrawingtoolsandFormattooltabonthescreen,givingyoutheopportunitytoarrangethequoteboxcontents.

Adjustthedocument’szoomleveltoaround100%sothatyouareabletoreadthetext.Nowselecttheplaceholderinsidethequoteboxtohighlighttheplaceholdertext.

SelectanywhereintheAccountingheadinginsidethedocument.

SelecttheExpandbuttonfoundinsidetheOutlineToolsgrouptoenlargejusttheAccountingSectiontoitslevel2sub-headings.

SelecttheDemotebuttoninsidetheOutlineToolsgrouptoadjusttheAccountingheadingtoalevel2heading.Pleasebeawareofthefactthatitisatthisinstancethatitiscurrentlyatthesamelevelasthesubheadingsbefore.

SelecttheUndooptionfoundalongtheQuickAccessToolbartogettheAccountingheadingbacktolevel1.

SelecttheCollapseoptioninsidetheOutlineToolsgrouptoshowonlylevel1headings.

SelecttheDemoteoptiontoputbacktheAccountingheadingtolevel2.NowselecttheExpandoptiontoenlargetheAccountingsection.Asaresultofthesubheadingsbeingconcealedatthetimeofputtingtheheadingbacktolevel2,thesubheadingsaresubsequentlydemotedtolevel2inanefforttoretainthehierarchywithinthesection.

SelecttheCollapsebuttontoconcealthesubheadingsoftheAccountingarea,andinsidetheOutlineToolsselectthePromoteoptiontoreverttheAccountingheadingbacktolevel1.

HolddownCtrl+Hometoascendtothestartofthedocument.InsidetheOutlineToolsgroupwhichisfoundintheShowLevellist,selectLevel2toshoweveryheadinginbothlevel1and2inthedocument.

Selecttheplussignwhichisfoundtotheleftofthefirstheadinginordertohighlightallthecontentinthatsection.NowgothroughtotheOutlineToolsgroup,selecttheMoveUpbuttonfourtimestomovetheShippingheadingalongwithitssubheadingabovetheAccountingheading.

SelectthePastearrowwhichissitedinsidetheClipboardgroupalongtheHomeTab.PlacethecursoroneveryPasteOptionsbuttontoshowatemporaryimageofthecopiedtextinthequotebox,afterwhichselecttheKeepTextOnlyoptioninordertosubstitutethecopiedtextthefortheplaceholdertext.

Adjustthezoomleveltoshowtheentirepageinsidetheprogrampane.Nowdescendthedocumenttothefinalpagethenselectanywhereonthepage.

SelecttheTextBoxbutton,insidetheTextgroupalongtheInserttab.browsetheselectionavailablethenselecttheFacetSidebarthumbnailwhichislocatedtotheleft.Thisistoput

inasidebarontheothersideofthepagefromtheheaderandfootercontent.

Adjustthezoomlevelofthepageto100%sothatyoucanreadthecontentsofthedocuments.

NowthattheSidebartitleisactivated,typeinyourtitle.

Erasethestartingwordandthecolonlocatedatthestartofthefinalparagraphoftheentiredocument.NowhighlighttherestofthedocumentandcutthehighlighteddatatotheClipboard.

Selectthesidebarcontentplaceholderfoundinsidethesidebartohighlighttheplaceholdertext.Repeatstepsa-rtopastethetextfromtheClipboardtothesidebarwhileatthesametimenotchangingthesidebarformatting.

CATEGORIZEANDCOORDINATECONTENT

RearrangingDocumentOutline.

Afteryouhavegainedaccesstothisdocumentcarryoutthesubsequentsteps:

SelectOutlinewhichisfoundontheViewtabinsidetheViewsgroupsothatyoucanseethedocumentinOutlineview.PleasenotthatyoucanseethedocumentintheOutlineview.Pleasenotethatunliketheothertoolstab,theOutliningtabisnotseparatedbyacoloredheading.ThisissobecauseitisalwaysaccessiblewheneveryouareinOutlineview.

SelecttheOptionspagetabfoundintheBackstageviewtogainaccesstotheWordOptionsdialogbox.

HolddownCtrl+Hometoreleasetheselection.GonowtotheOutlineToolsgroupinsidetheShowLevelmenu,selectAllLevels.Itisnowpossibleforyoutogothroughthedocumenttotemporarilyviewtheeffectsofre-arrangement.

SelecttheCloseOutlineViewinsidetheClosegrouptoshowthereorganizeddocumentinthePrintLayoutview.

RearrangingaDocumentContainedintheNavigationPanel

ChecktheNavigationPanesectionfoundintheShowgroupalongtheViewtab.PleasenotethattheNavigationPanemirrorstheadjustmentsyoumadetothedocument’sstructure.

InsidetheNavigationpane,pulltheAccountingheadingupwardsandplaceitrightabovetheShippingheadinginordertogettheAccountingbacktoitsformerposition.

Right-clickanyheadingtoshowanoptionlistofactivitiesthatcanbedonerightthereinsidetheNavigationpanel.

YoucanexploretheoptionsaccessiblealongtheNavigationpanelshortcutoptionlist.

GENERATINGDOCUMENTSTHATARETOBEUSEDEXTERNALLY

SavingDocumentsinOtherFormats

IntheeventthatyouwouldliketosaveaWorddocumentinaformatthatcanbeaccessibleinvariouswayinotherprograms,youcanemployoneofeitherformats.

RichTextFormat(*rtf)-Thisparticularformatdoesnotchangethedocument’sformatting.

PlainText(*txt)-Thisparticularformatkeepsonlythedocument’stext.

Intheeventthatyouwantpersonstoviewthedocumentinthesamewayitwasoriginallycreated,employeitherofthefollowingformats:

PDF(.pdf)-Thisparticularformatisthenumberonechoiceoflargescaleprintingenterprises.ThosewhoviewthedocumentscanseethefileinthefreeMicrosoftReaderProgramandthefileisaccessibleinWord2013orAdobeAcrobat.

XPS(.xps)-Thisformatcontainseveryfontimageandcolorsoitremainsverytruetotheoriginaldocument.ThefileisaccessibleintheMicrosoftReaderProgramortheXPSviewerprogrambothofwhicharefree.

CreatingDocumentsthatareAccessible

Intheeventthatyoumakeadocumentthatwillbesharedelectronically,especiallyintheformofawebpage.Itisofgreatimportancetodetermineifitwillbeavailabletoeveryoneyouwanttoreach.Thinkaboutthefollowingscenarios:

EveryonewilldefinitelynotopenthedocumentinWord2013orthebrowserthatyoupreviewit.

Personsmayadjustthefontsizetheirdefaultbrowsertobelargerthanyoursorhaveagreaterzoomsizetoshowthecontentoftheirbrowser.

Somepersonsmayinfactbecolorblindandhavecomputerssetuptoshowahigh-contrastcolorschemethatadjuststhedefaultcolorofthetextinanefforttomakethetextmorelegible.

Personsmaybevisuallychallengedandmayemployvariousdeviceswhichhelpsthemto“read”theinformationshowninthedocumentorwebpage.

Certainbrowsersmaynotbedesignedtoshowpracticalpageelements.

Ifitisthatyouwishtodistributethedocumentonapublicwebpage,becognizantofwhetherornotyourpotentialviewersmaysearchforareavailabletosearchengines.

Toallowforamoreevenlydisplayeddocumentonthescreen,therearestepsthatcanbetakeninordertomakethedocumentmoreaccessibletosearchenginesandassistiveequipment.

Employingaformatcontentinsteadofusingamanualformatting.Personsareabletouseastylesetwithsizeable,readablefontsandhighcontrastcolorssotheinformation

increasesinsizesothattheycanbebetterablyreadonscreen.Plus,whenemployingheadingstylesuserscansimplyshowadocumentoutlineandgotoselectlocationsinthedocument.

Whenchoosingparticularcolors,utilizethethemecolorssothattheyblendaccordinglywhenusersdecidetousehigh-contrastthemes.

Intheeventthatyourtextcontainsgraphicsapplyacaptiontoeveryimageandmakeavailableanalternativetext.Thisgivesawrittenportrayalofthepicturesanditsproperties.Thiswillbeshownonscreenwhentheimagecan’tbeshownonscreen.AlsoallowthetexttobewrappedaroundthepicturesbyusingtheinLinewithTextsettinginanefforttonotcausethepicturestointerferewiththetext.

Donotemploywatermarksorassignselectbackgroundcolors,patternsorimagesthatmaydisruptthelegibilityofthedocument’scontent.

Allowinformationtobedisplayedintextparagraphinsideoftextboxes.Theinformationintextboxesmaynotbeavailabletoscreenreaders.

Inanefforttomakesurethatyourcontentisretrievedinapreciseorder,presentitintextparagraphsinsteadoftabbedlistsortables.Ifitisthatitisrequiredtopresentdatainatable,amalgamateorseparatecells,ornestfolders.Disparitiesinthetable’sformattingmayallowtheassistivedevicestowronglyconstruetheinformation.Ifitisthatyourtabletakesupseveralpages,choosetheoptiontorepeattheheaderrowinordertoallowtheheaderstobeseenandavailabletoassistivedevices.Applyingalternativetextandcaptionstotablesiftheyarewronglyshownorconstrued.Donotusetablestoassemblecontentonpagebecauseassistivedevicesmightnotaccesstheinformationintheorderyoumaywant.

Whenyouareformattinghyperlinks,giveascreentiptext.

Indecidingwhetherornotyourdocumentisuptoaccessibilityrequirements,showtheinformationpageoftheBackstageview,selecttheCheckforIssuesbuttonthenselectCheckAccessibilityinordertoactivatetheAccessibilityChecker.

Thistooltestsforconventionalaccessibilityissuesandgivereasonsandadviceonrectifyingthem.YoucanleavetheAccessibilityCheckeropenasworkasbydefault,itscontentswillbeupdatedshowingthecurrentproblems.SubsequenttorunningtheAccessibilityChecker,detailsaboutdocumentcontentproblemsisdisplayedtooinsidetheInspectDocumentregionoftheInformationpageoftheBackstageview.

CreatinganEmailHyperlink

SelecttheemailusoptionfoundinthelastlineofthedocumentthengototheInserttabinsidetheLinksgroup,selecttheHyperlinkbutton.

SelectEmailAddresslocatedintheLinktobarinsidetheInsertHyperlinkdialogbox.Pleasenotethatthedialogboxadjustssothatyoucantypeintheinformationsuitedforanemailhyperlink.

Asanexample,typeintheaddresscharliebrown@yahoo.com.Pleasebeawarethatasyou

starttotypeintheemailintheEmailAddressbox.Wordwillputmailtobeforetheaddressyoutypein.Whenaviewerselectsthelink,Wordwillbegintoruntheviewer’sdefaultemailaddressandmakeanewemailmessagewindowaccessible.

TypeinyourmaintopicinsidetheSubjectboxsothatitwillbetypedintheSubjectboxbydefaultofthenewemailmessagewindow.

SelectOKtoinserttheemailhyperlinkinthedocument.Pleasenotethatthetextthatishyperlinkedisstilldenotedbyanunderlineanditsdesignatedcolor.PlacingthecursoronthehyperlinkcausestheinformationshownonthehyperlinkcausestheinformationshownabouttherecipientandsubjectinaScreenTip.

Right-clicktheemail-ushyperlinkthenselectEditHyperlinktomaketheEditHyperlinkdialogboxaccessible.WiththecurrentdestinationforthislinkwithintheE-mailAddressbox.

SelecttheScreenTipbuttonfoundintheupper-rightcornerofthedialogboxtomaketheSetHyperlinkScreenTipdialogboxaccessible.

Typein“Sendmessageto…”forexample,insidetheScreenTiptextboxthenselectOk.

GototheEditHyperlinkdialogboxandselectOKinordertoupdatethehyperlink.

PlacethecursoronthehyperlinktoseethecustomScreenTip.

PressCtrlandselecttheemailushyperlinktomakethemessagewindowaccessible.

ExitthemessagewindowandselectNoatthetimewhenyouareaskedifyouwantto“savechanges”.Pleaseobservethatthecolorassignedtothehyperlinktextisalsothesamecolorastherestofthehyperlinkswhichisinaccordancewiththedocument’stheme.

PuttingaCross-ReferencetoaDocumentSection.

SelectHeadingintheGotoWhatoptionlist,thengototheEnterheadingnumberbox,typein“3”.SelectGotoandselectClosetogosection3.

Selectattheconclusionofthefourthparagraph.PresstheSpacebarandtypeinSeealsosectionthenpressthespacebaroncemore.

Selectthecross-referencebuttonsitedintheLinksgroupalongtheInserttab,tomaketheCross-referencedialogboxaccessible.Thereitispossibleforyoutoindicatethenatureoftheitemyouwishtoreferandthecontentofthecross-referenceinserted.

GotoReferencetypelistandselectHeadingforalltheheadingstobedisplayed.

AstheHeadingTextisselectedintheInsertreferencelistandselectanyheadingsitedintheforWhichheadingmenu.NowselectInsertthenselectClosetoputintheheadingtextinthedocument.

PlacethecursorontheembeddedheadingtexttoshowaScreenTiphavinginformationonthecross-referencetarget.InthisparticularinstancepresstheCtrlkeyandthenselectthecross-referencetonavigatetothesection6heading.

Gototheheadinganderasethelastwordinthetitle.

Gotosection4.2andselectthetitletohighlightthecross-referencefield.

Right-clickthehighlightedcross-referencethenselectUpdateFieldtoerasethewordsfromtheendsofthecrossreferences.

PressCtrlandselectthecross-referencetogodirectlytotheassociatedheading.

ShowingDocumentContentsinFields

GototheInserttabinsidetheHeaderandFootergroupselecttheFooterbuttonthenselectEditFootertofadethemaincontentandshowthefooterregionatthebaseofthefirstpageofthedocument.

Placethecursorinsidetheblankparagraphofthefooter.SelecttheanybuttonfoundintheInsertgroupalongtheDesigntooltabtomakethatoptiondialogboxaccessible.

GototheAvailableFormatsmenu,selectthefirstformatsthatcontainsthedateandtime.

TickthefollowingcheckboxthenselectOKtoputinthecurrentdateandtimeinthepreviouslychosenformatinthedocumentfolder.

PresstheTabkey.SelecttheQuickPartsoptionlocatedintheInsertgroupalongtheDesigntooltabandselectDocumentProperty.ThenselectTitletopinafieldfortheTitlepropertyofthedocument.

Nowthatthetitleisactivated.PresstheRightArrowkeytoreleasetheselection.

ShowtheInfopageonthescreenoftheBackstageview.SeethatinthePropertiesregion,theTitlepropertyisadjustedtoOfficeProcedures.

Justatthetopofthepagetabs,selecttheBackarrowtobacktothedocument.Placethecursorattheendofthedocumenttitleinthefooter,selecttheTabkey,typeanameinFileNameandpresstheSpacebar.

SelecttheQuickPartsbuttonfoundintheInsertgroupalongtheDesigntabthenselectFieldtomakethedialogboxaccessible.

GototheFieldnamesmenuandselectFileName.IntheFormatlist,selectLowercase.NowselectOKtocreatealowercaseformofthefilenameattheendofthefooter.

Savethedocument.

Selectthechosenfield.NowselecttheUpdatebuttonthatisseentoupdatethesettingofthechosenfield.

CreatingaTableofAuthorities

Choosethelegalreferencethatyouwishtodenotewithacitation.SelecttheMarkCitationbuttontoopentheMarkCitationdialogboxaccessible.

GototheShortcitationbox,modifythecitationtomirrortheforminwhichyouwishittobedisplayedinthetable.

Toindicateonecitation,selectMark.Tohighlighteverycitationthatmatchthehighlightedcitation,selectMarkAll.Wordwillputinhiddenfieldcodesinthedocument

thatwillbeusedtorecognizethecitation

Subsequenttoputtinginallthecitations,makethetableofauthorities.

Placethecursoratthepointyouwanttoputinthetableofauthorities,selecttheInsertTableofAuthoritiesbuttontomaketheTableofAuthoritiesdialogboxavailable.

CreatingaTableofFigures

Clicktheinitialfigureortableyouwishtocaption.SelecttheInsertCaptionbuttontomaketheCaptiondialogboxaccessible.

IntheeventthatyouwanttomodifythelabeldisplayedintheCaptionbox,gototheLabellist,selectTableorEquation;orselectNewLabel,typeinthelabelyouwant,andthenselectOK.

GototheCaptionbox,selecttotherightofthelabelandnumber,presstheSpacebar,typethecaption,andthenselectOKtoapplythecaptiontothedocument.Also,youcanapplyonlythelabelasthecaption,andthenmodifythecaptionintheWorddocument.

Placethecursorwhereyouwishtoputinthetableoffigures,selectInsertTableofFigurestomakeavailabletheTableofFiguresdialogbox.

Chooseanyextraoptionsyouwish,selectOKtoputinatableoffigures.

UTILIZINGMAILMERGE

MakingDataSources

GototheMailingstab,insidetheStartMailMergegroup,selecttheStartMailMergeoption,andthenselectStep-by-StepMailMergeWizardtogainaccesstotheMailMergepanel

AstheLettersischosenasthedocumentform,beneaththeMailMergepanel,selectnext:Startingdocument.

Selectadatasource

AlongsideuseanExistinglist,selectBrowsetomaketheSelectDataSourcedialogboxaccessible.

GototheChapter14practicefilefolder,double-clicktheworkbooktomaketheSelectTabledialogboxaccessible.

EnsurethatCustomersishighlightedintheSelectTabledialogbox,selectOKtomaketheMergeRecipientsdialogboxaccessible.

PreparingMajorFiles.

GobeneaththeMailMergepanel,selectNextwriteyourletter.

Placethecursorwithintheblankleft-alignedparagraph.SelectAddressblocktomaketheInsertAddressBlockdialogboxaccessible.

SelectOKtoconsenttodefaultsettingsandputinthe<<AddressBlock>>mergefieldinthedocument.

Double-presstheEnterkey,selectGreetinglineintheMailMergepaneltomaketheInsertGreetinglineaccessible.

GototheDisplayingformatsfortherecipient’snameandselectanyname.

SelecttheNextoptionthreetimestoseethegreetinglineforeveryrecipientinthelinkeddatasource.SelectOktoexittheInsertingGreetingLinetoputinthe<<GreetingLine>>Mergefieldinthedocument.

PuttingMainDocumentsandSourcesTogether.

GototheMailMergepanel,selectnexttillstep5panelisseenonthescreen.

GotothePreviewyourlettersregionoftheMailMergepanel,selectthePreviousRecordbuttonthreetimestotemporarilyviewallletters.

GototheMergeareaoftheMailmergepanel.SelectEditIndividualletterstomaketheMergetoNewDocumentdialogboxaccessible.

PuttingtheMergeFieldwithintheMainDocument.

PlacethecursoratthestartofthegreetingEmaildocument.SelecttheGreetingLineoptionintheWriteandInsertFieldsgrouptomaketheInsertGreetingLinedialogboxaccessible.

GotothefirstboxintheGreetinglineformatarea,dragtochooseDearthentypein‘Hello’thenacommaandaspace.Fromthesecondlist,select‘Joshua’andselectthecolonfromthethirdlist.

SelecttheNextbuttoninthepreviewareatotemporarilyviewthegreetingsastheywillbeseenintheemailmessages.

SelecttheFirstoptiontogobacktothefirstrecord.SelectOKtoputinthe<<GreetingLines>>mergefieldabovetheformermessage.

SelectthePreviewResultsbuttontotemporarilyviewthefirstmessage.SelecttheNextRecordtwotimestotemporarilyviewthemessageforthereceivers.

SelecttheHighlightMergeFieldsoptionontheWriteandInsertFieldsgroupinordertodenotethemergefieldsinthedocumentwithagreyhighlight.

SelecttheAlloption,selectOktomakeanewdocumententitledLetters.

SelecttheSaveoptionontheQuickAccesstoolbarsoastosavethedocumentwithamorespecifiedidentity.

GototheChapter14practicefilefolder,typeinMyMergedLettersintheFilenameboxselectSavetosavethedocumenttothatfolder.

SendingPersonalizedEmailstoVariousPersons

SelecttheSelectRecipientoptionintheStartMailMergegroup.SelectTypeaNewListtomaketheNewAddressListdialogboxaccessible.

PlacethecursorintheFirstNamefield.Typeinafirstname,presstheTabkey,typeintheperson’sintheLastnamefieldthenpressTabuntilyougettotheEmailAddressfieldthentypeintheemail.

Repeatsteps‘a’and‘b’withotherdesiredcontacts.

GototheChaper14practicefilefolder,typeinMyEmailDataSourcewithintheFilenamebox,selectSavetotheDataSource.

ApplyingtheDataSourceandMainDocumentStraighttoEmailMessages

SelecttheFinishandMergebuttontoselectSendEmailMessagestomaketheMergetoEmaildialogboxaccessible.

GototheMessageOptionsareatoensurethatEmailAddressishighlightedonthelist,typeinyourgreetingintheSubjectLinebox,thenensurethatHTMLishighlightedintheMailFormatlist.

SelectOktosendemailmessagesorcanceltodootherwise.

MakingandPrintingLabels

GototheStartMailMerge,selecttheStartMailMergeoptionthenselectStep-by-StepMailMergeWizard.

GototheMailMergepanel,selectLabelsthenselectnext:Startingdocument.

SelecttheChangedocumentlayoutinthestep2panel.SelecttheLabeloptionstoopentheLabelOptionsdialogbox.

Selectthesecond30PerPagesettingintheProductnumberbox.SelectOK.

BeneaththeMailMergepanel,selectBrowsethengoChapter14practicefilefolder,double-clicktheCustomerListworkbook,gototheSelectTabledialogbox,selectOK.

WithintheMailMergerecipientsdialogboxselectOKtoputina<<NewRecord>>imagefieldinallbutthefirstcell.

BeneaththeMailMergepanel,selectnext:Arrangeyourlabels.

Placethecursorinthefirstcell,selectAddressblock,theMergeyourLabelsregionoftheMailMergepanel.

GototheInsertAddressBlockdialogbox,selectOKtoconsenttodefaultsettingtoputinan<<AddressBlock>>mergefieldinthefirstcell.

GototheReplicateLabelsregion,selectUpdateAllLabelstocopyandpastethe<<AddressBlock>>mergefieldstoothercells.

BelowtheMailMergepanel,selectnext.Previewyourlabelstoshowthedatasourceinformationwhichsubstitutesthemergefields.

GobeneaththeMailMergepanel,selectnext:CompletetheMerge.GototheMergearea

ofMailMergepanel,selectPrint.

ADDINGOTHERFEATURESTOTHEDOCUMENT.

ApplyingandCheckingComments.

Openthedocumentthenadheretosubsequentsteps:

GototheTrackinggroupalongtheReviewtabandselecttheShowMarkupbutton.

SelecttheNextbuttonintheCommentsgroupalongtheReviewtab.

SelecttheNextbuttontoshowthenextcomment.

SelectAllMarkupintheDisplayforReviewmenutoshowthecommentsinitsentiretyinthemarkuparea.

GotothetableandplacethecursoronAdequatetoshowaScreenTipwithdetailsaboutwhoinputtedthecommentsandwhen.

Gotothefinalcolumnofthesamerow,clickthewords‘somegood’gototheCommentsgroup,selecttheNextCommenttohighlighttheselection.

Typein“TheycarrytheUltraline”inthecommentballoon

Selectthecommentballoonassociatedwiththewordcompetitors,gonowtothecommentsgroup,andselecttheDeletebutton.

KeepingRecordandHandlingModificationsMadetheDocument.

SelecttheTrackChangesbuttonintheTrackinggroupalongtheReviewtab.

GototheDisplayforReviewmenu,selectAllMarkup.GototheShowMarkupmenu,selectballoons.

Bringupthetableonscreenagain.GotothePricescolumnontheFabrikamrow,withinthesentencefragment‘somemuchlower’.Double-clicktheword‘mulch’thenpresstheDeletekey.

GototheServicecolumnoftheFabrikamrow,placetheinsertionpointafterthewordAdequate.PresstheSpacebarandtypeinbutslowtohavethenewtexthavingthesamecolorasthedeletion.

GototheQualitycolumnoftheNorthwindTradersrow,highlightthewordPoor,nowtypeinSubstandardtobeseenasadeletionaswellasaninsertion.

PlacethecursoronthedeletedwordPoortoshowanInformativeScreenTip.

GototheTrackinggroup,selectShowMarkupandBalloonsthenselectShowRevisionsinBalloonstoremovethedeletionsfromthetextandshowthemintherightmargin.

SelectShowMarkupandselectBalloonsandselectShowAllRevisionsInlinestokeeptheinlinerevisionindicatorsanderasetheballoons.

GototheDisplayforReviewmenu,selectNoMarkuptoconcealtheadjustmenttoshowthedocumentasitwouldbeseenifeverychangewasaccepted.

GototheDisplayforReviewmenu,selectSimpleMarkup.

ReviewandProcesstheTrackedChanges.

SelectAllMarkupintheDisplayforReviewmenutoseethetrackedchangesagain.HolddownCtrl+Hometogotothestartofthedocument.

GototheChangesgroup,selecttheNextbuttontoselecttheinitialchange,thedeletedwordmulch,inthedocumentandselectAccepttoconsenttochanges.

ClickRejectbuttontoremovetheinsertedtext.

SelectAccepttoimplementthedeletionselectthebuttonagaintoimplementtheinsertion.

Wordwillnowshowamessageboxtoshowthatnomorechangesaretobemade,selectOKtoexitthemessagebox.

ComparingandMergingDocuments.

Service,ServiceCP,ServiceTAdocumentlocatedintheChapter15practicefilefolderisarequirementforthisexercise.

SelecttheComparegroupbuttonalongtheReviewtabthengototheComparegroup,selectCombinetomaketheCombineDocumentsdialogboxaccessible.

Gototheoriginaldocumentmenu,selectService.TypeinyouridentityinsidetheLabelunmarkedchangeswithbox.

GototheRevisedDocumentmenuselectServiceCP.

SelecttheMorebuttoninthedialogbox.GototheComparisonSettingsregiontoensurethatallthecheckboxedareticked.

GototheShowchangesregion,makesurethatOriginalDocumentisselectedunderneathShowChangesin.selectOKtocomparebothdocumentsandhighlightdisparitiesinthemergedversionofthedocument.

Compareathirdversionofthedocumenttothefirsttwoversions.

SelectCombineintheComparegrouptoshowthedialogbox.

GototheOriginalDocumentmenu,selectService,gototheRevisedDocumentmenuandselectServiceTAtoverifythatforexample,‘TerryAdams’isseeninthelinkedLabelunmarkedchangeswithbox.SelectOKtoapplymodificationsfromtheServiceTAversionofthedocumenttotheothertwoversions.

Gothroughindividualrevisions.

GototheTrackinggroup,selecttheShowMarkupbutton,selectSpecificPeoplethenselectChrisPrestontodeactivatethechangetrackingmarkup.

SelecttheShowMarkupmenu,selectSpecificPeopleselectAllReviewerstoseeallthemodificationsagain.

Resolveanyconflictingdifferences.

Placethecursorinthefileinitscenter,selecttheAcceptarrowinthemenutoacceptallchanges.

DocumentsthatareProtectedbyPasswords.

LoansdocumentsitedintheChapter15practicefilefolderisrequiredforthisactivity.Openthedocumentthenadheretosubsequentsteps:

PuttheSaveAspageoftheBackstageviewthengototheCurrentFolderregionandselecttheChapter15practicefilefolder.

InthenowavailabledialogboxandtypeinMyLoansintheFilenamebox.

SelectToolsinthedialogbox,theninthemenu,selectGeneraloptionstomaketheGeneralOptionsdialogboxaccessible.

GotothePasswordtoModifyboxandtypein“Sch00l”insidetheRe-enterpasswordtomodifybox,selectOKtoactivatethepassword.

GototheSaveAsdialogboxandselectSave.

SelecttheMyLoansfile.MakeitaccessiblefromtheChapter15practicefilefolder.

AsthePassworddialogboxisdisplayed,typein“school”inthePasswordbox,selectOK.

Asthisiswrongpasswordyouwillgetamessageindicatingso,selectOK.

Exitthedocumentthenreopenit.NowinthePassworddialogboxtypein“School”,selectOKtoopenaversionofthedocumentthatcanbemodified.

Co-AuthoringDocuments

Youcanputtogetherseveralversionsofadocumentandheresultingsinglefileshowsallofthemodificationsmade.

SeveralpersonscaneditadocumentatthesametimeintheeventthatthefileisstoredonaSharePointstyle.

BEINGMORERESOURCEFULINWORD

MakingCustomStylesandTemplates

MakingandAttachingTemplates

CreatingandModifyingStyles

GototheDeveloper’stabfoundintheTemplatesgroup.SelectDocumentTemplatetoshowtheTemplate’spageoftheTemplatesandAdd-Insdialogbox.

SelectattachintheDocumentTemplateregiontomaketheAttachTemplatedialogboxaccessible.Gotothetemplateyouwishtoattach,double-clickitsothatitgoesinthedirectionoftheDocumentTemplate.

GototheTemplatesandAdd-Insdialogbox,ticktheAutomaticallyupdatedocumentstylescheckbox.SelectOKtoapplythenewtemplateandupdatethedocumentstylestemplatestoenterthemediuminwhichyouwishtostoretemplatesthatyoumake.Copythedefaultlocalfilelocationfromtheboxabove,addTemplatestotheend.SelectOKtosavethesetting.

OntheNewpageoftheBackstageview,beneaththeSearchbox,selecttheFaxcategorytoshowthumbnails.

Browsethelist,selectthetemplateyouprefer.SelectCreatetodownloadthetemplate,makeanewfaxcoverpagedocumentfromtheselectedtemplate.

Substituteatleastoneplaceholderwithpersonalinformation.Thenmaketheformattingmodificationsyouwish.

GototheBackstageview,selecttheSaveAstab.GototheleftpaneloftheSaveAspage,selectComputergonowtotherightpanel,selecttheBrowsebuttontomaketheSaveAsdialogboxaccessible.

GototheSaveAstypemenu,selectthewordtemplate.

TypeinMyFaxTemplateintheFileNamebox.SelectSave.

ChangingDefaultProgramOptions

GototheHometab,locatedintheFontgroup,placethecursorontheBoldoptiontoshowaScreenTipthatincludesthenameoftheoption,itskeyboardshortcut,aswellasitsrole.

SelecttheFiletab,toshowtheBackstageview,selectoptionstoshowtheGeneralpageoftheWordOptionsdialogbox.

GonowtotheInterfaceoptionsregion,locatedintheScreenTipstylemenu,selecttheoptionDon’tShowFeaturedescriptionsinScreenTips.

EnsurethattheUsernameandInitialsareinthewayyouwantthemtoappearintheMicrosoftOfficeregion.GototheOfficeBackgroundmenu,selectStarts.GototheOfficeThememenu.Selectacolor.

Inthedocumenttypeinasentencewithallthewordsspeltincorrectly.

MaketheWordOptionsdialogboxaccessible.SelectDisplaypagetabtoshowtheselectionformodifyinghowimagesappearonscreenaswellaswhenprinted.

GototheExceptionsforregion,ticktheHideSpellingerrorsinthisdocumentonlyaswellastheHidegrammarerrorsinthisdocumentcheckboxes.

SelecttheSavepagetabforsaving,editingandsharingdocuments.

GototheSavedocumentsregion,showtheSavefilesinthisformatmenu.Seethedifferentwaysyoucansavethisfile.Selectoutsidethemenutoexitthisregion.

Selectthelanguagepagetabtoshowoptionsforimplementingtheexisting,display,Help

andScreenTiplanguages.

GototheSetYourScreenTipLanguagemenu,selectSpanish.

SelecttheAdvancedpagetabtoshowoptionsrelatedtoeditingdocumentinformation.

GototheDisplayarea,adjustShowthisnumberofRecentDocumentsto6.ClicktheQuicklyaccessthisnumberofRecentDocumentscheckboxandadjustitto3,andtheShowthisnumberofunpinnedRecentFoldersto3.

SelecttheTrustCenterpagetabtoshowlinkstoinformationregardingprivacyandsecurity.

SelectTrustCentreSettingsintheMicrosoftWordTrustCentretogainaccesstothatdialogbox.

LookthroughallthepagesoftheTrustCentredialogbox.SelectCanceltogobacktotheWordOptionsdialogbox

GototheWordoptionsdialogbox,selectOktosaveadjustmentsmadetogobacktothedocument.

EnsuringthatChangesMadeareInEffect

Gotothedocumentandseethatthelinesindicatingincorrectspellingisnolongervisible.PlacethecursorontheBoldButtonandseethattheScreenTipsaysNegrita.

SelecttheFiletabtoshowtheBackstageview.

SelecttheOpenpagetabandseethelistofrecentdocuments.

SelecttheSaveAspagetab.

GototheBackstageview,selecttheOptionstogobacktotheWordOptionsdialogbox.Undothemodificationsthatyouwouldnolongerliketoworkon.SelectOKtoexitthedialogboxandsaveyourchanges.

CustomizingtheQuickAccessToolBar

TheAgendadocumentlocatedintheChapter16practicefilefolderisrequiredforthecompletionofthisactivity.Openthedocumentthenadheretosubsequentsteps:

GotoHometab,right-clicktheTextHighlightcolorarrow,selectAddtoQuickAccessToolbartoputthecommandandgallerytothetoolbar.

SelecttheCustomizetheQuickAccessToolbarbutton.

GototheCustomizeQuickAccessToolbaroptionlist,selectSpellingandGrammartoapplythatoptiontothetoolbar.

GototheCustomizeQuickAccessToolbaroptionlist.SelecttheMoreCommandstoshowtheQuickAccessToolbarpageoftheWordOptionsdialogbox.Chooseother

availablecommandsfromthatToolbarthatyouwanttoseedisplayedontheQuickAccesstoolbar.

FREQUENTLYUSEDSHORTCUTS–ACCESSKEYS

Intoday’sbusyword,timeisinvaluable.Individualscontinuetolookforsimplerandquickerwaysofexecutingtaskoractivities.UsersofWindowsWordsarenodifferent.Withthisinmind,alistingoffrequentlyusedshortcutinWordhasbeenpreparedtohelpyoumaximizeyourtimewiththeuseofonlytwotofivekeystrokes.

Inordertouseanaccesskey,usethefollowingcommandstochoosetheribbontabthatyouwanttoopen.

OpenYourFilePagetoUtilizeBackstageView

OpenYourFilePagetoUtilizeBackstageViewisnowquicksimple.InordertoopenaFilepagetousethebackstageview,youwillneedtopressALT+F.

OpeningtheDesignTab

ItmaybecomenecessaryforyoutoopenyourDesigntabtousecolors,effects,themesandpagebordersjustpressALT+G.

OpeningHomeTab

OpeningyourHomeTabisoneofthefunctionsyouwillsometimesneedtoperforminWord.Usethecommonformattingcommands,example,paragraphStylestodoopenyourHomeTabthatpressALT+H

OpenMailingsTab

IfyouwishtoopenMailingstabinordermanageMailMergejobs,orifyouaregoingtoworkwithenvelopesandlabelsjustpressALT+M.

OpeningInsertTab

ToOpenInserttabwhereyouneedtoinserttables,headers,picturesandshapes,ortextboxesyoushouldpressALT+N.

OpeningLayoutTab

ToopenLayouttabifyoudesiretoworkwiththepagemargins,indentation,pageorientationandspacingyouarerequiredtopressALT+P

ToOpentheReviewTab

ToopentheReviewtabtouseSpellCheck,setproofinglanguages,ortotrackandevaluatechangesmadetoyourdocumentuseALT+R.

ToOpen“TellMe”Box

Ifyoudesiretoopen“Tellme“boxontheribbontoenterasearchwordorphrase

ForHelpcontentyoumayuseALT+Qthenenteryoursearchterm.

OpeningLayoutTab

ToopenLayouttabifyoudesiretoworkwiththepagemargins,indentation,pageorientationandspacingyouarerequiredtopressALT+P.

ToOpentheViewTab

InordertoopentheViewtabtochooseadocumentviewormode,suchasReadModeorOutlineview.ItshouldbenotedthatyoucanalsoputZoommagnificationandmanagenumerouswindowsofdocumentsbyusingALT+W.

ToOpentheReferencesTab

ToopentheReferencestabtoincludeatableofcontentsoratableofcitationsorfootnotesuseALT+S.

ToMoveBetweenGroupsonaRibbon

IfyouwanttomoveamonggroupsonaribbonuseCTRLandRIGHTARROWorCTRLandLEFTARROW.Ifthecommandisastandardbutton,pressSPACEBARorENTERtoactivatethecommandthatyouwant.

Ifthecommandisasplitbutton(thatis,abuttonthatopensamenuofadditionaloptions),presstheALT,DOWN,ARROWsimultaneouslytomovethroughtheoptionsandthenpressSPACEBARorENTERtoselectthatoption.

UseAccessKeysWhenYouCanSeetheKeyTips

Touseaccesskeys,pressALT.PresstheletterthatisdisplayedinthesquareKeyTipthatappearsovertheribboncommandthatyouwouldliketouse.Basedonwhichletterispressed,additionalkeysmayberevealed.Forinstance,ifyoupressALT+F,theOfficeBackstageopensontheInfopagewhichhasadifferentsetofKeyTips.IfyouthenpressALTagain,KeyTipsfornavigatingonthispagewillappear.

AlteringTheKeyboardFocusWithoutTheUseOftheMouse

Therearenumerouswaystomovethekeyboardfocuswithouttheuseofthemouse:

TheActiveTab

Youmayselecttheactivetaboftheribbonandactivatetheaccesskeys,usetheALTorF10.Useaccesskeysorarrowkeystogotoadifferenttab.

MovingtheFocustoCommandsontheRibbon

InordertomovethefocustocommandsontheribbonuseTABorSHIFT+TAB.

MovingDownorUp,LeftorRight,Respectively

Tomovedown,up,left,orright,respectively,amongtheitemsontheribbon,pressdownarroworrightarroworuparrowandleftarrow.

ExpandorCollapsetheRibbon

Ifyouwanttoexpandorcollapsetheribbon,pressCTRL+F1.

DisplayingtheShortcutMenu

Shortcutissomucheasier.Doyouneedtoknowhowtodisplayyourshortcutmenu?Youmayshowtheshortcutmenuforaparticularitem,pressSHIFT+F10.

ToMovetheFocustoaDifferentPaneoftheWindow

Ofcourseyourfocuswillsometimeschange,thereforeyoumayneed“MovetheFocus”toaDifferentPaneoftheWindow.Inordertomovethefocustoadifferentpaneofthewindow,suchastheFormatPicturepane,theGrammarpane,ortheSelectionpane,pressF6.

FocusingCommandontheRibbon

Youcanchangethefocusofeachoneofthecommandontheribbon,backwardorforward,respectively,pressTABorSHIFT+TAB.

ActivatingaSelectedCommandorControl

UsingselectedcommandinWordcanbeveryhelpful.Inordertoactivateaselectedcommandorcontrolontheribbon,pressSPACEBARorENTER.

ToOpenaSelectedMenuorGallery

ItisimportantthatyouknowhowtoopenyourMenuandGallerytogiveyourdocument“theWowfactor”.Ifyouwanttoopenaselectedmenuorgalleryontheribbon,pressSPACEBARorENTER.

FinishModifyingaValueinaControlontheRibbon

Tofinishmodifyingavalueinacontrolonyourribbonandtoalsomovefocusbacktothedocument,pressENTER.

TheKeyboardShortcutReferenceforMicrosoftWord

ToCreateaNewDocument

Wordanddocumentcreationisinseparable.Ausermustknowthisshortcut.Inordertocreateanewdocument,pressCTRL+N.

ToOpenaDocument

Youmayhavecreatedadocumentandyouneedtoreturntoit.Ifyouwanttoopenadocument,PressCTRL+O.

ClosingaDocument

Afteryouhavefinishedcreatingyourdocument,youneedtocloseit.Whenclosingadocument,pressCTRL+W.

ToSplittheDocumentWindow

Splittingyourdocumentwindowcanhelpyoutoviewmultipledocuments.Whensplittingthedocumentwindow,pressALT+CTRL+S.

RemovingtheDocumentWindowSplit

Afteryouhavefinishedusingthedocumentinwindowsplit,youwillneedtoremovethesplit.Toremovethedocumentwindowsplit,pressALT+SHIFT+CorALT+CTRL+S.

SavingaDocument

Youwanttoensurethatthedocumentthatyouhavecreatedisstored.Therefore,youmustsaveit.Tosaveadocument,pressCTRL+S.

WorkingwithWebContent

AttachingHyperlink

Ofcourse,youneedtoknowtheshortcutforhyperlink.WhenyouwanttoattachahyperlinkpressCTRL+K.

ToGoBackOnePage

Wow!Ineedtogobacktothepreviouspage.Itiseasytodo.AllyouneedtodoistogobackonepageispressALT+LEFTARROW.

ToGoForwardOnePage

Iamfinishedworkingonthispage,soIneedtogoforwardtothenextpage.Ifyouwanttomoveforwardonepage,pressALT+RIGHTARROW.

RefreshingaWebPage

Ineedtorefreshmywebpage;howdoIdothis?Thatiseasy.Torefreshawebpage,pressF9.

PrintandPreviewDocuments

PrintingaDocument

Ihavecompletedmydocument,butIneedtoprintit.HowdoIuseshortcuttoprintthisdocument?SimplypressCTRL+P.

ToSwitchtoPrintPreview

Howdoyouuseshortcuttoswitchtoprintpreview?Thatissimply,justpressALT+CTRL+I.

MovingAroundthePreviewPageWhenZoomedIn

Youcanzoominaroundthepreviewpage.Foryoutomovearoundthepreviewpagewhenzoomedin,itiseasyusetheArrowkeys.

ToMovebyOnePreviewPageWhenZoomedOut

HowdoImovebyonepreviewpagewhenzoomedout?Inordertomovebyonepreviewpagewhenzoomedout,usekeypageuporpagedown

ToMovetotheFirstPreviewPageWhenZoomedOut

Youcanmovetothefirstpreviewpagewhenzoomedout.Todothis,pressCTRL+END.

ToCheckSpellingandReviewChangesinADocument

ToInsertaComment

IamreviewingmydocumentandIhaverecognizedthatIneedtoinsertacommentintheRevisiontaskpane,whatIwillneedtodo.JustpressALT+R,C.

TurningChangeTrackingOnorOff

HowdoIdeactivatemytrackingfeature?Allyouneedtodois,pressCTRL+SHIFT+E.

ToClosetheReviewingPaneWhenItisOpen

Reviewingyourdocumentisimportant.Therefore,knowingtheshortcutisimportantsoyoucancloseitwhenitisnotneeded.ToClosetheReviewingPanewhenitisopen,pressALT+SHIFT+CTRL.

ToSelectReviewTabonRibbon

ToSelectReviewtabonribbon,pressALT+R,thenusethedownarrowtomovetocommandsonthistab.

ToSelectSpelling&Grammar

Anerrorfreedocumentwillalwaysservetocreateanimpressiononthereader,thereforeitisimperativethatyouknowtheshortcutforSpellingandgrammar.InordertoSelectSpelling&Grammar,pressALT+R,S.

Finding,Replacing,andGoingtoSpecificItemsinTheDocument

ToOpentheSearchBoxintheNavigationTaskPane

ToopenthesearchboxintheNavigationtaskpane,pressCTRL+F

ToReplaceText,SpecificFormatting,andSpecialItems

Inordertoreplacetext,specificformatting,andspecialitems,pressCTRL+H

ToGotoAPage,Bookmark,Footnote,Table,Comment,Graphic,OrOtherLocation

Inordertogotoapage,bookmark,footnote,table,comment,graphic,orotherlocation,pressCTRL+G.

SwitchingBetweentheLastFourPlacesThatYouHaveEdited

Inordertoswitchbetweenthelastfourplacesthatyouhaveedited,pressALT+CTRL+Z.

ToMoveAroundinaDocumentUsingtheKeyboard

MovingaCharactertotheLeft

Youhavechangedyourmindandyouwanttomoveacharactertotheleft.Allyouneedtodotomoveacharactertotheleft,presstheLEFTARROW.

MovingaCharactertotheRight

IhavepositionmycharactertotheleftbutIthinkitwilllookbetterontheright.WhatwillIneedtodo?Ifyouaremovingacharactertotheright,presstheRIGHTARROW.

MovingaWordtotheLeft

Movingmywordtotheleftwillgivemydocumentabetterlook.WhatwillIneedtodo?Inordertomoveawordtotheleft,pressCTRL+LEFTARROW.

ToMoveaWordtotheRight

AllmyotherdocumentswordswerepositionedtotherightbutIneedtochangemystyleandpositionthewordstotheright.Howisthatdone?Inordertomoveawordtotheright,pressCTRL+RIGHTARROW.

ToMoveOneParagraphUp

Iwanttoreviewthepreviousparagraph.HowdoIgetthere?Inordertomoveoneparagraphup,pressCTRL+UPARROW.

ToMoveOneParagraphDown

IIhavecompletedthechangestothecurrentparagraphandIneedtomoveoneparagraphdown,whatwillIneedtodo?Inordertomoveoneparagraphdown,pressCTRL+DOWNARROW.

ToMoveOneCelltotheLeft(InaTable)

YouhavereviewedyourTablebutyouneedtomakesomeadjustmentsinthecelltotheleft.Allyouneedtodotomoveonecelltotheleft(inatable),pressSHIFT+TAB.

ToMoveOneCelltotheRight(InaTable)

Inordertomoveonecelltotheright(inatable),pressTAB.

ToMoveUpOneLine

Tomoveuponeline,pressUPARROW.

MovingDownOneLine

DoyouneedtomovedownoneLine?Ifyes,inordertomovedownonelineusetheDOWNARROW.

MovingtotheEndofaLine

Youmayhavecompletedasentenceandyouwanttomovedowntotheendofaline.Ifthatisthecase,pressEND.

MovingtotheStartofaLine.

Ifyouneedtostartanewparagraphandyouneedtomovetothestartofaline.Inordertogothestartofaline,pressHOME.

ToMovingtotheTopoftheWindow

Theremaybeinstanceswhereyouneedtomovetothetopofthewindowinordertomovetothetopofthewindow,pressALT+CTRL+PAGEUP.

ToGototheEndoftheWindow

WhatdoIneedtodotogototheendofthewindow?That’seasy,justpressALT+CTRL+PAGEDOWN.

ToMoveUpOneScreen(Scrolling)

Iwanttoflipthroughthedifferentpagesofmydocument.Todothis,pressPAGEUP.

ToMoveDownOneScreen(Scrolling)

HowdoIgouptothetopofmyscreen?Tomovedownonescreen(scrolling),pressPAGEDOWN.

ToScrolltotheTopoftheNextPage

HowcanIgettothetopofthenextpage?Youcandothisbyscrolling.Toscrolltothetopofthenextpage,pressCTRL+PAGEDOWN.

MovingtotheTopofthePrecedingPage

Idonotrememberhowtomovetothetopoftheprecedingpage?Todothis,pressCTRL+PAGEUP.

ToMovetotheEndofaDocument

Ihavesomeunfinishedworkattheendofmydocument.HowdoIreachthere?Tomovetotheendofadocument,pressCTRL+END.

ScrolltotheBeginningofaDocument

IhavebeenaskedreviewadocumentbutIdon’tknowhowtoscrolltothebeginning.Inordertodothis,pressCTRL+HOME.

ToMovetoaPreviousRevision

Doyouwanttogobacktoapreviousrevision?Tomovetoapreviousrevision,pressSHIFT+F5.

GoingtotheLocationYouwereWorkingPriortotheClosingoftheDocument

Whenyouhaveopenedadocument,youmaywanttoreturntothelocationyoulastworkedpriortoclosingthedocumentuseSHIFT+F5.

ToInsertorMarkTableofContentsCitationsandFootnotes

MarkingaTableofContentsItem

Inordertomarkatableofcontentsitem,pressALT+SHIFT+O

Ifyouwanttogotonextfootnote(inWord2016),pressALT+SHIFT+>

Togotopreviousfootnote(inWord2016)

Ifyouwanttogotopreviousfootnote(inWord2016),pressALT+SHIFT+<.

Togoto“Tellmewhatyouwanttodo”andSmartLookup(inWord2016)

Togoto“Tellmewhatyouwanttodo”andSmartLookup(inWord2016),pressALT+Q

SwitchtoanotherViewoftheDocument

ToSwitchtoReadModeview

TherewillbeinstanceswhenyouneedtoswitchtoswitchtoReadModeview,pressALT+W,F.

ToswitchtoprintLayoutview

Youcangotoswitchlayoutvieweasily.IfyouwanttoswitchtoPrintLayoutview,pressALT+CTRL+P.

Toswitchtooutlineview

Switchingtooutlineviewisquitehelpfulasitprovidesasynopsisofthedocumentlayout.Inordertoswitchtooutlineview,pressALT+CTRL+O.

ToSwitchtoDraftview

InordertoswitchtoDraftview,press,ALT+CTRL+N.

WorkwithheadingsinOutlineview:

Topromoteaparagraph

Ifyouwanttopromoteaparagraph,pressALT+SHIFT+LEFTARROW.

Todemoteaparagraph

Inordertodemoteaparagraph,pressALT+SHIFT+RIGHTARROW.

Todemotetobodytext

Inordertodemotetobodytext,pressCTRL+SHIFT+N.

ToMoveselectedparagraphsup

Ifyouwanttomovetheselectedparagraphsup,pressALT+SHIFTandUPARROW.

ToMoveselectedparagraphsdown

Inordertomoveselectedparagraphsdown,pressALT+SHIFT+DOWNARROW.

Toexpandtextunderaheading

Inordertoexpandtextunderaheading,pressALT+SHIFT+PLUSSIGN.

ToCollapsetextunderaheading

InordertoCollapsetextunderaheading,pressALT+SHIFT+MINUSSIGN.

ToExpandorcollapsealltextorheadings

Ifyouwanttoexpandorcollapsealltextorheadings,pressALT+SHIFT+A.

ToHideordisplaycharacterformatting

ToHideordisplaycharacterformatting,presstheslash(/)keyonthenumerickeypad.

ToShowthefirstlineofbodytextorallbodytext

Inordertoshowthefirstlineofbodytextorallbodytext,pressALT+SHIFT+L.

ShowHeadingswiththeHeading1Style

ToshowheadingswiththeHeading1style,pressALT+SHIFT+1.

AttachingaTabCharacter

Ifyouwanttoattachatabcharacter,allyouneedtodoispressCTRLandTAB.

NavigatinginReadModeView

Togotobeginningofdocument

Inordertogotobeginningofdocument,pressHOME.

Togotoendofdocument

Youcangototheendofthedocument.Ifyouwanttogotoendofdocument,pressEND.

ToExitReadmode

Youhavecompletedthetaskofreadingyourdocument.Therefore,youcanexit.InordertoexitReadmode,pressESC.

EditingandMovingTextandGraphics

Selectingtextandgraphics

ChoosingatextbyholdingdownSHIFTandusingthearrowkeystomovethecursor.

ToTurnextendmodeon

Younolongerneedtheextendmodeon.Inordertoturnextendmodeon,pressF8.

Toselectthenearestcharacter

Ifyouwanttoselectthenearestcharacter,pressF8nextuseeithertheLEFTARROWortheRIGHTARROWkey.

Increasingthesizeoftheselection

Ifyouwantthesizeofaselectiontobelarger,pressF8(pressoncetoselectaword,twicetoselectasentence,andsoon).

Toreducethesizeofaselection

Theremaybecaseswhereyouneedtoreducethesizeoftheselection.Inordertoreducethesizeofaselection,pressSHIFT+F8.

ToTurnextendmodeoff

Youhavenotfinishedusingtheextendmode,youcanturnitoff.Inordertoturnextendmodeoff,pressESC.\

ExtendingYourSelection,acharactertotheRight

Inordertoextendyourselectionbyacharactertotheright,pressSHIFT+RIGHTARROW.

ExtendingaRangetotheendofaword

Itmighthavebecomenecessaryforyoutoextendarangetotheendofaword.InordertoextendaselectiontotheendofaworduseCTRL+SHIFT+RIGHTARROW.

ExtendingaRangetothestartofaword

Youcanalsoextendarangetothestartofaword.InordertoextendarangetothestartofawordpressCTRLandSHIFTandLEFTARROW.

ExtendingaRangetotheendofaline

WhatshortcutcanIuseinordertoextendarangetotheendofaline?YoucanpressSHIFT+END.

Extendingarangetothestartofaline

Ialsoneedtoknowhowtoextendarangetothestartofaline.InordertoextendarangetothestartofalinejustpressSHIFTandHOME.

Extendingarange,alinedown

Doyouknowhowtouseshortcuttoextendarange,alinedown?IfyouwanttoextendarangeonelinedownusepressSHIFTandDOWNARROW.

Extendingarange,alineup

Ifyouwanttoextendyourrangeonelineup,pressSHIFT+UPARROW.

Extendingarangetotheendofaparagraph

Toextendyourrangetotheendofaparagraph,pressCTRL+SHIFT+DOWNARROW.

Extendingarangetothebeginningofaparagraph

Toextendtherangetothebeginningofaparagraph,pressCTRL+SHIFT+UPARROW.

Extendingarangeonescreendown

Inordertoextendyourselectionbyascreendown,pressSHIFT+PAGEDOWN.

Extendingarangeonescreenup

Ifyouwanttoextendyourrangebyasinglescreenup,pressSHIFT+PAGEUP.

Extendingarangetothebeginningofadocument

Inordertoextendtherangetothestartofadocument,pressCTRLandSHIFTandHOME.

RangeExtension-theendofadocument

Inordertoextendarangetotheendofadocument,pressCTRL,SHIFT,ENDsimultaneously.

Extendingarangetotheendofawindow

Inordertoextendarangetotheendofawindow,pressALT+CTRLthenSHIFT+PAGEDOWN.

Extendingarangetoincludetheentiredocument

Ifyouwanttoextendarangetoincludetheentiredocument,pressCTRL+A.

Extendingaverticalblockoftext

Inordertoselectaverticalblockoftext,pressCTRLandSHIFTandF8,andthenusethearrowkeys,thenpressESCtocancelselectionmode.

Toextendarangetoaspecificlocationinadocument

Ifyouwanttoextendarangetoanexactlocationinadocument,pressF8andthearrowkeysthenusetheESCbuttontocanceltherangemode.

DeletingTextandGraphics

Youcandeleteacharactertotheleft

Whenever,youneedtodeleteacharactertotheleftusetheBACKSPACE.

Deletingonewordtotheleft

IninstanceswhenyouwanttodeleteonewordtotheleftjustpresstheCTRLandBACKSPACEbuttons.

Ifyouwanttodeleteonewordtotheright,pressCTRLandDELETE.

ToCutselectedtexttotheOfficeClipboard

InordertocutcertaintexttotheOfficeClipboarduseCTRLandX

Deletingacharactertotheright

WhenyouaredeletingacharacterthatislocatedtotherightallyouneedtodoispresstheDELETEbutton.

Undoingthelastaction

IfyouwanttoUndothelastaction,pressCTRLandZtogether

CuttingtotheSpike

WhenyouarecuttingtotheSpike,pressCTRLandF3

Copyingandmovingtextandgraphics:

OpeningtheOfficeClipboard

IfyouneedtoopentheOfficeClipboardjustpressALTandHtogototheHometabandthenuseF,Obuttons.

TocopyselectedtextorgraphicstotheOfficeClipboard

IncopyingcertaintextorgraphicstotheOfficeClipboardpressCTRL+C.

CuttingselectedtextorgraphicstotheOfficeClipboard

IfyouwanttocutselectedtextorgraphicstotheOfficeClipboard,pressCTRL+X.

PastingthemostrecentadditionorpasteditemfromtheOfficeClipboard

PastingthemostrecentadditionorpasteditemfromtheOfficeClipboardcanbedonebypressingCTRLandV.

Movingtextorgraphics

TorelocateyourtextorgraphicsjustpressF2thenmovethecursorandpresstheENTERbutton.

Copyingtextorgraphics

CopyyourtextorgraphicscanbedonebysimplypressingtheSHIFTand

F2thenmovethecursorandpressENTER.

CreatingNewBuildingBlockdialogbox

IfyouwanttocreateanewbuildingblockdialogboxpressALT+F3.

CuttingtheSpike

TocuttotheSpikeyoucanpressCTRLandF3.

PastingtheSpikecontents

YoucanpasteyourSpikecontentsbypressingCTRLandSHIFTandF3.

Copyingtheheaderorfooterusedintheprevioussectionofthedocument

Ifyoudesiretocopytheheaderorfooterthatisusedintheprevioussectionofthedocument,youshouldpressALTandSHIFTandR.

EditingandNavigatingTables

Choosingthenextcell’scontents

Youcanchoosethenextcell’scontentsbyusingTAB.

Selectingthepreviouscell’scontents

Inordertoselecttheforegoingcell’scontent,youshouldpressShiftandTab.

Extendingaselectiontoadjacentcells

YoucanextendarangetoneighboringcellsbydepressingtheSHIFTkeyandpressinganarrowkeycontinuously.

Toselectacolumn

Youmayusethearrowkeystogotothecolumn’stoporbottomcellandchooseeitherSHIFTandALTandPAGEDOWNtochoosethecolumnfromtoptobottomorusetheSHIFTandALTandPAGEUPtochoosethecolumnfrombottomtotop.

Blockinganentirerow

Youcanblockanentirerowbyusingthearrowkeystomovetoendoftherowwhichcanbethefirstcellthatislocatedintherowortothelastcellintherow.However,ifyouprefertochoosefromthefirstcellintherowyoucanpressSHIFTandALTandENDtochoosetherowfromlefttoright.

Blocking

Ifyouwanttoblockaselection,youshouldpressCTRLandSHIFTandF8,thenusethearrowkeysthenpressESCtocancelselection.

Selectinganentiretable

TheremaybeinstanceswhereyouneedtohaveandanentiretablesimplypressALTandnumber5onthenumerickeypad.MakesurethattheNUMLOCKisoff.

ToMoveAroundinaTable

MovingtotheNextCellinaRow

YoucanshifttothenextcellinarowbypressTAB.

MovingtothePreviousCellinaRow

MovingtothepreviouscellinarowjustpressSHIFTandTAB.

ShiftingtotheFirstCellinaRow

Whereyouwanttomovetothefirstcellinarow,tapALTandHOME.

MovingtotheLastCellinaRow

Youmaymovetothelastcellinarow,tapALTandEND.

MovingtotheFirstCellinaColumn

YoumaymovetothefirstcellinacolumntapALTandPAGEUP.

MovingtothelastcellinaColumn

IfyouwanttomovetothelastcellinacolumntapALTandPAGEDOWN.

MovingtothePreviousRow

YoucanmovetothepreviousrowandpresstheUPARROW.

MovingtoSubsequentRow

ItiseasytoadvancetothenextrowallyouhavetodoispresstheDOWNARROW.

MovingUpbyOneRow

YoucanalwaysmovetoarowupjustpressALTandSHIFTandUPARROW.

MovingARowDown

Ifyouwanttomovearowdown,pressALTthenSHIFTthenDOWNARROW.

InsertingYourParagraphsandTabCharactersinTableForm

Youcaninsertnewparagraphsinacell

ToaddyournewparagraphsinacelljusttaponENTER.

YoucanTabcharactersinacell

AllthatisrequiredisforyoutosimplypressCTRLandTAB.

FormattingCharactersandParagraphs

FormattingCharacters

OpeningtheFontDialogBoxtoAltertheFormattingofCharacters

AltertheformatofcharacterbyopeningtheFontdialogbox,pressCTRLandD.

ModifyingtheCaseofLetters

Ihavereviewedmydocument,Iamdesirousofmodifyingthecaseofletters,pressSHIFT+F3.

FormattingAllLettersasCapitals

Iwanttoformatallthemainlettersinthetopicsascapitals.Todothis,pressCTRLandSHIFT+A.

Applyingboldformatting

Ifyouwouldlikesectionsofyourdocumenttobeformattedinbold.Applyboldformatting,pressCTRL+B.

ApplyinganUnderline

TherearesomesectionsinmydocumentthatIwanttobeunderlined.Inordertoapplyanunderline,pressCTRL+U.

UnderliningWordswithoutUnderliningSpaces

Ifyouwanttounderlinewordswithoutunderliningthespaces,pressCTRL+SHIFT+W.

UsingHiddenTextFormatting

Ifyouwanttohidetextthatareformatted,pressCTRLthenSHIFTthenH.

ApplyingItalicFormatting

Ifyouwanttoapplyitalicformatting,PressCTRLThenI.

FormattingLettersasSmallCapitals

Youhavebeenprovidedwithashortcutforletterstobeprintedassmallcapitals.LetterscanbeformattedassmallcapitalsbypressCTRLthenSHIFTthenK.

ApplyingSubscriptFormatting

Inordertoapplysubscriptformatting(automaticspacing),pressCTRLthenEQUALSIGN.

ApplyingSuperscriptFormatting

Inordertoapplysuperscriptformatting(automaticspacing)pressCTRLthenSHIFTthenPLUSSIGN.

PreventingManualCharacterFormatting

Youmaydecidetopreventmanualcharacterformatting.Inordertopreventmanualcharacterformatting,pressCTRLthenSPACEBAR.

ChangingtheTexttoTheSymbolFont

IfyouwanttoalterthetexttotheSymbolfontthenpressCTRLthenSHIFTthenQ,

ToAlterorRe-Size,theFont

YouCanOpentheFontDialogBoxtoAltertheFont

InordertoopentheFontdialogboxtochangethefontthenpressCTRLthenSHIFTandF.

IncreasingtheFontSize

Toincreaseyourfontsizewhenpreparingyourdocument,pressCTRLthenSHIFTthen>.

ReducingtheFontSize

Youcanalsoreduceyourfontsizebasedonthedocumentpurpose.Toreducethefontsize,pressCTRLthenSHIFTthen<.

MakingtheFontSizeLarger

InordertomakethefontsizeslargerbyapointjustpressCTRLthen].

ReducingthefontsizebyOnePoint

Whenyouwanttoreducethefontsizebyone-pointuseCTRLthen[.

COPYINGFORMATTING

CopyingFormattingfromText

InordertocopyformatfromtexttapCTRLthenSHIFTthenC.

UsingCopiedFormattingwithText

TousecopiedformattingwithtexttapCTRLthenSHIFTthenV.

AlteringParagraphAlignment

SubstitutingParagraphsfrombeingCenteredandLeft-Aligned

Youcanchangeaparagraphbetweenonethatiscenteredandleft-alignedbyusingCTRL+E.

Substitutingaparagraphbetweenjustifiedandleft-aligned

Ifyouwanttochangeaparagraphfrombeingjustifiedtoleft-alignedtapCTRL+J.

Substitutingparagraphfrombeingright-alignedtoleft-aligned

Youcanswitchaparagraphfrombeingright-alignedtoleft-alignedbyusingCTRL+R.

LeftAligningYourParagraph

Youmaywantyourdocumenttolookuniform.Toachievethis,youcanleftalignyourparagraphwiththeuseofCTRL+L.

LeftIndentYourParagraph

Youmayalsodecidethatyouwantleftindentyourparagraph.LeftindentingyourparagraphissimplyjustuseCTRL+M.

TakingoutaLeftParagraphindent

Youmayopttorightindentyourparagraphandneedtomovetheleftindent.YoucanremovealeftparagraphindentbyusingCTRL+SHIFT+M.

YourHangingindent

Still,youcanchoosetodohangingindents.WhendoinghangingindentsjustpressCTRL+T.

Decreasingyourhangingindent

IfyouarereducingyourhangingindentjustpressCTRL,thenSHIFTthenT.

Eliminatingparagraphformatting

However,ityouhavechosennottoformatyourparagraph,youcaneliminateaparagraphformattingsimplyuseCTRL+Q.

CopyingandReviewTextFormats

DisplayingNonprintingCharacters

Youmaychoosetodisplaynonprintingcharacters.Inordertodisplaycharactersthatcannotbeprinted,pressCTRL+SHIFT+*.

ReviewingTextFormatting

InordertoreviewyourtextformatusepressSHIFT+F1thereafterclickthetextwiththeformattingyouaredesirousofreviewing.

CopyingTextFormats

Youdonotneedtomanuallyprinttextformats.Youmaycopythem.Inordertocopytextformats,justtapCTRL+SHIFT+C.

PastingFormats

Ifyoudonotwanttocopyyourformats,youcanpastethem.Inordertopasteformats,pressCTRLandSHIFT+V.

EstablishingYourLineSpacing

ToSetSingle-SpaceLines

Dependingonthetypeofdocumentthatyouareusing,youmayneedtosetsinglespacelining.YoucansetyourlinespacetothesizesuitableforyourdocumentbypressingCTRL+1.

ToSetDouble-SpaceLines

Therearesomedocumentsthatneedtobecreatedusingdoublespacelines.Inordertosetdouble-spacelines,pressCTRL+2.

Settingyour1.5-linespacing

Youcanevensetyourlinespacingtobe1.5.Inordertosetlinespacingequating1.5,youshouldpressCTRL+5.

AddingorEliminatingOneLineSpacebeforeAParagraph

Whenyouneedtoputanadditionaloreliminateone-linespacebeforeaparagraphyoucanpressCTRL+0.

ApplyingStylestoParagraphs

OpeningApplyStylesTaskPane

Ifyouaredesirousofusingyourstylestaskpane,youmaypressCTRLthenSHIFTthenS.

OpeningStylesTaskPane

InordertoopenStylestaskpane,pressALTthenCTRLthenSHIFTthenS.

StartingAuto-format

IfyouwanttoinitiateAutoFormat,pressALTthenCTRLthenK.

TheNormalStyle

IfyouwanttousetheNormalstyle,pressCTRLthenSHIFTthenN.

TheHeading1style

TousetheHeading1style,pressALTandCTRLand1.

UsingtheHeading2style

TheremaybeinstanceswhereyouwanttousetheHeading2stylejustpressALTandCTRLthen2.

UsingtheHeading3style

YoumayhoweverprefertousetheHeading3style,todothisjustpressALT+CTRL+3.

ToClosetheStylesTaskPane

IftheStylestaskpaneisnotselected,pressF6toselectitthenpressCTRLandSPACEBAR.

UsethearrowkeystoselectClose,andthenpressENTER.

InsertingSpecialCharacters

YouMayInsertaField

Ifyouwhattoinsertafield,pressCTRLandF9.

ToInsertaLineBreak

Inordertoinsertalinebreak,pressSHIFT+ENTER.

ToInsertPageBreak

Inordertoinsertapagebreak,pressCTRL+ENTER.

ToInsertaColumnBreak

InordertoinsertAcolumn,break,pressCTRL+SHIFT+ENTER.

ToInsertanOptionalHyphen

Inordertoinsertanoptionalhyphen,pressCTRL+HYPHEN.

ToInsertaNonbreakingHyphen

Inordertoinsertanonbreakinghyphen,pressCTRLthenSHIFTthenHYPHEN.

ToInsertaNonbreakingSpace

Inordertoinsertanonbreakingspace,pressCTRLthenSHIFTandSPACEBAR.

ToInserttheCopyrightSymbol

Inordertoinsertthecopyrightsymbol,pressALTthenCTRLandC.

ToInserttheRegisteredTrademarkSymbol

Ifyouwanttoinserttheregisteredtrademarksymbol,pressALT+CTRL+R.

ToInserttheTrademarkSymbol

Ifyouwanttoinsertthetrademarksymbol,pressALT+CTRLthenT.

ToInsertanEllipsis

Ifyouwanttoinsertanellipsis,pressALTandCTRLthenPERIOD.

ToInsertaSingleOpeningQuotationMark

Ifyouwanttoinsertasingleopeningquotationmark,pressCTRL+`(singlequotationmark),`(singlequotationmark).

InsertingASingleClosingQuotationMark

Ifyouwanttoinsertasingleclosingquotationmark,pressCTRL+‘

ToInsertDoubleOpeningQuotationMarks

Ifyouwanttoinsertdoubleopeningquotationmarks,pressCTRL+`andSHIFT+’.

ToInsertDoubleClosingQuotationMarks

IfyouwanttoinsertDoubleclosingquotationmarks,pressCTRL+’andSHIFT+’.

ToInsertanAutotextEntry

IfyouwouldliketoinsertandAutoTextentry,pressENTER.

Insertcharactersbyusingcharactercodes

InsertingtheUnicodeCharacterfortheSpecifiedUnicode(Hexadecimal)

InordertoadditiontheUnicodecharacterforthespecifiedUnicode(hexadecimal)charactercode,takeforexample,ifyouwanttoinserttheeurocurrencysymbol( ),type20AC,depresstheALTbuttonandpressX,thetapthecharactercode,ALT+X.

ToDeterminetheUnicodeCharacterCodeforTheSelectedCharacter

IfyouwanttodeterminetheUnicodecharactercodeforaparticularcharacter,pressALT+X.

PlacingtheANSICharacterfortheIdentifiedANSI(Decimal)CharacterCode

InordertoaddtheANSIcharacterfortheidentifiedANSI(decimal)charactercode,forinstance,toinserttheeurocurrencysymboljustholddownALTandpress0128onthenumerickeypad,pressALT+thecharactercodeusingyournumerickeypad.

InsertingandEditingObjects

InsertinganObject

YoucantoinsertanobjectinyourdocumentbypressingALTthenNthenJ,nextJtoopentheObjectdialogboxandthenyoumaycandoeitherofthefollowing:

YoumayusetheDOWNARROWtochooseanobjecttypeafterwhichyoushouldpressENTERtocreateanobject;or

PressCTRLthenTABtoshifttotheCreatefromFiletabnextpressTAB,andthenyoucantypethefilenameoftheobjectthatyouwishtoinsertorbrowsetothefile.

EditinganObject

Whenyouareeditinganobject,youshouldpositionthecursortotheleftoftheobjectinyourdocument,next,choosetheobjectbypressingSHIFTthenRIGHTandARROW,afterwhich,pressSHIFTandF10.YouarerequiredtothepresstheTABkeytoshifttoObjectname,thenpressENTER,andfinallypressENTERagain.

AddingSmartArtGraphics

YoucanaddSmartArtgraphicsbypressingandreleasingALTthenNandthenMtochooseSmartArt;thendepressthearrowkeyssothatyoucanchoosethetypeofgraphicthatyoulike;thenpressTAB,andthenpressthearrowkeystoselectthegraphicthatyouchoosetoinsertandfinallypressENTER.

InsertingYourWord-art

WordArtcanmakeyourdocumentmoreattractive,toachievethis,pressandreleaseALTthenNandWtoselectWordArt,youshouldthenpressthearrowkeystofindtheWordArtstylethatyoulike,thereafterpressENTER.Enterthetextthatyouprefer.PressESCtochoosetheWordArtobject,andlaterusethearrowkeystochangetheobject.PressESCagaintogobacktothedocument.

MailMergeandFields

Inordertoaccessmailmergefunctiononyourkeyboard,youneedtopressALTandM,oryoucanclickMailings.

PreviewinginMailMerge

IfyouwishtopreviewamailmergejustuseALTandSHIFT,thenK.

Mergingyourdocument

ThecommandstomergeadocumentareALTandSHIFTthenN.

YouCanPrintingYourMergedDocument

Wordgivestheopportunitytoprintyourmergeddocument,simplypressALTandSHIFTthenM.

EditingaMail-MergeDataDocumentIsMadeEasy

Don’tpanicifyouhavemadeanerror,quicklyedityourmail-mergedatadocumenttobysimplyusingALTandSHIFTalongwithE.

InsertingYourMergeField

Youshouldinsertyourmergefield.JustusethekeysALTandSHIFTthenF.

WorkingwiththeMergeFields

InsertingaDATEfieldinyourDocument

InsertingaDATEfieldinyourDocumentiseasytodothis,useALTandSHIFTandD.

INSERTINGYOURLISTNUMFIELD

YoucanalsoinsertaLISTNUMfield,doingthisiseasy,justpressALTthenCTRLandL.

InsertingthePAGEFieldIsEasy

ToinsertthePAGEfield,allyouneedtodoisusetheALTthenSHIFTandP.

DoYouWanttoInsertYourTimeField?

AllyouneedtodoispressALTandSHIFTthenT.

InsertinganEmptyField

Inordertoinsertanemptyfield,pressCTRLthenF9.

UpdatingLinkedInformationThatIsLocatedinAMicrosoftWordSourceDocument

IfyouwouldliketoupdatelinkedinformationthatislocatedinaMicrosoftWordsourcedocument,youwillneedtouseCTRLandSHIFTthenF7.

UpdatingSelectedFields.

Inordertoupdateselectedfields,pressF9.

UnlinkingAField

Ifyouwanttounlinkafield,pressingthekeysCTRL,SHIFTandF9willaccomplishthis.

ShiftingBetweenaParticularFieldCodeandItsRespectiveResult

Inordertoshiftbetweenaparticularfieldcodeanditsresult,pressSHIFTthenF9.

Shiftingbetweenallfieldcodesandtheiraccompanyingresults

InordertoshiftbetweenallfieldcodesandtheiraccompanyingresultsyouneedtopressALTandF9.

WordLanguageBar

SetProofingLanguage

Alldocumentspossessadefaultlanguagewhichisusuallythedefaultlanguageasyourcomputer’soperatingsystem.Theremaybeinstanceswhereyourwordsorphrasesmaybeinanunfamiliarlanguage,itissuggestedthatproofinglanguageissetforthosewords.Whenproofinglanguageisset,itwilldospellcheckingandalsogrammar.

OpeningYourLanguageDialogBox

ItisimportantthattheSetProofingLanguagedialogboxisopentoproduceanerrorfreedocument.Inordertodothis,youshouldpressALT,R,U,Lbuttons.

ReviewingtheListofProofingLanguages

Inordertoreviewandexplorethelistofproofinglanguagesavailable,usetheDOWN

ARROW.

SettingYourDefaultLanguages

YoucanalsotosetyourdefaultlanguagesbypressingALT,R+L.

TheFunctionKeyReference

FunctionKeys

GettingHelporVisitingOffice.Com.

IfyouneedhelpyoucanusethefunctionkeyF1.

MovingYourTextorGraphics

MovingyourTextorGraphicisjusteasywithF2.

YouMayRepeattheLastAct

TheremaybetimeswhenyouwantarepeatthelastactionyoucanpressF4.

ChoosingtheGotoCommand

ForyoutousetheGotocommand,fromtheHometabjustpressF5.

DoYouWanttoGotoAnotherPaneorFrame?

Theremaybeinstanceswhenitbecomesnecessaryforyoutomovetoanotherpaneorframe,pressF6.

ChoosingtheSpellingCommand

InordertochoosetheSpellingcommandontheReviewtab,pressF7.

ExtendingaSelection

YoucanextendaselectionbypressingF8.

UpdatingtheSelectedFields

Inordertoupdatetheselectedfields,pressF9.

ShowingtheKey-Tips

InordertoshowKey-Tip,pressF10.

MovingtotheNextField

Inordertogotothenextfield,pressF11.

ChoosingtheSaveAscommand

InordertochoosetheSaveAscommand,pressF12.

CONCLUSION

MicrosoftWord,arobustsoftwarethathasstoodthetestoftimeandisconsideredthemostwidely-usedwordprocessingprogram,whichmeetsthestandardsoftheindustry.

Thisindustrystandardwordprocessing,iscommonlyutilizedforwritingdocumentsforusageonbothbusinessandpersonallevels.

Itfeaturestoolbarlayoutsthathavecustomizedapplicationtoolbars,facilitatesusingtemplatesandcustomizingformattingofpage.Word2016facilitatesco-authoringinrealtimeanditallowsforimagemanipulationandintegratedgraphicsdrawing,databaseintegrationandmailmergingofdocumentsandsophisticatedmacroscriptingsupport.

Afterreviewingthisguide,itishopedthatyouwillhaveabetterappreciationofMicrosoftWord2016.

WHEREDIDITALLBEGIN?

Microsoftisanentitythatislinkedtothedevelopmentandmanufacturingcomputerproductsandaccessories.Microsoftwasoriginallyfoundedbychildhoodfriends,PaulAllenandBillGates,whoatatimewhencomputerswerepracticallyunknownweresoengrossedinthetechnologicalworld.Itreachedapointwheretheboys,wouldskipclassestogointothecomputerroomatschool.Aftereventuallyhackingtheschool’scomputer,theduowasabletoputtheirskillsandtalenttoproductiveusebyassistingwiththeimprovementoftheperformanceofthecomputer.Inadditiontothattheywereofferedunlimitedtimeinthecomputerroom.Fromthereontheywereonaroadofmajorsuccess.

AfterspendingsometimeatHarvard,studyingpre-law,BillGateseventuallysuccumbedtohisintensepassionforprogramming.HispartnerPaulalsosupportedhisdecisiontoleaveHarvardsotheycoulddedicatetheirtimetodevelopingandproducingprojects.Microsoftwasbirthed,whenPaulAllendiscoveredanarticleinanElectronicsmagazine,onamicrocomputer,calledAltair8800.Thatledtothepairwritinganddevelopingaversionofprogramminglanguageforthecomputer.MITS,thedevelopersofthecomputeragreedtothedistributionandmarketingofthenewproduct,calledAltairBASIC.Thisexperience,furtherinspiredBillandPaulwhichledtotheformationoftheirSoftwareCompanyandsoMicrosoftcameintoexistenceonApril4,1975.

In1976,thenameMicrosoftwasregisteredinNewMexicoandin1976thecompanyofficiallyopenedinternationallyinJapan,underthenameASCII.ThecompanywasincorporatedinWashingtonin1981,asMicrosoftInc.BothmenoperatedandmanagedasPresidentandExecutiveVicePresident.In1981,thecompanyincorporatedinthestateofWashingtonandbecameMicrosoftInc.Thecompanywasmanagedbybothmen,withBillGatesasthePresidentandChairmanoftheBoard,andPaulAllenastheExecutiveVP.

OperatingSystemsareofvitalimportanceastheyaremandatoryforacomputer’soperation.In1980Microsoftreleaseditsfirstpublicoperatingsystemproduct,calledXenix,whichwasproductofUnix.ThepredecessortoMicrosoftWord,Multi-ToolWordoriginatedfromtheXenixandledtotherevolutionofWordprocessing.In1981Microsoft

designedanoperatingsystem,calledMicrosoftDiskOperatingSystem(MS-DOS)forIBMwhichprovedtobequitesuccessful.ThisledtoMicrosoftbecomingamajorvendorforsoftwareasBillGatesreservedtherightstothesoftwareandonlylicensedittoIBM.In1982Microsoftreleasedamousecalled“MicrosoftMouse.”

Windows

Microsoft’struesuccesswasmaterializedin1983,followingthedevelopmentandreleaseofMicrosoftWindows.MicrosoftWindowswasdevelopedspecificallyforIBMcomputers.BillGateswentontobecomeoneoftheyoungestbillionaireuponthecompanybecomingpublic.

MicrosoftOfficecameintobeingin1989.AsthenamesuggestsMicrosoftOfficeisasoftwarepackagethathasanassortmentofprogramsthatcanbeusedforvarioustasks.Theseincludeawordprocessor,spreadsheet,amailprogram,businesspresentationsoftware,andmore.

Windows95becameavailablein1995,andfeaturedanavenuetoconnecttotheInternetwiththeinclusionofInternetExplorer1.0

TheHistoryofExcel

Itisquitehardtoimagineaperiodwhenspreadsheetswerenon-existent.However,longbeforespreadsheetsweredeveloped,peoplehadtomanuallydoallthosetasksandwouldspendtedioushourstryingtoachievethem.

Whodecidedtochangethis?

Inthelate70s,evenbeforepersonalcomputerscameabouttheveryfirstelectronicspreadsheetwasinventedbyDanBricklinandBobFrankston.VisiCalcwasoriginallywrittenfortheAppleIIcomputer.ItbecameaverypopularprogramandthatledtomanydevelopingcompaniespurchasingtheAppleIIsotheycouldusetheprogram=amforbudgetingpurposes.

Followingthis,Lotuswentontostealthespreadsheetspotlight.In1982,withtheadventofIBMpersonalcomputers,VisiCorpsoughttotransferVisiCalctothenewhardwareenvironment.However,competitionarosewhenagroupofcomputerfanaticsfromCambridge,Massachusettsfoundawaytoredesignandimproveonthespreadsheetnotion.WithheadsMitchKaporandJonathanSachs,theywereabletodesignafreshproduct.ThisbecameknownasLotusDevelopmentCorporation’s1-2-3andafteritsreleasein1983;itwentontobeanextremelyprofitableinvention.

Somuchso,thatittookthereinsfromVisiCalc.AfterwardsMicrosoftjoinedthespreadsheetfamilyin1982,andreleaseditsfirstspreadsheetcalledMulti-Plan.MicrosoftdesignedtheMulti-PlantobeusedoncomputersoperatingtheCP/MoperatingsystembutiteventuallybecameoperableonotherdevicessuchasAppleII,XENIX,andsoforth.Duetoitsspecificationsandstandard,Multi-PlanproveddifficulttounderstandandexecuteandsowasneverpopularintheUS.Consequently,theLotus1-2-3surgedahead.

ExcelwassomewhatabiproductofMulti-Planandcameaboutin1985forMacintosh

computers.ThefirstversionofExcelwasreleasedonNovember1987,labelledasExcel2.Thoughitwasn’taninstantsuccess,ExcelbecamemorepopularasthedemandforWindowsgrew.AWindowsversionofthelotuswasalsoeventuallyreleased.

VersionsofExcel

Excel2

TheveryfirstversionExcelforWindowsoriginatedin1987andwaslabelledastheExcel2tocorrespondwiththeoriginalExcel.DuetothepopularityofWindowsduringthatperiod,thisversionofExcelonlyincludedaruntimeversionthathadjustenoughfeaturestooperateonlyExcel.

Excel3

Excel3forWindowswasreleasedduringthelatterpartof1990.Thisversionpresentedmajorupgradesinboththeappearanceandfeatures.Usershadtheoptionsoftoolbars,drawingcapabilities,work-sheetoutlining,add-insupport,3-Dcharts,workgroupediting,andmanynewerfeatures.

Excel4

Excel4camearoundinlate1992.DuringthistimeWindowshadincreasedinpopularityandsothisversionwassomewhatofamilestone.Itwasmoreuser-friendlyanduserswereabletounderstanditsusabilitymuchsooner.Theaddedfeatureswerealsoanotherbonus.

Excel5

Thenextversion,Excel5,wasreleasein1994andboastedanumberofimprovedandnewfeaturessuchamulti-sheetworkbooksandanewmacrolanguage.Excel’simagewassteadilyrisingandwasoneofthemainprogramsinitsfield.Inearly1994,Excel5appearedonthescene.

Excel95

Excel95orExcel7hitthemarketin1995.ItboresimilarresemblancetothatofExcel5andonlyincludedafewimprovementsandfeatures.However,Excel95demonstratedtobesignificantimprovementasitwastheveryfirstversiontousemoreadvanced32-bit

code.ThesamefileformatwasutilisedforbothExcel95andExcel5.

Excel97

Excel97orExcel8sawthemostsignificantupgradeandimprovementsinceitsintroduction.Theappearanceofthetoolbarsandmenusreceivedafaceliftandtheprovisionofonlinehelpbecameavailable.Excelalsocamewithincreasednumberofrowsandprogrammingenvironment(VBA)sawmajorupgradesaswell.AnewfileformatwasalsointroducedwithExcel97.

Excel2000

In1999Excel2000orExcel9wasreleased.Thoughthisversionincludedonlyafewminorimprovements,usersnowhadtheopportunitytosavefilesinHTMLformat.NotwithstandingExcel2000stillsupportedthestandardbinaryfileformat,whichiscompatiblewithExcel97.

Excel2002

InJune2001MicrosoftreleasedExcel2002orexcel10.ItwasreleasedasapartofMicrosoftOfficeXPandsowasreferredtoasExcelXPaswell.Excel2002(alsoknownasExcel10orExcelXP)wasreleasedinJuneof2001andispartofMicrosoftOfficeXP.Mostofthenewfeaturesthatwereintroducedwerenotquitesignificantandgenerallycateredtonewusers.OnesignificantfeaturehoweverwastheabilitytorecoveryourworkafterExcelcrashedortofixcorruptfilesthathadbeencreatedawhileback.Thisversionalsoaddedbackgroundformulaerrorcheckingandanewformula-debuggingtool.

Excel2003

TheeleventhversionofExcelorExcel2003madeitsdebutinthefallof2003.Thisversiondidnotreceivemuchnewfeaturesorupgrades.However,usersnowhadtheopportunitytoimportandexportfilesinXMLformatandplotthedatatoparticularcellsinaworksheet.ItalsointroducedthetheoryoftheList,aspeciallyselectedrangeofcells.Bothofthesefeatureswouldlaterprovetobesignificanttofurtherenhancements.

Excel2007

ThemostnoteworthychangesincethatofExcel97,cameaboutin2007withExcel2007orExcel12orasitwasofficiallycalled,MicrosoftOfficeExcel2007.ItboastedchangesinExcel’sdefaultfileformatandthemenuandtoolbarsystemwasinterchangedwithanewtypeofUIcalledtheRibbon(averyfamiliarfeaturetoday).Chartsweregivenanupgradetotheirappearanceandthenumberofrowsandcolumnswereconsiderablyincreased.Newworksheetfunctionswerealsoincludedinthisupgrade.Inadditionto

thesemajorchanges,MicrosoftimprovedtheListconceptthatwasintroducedinExcel2003.AlistisnowreferredtoasaTable.

Excel2010

ThemostrecentversionofExcel,Excel2010wasreleaseintheearlymonthsof2010.ItisalsoknownasExcel2014,whichisquiteironicgiventhattheversionbeforethiswasExcel12.ThisversionsawmanyimprovementswhichweresupportedbyExcel2007.

WhatExceldoesforusers?

Excelisarguablyoneofthemostimportantandpowerfultoolinthebusinessarena.WhetheryouoperatealargecompanyorasmallbusinessExcelmakesthemostcomplextasksseemeffortless.Excelhasrevolutionizedthecorporateworldandsinceitsintroductionin1985,hasprovedtobeavaluableasset.HerearesomeareaswhereExcelisofdireimportance.

FinanceandAccountingSphere

TheuseofExcelisveryimportantinthefinancialandaccountingdepartmentofanysuccessfulcorporatebusiness.Uponenteringtheseplaces,youaresuretobegreetedbycomputerscreensrunningspreadsheetsforvariousreasons,rangingfrombudgetpreparation,financialplanningandsoforth.MostcompaniesrelyonExceltoperformcomplexfinancialtasksusingformulas,tomakeimportantbusinessdecisions.Excelhasseriouslyreducedthetimespentlabouringoncomplexcalculations,reducingthemanualprocesses.

MarketingandProductManagement

MarketingcompaniesalsodependonExceltomanagetheirsalesforceanddevelopmentmarketingstrategiesbasedonresults.Whereastheymayleavethecomplexfinancialanalysingtothefinancialdepartments,marketingprofessionalsrequireExceltoorganizeandmanagedata,especiallytheuseofPivotTables.

HumanResourcesPlanning

ExcelisalsoanexcellenttoolfortheHumanResourcesDepartment.MostcompaniesmayusespeciallydesignedsoftwaresuchasOracleorSAPandQuickBookstomanagepayrollandemployeedata.HowevermostofthedatacanbeexportedtoExcelandbeusedfortrendanalysis,compilingcompanyexpensesandlookingattheoverallproductivityofacompany.Thisassistswithhelpingcompaniestomakedecisionstailoredspecificallyforitsemployees.

OrganizationofData

Excelistheperfecttoolfornon-financialtasks.Userssuchasbusinessadministratorsemploytheuseoftablestoorganizedataandthevariousfeaturestoupdate,organizeandshowimportantdata.Excelprovidesbroad,detailedbuteasytointerpretresultsthatcanbeusedforcrossreferencingandthedevelopmentofsolutionstoissuesthatmayarise.

Presentingdataincharts

UserswholiketheirinformationdisplayedinchartandgraphscancountonExceltodeliver.Excelisequippedwithanumberofchartsandgraphstodisplaystatementsandothernumericaldatavisually.Witexcelthechartscanbedesignedinthesamespreadsheetwherethedataislocated.Soyouneednotinvestinothergraphingprograms,savingyoutimeandcapital.Photographicrepresentationoftheinformationprovidesmoreeffectiveunderstandingandkeepsindividualsmoreattunedthantheuseofcolumnsofnumbers.

1.EXCELFORWINDOWS

HowtoautomaticallynumberrowsinExcel

NumberingrowsinexceldiffersfromthatofotherMicrosoftOfficeprograms,inthatitdoesnothaveafunctionforautomaticnumbering.Howeversequentialnumberingcanbedonequiteeasilybyaddingthemtorowscontainingdataanddraggingthefillhandle,whichwillfillacolumnwiththatseriesofnumbersoryoucanusetherowfunction.

HOWTOINSERTASERIESOFNUMBERSINTOACOLUMN?

Tofillacolumnwithaseriesofnumbersyoumust:

Gototherangewiththecellthatyouwishtofillandbegininputtingthevalueforthatseries.Thengotothenextcellandinputanothervaluetocreateapattern.Notethattoachieveanumberingofpatternyoumusttype1inthefirstcell,then2intheothertoestablishthepattern.

Next,choosethecellswiththosevalues

Afteryoudothat,pulldownthefillhandletotheareathatyouwishtonumber.

Excelautomaticallyshowsthepatternthatisbeingestablishedasyoudragthefillhandle.Shouldyoudesireadifferentpattern,simplydragthefillhandlebyholdingdowntheright-clickbutton,andthenchooseapattern?Fillinginincreasingordercanbedonebydraggingdownortotheright.Draguportowardstheleftfordecreasingorder.Sometimesthefillhandlemaynotappearifithasn’tbeenselectedtobedisplayed.Wheneveryouadd,changeordeleterowsthenumberswillnotberoutinelyupdated.Insuchacase,selecttwonumbersthatappearinthecorrectsequenceandthendragthefillhandletothebottomoftherange.

HowtouseROWfunctionfornumbering?

Typethefunction=ROW(A1)inthefirstcellwithintherangetobenumbered.

Thendragthefillhandletotheareathatyouwishtonumber.

TheuseoftheROWfunctionaddsthenumberthatwasreferencedtothecell.Whenyousortyourdatawiththenumbers,theyareautomaticallyupdated.However,whenyouadd,changeordeleterowsthenumberswillnotberoutinelyupdated.Insuchacase,selecttwonumbersthatappearinthecorrectsequenceandthendragthefillhandletothebottomoftherange.IfyoudesiretohavethenumbersinsertedautomaticallywhenyouinsertadditionalrowswithdatawhenyouusetheROWfunction,thenturntherangeintoanExceltable.Therowsthatareaddedatthebottomofthetablewillappearinsequence.

Howshoworhidethefillhandle

Toturnonorturnoffthefillhandleselectthefollowingoptions:

SelecttheFiletab,andthengotoOptions.

GothecategorylabeledAdvancedcategory,andselectEditingoptions,thencheckorunchecktheEnablefillhandleandcelldrag-and-drop,whichwilleitherdisplayorhidethefillhandle.

Tohelppreventreplacingexistingdatawhenyoudragthefillhandle,ensuretheAlertbeforeoverwritingcellscheckboxisselected

HOWCOPYANEXCEL2016CHARTTOANOTHEROFFICEAPPLICATION

SometimesyoumayneedtouseanExcelcharttoenhanceyourpresentation,whetherinWordorPowerPointcopythechartintheExceldocument,andtheninsertthechartintheotherprogram,withtheuseoftheavailablepasteoptions.

GotoExcelandselectthechartyouwishtocopy,thenright-clickandselectcopyorpressthekeysCtrlandCsimultaneously.

GototheWorddocumentorPowerPointpresentationandselecttheareatopaste.

Toselecthowtopastethechart,selectPasteOptions,locatednexttothebottomofthechart.

Bychoosingoneoftheseoptionsyoucankeepthechartconnectedtotheinitialspreadsheet:

TheUseDestinationTheme&LinkDataoptionupdatestheformattingofthechartandmatchesittotheformattingofthedestination

TheKeepSourceFormatting&LinkDataoptionkeepstheformattingasis.

Youalsohavetheoptiontoseverthelinktotheoriginalworksheet.Todososelectoneofthefollowingoptions:

TheUseDestinationTheme&EmbedWorkbookoptionupdatestheformattingofthechartandmatchesittotheformattingofthedestination.

TheKeepSourceFormatting&EmbedWorkbookoptionkeepstheformattingasis

SelectPicture.Topastethechartinapictureformat.Itisimportanttonotethatwhenachartispastedasapictureitcannotbechangedorupdated,howeveritcanbereplacedwithadifferentpictureandthenformatted.

3.HOWTOCHOOSEBETWEENTHEOPTIONSOFEMBEDDINGORLINKINGA

CHART

Linkedchartsandembeddedchartsdifferintheplacewherethedataiskeptandhowitisupdated.IfyouhavedatainaworddocumentandthesamedataisalsomaintainedinExcelandyoulinkbothfiles,theworddocumentcanbeupdatedoncetheworksheetis.Embeddingthedataonlykeepsafixedcopy.

4.HOWTOPRODUCEAHYPERLINKTOACURRENTFILEORWEBPAGE

Gotoanewworksheetinexcelandselectthecellwherethehyperlinkwillbecreated.

TIP-Excelalsoprovidestheoptiontouseobjects,suchaspicturesoranelementtorepresentahyperlink.

Thenselecteitheroftheseoptions:

GototheInserttab,andundertheLinksgroup,selectHyperlink.

Choosethecellortheimage,andthengotoHyperlink,oryoumayusethekeysCtrl+K.

NextgototheLinktooptionandselecttheoptionCurrentFile.

Followingthat,chooseoneofthefollowingoptions:

IntheAddressbox,inputthelocationofafileorwebpagethatisknown.

Selecttheoption;BrowsetheWeb,tofindawebpage,withoutclosingyourbrowser.Gobacktoyourworkbookafteryouhaveopenedthepage.

Selecttheoption,CurrentFolder,tocreateapathtoaparticularfile.

TIP-TheLookListgivesyoutheoptiontoswitchfromonefoldertoanother.

GototheTexttodisplaybox,andtypethetextthatwillbeusedtorepresentthehyperlink.

ByselectingScreenTipbox,youwillbeabletoviewhelpfultipsandinformation,whenthepointerisplacedonthehyperlink.

ThenselectOK.

5.HOWTOGENERATEAHYPERLINKTOADIFFERENTFILE

Gotoanewworksheetinexcelandselectthecellwherethehyperlinkwillbecreated.

TIP-Excelalsoprovidestheoptiontouseobjects,suchaspicturesoranelementtorepresentahyperlink.

Thenselecteitheroftheseoptions:

GototheInserttab,andundertheLinksgroup,selectHyperlink.

Choosethecellorimage,andthengototheHyperlinkoption,oryoucanusethekeysCtrl+K.

ThengototheoptionLinktoandselectCreateNewDocument.

AboxwillappearwiththeheadingNameofnewdocument,insertthenameofthefile.

TIPYoucangototheNameofnewdocumentboxtochangethelocationofafilepathfromtheonethatisstatedundertheoptionFullpath.YoumayalsochoosetoselecttheChangetoselectthelocationthatyoudesireandthenchooseOK.

GototheWhentoedit,andselecteithertheoptionEditthenewdocumentlaterorEditthenewdocumentnow.Thiswillgiveanindicationofthespecifictimethefileshouldbeedited.

GototheTexttodisplaybox,andtypethetextthatwillbeusedtorepresentthehyperlink.

ByselectingScreenTip,youwillbeabletoviewhelpfultipsandinformation,whenthepointerisplacedonthehyperlink.ScreenTiptextbox,andthenclickOK.

SelectOK.

6.HOWTOCREATEAHYPERLINKTOAPARTICULARDESTINATIONINAWORKBOOK

Tocreateaconnectiontoacurrentworkbookoranotherworkbook,youcaneitherdefineanameforthedestinationcellsoruseacellreference.Touseaname,youmustnamethedestinationcellsinthedestinationworkbook.

Addingnamestocellsorseriesofcells

Choosethecellorthesetofcellsthatyouwanttoname.

GototheNamebox,whichislocatedtotheleftofformulabarandinsertthenamethenpressENTER

Itisimportanttonotethatthenamesmustnothaveanyspacesandmuststartwithaletter.

Inthesourcebook,usinganewworksheet,selectthecellwherethehyperlinkwillgo,thenfollowingeitherofthefollowingsteps:

ItshouldbenotedthatExcelalsoprovidestheoptiontouseobjects,suchaspicturesoranelementtorepresentahyperlink.

GototheInserttab,andundertheLinksgroup,selectHyperlink.

Choosethecellorimage,andthenclickHyperlink,oryoucanpressCtrl+K.

GotoLinkto,andselectoneofthefollowingoptions:

Choosetheoption,PlaceinThisDocumentifyouwanttoconnecttoadestinationinyourexistingworkbook

SelectExistingFileorWebPage,ifyouwanttoconnecttoadestinationinanotherworkbook.Youmustidentifyandchoosetheworkbookthatyouwanttoconnect,andthenselectBookmark.Afterwardsselectoneofthefollowingoptions:

GototheOrselectaplaceinthisdocumentbox,andunderCellReference,selecttheworksheetthatwillbelinkedtoandthengotoTypeinthecellreferencebox,andthenselectOK.

YoumaygototheDefinedNames,andchoosefromthelist,thenamethatwillrepresentthefiletobelinkedtotheselectOK

GototheTexttodisplaybox,andtypethetextthatwillbeusedtorepresentthehyperlink.

ByselectingScreenTip,youwillbeabletoviewhelpfultipsandinformation,whenthepointerisplacedonthehyperlink.

SelectOK

7.HOWTOCREATEORREMOVEAHYPERLINKTOANEMAILADDRESS

Onceanemailprogramisinstalledonyourdevice,clickingthehyperlinktoanemailaddress,willinstructtheemailprogramtocomposeanemail,byinsertinganemailaddressintotheToolbox

Gotoanewworksheetinexcelandselectthecellwherethehyperlinkwillbecreated.

TIPExcelalsoprovidestheoptiontouseobjects,suchaspicturesoranelementtorepresentahyperlink.

Thenselecteitheroftheseoptions:

GototheInserttab,andundertheLinksgroup,selectHyperlink.

Choosethecellorimage,andthenclickHyperlink,oryoucanpressCtrl+K.

GotoLinktoandselectE-mailAddress.

Inserttheemailaddressthatwillbeused,intheE-mailaddressbox.

ThengototheSubjectboxandcomposethesubjectfortheemail.

Notethatthesubjectlinemaynotbefamiliartosomebrowsers.

GototheTexttodisplaybox,andtypethetextthatwillbeusedtorepresentthehyperlink.

ByselectingScreenTip,youwillbeabletoviewhelpfultipsandinformation,whenthepointerisplacedonthehyperlink.SelecttheScreenTiptextbox,andthenclickOK.

SelectOK.

TIPHyperlinkstoemailaddressescanalsobecreatedbytypingtheaddressdirectlyintothecell.Onceanemailaddressistypeddirectlyintoacell,ahyperlinkwillautomaticallybecreated

8.HOWTOREMOVEAHYPERLINKTOANEMAILADDRESS

Emailaddressesthathavebeenconvertedtohyperlinkscanbedeactivated,similarlytogeneralhyperlinks

Gototheworksheetandselectthecellwhichcontainsthehyperlinktobedeactivated.

TIPExcelalsoprovidestheoptiontouseobjects,suchaspicturesoranelementtorepresentahyperlink.

SelectRemoveHyperlinkafteryouhaveright-clickedonthecell.

9.HOWTOSELECTAHYPERLINKANDNOTOPENTHELINK

Ahyperlinkcanbeselectedwithoutactuallyopeningthelinktoitsdestination.Toachievethis,followthesesteps:

Choosethecellwherethehyperlinkisandpressthemouseicon.Holdituntilturnsintoasymbolresemblingthesymbolofcrossandthenreleaseit.

Selecttheareathathasthehyperlinkusingthearrowkeys.

AhyperlinkthatisintheformofagraphiccanbeselectedbyholdingdowntheCtrlkeyandselectingthegraphic.

10.HOWTOCHANGEORFORMATAHYPERLINK

Afteryouhavecreatedahyperlinkinyourworkbook,youcanchangethewayitlooks,whereitleadstoorthetextorgraphicrepresentingit.

HowtoChangethedestinationofahyperlink?

Choosetheecellorgraphicthatcontainsthehyperlinkthatyouwanttochange.

TIPSelectthecellwherethehyperlinkisandpressthemouseicon.Holdituntilturnsintoasymbolresemblingacrossandthenreleaseit.Selectthecellwiththehyperlinkusingthearrowkeys.AhyperlinkthatisintheformofagraphiccanbeselectedbyholdingdowntheCtrlkeyandselectingthegraphic.

Thenchooseoneofthefollowing:

GototheInserttab,andundertheLinksgroup,selectHyperlink.

ItisimportanttonotethattheformulamustbechangedinorderschangethedestinationofahyperlinkifitwascreatedwiththeHYPERLINKfunctionwiththehyperlinkandgototheformulabartomaketheedits

Right-clickthecellorgraphic,andthenclickHyperlink,oryoucanpressCtrl+K.

Howtochangetheappearanceofhyperlinktext?

Youcanchangehowthehyperlinktextlooksinyourexistingworkbookbyalteringthecellstyleforhyperlinks.

GototheHometab,thenselectStylesgroupandthenchosetheoptionCellStyles.

SelecttheoptionDataandModel,thenchooseoneofthefollowingoptions:

Theappearanceofnon-clickedhyperlinkscanbechangedbyright-clickingonHyperlink,andthenselectingModify.

Theappearanceofclickedhyperlinkscanbechangedbyright-clickingonTheFollowedHyperlink,andthenselectingModify.

ItshouldbenotedthattheworkbookmustcontainatleastonehyperlinkfortheHyperlinkcellstyleistoappearanditshouldalsocontainatleastoneclickedhyperlinkfortheFollowedHyperlinkcellstyletoappear.

GototheStyledialogboxandselectFormat.

ChoosethedesiredformattingbygoingtoboththeFonttabandFilltab,andthenselectOK.

TheoptionsthatyouselectintheFormatCellsdialogboxappearunderStyleincludesintheStyledialogbox.Youcanclearthecheckboxesforanyoptionsthatyoudon’twanttoapply.

Changescannotbeappliedtoindividualhyperlinks,anychangesthathavebeenmadetotheHyperlinkcellstyleandFollowedHyperlinkcellstyleappliestoallhyperlinksintheworkbook.

Howtochangethetextorgraphicforahyperlink?

Highlightthecellorimagethathasthehyperlinkthatyouwanttoalter.

TIP-Selectthecellwherethehyperlinkisandpressthemouseicon.Holdituntilturnsintoasymbolresemblingacrossandthenreleaseit.Selecttheareathathasthehyperlinkusingthearrowkeys.AhyperlinkthatisintheformofagraphiccanbeselectedbyholdingdowntheCtrlkeyandselectingthegraphic.

Thenfollowoneofthefollowingsteps:

Gototheformulabarandselectedittochangethehyperlinktext.

Tochangethepresentationofagraphic,right-clickit,andthenselecttheformatchoicesthatyouwanttochange.

Ifyouwanttochangeatextwithinagraphicdouble-clickontheimageandyouwillbeabletomakethenecessarychanges.

Ifyouwanttoreplacetheimagerepresentingthehyperlink,simplyinsertanewimageandfollowthestepstomakeitahyperlink,thenremovetheoldimageandthehyperlink.

11.HOWTOCOPYORCHANGE/DELETEAHYPERLINK

Selectthehyperlinkthatwillbecopiedandright-clickonitthenselectCopyorCut.

ThengotothecellthatthehyperlinkwillbeplacedinandselectPaste.

Ahyperlinkcanbedeletedwitheitherofthefollowingoptions:

Todisableonehyperlink,right-clickthehyperlink,andthenselectRemoveHyperlink.Althoughthewebaddressremainsinthecell,itisnolongeractiveorviewedasahyperlink.

Toremovethehyperlinkalongwiththewebaddress,selecttherelevantcellandthenchoosetheoptionClearContents.

Todeleteahyperlinkalongwiththerepresentingimage,holddownCtrl,selecttheimageandthenpressDelete.

Howtodeletemultiplehyperlinks

Toremovemorethanonehyperlinksimultaneously,followeitheroftheseoptions:

Choosetherangeofcellscontainingthehyperlinkyouwanttoberemoved.

Therangeofcellscanbebroken.

Itisimportanttonotethatyoumustselectthecellwherethehyperlinkisandpressthemouseicon,thenholdituntilturnsintoasymbolresemblingacrossandthenreleaseit.Selectthecellwiththehyperlinkusingthearrowkeys.AhyperlinkthatisintheformofagraphiccanbeselectedbyholdingdowntheCtrlkeyandselectingthegraphic.

Placethepointeranywhereoverthehighlightedcellsandright-clicktoselecttheoptionRemoveHyperlinks.

12.HOWTOCREATEANORMALHYPERLINKWITHTHEUSEOFTHEHYPERLINKFUNCTION.

InExcelyouhavetheoptiontousetheHYPERLINKfunctiontocreateahyperlink.Byclickingonacellthatcontainsthisfunction,youaredirectedtothedestinationontheinternet.Whenyouselectacellthathasthehyperlinkfunction,Exceldirectsittothefileatthedestinationofthelink.

Tousethefunction,typeHYPERLINK(thelocationofthelink,)

13.HOWTOCREATEANEXTERNALREFERENCELINKTOWORKSHEETDATAONTHEWEB

AnexternalreferenceorlinkthatislocatedonyourinternetcanbetransferredfromoneworkbooktoanotheronceitisnotsavedasanHTMLfile.

Bringuptheworkbookthatyouwilluseandthenchoosethecellorseriesofcellsthatshouldbecopied.

GototheHometab,andselecttheClipboardgroup,andthenchoosetheoptionCopy.

Next,gototheworkbookthattheinformationshouldbeinsertedintoandthenselectthecellwheretheinformationwillbedisplayed.

GototheHometab,andselecttheClipboardgroup,andthenchoosetheoptionPasteSpecial.

ThenselecttheoptionPasteLink.

14.HOWTOSETTHEFOUNDATIONADDRESSFORTHEHYPERLINKSINAWORKBOOK

Bydefault,unspecifiedpathstohyperlinkdestinationfilesareinrelationtothelocationoftheactiveworkbook.Usethefollowingprocedurewhenyouwanttosetadifferentdefaultpath.Eachtimethatyoucreateahyperlinktoafileinthatlocation,youhavetospecifyonlythefilename,notthepath,intheInsertHyperlinkdialogbox.

SelectFile,andthenchooseInfo.

SelectthePropertiesarrow,andthenselectAdvancedPropertiesfromthelistofavailableoptions.

SelecttheSummarytab.

Alistofoptionswillappear,gototheHyperlinkbaseboxandinserttherequiredpaththatyouwishtouse

YoushouldnotethatifyouusetheaddressofahyperlinkinInsertHyperlinkdialogbox,youcansupersedethehyperlinkbaseaddress.

ThenselectOK.

15.HOWTOCREATEAPIVOTTABLEINEXCEL2016TOEVALUATEWORKSHEETINFORMATION

APivotTableisessentialforlargequantitiesofdata.WhenusingExcel;itrecommendsandautomaticallycreatesaPivotTablesothatyoucaneasilysummarizeallyourdata.Beingabletoanalyzeallthedatainyourworksheetcanhelpyoumakebetterbusinessdecisions.

HowtocreateaRecommendedPivotTable?

IfyouhavelimitedexperiencewithPivotTables,orarenotsurehowtogetstarted,aRecommendedPivotTableisagoodchoice.Whenyouusethisfeature,ExceldeterminesameaningfullayoutbymatchingthedatawiththemostsuitableareasinthePivotTable.Thishelpsgiveyouastartingpointforadditionalexperimentation.AfterabasicPivotTableiscreated,youcanexploredifferentorientationsandrearrangefieldstoachieveyourspecificresults.

BringuptheworkbookwherethePivotTablewillbecreated.

SelectthecellwhichhastheinformationthatwillbeusedinthePivotTable.

GototheInserttabandselecttheoptionRecommendedPivotTables.

ExcelgeneratesaPivotTableonadifferentsheetandshowsthePivotTableFieldsList.

Toinsertaneefield,gototheFIELDNAMEareaandmarkthecheckboxforthefield.NonnumericfieldsareautomaticallysenttotheRowarea,whiletheColumnareacontainsthedateandtimehierarchies.DatathatisnumericgoestotheValuesarea.

Toremoveafield,gototheFIELDNAMEoptionanduncheckthecheckboxforthatparticularfield.

Totransferafield,DragthefieldfromoneareaofthePivotTableFieldsListtoanother,forexample,fromColumnstoRows.

ToRefreshthePivotTable:OnthePivotTableAnalyzetab,clickRefresh.

HowtocreateaPivotTablemanually

APivotTablecanbecreatedmanually,giventhatyouarefamiliarwithandknowtheparticulararrangementforyourdata.

BringuptheworkbookwherethePivotTablewillbecreated.

SelectthecellwhichhastheinformationthatwillbeusedinthePivotTable.

GototheInserttabandselecttheoptionPivotTable.

Adashedlineshouldsurroundthedatainyourworksheet.Ifthatisabsent,clickanddragthehighlighteddata.ThiswillautomaticallyfilltheTable/Rangeboxwithyourdesignatedcellrange.

TheoptionChoosewhereyouwantthePivotTablereporttobeplaced,willappear,selectNewworksheetifyouwishtoplacethePivotTableonanewworksheettab.Or,selectExistingworksheet,andselectwhereitshouldbeplaced.

TIPBycheckingtheAddthisdatatotheDataModelbox,youcananalyzeseveraltablesinaPivotTable.

SelectOK.

16.HOWTOCHANGETHEDATALAYOUTOFAPIVOTTABLE

Afteryouhavecreatedapivottableandinsertedthefieldsforanalysis,youhavetheoptiontoalterthelayoutoftheinformationforeasierreadingandanalyzing.ThelayoutofaPivotTablecanbechangedbychoosingadifferentreportlayout.

HighlightanysectioninthePivotTabletobringupthePivotTableToolsontheribbon.

SelectDesignthengotoReportLayout.

Chooseoneofthefollowinglayoutstylesoptions:

ShowinCompactForm-Thisoptionpreventsthedatathatisrelatedfromspreadingandreducesscrolling.WhenyoudesignaPivotTable,theShowinCompactFormistheautomaticlayoutform.

Asshowninthepictureabove,itemsfromdifferentrowareafieldsareinonecolumnandtheitemsfromdifferentfieldsareindented(likeQtr1andCanada).Rowlabelstakeuplessspaceincompactform,whichleavesmoreroomfornumericdata.ExpandandCollapsebuttonsareshownsoyoucandisplayorhidedetails.

ShowinOutlineForm-ThisoptionsummariestheinformationinthePivotTable.

ShowinTabularForm-Thisoptionpresentsallthedatainatabularformat,providingeaseoftransferofdatatoanotherworkbook.Thislayoutusesonlyasinglecolumnperfield.

Ifyouselectoutlineortabularform,youcanalsogototheRepeatAllItemLabelsundertheReportLayoutmenutodisplayitemlabelsforeachitem.

TIPAfterapplyingthelayoutyouwant,applyastyleorbandedrowstochangetheformatofthePivotTableusingtheotheroptionsontheDesigntab.

Howtochangehowsubtotalsandgrandtotalsaredisplayed

TofurtherrefinethelayoutofthedatainyourPivotTable,youcanchangethewaysubtotals,grandtotals,anditemsareshown.

ClickanywhereinthePivotTabletoshowthePivotTable.

OntheDesigntab,dooneormoreofthefollowing:

ClickSubtotalstochangehowtheywillbeshownforgroupsofdata.

ClickGrandTotalstochangehowtheywillbeshownforcolumnsandrows.

ClickBlankRowstoinsertablankrowaftereachgroupinginyourPivotTable.

ThenewfeaturesfoundintheExcel2016PivotTables

ThePivotTablefeatureinExcelhasprovideduserswiththeabilitytoexecuteflexibleandpowerfulanalysis.Excel2010andExcel2013sawmajorimprovementsinthePivotTablefeaturewiththeadditionofPowerPivotandtheDataModel.Throughthisusershavetheoptiontodesignrefinedmodelsacrosstheirdata,enhancethemwithmeasuresandKPIs,andrunformulasonmillionsofrows.Excel2016hasreleasedanumberofnewfeatures

forthePivotTable,whichwillprovidebettermanagementandcrossreferencingoptions.

WithautomaticrelationshipdetectionExcelisnowabletoascertainandestablishpatternsamongthetablesusedforyourworkbook’sdatamodel.Excel2016picksupwhenexaminationneedstwoormoretablestobeconnectedandalertsyou.Withoneselection,itdoestheworktobuildtheconnection,soyoucanbenefitstraightaway.

Thenewforming,modifyinganddeletingcustommeasurescannowbedonerightfromthefieldlistsinthePivotTable,whichwillsaveyouacoupleminuteswhenyouneedtomakeadditionalcalculationsforyourexamination.

Theprogrammedtimegroupingfeaturewillyoutobettermanageyourtime-relatedfieldssuchasyear,quarter,andmonthinyourPivotTableby,aprogrammedfeaturethatwilldetectandclusterthemforyou.

ThedrilldownbuttonsinthePivotTableallowsyoutoperuseacrossthecollectionsoftimeandothercategorizedstructureswithinyourdata.

TheSearchinthePivotTablefieldlistassistsyouwithfindingthefieldsthatarecentraltoyouacrossyourcompletedataset.

WiththeintroductionofSmartrenameusershavetheoptiontochangethenamestablesandcolumnsintheirworkbook’sdatamodel.Witheachmodification,Excel2016doesanautomaticupdatetoanyassociatedtablesandcalculationsthroughoutyourworkbook,withtheinclusionofallworksheetsandDAXformulas.

Therehasbeenanintroductionofseveralusabilityimprovements.Forexample,deferredupdatinggivesyoutheoptiontomakeeditsinPowerPivotwithouthavingtowaituntileachisspreadacrosstheworkbook.Themodificationswillbedisseminatedatonce,theminutethePowerPivotwindowisclosed.

17.FORMATNUMBERSASCURRENCYINEXCEL2016

Numbersthatshouldbeshownasmonetaryvaluesmustbeformattedascurrency.ThiscanbeachievedbyusingeithertheCurrencyorAccountingformatforyourdata,tothecellsthatyouwanttochange.TheseoptionscanbefoundbygoingtotheHometabandselectingtheoptionsfromtheNumbergroup.

Formatnumbersascurrency

GototheHometabandselecttheNumbergroup.Afterhighlightingthecellornumberofcellsandselectingthisoptionyoucanshowanumberwiththedefaultcurrencysymbol.Youcanshowanumberwiththeoriginalcurrencysignbyselectingthecellorseriesofcells,andthenclickingAccountingNumberFormat.ThecurrencyformatcanbeselectedananotheroptionbypressingtheCtrl+Shift+$.

Howtochangeotherfeaturesofformatting

Selecttheareasthatyouwanttoedit

GototheHometab,andselecttheDialogBoxLauncherwhichislocatednexttotheNumberoption.

TIPCtrl+1isashortermethodtoaccesstheFormatCellsdialogbox.

GototheFormatCellsdialogboxandundertheCategoryoptionselectCurrencyorAccounting.

SelectthecurrencysymbolofyourchoicebygoingtotheSymbolbox.

Youshouldnotethatinordertoshowthemonetaryvaluewithoutthecurrencysymbol,youmustselecttheoption,None.

GototheDecimalplacesbox,toinputhowmanydecimalplacesshouldbeincludedinthenumber.

Forexample,ifyouwanttohaveafigureroundedoff,gototheDecimalplacesboxandentera0.Thatindicatesthatyoudonotwishtohaveanydecimalplacesinthenumber.ThedigitintheSampleboxwillchangeasyouapplythechanges.Itdisplayshowthechangesyouhavemadewillaffectthedisplayofanumber.

Todisplaythestylefornumbersthatarenegative,gototheNegativenumbersbox,andselectyouroption.Youcanalsocreateyourownnumberformatiftheexistingoptionsarenotsuitedtoyourneeds.

ItisimportanttonotethatintheAccountingnumberformat,theNegativenumbersboxwillnotappear.Thisissobecauseitisadefaultsettinginaccountingpracticesfornegativenumberstobedisplayedinparentheses.

SelecttheoptionOKtoclosethedialogbox,FormatCells.

Ifthecellistoonarrowtodisplaythedataafteryouhaveappliedtherelevantcurrencyformatting,itwillshow#####.Toremovethis,simplymakeyourcellswiderbyhighlightingtherightboundaryofthecolumnwiththeerrortoautomaticallyfitthecontentsinthecell.Youmayalsodragthecornerofthecelluntilthecolumnisthesuitablesize.

Removecurrencyformatting

Highlightthecellsthatcontainthecurrencyformatting.

GototheHometabandundertheNumbergroup,selectGeneralfromthelistofavailableoptions.

HowtoidentifythedifferencebetweenCurrencyandAccountingFormats

YoumayhavenoticedthatExcelhasboththeCurrencyandAccountingasoptionstodisplaymonetaryvalues.Thoughbothhavesimilarities,itisimportanttoknowwhentousethemandhowtheydiffer.

Currency-WhenyouchoosetheCurrencyformatforanumber,thecurrencysymbolcomesuprightbesidethefirstvalueinthenumber.Youcanchoosehowmanydecimalplacesyouwanttouseandwhetherthenumbershouldbeseparatedbyathousandseparators.Youalsohavetheoptiontoselecthownegativenumbersaredisplayed.

AquicktiptonoteisthatashorterwaytoapplytheCurrencyformat,istosimplychoosethecellorseriesofcellsthatyouwanttoformat,andthenpressCtrl+Shift+$.

AccountingSimilarlytotheCurrencyformat,theAccountingformatisusedformonetaryvalues.However,withthisformatthecurrencysymbolanddecimalpointsarealignedinacolumn.Additionally,zerosareshownasdasheswhentheAccountingformatisapplied.Asearlierstatedthisformatdisplaysnegativenumbersinparentheses.Similarly,theCurrencyformat,youcanchoosehowmanydecimalplacesyouwanttouseandwhetherthenumbershouldbeseparatedbyathousandseparators.Anegativedisplayofnumberscannotbechangedunlessyougoinandcreateanoriginalnumberformat.

TIPItshouldbenotedthatyoucandothisinamorecondensedstepbyselectingthecellorseriesofcellsthatyouwishtohaveformattedandthengototheHometabandselecttheNumbergroupandclicktheoption,AccountingNumberFormat.Ifyouwanttoshowacurrencysymbolotherthantheoriginalone,clickthearrownexttotheAccountingNumberFormatbutton,andthenselectanothercurrencysymbol.

Howtocreateaworkbooktemplatewithexplicitcurrencyformattingsettings?

Youmayopttocreateaworkbookwithspecificcurrencyformattingoptions,ifyoufrequentlyusecurrencyformattinginyourworkbook.Bydoingso,youcansavetheworkbookasatemplate,whichcanthenbeusedwhencreatingotherworkbooks.

Howtogenerateaworkbooktemplate?

Generateyourworkbook.

Thenchoosethespreadsheetsforwhichyouwanttochangetheoriginalformatting.

Toselectonesheetonlyselectthesheettab.Selectthetabscrollingkeystodisplayatabifyoudonotseethetabthatyouwant.

Toselectmorethantwosheetsthatarenexttoeachotherselectthetabfortheoriginalsheet,andthenholddowntheShiftkeywhileyouselectthetabforthelastsheetthatyouwanttochoose.

Toselectmorethantwosheetsthatarenotnexttoeachotherselectthetabforthefirstsheet,andthenholddownthekeyCtrlwhileyouselectthetabsoftheothersheetsthatyouwanttoselect.

ToselectallthesheetsinaworkbookRight-clickasheettab,andthenselect,SelectAllSheets.

TipWhennumerousworksheetsareselected,thewordGROUPappearsintheheadingbaratthetopoftheworksheet.Tostopaselectionofmultipleworksheetsinaworkbook,chooseasheetthathasbeenunselected.Ifyouareunabletofindanunselectedsheet,simplygoonthetabofaselectedsheetandselecttheoptionUngroupSheets.

Applythecurrencyformatstotherelevantsheetsorcolumns.

Applyadditionalcustomizationsthatyoumaydesiretoyourworkbookandthensaveitasatemplate.

Howtosetthedefaultpersonaltemplateslocation?

SelectFile,andthenchooseOptions.

GotoSave,andthenunderSaveworkbooksoption,gototheDefaultpersonaltemplateslocationboxandinputthelinktothepathtothepersonaltemplateslocation.Thelinkgenerallyappearsinthisformat:C:\Users\PrivateDocuments\MyTemplates.

ThenselectOK.

Howtosavetheworkbookasatemplate?

SelecttheoptionFile,andthenchoosetheExportoption.

AlistofoptionswillappearunderExport;fromwhichyouchooseChangeFileType.

Double-ClickontheTemplateOptionintheWorkbookFileTypesbox.

GototheFilenamebox,andinsertthenamethatyouwanttouseasthelabelforthetemplate.

SelectSave,andthenclosethetemplate.

Createaworkbookbasedonthetemplate

SelectFile,andthenchooseNew.

NextselecttheoptionPersonal.

Selectthetemplatethatyouhavejustmade.

Excelwillgeneratenewworkbookwithfeaturesandformattingfromyourtemplate.

18.SUBTRACTINGNUMBERSINEXCEL2016FORWORKBOOKS.

PleasenotethatselectedExcelworksheetfunctions,calculatedresultsandformulamayshowslightdisparitybetweenaWindowsPCusingx86orx86-64architectureandaWindowsRTPCusingARM.

Whatifyouwantedtofindouthowmanyinventoryitemsareprofitable,thatwouldbecalculatedbysubtractingthetotalnon-profitableitemsawaythenumericalvalueofinventoryitems.Anotherexamplewouldbecalculatingthenumberofemployeeswhoaredrawingneartoretirementage,whichwouldbecalculatedbysubtractingthetotalnumberofemployeesfromthosewhoareofage55.Excelprovidesmorethanafewavenuestosubtractnumbers.ThisisveryresourcefulastherearevaryingargumentsinExcelwhichisuseddifferentlybyeachuser.Thislevelstheplayingfieldasnowwhateverargumentyoumayhavetouseyoucanstillcarryoutthisfunction.

WhereCanYouSubtractNumbersinExcel2016?

Actually,youcansubtractnumbersinacellorinarange.

SubtractingNumbersinaCell.

Theminussign(=)isthemainmathematicaloperatorinacell.Forinstance,whentheformula

=12-6

Istypedinacell.Theresult“6”isgiven.

SubtractingNumbersinaRange

Subtractingnumbersinarangedifferfromsubtractingnumbersinacellasthesumfunctionisused.Assigningthenegativesigntoanumberfunctionsthesamewayassubtracting.

PleasebeawareofthefactthatthereisnoSUBTRACTfunctioninExcel.Therefore,thismethodisutilizedincarryingoutsubtraction.Forexample,=SUM(200,-32,48,-12)produces204.

Amorestructuredexampleis:

Createablankworkbookorworksheet.

SelectthecontentincellsA1toB7(inthefollowingexampleofaspreadsheet).

P.S.DonotselectANYheaders.

3.PressCTRL+C.

4.Inthespreadsheet,selectcellA1,andthenselectCTRL+V.

5.Inordertoswitchbetweenviewingtheresultsandviewingtheformulasthatreturntheresults,pressCTRL+(graveaccent)orontheFormulastabinthe

FormulaAuditinggroup,clicktheShowFormulasButton.

HowtouseTheFormulaFunction?

TheSUMFUNCTIONaddallthenumbersthataregivenwithinaspecificargument.Thatargumentcanvaryfrombeingarange,acellreference,anarray,aconstant,aformulaortheresultfromanotherfunction.Oneinstancecanbe,SUM(A2:A9),thisresultsintheadditionofallnumbersthatarewithinthesellsA2toA9(Pleasenotethatinthisinstance“A2:A9”isanexampleofarangewhichisanargument.AnotherexampleisSUM(A1:A3:A5)addsthenumberscontainedwithincellsA1,A3andA5.

19.CREATINGACHARTINEXCEL

SelectingchartsinExcelisnowmoreresourcefulasExcel2016encompassesanewRECOMMENDEDchartsfeatureontheInserttaballowsformoresuitedchartstobecreatedbasedonthedatayouinput.Forexample,whenyourealisethatthechartyouinitiallypickedisn’toptimalyoucanchangechartstylethatevenwhenyouhavealreadyentereddata.Thatnewselectedchartstylemayhaveanewtailoredapproachtohowdataispresented.

ToproperlyuseExcel2016charts,thefollowingstepsarenecessary:

Selectthedatayouwanttocreateachart.

Clickinsert>Recommendedcharts.

OntheRecommendedChartstab,browsethroughthelistofchartsthatExcelrecommendsforyourdataandselectanycharttogetapreviewofyourdatainthatcharttype.

TIP-Ifyoufindthatyouarenotreallyfondoftherecommendedcharts,SelectAllChartstoseeallavailablecharttypes.

Whenapreferredchartisfound,clickit>OK.

UsetheChartElements,ChartStylesandChartFiltersoptionnexttotheupper-rightcornerofthecharttoaddchartelementslikeaxistitles,datalabels,modifytheappearanceofyourchartoreditthedatadisplayedinthatchart.

20.ADDANDDELETEPAGENUMBERSONWORKSHEETS

WhenyouwanttoshowthepagenumbersonaMicrosoftExcelprint,thesenumberscanbeaddedtothepagesineithertheheadersorfootersoftheworksheetpages.

HowtoAddPageNumbersonaSingleWorksheet?

Therequiredstepsareasfollows:

Selecttheworksheetthatyouwanttonumber.

LocatedontheinserttabistheTextgroup,selectHeader&Footer

Ontheworksheet,SelectAddHeaderorAddFooter.

Todeterminewhereintheheaderorfooteryouwantthepagenumbertobe,clickinsidetheLeftRegion,CentreRegionorRightRegionboxoftheHeaderorFooter.

Locatedinsidethedesigntab,thereyouwillfindtheHeader&FooterElementsgroups,selectPageNumber.

Theplaceholder[Page]willnowbedisplayedintheselectedsection.

TIP:Ifitisthatyouwanttoaddthetotalnumberofpages,pressspaceafter&[Page],typethewordandthenpressspace.NowclickNumberofPagesintheHeader&FooterElementsgroups.

ToallowforthepagenumberstobeshownonthepageinLayoutView,selectanywhereoutsidetheHeaderorFooterregion.

AfteryouhavefinishedmodifyingPageLayoutView,whichisfoundonViewtab,intheworkbookviewsgroup,selecttheoptionNormal.ThechoiceisgiventouserstoselectNormalisalsofoundonthestatusbar.

TIP:YoucaninsertpagenumbersforaworksheetintheformofPageLayoutView,whichgivesyoutheoptiontoviewthemoryoucanusethePageSetupDialogBoxifyouwanttoinsertpagenumberformorethanoneworksheetatatime.Asforadditionalsheettypeswhichincludeschartsheets.YoucaninsertpagenumberonlybyusingthePageSetupDialogbox.

AddPageNumbersonMultipleWorksheets.

ThankstothePageSetupDialogbox,pagenumberscannowbeinsertedondifferentworksheetsinasingleworkbook.Forinstance,ifasingleworkbookcontainsthreeworksheets,eachpageineachworksheetwillbenumberedpages1,2and3.

TIP-Inordertoaddpagenumberstoeveryworksheetinaworkbookinchronologicalorder,youhavetochangethenumberthateachworksheetstartswith.Nottofear,setaDifferentNumberfortheStartingPagegivesmoredetailedguidelinesonhowtocarryoutthistask.

Toaddpagenumbersonmultipleworksheets:-thefollowingstepsarecrucial.

SelecttheworksheetsorchartsheetsthatyouwanttoaddthePageNumbersto.

Toselectasinglesheet,selectthesheettab.Donotbealarmedifyourdesiredtabisnotondisplay,selectthetabscrollingbuttonstoshowthetabthenselectthetab.

Toselecttwoormoreadjacentsheets,youwillfirstlyneedtoselectthetaborthefirstsheet,afterthatholddownshiftwhileyouclickonthetabforthelastsheetyouwouldliketoselect.

Toselecttwoormoreadjacentsheets,clickthetab,thenholddownCTRLwhileatthesametimeselectingthetabsoftheothersheetsthatyouwanttoselect.

Toselecteverysheetinaworkbookrightclickasheettab,thenselectAllSheets.

TIP:-Wheneveryouselectnumerousworksheets[Group]isdisplayedinthetitlebaratthetopoftheworksheet.Incaseyouwanttocancelacollectionofselectedworksheetsin

aworkbook,selectanyworksheetthatwasn’tselected.Iftherearenovisibleunselectedworksheet,rightclickthetabofaselectedsheet,andclickUngroupSheets.

SelecttheDialogBoxLauncherwhichislocatedinthePageSetupgrouponthePageLayouttab.

InthePageSetupDialogbox,ontheHeader/Footertab,clickeitherCustomHeaderorCustomFooter.

Inordertospecificallywhereintheheaderorfooteryouwanttoputpagenumber,selectinsidetheLeftsection,CentresectionorRightsectionbox.

Ifyouwanttoinsertnumbers,clicktheinsertPageNumbersbutton.

Theplaceholder&[Page]appearsintheselectionsection.

PLEASENOTE:Incaseyouwanttocalculatethetotalnumberofpages,typeaspaceafter&[Pages],typethewordof,thenpressspaceandthenclicktheInsertnumberofpages’button.

Theplaceholder&[Page]of&[Page]appearsintheselectedsection.

HowtoSetaDifferentNumberfortheStartingPage?

Ifyouwanttonumberalloftheworksheetpagesinaworkbooktobechronologicalorder,firstlypagenumbersshouldbeassignedtoallworksheetsinaworkbook.Thenextstepwouldbetousethefollowingmethodtobeginthepagenumberforeachworksheetwiththeappropriatenumber.Forinstance,ifyourworkbookcontainsthreeworksheetsthatwouldbeprintedasthreepagesthiscouldberesourcefultobeginpagenumberingforthethirdworksheetwiththenumber5.

OnthePageLayouttable,wherethePageSetupgroupislocated,selecttheDialogBoxLauncher.

OnthePagetab,inthefirstnumberthatyouweregoingtouseforthefirstpage.

ADVICE:-Tobeabletotakeadvantageofthedefaultnumberingsystem,youwillneedtotypeAutointhefirstpagenumberbox.

ChangetheOrderinwhichPagesarenumbered.

AlthoughExcelnumbersandprintpagesfromthetopdownandthenlefttorightontheworksheetautomatically,youstillhavetheabilitytochangethedirectiontoprintpagesandnumbersintheoppositeway.Whichisfromlefttorightandthenfromthetopdown.Firstly,youwillneedtoselecttheworksheetforwhichyouwanttochangethenumberingorder.Secondly,youwanttogoonthePageLayouttab,insidethePageSetupgroupsandselecttheDialogBoxLauncher.

Finally,onthesheettabwhichislocatedunderneathPageorder,clickdownthenover,thendown.

Selecttheworksheetsorchartsheetsforwhichyouwanttoremovepagenumbers.Thefollowingstepsarerequiredfordifferentworksheetsandchartsheets.

Toselectasinglesheet,selectthesheettab.Don’tbealarmedifyourdesiredtabisnotondisplay,selectthetabscrollingbuttonstoshowthetabthenselectthetab.

Toselecttwoormoreadjacentsheets,youwillfirstlyneedtoselectthetaborthefirstsheet,afterthatholddownshiftwhileyouclickonthetabforthelastsheetyouwouldliketoselect.

Toselecttwoormoreadjacentsheets,clickthetab,thenholddownCTRLwhileatthesametimeselectingthetabsoftheothersheetsthatyouwanttoselect.

Whenevermultipleworksheetsareselected[Group]willbedisplayedinthetitlebar.Whichislocatedabovetheworksheet.Inordertocarryoutanyselectionofseveralworksheetsinanyworkbook,selectanyunselectedworksheetvisible.Thenright-clickthetabofaselectedsheet,andthenclickUngroupSheets.

OnthePageLayoutView,inthePageSetupgroup,selectDialogBoxLauncher.

OntheHeader/Footertab,intheHeaderorFooterdrop-downbox,select[None].Ifthisisn’tvisible,thenitislikelythatyoumayhavetoscrolltothetopofthelisttoclick[None].

21.CREATINGADROP-DOWNLISTINEXCEL2016FORWINDOWS.

Worksheetscanbemademoreresourcefulbyofferingdrop-downlists.Whenyouselectanarrowontheworksheetthenclickanentryinthelist.

Onanewworksheet,typetheentriesthatyouwanttobedisplayedonyourdrop-downlist.Theseentriesshouldhowever,beinasinglecolumnorrowthatisvoidofblankcells.

TIP:=Itwouldbehelpfulifyoutakethistimetoarrangeyourdatathewayyouwouldlikeittobeshowninyourdrop-downlist.

Selecteveryentry,right-click,andthenselectDefineName.

TypeallyourentriesintheNamebox,forinstanceValidDeptsafterwhichyoushouldselect[OK].Pleaseensurethatnamesdonothavespacesbetweenthem.Thisnamewillnotbeseeninyourlist.Itisstillimperativehowever,tolabelitsoastoassociateittoyourdrop-downlist.

Selectthecellintheworksheetwherethelistshouldbe.

SelectData>DataValidation.

JustincaseyouareunabletoselectDataValidation,thereareacoupleofreasonswhythismightoccur.

Drop-downlistscannotbeaddedtotablesthatarelinkedtoaSharePointsite.Analternativewouldthereforebetounlinkorremovethetablethentrystep5again.

Anotherreasoncanalsobethattheworksheetisprotectedorshared.Therefore,youwouldhavetoremovetheprotectionorstopsharingtheworksheetandrepeatstep5.

OntheSettingstab,intheAllowbox,selectList.

Insidethesourcebox,typeanequalsign(=),followedbythenamegiveninstep3withoutaspaceinbetweenthem.

TicktheIn-celldropdownbox.

Ifyouwanttohavetheoptiontoleavethecellsempty,ticktheIgnoreblankbox.

SelecttheInputMessagetab.

Ifyouwouldlikeapopupmessagewhenthecellisselected,tickthe[ShowInputMessageWhenaCellisSelected]optionbox.Thentypedesiredtitlesandmessagesinthebox.Pleaseberemindedthoughthatthelimitis225characters.Ifyoudon’twantapopupmessagetoshowup,clearthecheckbox.

SelecttheErrorAlerttab.

Tickthe[ShowErrorAlertInvalidDataEntered]box.Selectanoptionfromthestyleboxthentypeatitleandmessage.Ifyoudon’twanttohaveanoptionofamessagetoshowup,clearthecheckbox.

Can’tDecideWhichOptiontoChooseintheStyleBox.

Showamessagethatdoesn’tstoppeoplefrominputtingdatathatisnotavailableinthedrop-downlist,selectinformationorwarning.Informationwillbedisplayedwiththeicon andwarningdisplayedwiththisicon .

Ifyouwanttocompletelypreventpeoplefromenteringdatathatisnotadrop-downlist,select[Stop].

NOTE:ifyoudon’tenteratitleortext,theautomatictitleisMicrosoftExcelandautomatictext“Thevalueyouenteredisnotvalid.Auserhasrestrictedvaluesthatcanbeenteredintothiscell.”

WorkingwithYourDrop-downList

Aftergeneratingyourdrop-downlist,ensurethatitfunctionsthewayyouexpectitto.Forinstance,youwanttocheckifthecelliswideenoughforallentriestobedisplayed.

Ifyouwanttoavertusersfromseeingthelistofentriesforyourdrop-downlistwhichmaybeanotherworksheetbeartheoptionofhidingorprotectingthatworksheetinmind.

Ifyouwanttochangetheoptionsinyourdrop-downlist,seeAddorRemoveitemsfromadrop-downlist.

22.EXPORTXMLDATAFROMEXCEL2016.

AfterimportingXMLdata,mappingthedatatocellsandhavemademodifications,itisnosurprisethatyoumayfeeltheneedtoexportorsavethedatatoanXMLfile.

TIP:-WhenbuildingaXMLmapsandexportingdatainExceltoXMLfiles,thereisamaximumofrowsthatareabletobetransported.Thenumberofrowsare65,536.If,however,yourfileexceedsthisamountthenherearesometipstoremedythiswhichincludes:

Exportthedatausingthe.xlsxfileformat

SavethefileasaXMLSpreadsheet(.xml),thatcanresultinthemappingsbeinglost.

Eraseallrowsafter65,536afterwhichyoushouldexportagaintopreservethemappingsbutgetridoftherestofdata.

SendingXMLDatafromaWorksheetofNoMorethan65,536Rows.

Onthe[Developertab]insidetheXMLgroup,selectExport.IfaDeveloperTabisnotvisible,thenseeShowtheDeveloperTablink.

IncaseasmallexportXMLdialogboxappears,selecttheXMLmapyouwouldliketoemployandselectOK.

PleasenotethatthisdialogboxisonlyvisibleifanXMLtableisn’tselectedandiftheworkbookcontainstwoormoreXMLgroup.

InthelargeExportXMLdialogbox,insidetheFileNamebox,typeatitlethatyouwanttobeattributedtotheXMLdatafile.

Selectexport.

NOTE:-Incaseyourworksheet’sheadingsandlabelsshowdisparitybetweenthoseoftheXMLelementsnamesintheXMLmap,bydefaultExcelwillapplytheXMLelementnameswhenyouexportorsaveXMLdatafromtheworksheet.

ExportXMLDatafromaWorksheetwithMoreThan65,536Rows.

Subtract65,537fromthetotalnumberofrowsinyourfile.Thiswillgiveyouthetotaloftheremainderofrowsandthisvaluewillbedenotedbytheletter‘x’.

Getridof‘x’rowsfromthebeginningoftheExcelworksheet.

SendtheworksheetonanXMLdatafile.

SelectClose,andthenreopentheExcelworksheet.

Erase,everythingafterthetotal‘x’andthenexportanXMLdatafile.

Thismethodresultsinproducingtheremainderoftherows.WheretwoXMLexportsareavailablewhichcanbeamalgamatedtocreateareplicaoftheoriginalworksheet.

SaveXMLDatainMappedCellstoanXMLDataFile.

ForbackwardcompatibilitywithearlierXMLfunctionalityitisadvisedthatyousavethefiletoanXMLdatafile(.xml)asopposedtousingthe[Export]command.Toachievethis,thefollowingstepsarerequired:

PressCTRL+Stosaveyourfile.ThisisimportantasitpreventsanymodificationsthatweremadetotheworkbookissavedasanXMLdatafile.

Select[File]then[SaveAs],thenchooseandselectthelocationwhereyouwanttosanethefile.

InsidetheFileNamebox,typeanamefortheXMLdatafile.

Inthe[SaveasType]list,selectXMLDatathenselect[Save].

IfitisthatyoushouldgetamessagesayingthatsavingthefileasaXMLdatamayresultinthelossoffeatures,select[Continue]

IntheeventthatasmallExportXMLDialogboxshouldappear,selecttheXMLgroupthatyouwouldliketoemployandthenselectOK.

ThisDialogBoxonlyappearsifanXMLtableisn’tselectedandiftheworkbookhasmorethanoneXMLmap.

InsidethelargeExportXMLDialogbox,intheFilenameboxandtypethelabelfortheXMLdatafile.

Select[Export]

NOTE:Intheeventthatyourworksheets’headingsshowdisparitybetweenthoseoftheelementnamesintheXMLmap.Onceagain,bydefault,ExcelwillonlyemploytheXMLelementnameswhenyouexportorsaveXMLdatafromtheworksheet.

CommonIssueswithExportingXMLData

WheneverXMLdataisexported,itislikelythatyoumayreceivesomethingtotheessenceofthefollowingmessages:

“TheXMLmapcanbeexportedbutsomerequiredelementsarenotmapped.”

Theremaybeseveralreasonsastowhyyoumayreceivethismessage:

TheXMLmapthatisrelatedtoXMLtablehasoneormoreessentialfeaturesthatarenotmappedtotheXMLtable.

ThehierarchicallistofelementsintheXMLsourcetaskpanedenotestherequisitefeaturesbyputtingaredasteriskonthetop-rightcorneroftheicontotheleftofeachelement.Tomaparequiredelement,dragittotheworksheetlocationwhereyouwantittobedisplayed.

Theelementisarecursivestructure-AveryconventionalexampleofarecursivestructureisahierarchyofemployeesandmanagersinwhichthesameXMLelementsarenestedseverallevels.EvenifyouhavemappedoutalltheelementsintheXMLSourceTaskPlane.Exceldoesnotsupportrecursivestructuresexceedingonleveldeepandassuchitcan’tmapalloftheelements.

TheXMLtablecontainsMixedContent-Anelementthathasachildelementandsimpletextoutsideofachildelementgiverisetomixedcontent.Apopularscenarioiswhereformattingtags(suchasboldtags)areusedtomarkupdatawithinanelement.Althoughthechildelement(ifsupportedbyExcel)canbeshown,thetextualcontentwillbelostwhenthedataisimportedandsubsequentlycannotberound-tripped.

Theschemadefinitionofamappedelementiscontainedwithinasequencewiththefollowingattributes:

Themaxoccursattributeisn’tequalto1.

Thesequencecontainsmorethanonedirectanddefinedchildelementorhasadifferentcompositorasadirectchild.

UniquesiblingelementswiththesamerepeatingparentelementaremappedtodifferentXMLtables.

VariousrepeatingelementsaremappedtothesameXMLtableandthereiterationisn’tdefinedbyanancestorelement.

ChildelementsdifferentparentsaremappedtothesameXMLtable.

Furthermore,theXMLmapcan’tbeexportedifithasoneofthefollowingXMLschemaconstructs:

Listsoflist-onelistofitemshasasecondlistofitems.

De-normalizeddata-anXMLtablehasanelementthathasbeendefinedintheschematohappenonlyonce.WheneverthisparticularelementisaddedtoanXMLtableExcelfillsthetablecolumnwithmultipleinstancesoftheelement.

Choice-amappedelementisafeatureofachoice>schemaconstruct.

23.EXCELCANNOTSAVETHEWORKBOOKBECAUSEITDOESN’THAVEANYMAPPEDRANGES.

Excelisunabletosavetheworkbookbecauseitisnotequippedwithmappedranges.ExcelisunabletosaveyourworkbookintheXMLdatafilesonlyifyoucreateonemoremappedrange.IntheeventthatyoushouldaddonXMLmaptoyourworkbook,thefollowingstepsareessentialformappingXMLelementstoyourworksheet:

OntheDeveloperTab,intheXMLgroup,selectSource

Ifthe[Developer]tabisnotvisibleseeShowtheDeveloperTablink.

IntheXMLSourcetaskpane,clickoneelement,holddownCTRL,andthenclickeachelement.

Dragtheselectedelementstowhereyouwantthemtobevisibleontheworksheet.

IfyouhavenotaddedanXMLmaptoyourworkbookorifyourdataisnotanXMLtable,saveyourworkbookintheExcelMacro-EnabledWorkbookfileformat.

ShowtheDeveloperTab

Selectfile,andthenclickoptions.

SelectthecustomizeRibboncategory.

Underneathmaintabs,selecttheDevelopercheckbox,andthenclickOK.

24.ADDAWATERMARKINEXCEL

Inserta“DRAFT”watermarkonallprintedpages.

Wheneverprintoutsofaworksheetaresharedandyouwanttonotifypersonsthatitisnotthefinalcopy,andtheword“DRAFT”tothebackgroundofallprintedpages.

Selectthelinklabelled“DRAFT”,afterwhichyoushouldclickSave>SaveAstosavetosavethefiletoyourcomputer.Pleasebeawarethatthisistheimagethatwillbeusedforyourwatermark.

InExcel,clickInsert>Header&Footer.

Select[Design]>[Picture]

Selectfromfilethepicturethatyousavedinstep1,anddoubleclickit.

InsidetheHeader&PicturewillappearwhichsignifiesthatthepictureisintheHeader.

SelectanywhereoutsidetheHeaderboxwhichshouldresultinthe“DRAFT”Watermarkappearing.

Ifitisthatyouwantthewatermarktobestrategicallylocatedthatisplacedatthecenter,toporbottomofthepage.Toachievethis,selecttheHeaderandmakesurethecursorisinfrontifthe“&”in&[Picture]thenpressEnteruntilyouachievethedesiredvertical

alignment.

NOTE:AsforExcelthewatermarkisonlyvisiblewhenyouareinPageLayoutVieworPrintPreview.

InsertaCompanyLogoasaWatermarkonallPrintedPages.

InExcel,clickInsert>Header&Footer.

Click[Design]>[Picture].

ClickFromFile,searchforthecompanylogopicthatyouwanttoemployanddouble-clickit.

IntheHeader&Picturewillappear.Thissignifiesthatapictureispresentintheheader.

Ifitisthatyouwantthewatermarktobelocatedthatisplacedatthecentre,toporbottomofthepage.Toachievethis,selecttheHeaderandmakesurethecursorisinfrontifthe“&”in&[Picture]thenpressEnteruntilyouachievethedesiredverticalalignment.

NOTE:AsforExcelthewatermarkisonlyvisiblewhenyouareinPageLayoutVieworPrintPreview.

InsertaBackgroundOnAllPrintedPages:

InExcel,selectInsert>Header&Footer.

Click[Design]>[Picture]

SelectfromFileandbrowsetheimageyouprefertouseanddouble-clickit.

IntheHeader&Picturewillbedisplayedwhichindicatesthatapictureisintheheader.

Selectanyregionoutsidetheheader,tomakethewatermarkvisible.

Ifitisthatyouwantthewatermarktobestrategicallylocatedthatisplacedatthecenter,toporbottomofthepage.Toachievethis,selecttheHeaderandmakesurethecursorisinfrontifthe“&”in&[Picture]thenpressEnteruntilyouachievethedesiredverticalalignment.

NOTE:AsforExcelthewatermarkisonlyvisiblewhenyouareinPageLayoutVieworPrintPreview.

Ifyoufindthatthewatermarkmakesitdifficulttoseethetypeddata,youcanlessenthiseffectbymakingitmoretransparentbyincreasingBrightnessandContrast.

Todothisthefollowingprocedureisrequired:

SelecttheHeaderandmakesuretheheaderisinfrontofthe“&”in“&Picture”.

UndertheHeader&FooterToolsselectDesign>FormatPicture

OnthePicturetab,underimagecontrol,selecttheoption[Washout]intheColor-boxthiscausesthebrightnesstobeabout85%andcontrastto15%.Thisisnotwritteninstoneandsocanbeadjustedtoyourpreference.Justensurethatbothvaluesmeasureuptogive100%.Examplesinclude:65%and35%or75%and25%.

NOTE:AsforExcelthewatermarkisonlyvisiblewhenyouareinPageLayoutVieworPrintPreview.

LookingforSomethingElse?

Ifanyofthepreviouslymentionedoptionsarenotarenotwhatyouwant,thenyoucancreateyourownwatermark.

SelectInsert>[Header,Footer].

ClickDesign>Picture.

ClickfromFilechoosethepictureyouwouldlikeanddouble-clickit.

Clickanywhereoutsidetheheaderbox.Yourwatermarkshouldappearinthebackground.

Tocenterthewatermarkbetweenthetopandbottomofthepage,selecttheheaderandmakesurethecursorisinfrontofthe“&”in&[Picture].ThenpressEnterasmanytimesasittakestogetitverticallyalignedthewayyouwant.

Tochangethebrightnessandcontrastofthepicture:

Selecttheheaderandmakesurethecursorisinfrontofthe“&”in&[Picture].

UnderHeader&FooterTools,clickDesign>FormatPicture.

OnthePicturetab,underImagecontrol,chooseWashoutintheColorbox—thissetstheBrightnesslevelto85%andContrastto15%.Youcanadjustbrightnessandcontrasthoweveryouwant.Toensurethatthepicturelooksitsbest,makesurethetwolevelsaddupto100%;forexample,80%and20%or49%and51%.

Tochangethesizeorscaleofthepicture:

Clicktheheaderandmakesurethecursorisinfrontofthe“&”in&[Picture].

UnderHeader&FooterTools,selectDesign>FormatPicture.

OntheSizetab,youaregiventheabilitytomanipulatethesizeofthepicturebyadjustingvaluesintheHeightandWidthboxes.Youcaneithertickordon’ttheLockaspectratioandRelativetooriginalpicturesizeboxestocontrolscaling.

WanttoCorrecta#Name?ErrorinExcel.

AsthisisverycommonproblemExcel2016hasfoundawaytoaddressthisre-occurringissue.ThiswillappearwhenMicrosoftisunabletodetectnamesortextinaformula.

Variousformulaissueswillcausethe#Name?Errortobeshown.Theseissuesinclude:

Aformuladenotesanamethatdoesnotexist.

Torectifythis,ensurethatthenameyouuseintheformulaactuallyexist.

SelectFormulas>NameManager.

Validatethatthenameislisted.Ifitisnotso,closetheDialogBoxandthendefinethename[Formulas>DefineName].

Aformulareferstoanamethatismisspelt.

Tocorrectthis,replacethereferencewiththecorrectlyspelledname:

Selectthecellwithformulayouwanttoexaminefornamesthatarespelledincorrectly.

Intheformula,selectthenamethatiswronglyspelledintheformulaandselectF3.

InthePastenamebox,selectthenameyouwanttousethenclickOK.

Thenameofafunctionemployedinafunctionthatismisspelled.

Tofixthis,insertthecorrectfunctionnameinaformula:

Selectthecellwherethemisspelledformulaislocated.

Intheformula,selectthemisspelledfunctionname.

IntheNameBox(whichislocatedtotheleftoftheformulabar)selectthearrow,andthenselectthefunctionwiththerightname.

TohaveaccesstoallfunctionsselectMoreFunctionsifneedsbe.

Assesstheargumentvaluesandifaccurateandconsistent,clickOKtocompletetheformula.

AformulathathasatextentrythatismissingSurroundingDouble-quotationMarks(“”).Toresolvethisenterdoublequotationmarksaroundthetextentryintheformula.

Acolon(:)thatwasomittedinarangereference.Fixingthisissimple,justensurethateveryformulahasacolon.

Areferencetoanotherworksheetisnotenclosedinsinglequotationmarks.Torectifythisplacesinglequotationmarksaroundworksheetreferencesinaformula.

WhentheEuroConvertFunctionisemployedinaFormula,howevertheEuroCurrencyToolsadd-inthatExcelHasIsNotEnabled.

Tocorrectthis,enabletheadd-in:

SelectFile>Option.

SelectAdd-Ins

InsidetheManagelistbox,chooseExcelAdd-insandthenSelectGo.

TicktheEuroCurrencytoolsboxandthenselectOK.

TIP:-Iferrorcheckingisenabledinexcelyoucanselectthisiconwhichislocatedbesidethecellthathastheerror.If“ShowCalculationsteps”isaccessible,thenselecttheresolutionthatisoptimalforyourdata

25.SHAREYOURWORKBOOK

Designyourworkbook.Wheneveryouwouldliketoshareitwithothers,selectshareinthetop-rightcorneroftheribbon.

IntheeventthatyouhavenotsavedyourSpreadsheettoOneDriveforBusinessorSharePointyouwillbeurgedtodosoatthisstep.

SelectSavetoCloudandselectwhereyouwanttosaveyourworkbook.

Whenyourworkbookissavedtoasharedlocationitnowprovidesotherwiththeopportunitytoworkontheworkbook.TheoptionInvitePeopleallowsyoutoinvitepersonswiththeuseoftheire-mailaddress.However,ifitisstoredthenallyouhavetodoisentertheperson’sname.

26.CREATEAFORECAST

TIP:-intheeventthatyouhavedatathathavebeenstoredoveraperiodoftime,thenitthereforemeansthatitwouldbebeneficialincreatingaforecast.Wheneverthatiscarriedout,anewworksheetiscreatedwithatableofpreviouslyrecordeddataandpredictedresultsandchartsdepictingthis.Itisusefulespeciallyinthebusinessfieldaskeystakeholderscanmoreorlessaccuratelypredictfuturesales,inventoryrequirements,andconsumertrends.

HowtoCreateaForecast:?

Inaworksheet,entertwodataseriesthatareparalleltoeachother.

Asequenceofeventswitheitherdateortimeentriesforthatspecifictimeline.

Asequenceofeventsverysimilarvalues.

Theresultingvalueswillbeusefulinpredictingfuturedates.

TIP:-thetimelineneedscoherentperiodsoftimeonwhichtobasedatapoints.Forinstance,monthlyintervalswithvaluessuchaspaydaywhichisthe25thofeachmonth,targetedmonthsoftheyearornumericalvalues.Don’tbealarmediftimelineseriesismissingevenupto30%ofdatapointsorhasvaryingnumberswiththeexactidentifyingtime.

Whenyouselectanycell,bydefault,Excelhighlightstheresidualdata.

ClickData>ForecastSheet.

LocatedinsidetheCreateForecastWorksheetbox,selecteitherlinechartorcolumnchartasthepictorialrepresentationoftheForecast.

IntheForecastEndbox,chooseapreferreddateandtimethenselectCreate.

IfyouchoosetomodifyanyAdvancedSetting,selectOptions.

ForecastStart-Selectthedateforthecommencementofdata.Ifyouselectadatepriortotheendofthepre-recodeddata,onlythedatawhichwasrecordedbeforethestartdatewillbeemployedintheprediction.

ConfidentIntervals-theuserherehastheopportunitywithConfidenceIntervalstopresentorconcealdata.Theconfidenceintervalisthelimitattributedtoeverypredictedvalue,inwhich95%offuturepointsareexpectedtobeactual,accordingtotheforecastprovidingthatnormaldistributionisinplay.Thisdetermineshowcloseactualvaluewastopredictedvalue.Asmallerintervalimpliesmoreconfidenceinthepredictionforthespecificpoint.Thedefaultvaluecanbeadjusted,whichmeansitcangoaboveorbeyondthedefaultvalue.

Seasonality-Thisisthenumberattributedtothelengthoftheseasonalpatternandisinstantlydetected.Forexample,amonthlypaycycleis30days,youcanseteachpointusingaweekdayseasonalitywhichwouldbe30.YoucanexercisegreatercontrolandchooseSetManuallythenselectamoresitednumber.

TimelineRange-Thisiswhereyoucanmodifytimelinerangestosuityourneeds.ThisneedstobeinparallelwithValueRanges.

ValuesRanges-Changetherangeusedforvalueserieshere.

FillinMissingPointsUsing-tomoreorlessaccuratelydeterminemissingpints,interpolationisused.Themissingpointwillbecompletedastheweightedaverageofitsneighboringpointsaslongasfewerthan30pointsaremissing.

DuplicateAggregatesUsing-whendatahasvaryingvaluewithexacttimestamps.Excelwillcalculatethemeanofthenumbers.OtheroperationssuchasMedianareavailableasothercalculationmethods.

IncludeForecastStatistics-Selectthisboxifyouwanttohavegreateraccesstoevenmorestatisticalinformationontheforecastwithinanewworksheet.ThisresultsinatableofstatisticsbeinggeneratedusingtheFORECASTS.ETS.STA.Functionandincludesmeasuressuchassmoothingcoefficient(Alpha,Beta,Gamma)anderrormetrics(MASE,SMAPE,MAE,RMSE).

Formulasusedinforecastingdata

Wheneveryouuseaformulatocreateaforecastwhichinmostcasesisveryimportant,itispresentedinatablewiththepastandexpecteddata,andachart.Theforecastexpectspotentialvalueswiththeuseofyourcurrenttime-baseddataandtheAAAversionoftheExponentialSmoothing(ETS)algorithm.

Thetablecancontainthefollowingcolumns,threeofwhicharecalculatedcolumns:

•Acolumnusingtimeasitsclassifyingkey(seriesofeventclassifiedbytime.)

•Acolumnforvaluesrecordedinthepast(yourcorrespondingvaluesdataseries)

•Predictionofvaluescolumn(calculatedusingFORECAST.ETS)

•Twocolumnswhichsignifyhowlikelyitisthatthesevalueswillactuallybeorcloselyresembleexpectedvalues.

27.GET&TRANSFORMFUNCTIONINEXCEL2016

TheGet&Transformfunctionavailableinthe2016versionofExcelnotonlyallowsyoutosearchfordatasourcesandmakeconnectionsbutalsoletsyoumanipulatethatdatatosuityourneeds(suchaschangingdatatype,mergingtables,orremovingacolumn).Afteryouhaveshapedyourdata,theresultsofyourfindingscanbesharedorusedforreportscreation.

Thestepsusuallyfollowthisorder:

Firstly,connect–thisiswhereyouareabletoaccessandconnecttodataavailableinthecloud,inaservice,orlocally.

Secondly,Transform–youcanmanipulatethedatatosuityourneeds.Thiswillnotaffecttheoriginalsource.Itwillremainunchanged.

Thirdly,combine–youcangenerateadatamodelfromseveraldatasources,andgetauniqueviewintothedata.

Finally,share–afterthequeryiscompleted,youcandecidewhattodowithit,whethertosave,share,orusedforreports.

Eachtimeyouconnecttodata,transformit,orcombineitwithotherdatasources,QueryEditor,oneofthefeaturesofGet&Transform,recordseachstep,andallowsyoutomodifyeachsteptomeetyourneeds.YouarenotonlyabletomakemodificationstoeachstepwithQueryEditorbutarealsoabletoundo,redo,andchangetheorderconsequentlygivingyoutheautonomytoshapeyourviewoftheconnecteddatatosuityourpreference.

Get&Transformallowsyoutocreatesimpleorcomplexqueries.Thesimplicityorcomplexityisdeterminedbyyourneeds.Eachtimeyouaddstepstoaquery,QueryEditorworksinthebackgroundtocreateadiscretesetofinstructionsthatcarryoutyourcommands.ThoseinstructionsarecreatedintheMLanguage.AdvancedEditorallowsuserswhoenjoythepowerandflexibilityofdatascriptingtocreateMLanguagetomanuallycreate(ormodify)queries.Whethercreatingstepsautomaticallyormanually,allofthispowerandflexibilityispartoftheGet&TransformcollectionoffeaturesinExcel

2016.AmoredetaileddescriptionofbothQueryEditor&AdvancedEditorcanbefoundfurtherdowninthisarticle.

TobeginanewqueryinExcel2016’sGet&Transformfunction,justselecttheNewQuerybuttonfromtheribbon.

ThistechnologyisalsoavailablefortheolderversionsofExcelwiththePowerQueryAdd-In,whichisavailableinPowerBI,aswellasadownload.PowerQuerycapabilitiescanbeseeninprioreditionsofExcel.

Step1:Connection

Connectiontoonlyonedatasource,likeAccessdatabase,ormultipledatafiles,multipledatabases,ODatafeeds,orWebsitesdispersedacrosstheinternet,byusingaqueryispossible.Get&Transformallowsyoutouniteallthosesourcesbyusingyouruniquecombinations,anddiscovernewinsights.

AfterchoosingNewQueryfromtheGet&TransformribbonselectionintheDatatab,thedatasourcesthatareavailablearedisplayedinamenu.NumerousdatasourcesareavailabletochoosefrominclusiveofAzureservicessuchasBlobStorageorHDInsight,databasessuchasSQLServer,Access,MySQLandOracle,andvariousothersourcessuchasSharePointLists,Facebook,HadoopFiles,Salesforce,theWeb,andfileslikeCVSorExcelworkbooksandmanymore.

ANavigatorwindowisdisplayedinGet&Transformwhenyoumakeaconnectiontoadatasource.Thisallowsthesourcedatatobeedited.Get&TransformlaunchesaQueryEditoronceyouhaveselectedEditfromtheNavigatorbutton.QueryEditorisadedicatedwindowthatenablesanddisplaysyourdataandanytransformationsapplied.Transform,whichisthenextsection,moreinformationaboutQueryEditorwillbeprovided.

Step2:Transform

Get&Transformallowsyoutotransformorchangethedatafromyourdatasourcestobetterhelpyouinitsanalysis.Transformingdatameansthatyouareabletomanipulateorchangethedatatosuityourneeds.Examplesofdatatransformationincludeaddingorremovingacolumn,mergingtablesorchangingthedatatype.Asyoutransformyourdata,youwillseeitallcomingtogetherandtakingontheshapeyouneedtocompleteyouranalysis.Shapingisthetermusedtodescribetheprocessbywhichtransformationisappliedtooneormoresetsofdata.

ThededicatedwindowthatExcelusesiscalledQueryEditorwhichenablesanddisplaysdatatransformations.OntheDatataboftheGet&Transformribbon,NewQueryisselected.Thedatasourceisthenselected(exampleaworkbookoradatabase).YouthenchoosewhichtableortablestobeusedinyourqueryfromtheNavigatorwindowwhichwouldhaveappeared.Afteratablehasbeenselected,apreviewofitsdatawouldshowupintherightpaneoftheNavigatorwindow.

IfLoadisselected,thenthedatasourceisbroughtdirectlyintoExcel.Insuchacase,EditisselectedtolaunchQueryEditor.

QueryEditorkeepsarecordofeverythingthatisdonewiththedatabylabellingeachsteportransformationthatwasappliedtothedata.EachoperationistrackedintheAPPLIEDSTEPSsectionoftheQuerySettingspanewhetherthetransformationisamerge,acolumnremoval,adataconnection(adatasource),oradatatypechange.

Alltransformationsappliedtoyourdataconnectionsarewhatmakeupyourquery.

PleasenotethattheactionsdefinedinQueryEditorwillnothaveaneffectontheoriginalsourcedata.Itwillremainunchanged.WhathappensinsteadisthatExcelkeepsarecordofeachsteptakenwhenconnectingortransformingthedata.Afteryouhavefinishedmanipulatingorshapingthedata,asnapshotistakenoftherefineddatasetanditisthenbroughtintotheworkbook.

Therearenumeroustransformationsthatcanbeappliedtodata.TheMLanguagecanbeusedtowriteyourowntransformations.TheMLanguageisusedbyQueryEditortorecordbackgroundstepsbyusingAdvancedEditor.AdvancedEditorisonQueryEditor’sViewribbonandcanbeopenedfromthere.ModificationstotheMLanguageinrelationtotheexistingquerycanalsobedonehere.YouarealsoabletocreatequeriesfromscratchbyusingAdvancedEditor.

AfteryouhavefinishedcreatingyourqueryyoucanchoosetheClose&LoadbuttonfromtheHomeribbontab.YourqueryresultswillbeloadedintoExcelandmadeavailableinanewworkbooktab.

Step3:Share

AfterandExcelworkbookcontainingaqueryhasbeensaved,thequeryisalsosavedautomatically.IfyouselecttheShowQueriesbutton;allqueriescanbeviewedinaworkbookinExcel.TheShowQueriesbuttonisfoundontheDatatabontheGet&Transformribbon.

AllqueriesinaworkbookwillbeshownintheWorkbookQueriespane.

Thepossibilitiesarenotlimited.YourqueriescanbesharedwithjustaboutanyonewithinyourcompanyororganizationbyusingPowerBIDataCatalog.Youcanalsocreateaquerythatwillbeusedonaregularbasisanduseitinseveralworkbookstosaveyourselftimeandeffort.DataCatalogexiststomakeyourlifeeasier.IttakesawaytheheadachesofsavingandemailingworkbooksfromExcelandminimizesthenumberofworkbookversionsawaitingyouinyouremailinbox.Whowantstoalwaysbetryingtofigureoutwhichistheoriginalversion,orwhichisoutofdate,orwhatchangeshavebeenmade?OntheWorkbookQueriespane,thereisamenuwhichoffersmanyoptions,oneofwhichistheSendtoDataCatalog.Justmakearight-clickonthequerytoaccesstheoptionthatbestsuitsyourneeds.

Pleasemakenoteoftheotheroptionsintheright-clickmenuaswell.ADuplicateofaquerycanbemade.Thisallowsyoutochangesomeorallelementsofaquerywhilethe

originalqueryremainsunchanged.Thisislikecreatingaquerytemplatewhichcanthenbemodifiedandcustomizedtocreatedatasetsforspecificpurposes.Examplesaredatasetforinventory,datasetforretail,ordatasetforwholesale.Theyareallbasedonthesamedataconnections.

QueriescanalsobeMergedorAppended.Thisallowsyoutoturnyourqueriesinbuildingblocksthatcanbeusedoverandoveragain.

YourworkbookcanbepublishedtoPowerBI.Onlinereportscanbesharedwithyourgroup,automaticallyrefreshed,andrefined.ThefollowingsimplestepsallowyoutopublishaworkbooktoPowerBI:

28.HOWTOCOLLABORATEINEXCEL2016BYUSINGASHAREDWORKBOOK

Whenaworkbookisshared,itcanbeviewedbymultipleusers;however,theycannotmakeanysimultaneouschangestothefile.Changescanbemadeinsteadtoonecopyorseveralcopiesoftheworkbookafterwhichthechangesaremergedintothefilethatwassharedbyyou.

Thisishowtheprocessworks.Theworkbookisshared.Aspartofthesharingaction,theworkbookissaved.Thesharedworkbookisthencopiedbysomeoneelsewhoentersadditionaldatatotheircopy.Thecopydataismergedbackintotheoriginal.

Otherscaneasilyaccessaworkbook,makeacopy,andmakechangeswhenitisshared.PuttingaworkbookonanetworksiteoronaOneDrivefolderisagreatwaytoshareaworkbook.

Sharingaworkbook

Tobeginsharingyouwouldopentheworkbooktobeshared,whetheritisonethatwasalreadycreatedoranewonethatwasjustcreated.YouwouldthengototheChangesgroupontheReviewtabandclickon“ShareWorkbook”.The“ShareWorkbook”dialogboxisfoundontheEditingTab.Choose“Allowchangesbymorethanoneuseratthesametime”.Theworkbookmergingcheckboxisalsoallowed.Chooseyouroptiontotrackandupdatechangesbygoingonthe“Advancedtab”.ThenclickOK.Putinanetworklocationinthe“Addressbar”inthe“SaveAs”dialogbox.Ifitisanewworkbookyouwouldsaveitbytypingthenameinthe“Filenamebox”andclick‘Save”.Ifitisanexistingworkbook,youwouldjustclickSave.Youwouldthensendanemailtoallthepeoplewhowillbesharingtheworkbook.Includedinyourmessageshouldbethefilelocation.Asktheuserstomakeacopyoftheworkbookfortheirpersonaluseandkeepallthecopieswiththeoriginalinthefolder.

HowtoMergeChanges

BeforestartingtomergechangesyouneedtoaddacommandtoyourQuickAccesstoolbar.Thisislocatedintheupper-leftcorneroftheExcelscreen.Belowisaguideastohowtoaddacommand.Whenyourcoworkerswithwhomthedatawassharedhave

finishedaddingtheirdatatotheircopiesoftheworkbook,youcanproceedinmergingyourchangeswiththeirs.

Thefollowingstepsoutlinehowtoaddthecommand:

ThereisadownarrowontherighthandsideoftheQuickAccesstoolbar,clickonthisarrowandthenclickonMoreCommands.

IntheChoosecommandsfromlistintheExcelOptionsdialogbox,selectAllCommands.

Byscrollingdownthelist,choosetheCompareandMergeWorkbooksthenclickAdd.

ClosetheExcelOptionsdialogboxbyclickingOK.

ThecommandforCompareandMergeWorkbooksisontheQuickAccesstoolbar.

ThefollowingguideyouonHowtoMergeChanges

Firstyouwouldopenthecopyofthesharedworkbookintowhichchangesaretobemerged.

Next,youwouldClickCompareandMergeWorkbooksontheQuickAccessToolbar

Youmightbepromptedtosavetheworkbook.Pleasesave.

Clickonthecopyoftheworkbookwhichcontainsthechangesthatyoudesiretomerge,andthenclickintheOKSelectFilestoMergeintoCurrentWorkbookdialogbox.

HerearesomeshortcutTIPS:

IfyouholddowntheCTRLorSHIFTkey,clickonthefilenames,andthenclickOK,youcanmergetheworkbookwithmultiplecopiesofthesharedworkbooksimultaneously.

Ifamessageappearsthatsaysthattherearenonewchangestomerge,justclickOK.

Resolvingconflictingchangesinasharedworkbook

Whentwousersattempttosavechangestothesamecellaconflicttakesplace.Onlyoneofthechangesmadeinthatcellcanbekept.TheResolveConflictsdialogboxisdisplayedbyExcelwhenthesecondusersavestheworkbook.Thefollowingstepsguideyouonhowtoresolveconflictingchangeswhentheyoccur:

WhentheResolveConflictsdialogboxappears,readtheinformationaboutthechangesandtheresultingconflictingchangesthatweremadebytheotheruser.

Ifyouwanttoprogresstothenextconflictingchangeafteryouhavedecidedtoeitherkeepyourchangeortheotheruser’schangeyouclickonAcceptMineorAcceptOther,respectively.Tokeepallyourchanges,clickonAcceptAllMine.Tokeepalloftheuser’schanges,clickAcceptAllOthers.

ThereisanothermethodtohavingyourchangesoverrideallotherchangeswithouttheResolveConflictsdialogboxbeingdisplayed.Justdothefollowing:

IntheChangesgroupontheReviewtab,clickShareWorkbook

UnderConflictingchangesbetweenusersontheAdvancedtab,clickThechangesbeingsavedwin,thenclickOK.

Youcanviewhowothershadresolvedconflictsinthepastbydoingthefollowing

IntheChangesgroupontheReviewtab,clickTrackChangesandthenchooseHighlightChanges.

SelectAllfromtheWhenlist.

CleartheWhoandWherecheckboxes

ChoosetheListchangesonanewsheetcheckboxandthenOK

ScrolltotherightontheHistoryworksheettoviewtheActionTypeandLosingActioncolumns

PreviousconflictingchangesthatwerekepthavetheActionTypeWonvalue.Therowswithinformationaboutconflictingchangesthathadnotbeenkept,includinganydatathatwasdeleted,areidentifiedbytherownumbersintheLosingActioncolumn.Hereistiponhowtosaveallyourchangesinacopyoftheworkbook.IntheResolveConflictsdialogbox,clickonCancelandthensaveacopyofthefilebygivingitanewname.

EditingaSharedworkbook

Editingasharedworkbookisnotadifficulttask.Itisdoneinthesamewaythatyouwouldchangeorenterdatainaworkbookfromyourcomputer.

Openingasharedworkbook

Toopenasharedworkbook,justclickonFile,nextclickOpen,andthendouble-clickonyoursharedworkbook.

YoucangostraighttothenetworkfolderwhereyourfileistostartExcelandopenthefilebydouble-clickingit.Ifthisisthefirsttimethatyouareopeningtheworkbook,thenyouwouldclickontheOptionsbuttonontheFiletab.Youcanenterthenameyouwishtogivethefileinordertoidentifyyourworkinthesharedworkbook.JustgototheUserNameboxintheGeneralcategoryunderPersonalizeyourcopyofMicrosoftOffice,typeinthenameyouchoosetogivethefileandthenclickOK.

Howtoedittheworkbook?

Toeditaworkbook,thedataisenteredandeditedontheworksheetsasnormal.Someelements,however,cannotbeaddedorchanged.Examplesarehyperlinksandmergedcells.Youcanaddanyfilterandprintsettingsthatyouwanttopersonallyuse.

Eachuser’ssettingsaresavedindividuallysoyouareabletousethefilterorprintsettingsthatwereaddedbytheworkbook’sowner.

Howtouseoriginalfilterandprintsettings

IntheChangesgroupontheReviewtab,clickShareWorkbook.

UnderIncludeinpersonalview,clicktheAdvancedtab.NextclearthePrintsettingsorFiltersettingscheckbox,thenclickOK.

Toseeanychangesmadebyotherusersthatweresavedsincethelasttimeyousavedortosaveyourchangestotheworkbook,clickontheSaveiconontheQuickAccesstoolbar,orusetheshortcutmethodbypressingCtrl+S.

ResolvetheconflictsbyclickingtheResolveConflictsdialogboxifitappears.

Youcanfindhelptodothatbygoingtothe“Resolvingconflictingchangesinasharedworkbook”sectionfoundinthissamearticle.

OntheEditingtaboftheShareWorkbookdialogbox,youareabletoseewhichotherusershavetheworkbookopened.

Youareabletooccasionallygetautomaticupdatesofotherusers’changeswhetherornotyousave.ThisisdoneunderUpdatechangesontheAdvancedtaboftheSharedWorkbookdialogbox.

Howtoremoveauserfromasharedworkbook?

Iftheneedarises,youareabletoremoveauserfromasharedworkbook.

However,beforeproceedingtoremoveordisconnectauser,youneedtoensurethattheyarefinishedusingtheworkbook.Removinganyuserthatisstillactivewillcauseanyunsavedworktobelost.

TobeginremovingauserjustvisittheChangesgroupandgototheReviewtab,thenclickShareWorkbook.

NextyougototheWhohasthisworkbookopennowlistontheEditingtabtoreviewthenamesofusers.

JustselectthenameoftheuseryouwanttoremoveandclickonRemoveUser.

Eventhoughthisdisconnectstheuserfromthesharedworkbook,itdoesnotstopthatuserfrombeingabletoeditthesharedworkbookagain.

Theuser’spersonalviewsettingscanbedeleted.Justdothefollowing:

IntheWorkbookViewsgroup,clickView,thenCustomViews.

FromtheViewslist,choosetheviewthatyouwanttoremoveandclickDelete.

Howtocopythechangehistoryinformation?

Tobegincopyingchangehistoryinformation,dothefollowing:

IntheChangesgroupontheReviewtab,clickTrackChanges,andthenclickHighlightChanges.

NextselectAllfromtheWhenlist

ClearthecheckboxesforWhoandWhere

ChoosetheListchangesonanewsheetcheckboxthenclickOK.

Youcanthendoeitheroneorbothofthefollowing:

Makeacopyofthehistoryworkbook.Youdothisbyselectingthecellsyouwanttobecopied,thenpressCtrl+C,gotoanotherworkbookandclickthedestinationforthedatayoucopiedandpressCtrl+V.

ThenextoptionistoprinttheHistoryworksheet.

Youmightwanttosaveorprintcurrentversionoftheworkbookaswellsincethishistorydatamightnotbeapplicabletonewerversionsoftheworkbook.Celllocationsinclusiveofnumbersinthecopiedhistorymaynolongerbeuptodateorcurrent.

Howtostopsharingtheworkbook

Tostopsharingaworkbookyoufollowthesubsequentproceduresasoutlined:

GotothesharedworkbookthengototheChangesgroupfoundontheReviewtabandclickonShareWorkbook.

NextstepistoensurethatyouaretheonlypersonlistedinthelistofWhohasthisworkbookopennow.ThisisfoundontheEditingtab.

Forremovalofadditionalusers,seethe“Howtoremoveauserfromasharedworkbook”sectionfoundearlierinthearticle.

CleartheAllowchangesbymorethanoneuseratthesametimecheckbox.Thisalsoallowstheworkbookmergingcheckbox.

Thecheckboxmightnotbeavailablesoensurethatyouunprotecttheworkbook.Hereishowyouwouldremovesharedworkbookprotection:

ClosetheShareWorkbookdialogboxbyclickingOK.

IntheChangesgroupontheReviewtab,clickUnprotectedSharedWorkbook.

Ifprompted,enterpasswordandthenclickOK.

IntheChangesgroupontheReviewtab,clickAllowchangesbymorethanoneuseratthesametime.Thiswillalsoallowworkbookmergingcheckbox.

Youwillbepromptedabouttheeffectsonotherusers.ClickYes.

NEWFEATURESFORWINDOWSINEXCEL2016

TheupgradedversionofExcel2016notonlyretainsallthepreviousfeaturesandfunctionalitythatyouwerefamiliarwithbutnowhasadditionalfeaturesandimprovementsaswellasthebestnewfeaturesthatOffice2016possesses.

29.MORENEWCHARTTYPES

Visualaidsareveryimportantandeffectivewhenanalyzingdataandalsohelpsinmakingyourstorytellingacompellingexperience.SixnewchartshavebeenaddedtoinExcel2016.Thesameformattingoptionsaremadeavailabletohelpinthecreationofsomeofthemostcommonlyuseddatavisualizationofhierarchicalorfinancialinformationortorevealstatisticalpropertiesinyourdata.

Todothis,simplyfollowthesubsequentsteps:

OntheInsertTabClickInsertHierarchyChart.TheSunburstorTreemapchartcanbeused.

ForHistogram,BoxandWhiskerorParetocharts,clickInsertStockChartorWaterfall,orclickInsertStatisticalChart.

Or,toseeallthenewchartsclickRecommendedChartsandclickAllCharts.

30.THEGET&TRANSFORMQUERY

Youcannotanalyzedatauntilyouhavebroughttherelevantdatathatwillanswerthequestionyouareasking.AnewfeatureofExcel2016isthebuilt-infunctionwhichmakesgettingandtransformingyourdatamuchfasterandeasierandallowsyoutofindandgatherallyourdataintooneplace.Thesenewcapabilitieswereonlyavailablepreviouslyasaseparateadd-incalledPowerQuery.NowtheycanbefoundbuiltintoExcel2016.TheycanbeaccessedfromtheGet&TransformgrouplocatedontheDatatab.

31.THEONE-CLICKFORECASTING

InolderversionsofExcel,theonlytypeofforecastingthatwasavailablewaslinearforecasting.ToallowforecastingbasedonExponentialSmoothing,the2016ExcelversionoftheFORECASTfunctionhasbeenextended.Thisnewfunctionalityhasalsobeenmadeavailableasaone-clickforecastingbutton.TheForecastSheetbuttonislocatedontheDatatab.Justclickitandyoucanspeedilycreateforecastvisualizationofyourseriesofdata.Commonforecastparameterslikeseasonalitycanbeadjusted.Itisdetectedautomaticallybydefaultandconfidenceintervals.Youcanfindthisoptiononthewizard.

32.EXCEL20163DMAPS

Excel2016’s3DgeospatialvisualizationtoolcalledPowerMaphasanewnameandisavailablenowtoallcustomersofExcel2016.IthasnowbeenbuiltintoExcel.Thenewnameis3DMapsandhasaninnovativesetofstorytellingabilities.3DMapcanbefoundwithothervisualizationtools.JustgototheInserttabandclick3DMap.

33.EXCEL2016MULTI-SELECTSLICER

MultipleitemsinanExcelslicercannowbeselectedonatouchdevice.Previously,onlyoneitemonaslicercouldbeselected.Thischangenowaffordsuserstheabilitytoselectmorethanoneitematatimebyusingtouchinput.ThereisanewbuttonlocatedintheSlicer’slabelthatallowsyoutoenterSlicermulti-selectmode.

34.PUBLISHING&SHARINGYOURANALYSISWITHPOWERBI

Aftercompletingyourreport,youwouldwanttoshareitwiththerightpeople.Whenyouhavecompletedyourdataanalysis,itcanbesharedwithyourclientsorworkgroup.YoucanshareyouranalysisthroughPowerBIwithjustonebutton.OnceyourdatahasbeenpublishedtoPowerBI,youcanuseyourdatamodelstoquicklycreateinteractivereportsanddashboards.PowerBIservicehasExcelOnlinesupportbuiltintoitsoyoucanshowyourfullyformattedExcelworksheets.

35.INSERTINGPICTURESWITHACCURATEORIENTATION

OneofExcel2016’sgreatfeaturesallowuserstoinsertphotos,automaticallyadjustingitsorientationafterthephotohasbeeninserted.Thiscanbechangedmanuallyifyouwishafterinsertion.Thisfeatureisonlyeffectiveiftheimagethathasbeeninsertedisnewandhasnocorrespondencewithphotosthatarealreadystoredtoyourdriveorcomputer.Also,thequickshapeformattingfeatureallowstheescalationofthenumberofshapestyleswithhavingthe“preset”stylesinExcel2016.Theupgradeissomuchfasterandevenmorereliablethanbefore.

36.USINGTHETELLMEFEATURE

Thisfeatureisatextfieldwhichallowstheusertostatewhatheorshewouldwanttodonextinthesoftware.ThisislocatedontheribboninExcel2016whereyoucanenteraphraseorawordofwhatyoudesiretodo.Itcanalsobeusedtorequesthelppertainingtowhatyouarerequestingortoaccessotherfeaturesinthesoftwareprogram.ThisfeatureisquiteagreatoneforusersinExcel,asinsteadofscrollingaroundlookingforsomethingthatseemssohardtolocate,youcantypeonewordorphraseandittakesyoudirectlytowhatyouwant.

37.UTILIZINGTHEINSIGHTPANE

InExcel2016,thereistheInsightspanewhichallowsyoutolookupanywordorphrasethat’sdirectsyoutovariousinformationfromdifferentsourcesonthewebinconnectionwithBing.ThisiscalledtheSmartLookup.NowthatExcel2016featuresthisInsightsPanewhichiscontrolledbyBing,allyourrequiredresearchtakesyoutositeswithallyouranswersmakingyourworksomucheasier.Howisthedone?

Selectthewordorphraseonwhichyouwishtolookup;

Right-clickit;

ChooseSmartLookup

Afterthisisdone,allitsinformationwillbedisplayed.AnotherwayofaccessingSmartLookupisby:

SelectingReview;

ClickSmartLookup;

Thentypeinyourrequest

38.UTILIZINGINKEQUATION

Excelusersknowthatthissoftwareisgreatforsolvingmathequations.InExcel2016,ithasgottenmucheasiertosolveequations.TheInkEquationfeaturesolveseventhemostcomplicatedmathequationsinyourworkbook.Bydoingsoyoucan:

Clickoninsertontheribbonatthetopofyourspreadsheet;

ClickonEquation;

ThenclickInkEquation

Youcantheninsertyourmathequationforittobesolvedinnotime.It’samazinghowcomplexitycanchangeintosimplicityinjustseconds.Yourworkbookwouldhavecompleteaccuracyandportraysavividunderstanding.InkEquationcanbeusedoneitheratouchdeviceorjustatypicaldesktopcomputerorPCandExcelconvertsittotextforyou.Italsoallowsyoutoselect,eraseandcorrectallthatyouhavewrittenasugoalong.

39.UTILIZINGSIMPLERSHAREFEATURE

Excel2016nowhastheSimplerSharefeaturethatallowsyoutoshareyourspreadsheetwithothersintheShareDialogBox,whohasaccessandhastaskstobedoneonthesamedocumentasyou.ThiscanbedonebyjustsimplyclickingShareontheribbontoshareyourspreadsheetwithbusinesspartnersonSharepoint,OneDriveorOneDriveforbusiness.Itgivesyoutheoptionofwhichtochoosefrom.Weareallawareofemailingbuthavingthisfeaturemakesitalittleeasierthantheemailprocess.TheSharepoint,OneDriveandOneDriveallowusertobeconnectedwiththeirbusinesspartners.Whentherearedocumentstobesharedorchangesthataretobemadetodocuments,youcanjustusethisfeaturetoshareyourdocumentsafterdoingyoureditsandsoforth.

40.UTILIZINGTHEVERSIONHISTORYFEATURE

ThenowimprovedVersionHistoryfeatureallowsyoutoviewchangesthathavebeenmadeintheformofalistinyourworkbookandallowingyoutohaveaccesstoearlierversions.ThiscanonlybeaccessedwithfilesthatarestoredinOneDriveforbusinessorSharePoint.Byaccessingthisfeature,youcangotoFile,thenclickingHistorytoviewthelist.Thisfeatureisreallygreatforusersinbusinessorganizations.Therewouldbelessconfusionifchangesaretobemadetoadocument.ButwiththeVersionHistory,youcanviewallthathasbeendoneinthedocumentbeforemakinganysteps.

41.ADDEDNEWTHEMESINEXCEL2016

Noonewouldwanttohaveaboringpresentationtodisplay.Withoutthemestoimproveyourpresentation,itwouldonlycomeoffasunappealingandwouldprobablynotgainanyinterestfromanyone.ThenewExcel2016nowhasnewthemesaddedasoneofitsupgrades.Therearethreethemesexactly.ThethreeOfficeThemeschosenareColourful,DarkGrayandWhite.Youcanaccessthesethemesby:

GoingtoFile;

ClickOptions;

SelectGeneral;

ThenclickthedropdownmenunexttoOfficeThemetochooseyourdesiredthemeforyourworkbook.

Nowwiththeseaddedthemes,youcandesignyourworkbookinthewayyouwishtobringmorelightandattractivenesstothetable.Yourworkwouldautomaticallycapturetheeyesofthosewhowillviewyouworkbooktosuityourbusinessneeds.

42.THEEXCELFUNCTIONFORiPhones

iPhoneloverswillbeverysatisfiedandpleasedwiththecurrentofferingsfromExcel.YoucannowinstallandsignintotheExcelapplication.YouwillbeabletocarryoutnumeroustasksonyouriPhonewiththisnewfeature.Thefunctionallowsyoutodomathematicalcalculations,freezepanes,freezemultiplerowsandcolumns,unfreezepanes,fillthesamedatainadjacentcells,mergecells,unmergecells,andstartanewlineinsideacell.

YouwillalsobeabletoopenfilesonyouriPhone,openanemailattachment,saveanewfile,anddeleteanewfile.Youcanworkofflineifyoudonotcurrentlyhaveaconnectiontotheinternet.

TherearecopiousamountsofotherbenefitstobederivedfrominstallingandusingthenewExcelfunction.Youwillcomeacrossmoreofthesethatwillbefoundfurtherdowninthearticle.

UsingAutoSumtosumnumbers

ExcelcandomathcalculationsonyouriPhone.Youcanaddorsumthecontentsofaroworcolumn.Thisisverysimple.Followthestepsbelow:

Toaddthenumbersinacolumn,clickonthecellthatisdirectlybelowthelastnumberinthecolumn.

ClickontheFormulastabthatisontheribbonbutton.

OntheFormulastab,selectAutoSum,thenSumandReturn

Howtofreezepanestolockrowsandcolumns?

Freezingpanesisaconvenientwaytoscrollthroughaworksheetandhavetherowandcolumnheadersalwaysvisible.Todothis,youclickontheViewtab,thenselectFreezePanesandchoosetheoptionyouneed.

Freezingmultiplerowsandcolumns

Clickontherowimmediatelybelowthelastrowthatyouwanttofreeze

ClickontheribbonbuttonandthenselecttheViewtab

ClickonFreezePanes

Ifyouwanttofreezeseveralcolumns,beginningfromcolumnA,clickonthecolumnlocatedontherightofthecolumnthatyouwanttofreezeandstepsi&iiabove.

Unfreezingpanes

Tounfreezethepanes,clicktheribbonbuttonandthengototheViewtabandclearallselectedoptions.

Fillingdatainaroworacolumn

Fillinginthesamedatainadjacentcells

Therearetimeswhenanentryneedstobeduplicatedinseveralcellsoratablelistingthemonthsoftheyearneedstobecreatedinthefirstrow.Thereisawaytofillinthedataandavoidrepetitioustypingifthecellsareadjacent.Theinstructionsbelowwillguideyouaccordingly:

Selectthecellthathasthedatayouwantcopiedintheothercells.TapontheselectedcelltoopentheEditmenu.

ClickonFilldragthefillarrowseitherdownortoyourright.

SelectFreezePanes.Tofreezemultiplecolumns,beginningwithColumnA,choosethecolumnthatisontherightofthelastcolumnthatyouwanttofreezeandrepeatstepsi&ii.

Fillingadjacentcellswithnumberseries,ordates,orotherbuilt-inseries

Firstyouenterastartingvaluefortheseries.

Toestablishapattern,enteravalueinthecelleithertotherightorbelowthecellwiththestartingvalue.

Selectthefirstcellwiththestartingvaluethendragtheselectionhandlearoundthesecondvalue.

SelecttheFillbuttonfromtheEditmenuanddragthefillarroweithertotherightordown.

Mergingcells

Whentwoormorecellsaremerged,thecombinationcreatesalargersinglecell.Thiscanbedonetocreatealabelthatcoversseveralcolumns.Inthefollowingillustration,ifyouwanttocreatealabelcalled“MonthlySales”whichcoverthreemonths’saleswhereeachmonthisrecordedinacolumn,namelyC1,D1&E1respectively;thesearethestepsyouwouldfollowtomergethelabelacrossallthreecolumns:

DragtheselectionhandlefromC1toE1.

ClicktoopentheribbonandthenclickontheHometabifitwasnotalreadyselected.

ClickMerge&Center.

Fromarangeofselectedcells,onlythedatafromtheupper-leftcellwillstayinthemergedcell.Excelwilldeleteanydatathatwasintheothercellsfromtheselectedrange.

Howtounmergecells:

Firstselectamergedcell.

Clickontheribbontoopenit,andthenclicktheHometabifitwasnotselectedalready.

ClickMerge&Center.

IfMerge&Centerbuttonisshowingagreyed-outhue,thismeanstheselectedcellmaynotbeamergedcell.

Howtostartanewlineinsideacell?

ThisversionofExceldoesnotallowuserstostartanewlineoftextinsideacell.

CanIaddacomment?

InthisversionofExcel,youcannotaddoreditcomments.Ifthefileyouareworkingwithalreadyhascomments,thenyouwillonlybeabletoviewthem.

OpeningfilesonyouriPhone

YouhavetouploadfilestoDropbox,OneDrive,emailfiles,orateamsiteasattachmentstoyourselfbeforeyouareabletoopenthemonyouriPhone.

Howtouploadandopenfiles

OpenyourwebbrowseronyourcomputerandthengotoDropbox,OneDrive,orOffice365teamsitewhereyoucanuploadyourfile.

Uploadfile.

ClicktosignintotheapplicationonyouriPhone.Ifyouhavesignedinalready,clickOpen,andalsoclicktheserviceyousavedthefiletoandfindit.

Ifyouhaveanopenfile,clickBackfirst.

Openingemailattachments

GototheMailapplicationonyouriPhonetofindtheemailandattachment.Attachmentsarefoundatthebottomoftheemailmessage.Youmighthavetotaptheattachmentonceforittodownload.

Clickandholdtheattachmentuntilamenucomesup.

LookfortheOpenin…iconlocatedonthemenuandclicktoopenyourfileinExcel.

LocationofSaveAs

SaveAsisfoundontheFiletab.GototheFiletabandselectDuplicate.Thenchoosewhereyouwantyourfiletobesaved.EnterthenameyouchoosetogivethefileandclickSave.

Whileyouareworking,theOfficeapplicationssaveyourworkautomatically.Createaduplicateorcopybeforeyoustartmakingchangessoastopreventoverwritingoftheoriginalfile.

Savinganewfile

Tosaveafilethatyouhavejustcreatedanewfile,followthesesteps:

ClicktheFiletab

SelectName.

Choosewhereyouwantthefiletobesaved.

EnterthenameyouwanttogivethefileandclickonSave.

Howtodeleteafile?

Deletingafileissimple.JustclickOpenandselecttheservicethatyousavedthefileto.Ifthefileisopened,clickBackfirst.LocateandidentifythefileyouwantdeletedandclickFileActionsandselectDelete.

Isworkingofflinepossible?

Workingofflineispossible.AutoSaveisalwaysonanditsavesyourchangesasyouareworking.Ifyouturnoffyourinternetconnectionorlosetheconnection,assoonasyouareonlineagainanypendingchangesyouhadwillsynchronize.

Ifyouhavetoworkinalocationthatdoesnothaveinternetconnection,openthefilesyouneedonyouriPhonebeforeyougooffline.Thisdownloadsthefileslocallysoyoucanwork.Anyeditingyoudowilluploadwhenyouareonlineagain.

ToturnAutoSaveonoroff,clicktheFiletabandthenselecttheAutoSaveswitchonoroff.

Sharingyourspreadsheet

Whenyouhavesavedyourspreadsheettothecloud,itcanbeshared.Invitepeopletovieworedityourspreadsheetorsendthemadirectlink.Eachtimethespreadsheetisupdatedeverypersonyousharedwithwillalsohavethemostrecentlyupdatedversion.

Ifyoudonotwanttosaveyourfiletothecloud,youcansendacopyasanemailattachment.

Openthespreadsheetyouwanttoshare,clickMoreorShare,andthentaponeoftheavailableoptions:

InvitingPeople

Toinvitepeopletoshareyourspreadsheet,justaddeachperson’semailaddressandabriefmessage.TurnonCanEditifyouwantthemtoedityourspreadsheet.WhenyouclickSend,everypersonthatwasinvitedbyyouwillgetanemailwithalinktothefiletobeshared.

CopyingaLink

Copyandpastethelinkintoanemailormessageapplicationandsendittothepeopleyouwanttoshareyourspreadsheetwith.

EmailingafileasanAttachment

ClickSendExcelWorkbookorSendPDF.Excelwillopenyouremailapplicationandattachthefiletoanewmessage.Fillinthedetails,suchasemailaddressesandabriefmessage,andthenclickSend.

Changingauto-renewandsubscriptionoptions

YourOffice365subscriptionandauto-renewaloptionscanbechangedintheiPhoneApplicationStore.

OnthehomescreenofyouriPhonetapAppStore.

AtthebottomofthescreenselectFeatured.

ScrolltothebottomandtaptheAppleIDbuttonortheSigninbuttonifyouarenotalreadysignedin.

TaponViewAppleIDandtypeinyourAppleIDpassword.

TapManageUnderSUBSCRIPTIONS.

Howtoturnoffauto-renewal

Attheendofeachsubscriptionperiodyoursubscriptionisrenewedautomatically.Youcanturntheoptionofftostopauto-renewal.

Cancellingasubscription

Toendyoursubscription,turnoffauto-renewaloption.Yoursubscriptionwillcontinueuntiltheendofthesubscriptionperiod.

Switchingbetweenyearlyandmonthlysubscriptions

Youhavetheoptionofswitchingbetweenyearlyandmonthlysubscriptions.Ifyouhadamonthlyoryearlysubscriptionplanandyourealizeitdoesnotfityou,youcanexerciseyouroptionsandmakeaswitch.However,yournewsubscriptionwillstartwherethepresentplanends.IfyouareswitchingfromyearlytomonthlyandtheyearlyenddateisSeptember30th,thenthemonthlystartdatewillbeSeptember30th.

Typinginabi-directionallanguageinOfficeforiPadoriPhone(iOS8)

Totypeinabi-directionalorright-to-left(RTL)languageinOfficeonyouriPadoriPhone,youneedtofirstaddthelanguageandkeyboardyouwanttouse.ThenyouopenWord,Excel,orPowerPointandswitchtothenewkeyboard.

Addingalanguage

OntheHomescreenofyouriPadoriPhone,taponSettings.

OntheSettingsscreen,tapGeneral,thenLanguage&Region,thenOtherLanguagesorAddLanguage.Ifyouhavemorethanonelanguageinstalled,youwillseeAddLanguageinsteadofOtherLanguages.

Choosethelanguageyouwanttoactivate,suchasFrench,SpanishorThai,andthenselectDone.

OntheAddPreferredLanguagescreen,chosetheoptionthatsuitsyou:

IfyouwanttochangethedefaultlanguageforyouriPadtothenewlanguage,tapPrefer[NewLanguage].

Ifyouwantthenewlanguagetobeavailable,butdonotwantittobethedefault,tapPrefer[CurrentLanguage].

AddingaKeyboard

Afteryouhaveactivatedalanguage,addthekeyboardforthatlanguagesoitwillbeavailableinExcel,WordandPowerPoint.

ChooseSettingsfromtheHomescreen.

OntheSettingsscreen,tapGeneral,thenKeyboard,thenKeyboardsThenAddNewKeyboard.

Selectthekeyboardthatyouwanttoadd.

Toswitchtothenewkeyboard,thenexttimeyouopenExcel,Word,orPowerPoint,holddowntheglobekeyandtapthelanguageonthekeyboard.

43.USINGEXCEL2016FORIPAD

What’sgreaterthanusingExcelonthego?Excel2016givesyoutheopportunitytoaccessyourworkbookonyouiPadfasterandeasierwithallitsamazingnewfeaturesanywhereyoudesire.ThesefeaturesspeciallymadeforiPadsaresoexceptionalandreliableforuserswhenthey’reonthego.

ExcelVoiceover

CloudStorageServiceConnect

Forthisfeatureyoumustensureyouhaveinternetaccess.YoucanconnecttoyourCloudStorageServicetoaccessallyouExcelworkbookswhenyouareawayfromyourcomputer.TheAccountSettingsiconallowsyoutoaccesstheCloudStorageServicewithyourlogininformationontheFileOpenScreen,whichbecomesactivethemomentyouopentheapplication.AfteryouhaveaccessedyourCloudStorageServiceyouwillseeyourlistofConnectedServices.YoucanalsoaddaServicethatconnectsyourfilesinthecloud.Thenextscreendisplaysallavailableserviceslistedthatyoucanconnectwithinaspecificorder:

OneDrive

OneDriveforBusiness

Dropbox

Youcanthenchooseyourpreferredservicethatyou’dliketoaddthenyouwillbegivenlogininstructions.Afteryouhavefollowedsuchinstructions,youcanheadbacktotheAccountmenutoviewyournewservicelistedunderConnectedServicesthatyouhaveadded.Thisfeatureisverymuchreliableandgreatforusersandtheirbusiness.

SharePointConnect

InordertoconnecttoSharePoint,youmusthaveanactiveaccount.Onceyoudo,youcansimplygotoAccountSettingsandenteryoulogininformation.It’sthateasy!Afteryouhavegainedaccess,youcanmakeyourchangestoyourdocuments.Withouthavingtore-typeyourinformationinthecells,youcaneditarequiredcellthatcontainstheinformationyouwishtoadjust.Youcaneditacellby:

choosingyourdesiredcell,

doubleclickthecellforittobeselected

doubleclickintheformulabartobeginwithediting

ContextualMenu

Manyusersaresomewhatfamiliarwiththisfeaturewhichconsistsofvariousoptionssuchaspopularactionssuchascopy,paste,cutandclear.ToaccessthecontextualmenuonaniPadyoucansimplydouble-taponacellusingtwofingers.YoucanalsousethestandardVoiceovergesturestoselectyourrequiredoptionwhichvaries.Aftertheactionhasbeenperformed,theContextualmenuwillcloseonitsown.Ifyouchoosetonotusethisfeature,youcanchooseanothercellifyouwish.

RangeofCellsSelection

Youmayalreadybeawareofhowtoselectarangeofcellsinexcel.SelectingmorethanonecellatonceiseasyandsimpleonaniPad.Thisupgradedfeatureallowsyouto:

Selectthecellyouwanttostartfrom;

Double-tapandhold.Analertsoundwillbeplayedtotellyouthatyouhavebegun

selectingarange;

Keepyourfingerpressedonthescreen;

Dragselectionacrosstobeginyourcellrangeselection

Whileyou’redraggingyourfingersacrossthegrid,Voiceoverstateswhatrangesarebeingselected.Thereisnocomplexitywhenusingthisfeature.

Formulas

UsingformulasinaspreadsheetisquiteanotherpopularfeatureinExcel.Therearedifferentfunctionstouseinordertoinputaformulasuchasenteringtheequalsigninthedesiredcell,clickingontheinsertfunctionorjustbychoosingafunctionfromtheformulastab.Thiswillhelpyoutoputvariablesinanaccurateordertoavoidanymiscalculationoranymishapsinyourworkbook.WorkingwithformulashelpswithmakinggreatpresentationsinExcel.Excel2016hasthisupgradetomakeusingformulaswaybetterthanbefore.Youwillseethedifferenceandhowithasbecomegreateronceyouhaveupgraded.Nowlet’ssayyouchoosetoworkwithformulasfromtheformulabar.Thiscanbedonewhenyou:

Choosethedesiredcellinwhichyouwillbeplacingtheformula;

Clicktheinsertfunctionbuttonontheleftoftheformulabarwhichautomaticallyaddsanequalsignthenopeninglistedfunctions.

Ifyouusingformulasfromtheribbon:

Double-tapontheFormulastabtoopen;

ClickAutoSum;

Swipetotherighttochoosefromthelistedcategories;

Double-taponacategoryofyourchoicewhichopenslistedfunctions;

Swipetotherighttohearthefunctions.YouwillheartheMoreInfobuttonafterlisteningtoeachfunction;

Double-taponthemoreinfobuttonafteryouhavelistened;

Toinsertafunctionintotheformulabar,double-tapyourselectedfunction.

Afterthisprocessyouwillhearthecelllocation,textfield,nameofthefunction,thefunction’snamesofarguments,thenthenameoftheargumentselected.

FormulaKeyboard

Excel2016’supgradeforiPadsalsoconsistsofacustomkeyboardwhichallowsyoutoaccessnumbersandsymbols.Ithastheoptionsoftheformulakeyboardbutton,whichisforcreatingformulasinanExcelspreadsheetandthestandardkeyboardbutton,customizedforApple’sstandardkeyboard,whicharebothlocatedatthebottomright-handcornerofthescreen.Theseareonlyavailablewhenyouareeditingacell.Youjusttaponeitheroptiontoselectyourdesiredkeyboard.

EditingArguments

ThisisanothersimplefeatureinExcel2016foriPads.Whenitcomestoeditinganargument,youjustsimplydouble-taptoselectthedataoftheargumentoryoucantypetheargumentonyourown.Youcanthenmoveforwardintheformulabarbyswipingdownwardsaftertheargumenthasbeenaddedorswipeupwardstomovebackwards,whicheveryoudecide.

SortandFilter

ThesortingandfilterfeaturesareotherpopularfeaturesinExcel.Sortandfilterallowsuserstohaveawell-organizedworksheet.NowinExcel2016,Voiceoverassistsbyannouncingasortorfilterelementofacellinyourspreadsheetoncefocusisonthatcell.Ifyouwanttoopenthefiltermenu,youjustplacefocusonthefilterthendouble-taponit.Thesefeatureshavebeenworkingwellforusersovertheyears.Nowthisupgradehasmadeitevenbetter.

FindandReadComments

Sadly,thereisnowayforcommentstobeaddedintoExcelforiPadatthemoment,butifthereisacommentpresentinacellinyourspreadsheet,Voiceoverannouncessuchandhearwhatthecommentreads,yousimplyswipetotheright.

ObjectEditing

ChangingSizeandRotatinganImagine

Youareallfamiliarwiththeaspectofthisfeature.Changingthesizeandrotatinganimageinaworkbookallowsuserstodesigntheirworksheettosuittheirneeds.Inordertobeginthisprocess,youhavetohighlighttheobjectthatyouwouldwanttoedit.Tohighlightanobjectallyouhavetodoistaponceontheobjectafterwhichyoudouble-taptoselectit.Toviewtheselectionhandlesintheordercenterleft,topcenter,topleft,rotate,swipetotheright.Toincreaseordecreasethesizeoftheobjectallyouhavetodoisswipeupordown;ifyouwanttorotatetheobjectjustselecttherotatehandleandrotateoncefocusisplacedonyourselectedhandle.

AddingTexttoanObject

Sometimesuserwouldprefertohavetheirtitlespresentwithintheobjectthatthey’veselectedtobepresentedintheirworksheet.Textscanbeaddedtoobjectsratherthanaddingyourdescriptionelsewhere.Itisseenasmorepresentable.Youcanaddtexttoanobjectwiththisprocess:

Taponcetohighlightobject

Double-tapscreentoselectobject

Double-taptheselectedobjecttoopentexteditmode

UsingExternalKeyboardinVoiceoverMode

InorderforyoutouseanexternalkeyboardwhileinVoiceovermode,iOSQuickNavmustbeturnedoff.Thiscanbedonebyholdingdownonboththeleftandrightarrow

keyswhileinVoiceovermode.Voiceoverwillthenannouncewhetherithasbeenturnedonoroff.

YoucansyncyourfilesfromyourcomputerthataresavedtoyourOneDrive,Dropboxorateamsitewhichisalsoanothergreatfeature.OnethingtonoteisthattheSaveAsfeaturehasbeenreplacedbytheDuplicatefeaturebuttheprocessremainsthesame.Ifyouhavenointernetaccessandcanonlyworkoffline,ExcelforiPadallowssuchsoyouwon’thavetoworryaboutnotgettingyourworkdoneontime.

FillDatainaColumnorRow

InExcel2016,youcanfillyourdataintoadjacentcellswithouthavingtoretypeit.Theprocessisveryeasyandsimple:

Choosethecellwiththedatawhichyouwanttofill

TaptoopentheEditmenu

ClickFill

Tapthendragthearrowstothedirectionofthecellsyouwishtofill.

Startanewlineoftextinsideacell

Excelusersarefamiliarwiththisprocesswhenworkingonaspreadsheetontheircomputers.ThissameprocesscanbedoneonaniPadaswell.Thestepsarequitesimple:

SwitchtotheNumericKeyboard

PressandholdtheReturnkey

Dragyourfingertothelinebreakkey

Afteryouhavedonethat,youcanbeginyournewtextinthenewlinecreated.

Mergingcells

ManyarefamiliarwiththisfeatureinExcel.Excel2016foriPadsallowsyoutomergecellswhenneedingtocreateaheadingabovealltherelatedcells,byjoiningtwoormorecellsintoonebigcell.Itistobeensuredthatthecellsthatarechosentobemergedarenotwithinatable.Iftheyarecontainedinatable,thenthemergingprocesswillnotbeabletotakeplace.Ifyoudecidethatyoudonotwanttomergecells,youcanunmergethem.

44.EXCELMOBILEFORWINDOWSPHONE

Excel2016nowhasExcelMobileforallWindowsPhones.YoucanaccessyourExcelworkbookfromyourphonewhichallowsyoutomakeadjustmentstoyourspreadsheetandmore,whethersentviaemailorotherwise.

OpeninganExcelWorkbook

ClickOffice

ClickPlacesthattheworkbookissavedin

Clickontheworkbook

Or

ClickonRecent

Thenclickonrecentdocuments

Clickonyourrecentlyopeneddocument

Or

TapSearch

Typethenameofyourworkbook

Whenyouseeyourworkbook,taponit.

ItisveryimportanttonotethatnotallfeaturesandfunctionsinExcel2010andlateraresupportedbyExcelMobile.Youcanstillaccessaworkbookthoughbutalltheunsupportedfeaturesandfunctionswillnotbedisplayed.Youwillstillbeabletoviewallyourdatainthecell.Itwillnotbepossibletomakeadjustmentstotheworkbookonyourphoneoncethereiscontentthatisnotsupported.

Thereisonethingyoucankeepinmind.Ifyouhavearegularlyaccessedworkbook,youcanpinittostart.YoucanaccessthisbygoingtotheOfficeHub,whenyouhavedoneso,youwillseetheoptionRecentonwhichyouwillclick,thentapandholdtheworkbook.AfterwhichyouclickPintoStart.Youcanalsoviewvariouspartsofyourworksheeteasilybyzoominginandout.Youdothisbytheuseofyourfingers,pinchingandstretchingthemapart.

CreateandSaveanewExcelWorkbook

CreatingandsavinganExcelworkbookisquitepopularandsimpletoregularExcelusers.

ClickOffice

ClickonRecent

ClickNew

ThenExcel/chooseanyoneoftheExceltemplates

ClickMore,thenSave

TypethenameofyourdocumentintheFileNameBox

ClickSaveto

ChooseOneDrive/Phone

ThenclickSave

EnterNumbersandText

Enteringnumbersandtextintoyourworkbookonyourphoneisthesameprocedureto

takewhenusingacomputer.Thisprocesscanbedoneby:

Clickinginthecellyouwishtoaddatextornumber

Clicktheformulabar

Insertanumberortext

Clickenter

Afteryouhavecompletedenteringyourdata,youcanclickbacktoremovethekeyboardfromdisplayonyourphone.

Theremaybedatathatyouwishtodeletefromyourworkbook.Allyouhavetodois:

Clickonthecellconsistingthecontents

Taponthecontentsintheformulabar

Clickdelete

Clickenter

Ifyouwanttoerasecontentsofmultiplecells:

Clickonacellofyourchoice

Dragtoselectarangeofcells

Clickmore

Thenclearcontents

TheundoandredooptionsarefoundattheoptionMore.

Doingyourcalculationsisthesameaswellwhenusingacomputer.YourphoneallowsyoutouseAutosumwiththeupgradedExcel2016aswellasotherfunctionsyouwishtouse.Autosumcanbeusedtocalculatethesum,average,maximum,minimumalsonumberofvaluesinmultiplecells.

HowtouseAutosum:

Clickinanemptycellnexttothecellcontainingthenumbersyouwishtocalculate

ClickAutosum

Pleasenotethatifyouinsistonusingafunctioninaformulainordertocalculatenumbers,youwouldhavetoclickinthecellinwhichyouwishtoaddthefunctionthenclickFunction.Nextyouwouldhavetoselectthefunctionyouwouldwanttousethentapanddrag/enterthevalues,afterwhichyouclickEnter.

Youcanevensendyourworkbookviaemailonyourphonewhenyouonthego.Thisprocessisjustthesameaswhenusingacomputer.

ToSortNumbers

Thissortingnumbersfeatureasweallknow,isaveryreliablefeatureofExcel.InExcel2016isonceagainfeaturedtocontinuewithmakingtheworkyourworkalittleeasier.Let’ssayyouwanttosortnumbersfromthehighesttothelowest.Youcandothisby:

Clickingandholdingdownonthefirstcellintherangeofcellyouwishtosort;

Dragthebottomcircletothelastcellinthecellrangeyouwishtobesorted;

TaponSort

ClickSortby

TapSortorder

ThenclickDescending

Nowifyouwishonsortingnumbersfromthelowesttothehighest,thiscanbedoneby:

Clickingandholdingdownonthefirstcellintherangeofcellyouwishtosort;

Dragthebottomcircletothelastcellinthecellrangeyouwishtobesorted;

TaponSort

ClickSortby

TapSortorder

ThenclickAscending

ToSwitchbetweenWorksheetsorChartinaWorkbook

Excel2016allowsyoutoviewvariousworksheetsorchartswithinyourworkbookbyswitchinginbetweenthem.Itsprocessisquitesimply:

TapSheets

Thenclickonthesheetorchartthatyouwouldliketoview

Thisfeaturetakesawaytheprocessofopeninganewworksheetandmakesitbetterforuserstohaveaccesstomorethanoneinoneworkbook.

Toaddacomment

Youcannowaddcommentsinaworksheetthatissharedamongotherpersonswithinyougrouporbusiness.Youcanaddacommentby:

Tappingthecellinwhichyouwouldliketocomment;

ClickMore

ClickonComment

Begintypingyourcomment

Onceyouaremakinganattempttoaddacommentforthefirsttime,youwillberequiredtoenterausernameofyourchoicesothatotherpersonscanacknowledgewhomadeeditsoftheworkbook.ThechangingofyourusernamecanbechangedatanytimeyouwishbyvisitingSettings,clickonApplications,ClickOfficethenUsername.

Afteryouhavecompletedaddingyourcomment,youcantapontheoutsideofthecelltostopcommenting.Ifyouwishtoviewthecomment,youcansimplytapthecellthatcontainscomment.Ifyouwanttodeletethecommentmade,allyouaretodoisclickonthecellcontainingthecomment,clickMore,thenDeleteComment.

Findingaspecificwordornumber

Therewillbetimeswhenyouwanttofindaspecificnumberorwordinyourworkbook,butwithouthavingtoscrollandsearch.Aneasierwaytodothisis:

ClickFind

Typethewordornumberyouwishtofind

ThenclickEnter

YoucantapNexttofindtheotherwordornumberoccurringnext.Toendyoursearch,youcansimplytapanywhereintheworksheet.

Tosendaworkbookviaemail

ApartfromsharingworkbooksonOneDriveorteamsites,youcansharethemviaemailatanytime.Inordertodothis,youcan:

TapOffice

Ifit’sarecentdocument,clickonRecent,ifnot,clickPlacesthenclicktheplacewheretheworkbookislocated.

TapSearchtofindtheworkbookyouwishtoshare

Tapandholdtheworkbook

ClickShare

Clickontheemailaccountname

Addrecipientthenclicksend.

45.ExcelforAndroid

ThenewExcel2016isnowonAndroidphones.ItallowsyoutomanageyourexcelfilesonyourAndroidphone.

Managingfiles

Managingyourfilesfromexcelonyourandroidisstillaccessible.It’sjustthatyouwon’tbeabletodeletefilesfromExcelforAndroid.Inorderforyoutodeletefiles,youwouldhavetogotoOneDriveoryourteamsites.

SharingFilesfromExcel

Whenyouneedtoshareafile,itistransformedintoalinkorplacedasanattachmentinemail.Theprocessofsharingisverysimple.AllyouneedtodoisclickShareandoptionswillappearasEmailaslinkorEmailasattachment.

Therearegoingtobetimeswhenyouwanttoaccessafilethatisstoredonyourcomputer,butyouarenotnearyourcomputeratthatmoment.YoucansyncyourfilesfromyourcomputertoyourphonejustbyaccessingthemfromyourOneDrive,DropboxorOffice65teamsite.ThiscanonlybedoneifyouhaveuploadedyourfilestoyourOneDrive,DropboxorOffice65teamsite.Youcanuploadyourfilesby:

Accessingyourwebbrowser

GotoyourOneDrive,DropboxorOffice65teamsite

Uploadfiles

Nowtoaccessyourfilesonyourandroiddevice,youwouldberequiredtosignintotheapp.Onceyouaresignedin,clickopen,choosetheservicethatyourfileissavedto,therewillfindyoufile.

WorkingwithfilesOffline

Thereareonlyafewscenariosforwhenyoucanonlyworkoffline.Whenyouareoffline,youcancreateanemptydocumentorworkbook.Youwillnotbeabletocreateonefromatemplatebecauseyouwillneedaccesstointernet.Ifyouhavecreatedaworkbookonlinefromatemplate,youcanworkfromthatworkbookwhenyougooffline.

Pleasenotethatonlyaminimalsetoffontsaremadeavailabletoyou.Onlywhenyouareonlineyouwillmorefontstochoosefrom.

Ifyouareofflineandwanttoopenafile,youwouldhavetoensureyouhavealreadyopeneditwhileyouwereonlinefromthelocationyouhavestoredit.Afterithasbeenopenedonline,youarefreetoaccessitwhileyouareoffline.

Youmaywonderifyoucansaveafilewhenyouareoffline.Yes,youactuallycan.Filesthataredownloadedfromanyoftheonlinelocations,canbeautomaticallybesyncedwiththeonlineversionwhenchangesaremadeoffline.Youmustensureyougotofilethensavetosavethefiletoyourdiskafteryouhavemadeyouchangesinyourfile.

UsingAutosuminExcelforAndroid

AtonepointyoumaywanttomakecalculationsinyourworksheetinExcelforAndroid.Thiscandefinitelybedone.FindingthesumofnumbersinyourworksheetiseasywhenitcomestoAndroiddevices.YoucanuseAutosumby:

Selectcellunderthelastnumberinthecolumn

Foratablet,clickAutosumontheformulastab

ClickSum

Foraphone,clickFormulas

SelectAutosum

ClickSum

Thenclickenter

That’sallthereistobedone.

DuplicateDatainRoworColumn

Insteadofre-typingyourdatainanothercellorcolumn,youcanjustduplicateit.Thisismostdefinitelyeasierthanre-typingandyoucanworkfasterwiththisfeature.Hereishowitcanbedone:

Selectaroworcolumn

TapCopy

Selectanemptyroworcolumn

ThenclickPaste

StartaNewLineofTextinaCell

WhenusingExcelonyourAndroiddevice,youmaywanttotakeanextstepbybeginninganewlineinyourworksheet.Foryoutostartanewlineoftext,allyouarerequiredtodoisdoubletapinthecellinwhichyoutowanttoperformyourtask.ClickonthebluecursorthenclickNewLineinthecontextualmenu.

FreezePanestoLocktheFirstRoworColumn

Excel2016featuresthefreezepanewhichisanotherpopularfeaturethatalsohasbeenimprovedforthelikingofusers.Freezingpanesallowsyoutoviewtheheadersofyourworkbookwhilescrollingthroughbylockingboththetoprowand/orfirstcolumn.ThisprocedurecanbedonebyclickingViewthenclickFreezePanesafterwhichyouarerequiredtotapontheoptionthatyouneed.

Freezemultiplerowsorcolumn

ThisisanotherupgradedfeatureofExcel2016thatallowsuserstofreezenumerousrowsorcolumnsastheywish.Theycanfreezenumerousrowsby:

Clickingontherowlocatedbelowthefinalrowthatyouwishtofreeze;

TaponView

ClickFreezePanes

Ifyouwishtofreezemultiplecolumnsthesimplewaytodoitisby

Selectingthecolumnlocatedthelastcolumntotheright

ClickView

ClickonFreezePanes

ToUnfreezePanes

Younotonlycanfreezepanesbutyoucanalsounfreezethemifyouwish.ThiscanbedonebyclickingViewthenclickFreezePanes,thenerasetheoptionsthatwereselected.

46.EXCELFORIPADHELP

OpenMailAttachments

Ifyou’reonthegoandwanttoaccessafilethathasbeensenttoyouremailonyourdevice,youcandosoinfewsimplesteps:

OpentheMailapp

Locatetheattachmentatthebottomoftheemail

Clicktheattachmentoncetodownload

Clickandholdtheattachmenttoviewmenu

Findopenin

Clicktoopenyourfile

Closinganapp

Thisprocessisquiteeasy.Allyouhavetodois:

ClicktheHomeButtontwice

Swipeleftorrighttolocatetheappyouwishtoclose

Swipethepreviewedapptoclose

Afterdoingthat,thetaskisdone.

WorkingOffline

YoucanworkofflineonyouriPaddevicewhenusingExcel.Theautosaveisalwaysonandasyouworkitsavesallthatyouhavedone.Whenyouareofflineallyourchangesthatareonstandbyaresyncedtheminuteyougobackonline.Ifyouchoosetoworkofflineensureyourfilehasbeendownloadedandopenedfirstinaninternetencloseenvironmentbeforeyougooffline.

IfyouwanttoturnAutosaveonoroffallyouhavetodoisgotoFileandyouroptionwillbetheretochoosefrom.

SendingInvitationtoShareYourSpreadsheet

Itisabsolutelygreatthatyoucannowsendoutinvitationsforpersonstoviewyourspreadsheet.Whenyouhavesavedallyourworktoyourstoragecloud,youcansendyourinvitationstopersonswithinyourgroup.Whenchangesaremadeallyourworkisautomaticallyupdatedsothatpersonscanviewthelatestversion.Tosendaninvite,justtapshare,thenselectInvitePeople.

47.MICROSOFTEXCEL2016FORMAC

IntroductiontoExcelforMac2016

ThenewExcel2016hasmanynewenhancedfeaturesandMaccomputersownersanduserswillnotbeleftout.ThesoftwarecomesasacomponentoftheMicrosoftOffice

SuitethatMachasdesignedforitsuserswhichwillallowthemtobeabletousetheWindowsfeaturesontheircomputers.

SowhatdidMicrosoftdodifferentlywiththenewExcel2016forMac?MicrosofthasnottotallychangedtheUserInterfacebuthavereconfiguredthelookofExcel2016toworkandappearlikeanewOfficeMac2011andabrandnewWindowsinvention.NowMacuserscanusethenewExcelandsavetheirdocumentasaPDFfile.UserscanalsostillusetheiroldMicrosoftExcelskillswhenbuildingaformulaasthoughthisfunctionisimprovedtherearestilllevelsoffamiliarityinthenewupgrade.

GettingStarted

ThereisalsoanewfeaturecalledtheAnalysisToolPakwhichwillallowuserstoundertakearithmeticalfunctions.Nottobeleftbehindarethenewdatafilteringoptionsthatwillallowuserstofilterdatainregularspreadsheetsandeveninpivottables.

StilltherearemorechangesthatExcelforMac2016hastooffer.TherearenewshortcutsthatwillbethesamewhetheryouareusingaPCversionofMicrosoftExceloraMacversionofExcel.Forexample,userscanusetheCtrl+ShiftshortcutsconsistentwithWindowsinsteadoftheMacCmd+shift.

MicrosoftExcel2016forMacoffersgreatnewtemplatesthatyoucanusewhenyouarebuildingyourspreadsheets.Youcanalwayschooseatemplatethatisnearesttowhatyouwouldlikeyourspreadsheettolooklike.Youcanstartfromscratchcreatingyourownspreadsheet.Youcanalsomakechangestoyourdocumentswhetheryoujustcreatedthemoryoujustopenedthem.ThissoftwareallowsyoutoopenrecentdocumentsbycheckingtheFileiconandthenselectingtheOpenRecentoption.

Thesetemplatesarejustgreatforthedailytasksthataretobeperformedacrosscorporateandpersonaldispensations.Macuserswillbeabletoselectfromaplethoraoffunctionsavailabletoallowthemthecapabilitiestoproducetravelexpenditurelisting,itineraries,expenseschedulingandfinancialactivitiesmonitoring.Youcanalsokeepatabonyourpersonalorbusinesspurchasestobalanceyourbudget.Otherfeatureswillallowyoutotrackyourinvoicesandsalesrecords,justcheckonanexistingtemplateorchoseablankcopyandcreateyourown.

Excel2016forMacWorkbook

WhenyouopenaworkbookinExcel2016forMac,youwillbeabletoworkonanumberofdifferentworksheetsifyousodesire.Eachworksheetmakesuptheworkbookandyouwillbeabletoselecttheworksheetyouwanttoworkonbyclickingonthesheetnameatthebottomoftheworkbookthenmakeyourselection.

AvailabilityofExcel2016forMac

ThenewExcel2016forMachascontemplatedandmadeitconvenientforpeoplewhousenumerousdevicesandwhohavetotraveltowork.Assuch,userscannowaccesstheirdocumentsbyloggingontoOne-DriveforBusinessorOneDriveandSharepointandretrievingthem.Hereuserscanalsocreateanduploadtheirfilesfromanydeviceatanylocationandcontinuetodotheirwork.Thismakesitpossibleforuserstocollaboratewithotherusersandtogettheirworkdonefaster,easierandmoreconveniently.Thatmeansdeadlinesdon’thavetobemissedandmeetingscanbeshorterasdatacangettoandfromcollaboratorswithinamatterofminutes.

Excel2016forMacisnowoutfittedwithaQuickAccessToolbarwhichmakescommandsthatareusedfrequentlymoreavailable.ThereareotherchangestoMicrosoftExcel2016forMac.MacuserscannowprintdirectlytoaPDFfileandtheycanalsoshareworksheetswithusersusingotheroperatingsystems.UserscansharetheirdatawithotherWindowsusers.

48.PERFORMINGVARIOUSFUNCTIONSINEXCELFORMAC

Worksheets

AworksheetbeginswithrownumberoneandcolumnA.AnExcelworksheetisasinglespreadsheetthatcontainscellsorganizedbyrowsandcolumns.MicrosoftallowsyoutoswitchbetweenworksheetsbyclickingontheworksheetstabonthebottomoftheExcelwindow.Eachcellcancontainanumber,textorformula.Acellcanalsoreferenceanothercellinthesameworksheetoradifferentworkbook.

MultipleWorksheets

Excel’smultipleworksheetdataentryanddatamanagementservicesallowsuserstoexamineanddeducedatawhichwillallowforbetterdecisionmaking.Youcananalyzeyourdataquickerandeasierifyouhavethedataorganizedandeasilyaccessible.Itispossibletohavedifferentsetsofdataineachworksheet.Forexample,userscanarrangetheirworkbookbyhavingdifferentworksheetdenotingdifferentareasofbusinessconcern.Worksheetscanillustratepurchases,sales,income,expenditure,budgetingandinventorycontroldataondifferentsheets.

ThecapacitytohavemultipleworksheetsinanExcelworkbookallowsyoutoalternatebetweenworksheetseasierandfastersimplybycheckingthetabatthebottomoftheworkbookandselectingthesheetyouwant.

HowtoAddandRenameWorksheetsinMac2016

Toinsertanewworksheet:

Checkontheplussignnexttothelastworksheettab.Anewblankworksheetwillbecreated.Youmaydesiretoinsertadditionalworksheets.

Alternatively,youcanclickon“Sheet”under“Insert”onthetopmenubarofExcel.

Tochangethenameofaworksheetrightclickonaworksheettab,select“rename”andtypeinanewnamefollowedbytheEnterkey.

Youcanclickthesheettabstonavigatewithinyourworkbookaswellasaddadditionalsheetswhentheneedarises.

HowtoinsertRowsinMicrosoftExcel2016forMac?

Rowsarecellsthatgohorizontallyfromlefttoright(orsidetoside)inanExcelworksheet.Arowisillustratedbythenumbertotheextremeleftintherowheader.TherearesomeonemillionrowsineachExcelworksheetwhichwillgiveyoualotoflegroomtoinputlargeamountsofdata.Hereishowyouinsertarow.

UseyourmousetoRightclickontheplacewhereyouwanttoinserttherow.Thismoreaccuratelywouldbeonanumberwhichisapartofyourworkbookwhichisintheutmostlefthandcorner.

Whenyourightclickadropdownboxwillpopup.

Selectinsertandanewrowwillappear.

Ifyouwantmultiplerowsblockanumberofrows(thiscouldbeconsistentwiththenumberofrowsyoudesire)andthenrepeatthestepsabove.

HowtoinsertColumnsinMicrosoftExcel2016forMac?

Columnsrunoppositetorows,theygoverticallyinaworksheet.Eachcolumnisidentifiedbyaletterinthecolumnheaderunlikeanumberthatisusedforrows.Columnsareusuallyusedtoidentifyyourheadingsforyourworksheets.

Hereishowyouinsertacolumn.

UseyourmousetoRightclickontheplacewhereyouwanttoinsertthecolumn.Thismoreaccuratelywouldbeonaletterwhichisapartofyourworkbookwhichisatthetopofyourworkbook.

Whenyourightclickadropdownboxwillpopup.

Selectinsertandanewcolumnwillappear.

Ifyouwantmultiplecolumnsblockanumberofcolumns(thiscouldbeconsistentwiththenumberofcolumns,youdesire)andthenrepeatthestepsabove.

Cells

Acellisthebasicstorageunitfordatainaspreadsheetprogram,createdbytheintersectionofahorizontalrowandaverticalcolumn.Acellmaybeformattedtocontainspecifictypeofdata’s,likelabels,numbers,text,date,formulaandsoon.Acellthatisformattedfornumberscannotcontaintextinit,inthesamewayacellsetfortextwillnotacceptnumbers.Thelocationofcellofdataisidentifiedbyacellreference.

ReferenceCell

ThisisthecolumnrowIDofacell.Incellreferencesthecolumnnameappearsbeforetherowname.SocellsarealwaysreferencedasA1orM209forexample.

DescriptiveStatistics

Descriptivestatisticsarethetoolsused,todescribethepatternsobservedwithinthedataset.Itoutlinesthedifferentwaysofsummarizingthedatawithinaspreadsheet.Whenchoosingamethodtosummarizeyourdata,itisimperativethatallimportantfeaturesofthedataaremaintained.Thisissobecauseifyourinformationislost,thenthedatanolongeraccuratelyrepresentsthesamplefromwhichitwascollected.Thismayalsocausetheresultstobeinaccurate.

SortingData

Sortingistheprocessofrearrangingacollectionofitemswithinaspreadsheet.Itemsmaybearrangedinascendingorder(A-Zor1-100)ordescendingorder(Z-Aor100-1)usingsomecriterionalsoreferredtoasordering.Itisimportanttonotethatitemscanalsobeplacedincategories.Thisprocessiscalledcategorizing.Whencategorizingitems,they

shouldhavesimilartraitsandcharacteristics.MicrosoftExcel2016forMacallowsitsuserstosort:

Numbersandtext,

Weekdaysandmonths,or

Itemsfromcustomliststhatyoucreated.

Sortingcanalsobedonebyusingfontcolor,cellcolor,oriconsets.MicrosoftExcel2016forMaccansortacolumnwhichwillrearrangetherowsofthecolumnwiththeworksheet.Youcanalsosortmultiplecolumnsoratable,whichiswillrearrangealltherowsdependingonthecontentsofeachparticularcolumn.

Itisimportantthatthecolumnscontainthesametypeofdatathatistext,number,dateandsoon.Thecolumnsshouldnotcontaindatathatarestoredasnumbersandnumbersthatarestoredastext.Ifthishappenswithyourdata,theresultwillbeincorrect.Numbersthatarestoredastextmustbedisplayedleftalignedandnotright.Youwillhavetoformatthecellinaparticularcolumn.

2.HowtoSortaColumn

Stepstosortingacolumn:

Clickacellinoneofthecolumnsthatyouwishtorearrange.

Datainneighboringcolumnswillbesortedbasedonthedatainthecolumnthatyouhaveselected.

OntheDatatab,clickonAscendingorDescending.

ToarrangedataintheformofthelowestvaluestothelargestvalueofthecolumnclickAtoZ.

ToarrangeindescendingorderwhichiswherethehighestvaluesappearfirstinthecolumnandthelowestlastintheworksheetclickZtoA.

BenefitsofSortingData

Sortinghelpstomakesearchingforitemsmucheasieranditsavestime.Sortingalsokeepsdatathataresimilarclosetoeachother.Inthespreadsheetofacompany,informationregardingsaleswouldhavebeensortedandstoredtogether.Inthesamewaypurchases,clientsandCustomerinformationwouldhavebeenstoredtogether.Thishelpstoprovideeasyaccesstoinformationandspeedupthedecisionmakingprocessinthecompany.

WorkbookFormatting

FormattingofCells

MicrosoftExcel2016forMachasthepowertoformatnumberswhichimprovesthereadabilityinworksheetsandworkbooks.Formattingisapplyingstylestoacellwhich

willsaywhatitemswillbeacceptedinthespecificcellandalsodecidehowthedatainsertedinthatcellwillbepresented.

FormattingNumbers

ThemainpurposeofMicrosoftExcel2016forMacistodisplaynumbersandcalculations,numbersmustbeformattedsothattheycanappearmorelogical,constantandclear.Formattingacellforexample,displayingcurrencywithpreviousdollarsigns,puttingcommasinlargenumbers,andhavingpercentagesignsafterpercentagesareafewcaseswithinwhichformattingnumbercellscanprovehelpful.

CarryingOutCalculations,FilteringandLookup

CalculationsinExcel

MicrosoftExcel2016Macuserswillbepleasedaboutthenewdataoperationimprovements.Theseimprovementsincludetheabilitytotakeaformula,draganddroptocreatethesameformulainanumberofcolumnsbasedonthefirstcellintheselection.TheFormulaBuilderhelpstheuserlearnhowtouseExceloruseitwithouthavingtoknowalltheformulas.Thebuildercreatesdifficultformulasfortheuser.

AFormulareferstotheequationsthatcarryoutmathematicaloperationsonvaluesinyourspreadsheet.Anequalsign(=)isthefirstthingtobeenteredtostartallformula.Theequalsigninacellcommunicatestotheprocessorthatyouwanttoperformthesumofacalculation.Asimpleformulacanbemadeusingnumbersandmathematicaloperators.Forexample,intheformula=21+52,youareaddingtwonumbers.Youcanalsoinsert=21+52*2whichwillmultiplythelasttwonumbersandthenaddthefirstnumbertotheresult.

Youcanusevaluesalreadypresentinothercellstocreateaformula.Hereishowitworks,youcanaddthecontentsofcellsA2andthecontentsofcellB2.Inordertodothis,youwillneedtoinsertintheformulabarorinthecellwhereyouwanttheresultstobedisplayedtype=A2+B2.Youcanalsoworkwillmoredifficultformulas,suchastheadditionofhundredsofvalues,thisisverymuchpossiblewiththeuseofarange.Arangeisasequenceoftwoormoreadjoiningcells.Thisiscanbedonehoweverbygroupingmultiplecellsreferencelike(A2:A376).Thisiswhereyouwouldusethesumfunctionsotheformulawouldbe=Sum(A2:A376).Acolonisusedtoseparatetherange’sbeginningcellandtheendingcells.Theresultswillautomaticallychangetoreflectanychangeorchangesinanypartofthedatathatisapartofthatcell.

EnteraFormulathatReferstoValuesinOtherCells

InusingMicrosoftExcel2016forMacthereareproceduresthatshouldbefollowedwhenenteringyourformula.Anexampleis,youmaywanttofindthedifferencebetweenyourtotalpurchasesandsales.Thistaskcanbeaccomplishedinanumberofdifferentways.

TheSumfunctioncanbeusedtofindthetotalsalesandpurchasesandthenusethesubtractionformulatofindthedifference.

OrpicturethevaluesforsalesandpurchasesoccupyingcellsC2toC3andD2toD3respectively.

Typein,=Sum(C2:C3)and=Sum(D2:D3),thisformulawillreturntheresultsshowingthetotalsalesandpurchasesforthespecificperiodintended.

Tofindthedifference,placetheresultsincellsC5andD5,enter=C5-D5,thiswillshowthedifferencebetweentotalsalesandtotalpurchases.ThefollowingMathematicaloperatorssuchas+(addition),-(subtraction),*(multiplication),/(division)and<>(lessthanorgreaterthan)aremainpartsofformulasinExcel.

OperatorsinFormula

WhatisalsoimportantisthatMicrosoftExcel2016forMacusesArithmeticwithinoperatorsofitsFormula.Theyareusedtoexecutearithmeticbetweenvariablesand/orvalues.Arithmeticoperatorstakenumericalvaluesastheiroperandsandreturnasinglenumericalvalue.Themostfrequentlyusedandchiefarithmeticoperatorsareaddition,subtraction,multiplication,anddivision.MicrosoftExcel2016forMacusesdifferentsymbolstorepresenteach,a(+)isusedtorepresentaddition,(-)forsubtraction,anasterisk(*)formultiplicationandaforwardslash(/)fordivision.Inordertomanipulateyourdataandtellyourcomputerhowtodosooperatorsareimportantpartofyourformulastocarryoutthistask.

ParenthesesinFormula

ParenthesisformulasinMicrosoftExcel2016forMacdeterminestheorderofoperation.Parenthesesarealsocalledbrackets.MicrosoftExcel2016forMacstickstothenormalorderofarithmeticoperations,whichgivesmoremasstomultiplicationanddivisionbecausetheiroperationsareperformedfirst,followedbyadditionandsubtraction.Intheorderofpreference,multiplicationanddivisionareperformedfirstbutinthecasewherethereisabracket(parentheses)theoperationinthebracketsareperformedfirst.Parenthesesarebasicallyusedtochangetheorderofoperations.

EnterFormulaswithFunctions

Inaspreadsheetthathasinarangeofnumbersyoumustfollowthesesteps:

Clicktheemptycellwhereyouwanttheformularesultstoappear.

Typeanequalsignfollowedbyafunction,forexample=MIN,=AVG,=MAX.,whichisshortforminimum,maximumandaverage.Maximumrequiresthelargestminimumthesmallestandaveragewouldfindtheaverageofthenumbersinaspecifiedrangeinthespreadsheet.

Openbrackets,clickontherangeofcellsthatyouwanttobeintheformula.

ThenclosethebracketandpressEnter.Whentheformulaisenteredintothecellitalsoappearsintheformulabar.

WhyisSummarizingImportant?

ASummaryoflargechunksofdocumentisimportantbecauseitgetsrighttothepointandinformationislesstimeconsumingtofind.Whenyousummarizeyourdataimportantinformationisarticulatedinamorecoherentmanner.Datathatissummarizedmakesiteasiertocompareinformation.Acompanymaywanttocomparedatafromprofit

departmentwithdatafromlossesandinsuchacasecomparingindividualprofitagainstindividuallossmaynotbeaccurate.However,asummaryofthetotalprofitagainstsummarizedlossesmayrevealbetterresults.Summarizeddataallowsbusinessestobettermanagetheiractivitiesandtransactions.Exceluserscanbenefitfromsummarizeddatafortheirpersonalactivities,itisnotjustasoftwareusedcompaniesandlargeorganizations.Ithelpsthemtoexpressimportantideasandfindmainideas.

Aspecifiedvariableisbettercontrolledwhenworkingwithasmallsample.Yourinformationthathasbeencomposedismucheasiertoanalyseandpresent.Whenyouhavealargedataset,summarizingthatinformationtothefrequencyofhowoftensomethingoccursortheaveragenumberoftimesandeventoccurredisabettermethodofpresentingthatinformation.Althoughsummarizingdatacanbeveryusefulyoumustbeawarethatyourdatacouldlosesomeofitspossessionswhichwillaffecttheaccuracyofthedocumentandhowitcomparestoothervariables.

Itisveryimportantthatwesummarizedatabecauseitmakesiteasierforreaderstoreadandunderstand,thereforeitisimperativetofindawayofsummarizingthemainaspectstoensurethedistributionofthedatawithoutlosinganyofitsmainfeatures.ThemethodusedtocondenseorexplainthecollecteddataisknownasDescriptiveStatistics.Thesestatisticspointsouttheimportantpatternswithinthedatasetwithoutlosinganyimportantfeatures.Theadvantagesanddisadvantagesshouldbetakenintoconsiderationwhenchoosingamethodtosummarizeyourdatawhetheritiscategoricalornumerical.Thewayinwhichyoudistributethedataisalsoveryimportance.

BeneficiariesofSummarizedData

Summarizeddatacanbeusedformanydifferentreasons:

Itcanbeusedinlargeorsmallorganizationsandalsoforhouseholdsorindividualneeds.Forexample,inthehouseholdtotrackthefamily’sfinancialactivitiesoveraperiodoftime.

MicrosoftExcel2016forMaccanbeusedtosummarizedatafortheamountoftimespentonactivitiesduringaspecifiedperiod.

Companiescanuseittomonitorclient’sactivities,checktheirsupplyschedulesandtodesignapurchasingplan.

Filter

Thisisamethodofsummarizingthatismainlyfocusedonhowthedataisviewed.Itallowsyoutheprivilegeofselectingspecificdatatobereviewed.Itprovidesadistinctivevieweventhoughitdoesn’tsummarizethedatamathematically.FilteringcanbefurtherdoneafterthedatahasbeenfilteredbyusingtheAutoSumtosummarizethevisibledata,asfollows:

Applyafilterbyselectingthedatarange([Shift]+[Ctrl]+8).

ClicktheDatatabandclickFilterintheSort&Filtergrouping.

Displayyoursubsetoncethefilterisinplace

Whenyougettothispointyouhaveafullsummaryofyourdata,butifyouwanttogoastepfurtheryoucanbyusingAutoSum.

TheSUBTOTALfunctionwillbesubstitutedonceautosumrecognizesthatanactivefilterexists.

Subtotals

Sortingandfilteringareeasytoapply,additionaltaskaremorecomplex.ThesubtotalExcel’sfeaturesummarizesvaluesdependingonotherrelatedvaluethatchanges.ThisiswhySubtotalhighlydependsonsorting.Ifacompanywantstolookatthenumberofdeliveriesmadeforaparticularday.Datarangeinthecolumnmustbesortedthatnumbersorvaluesareinthesameway.Ifyourdataisnotinthecorrectorderyoucannotskiptheparticularstep!

Clickinsidethedatarangeandpress[Ctrl]+[Shift]+8toselectthesorteddatarange.

ClickontheDatatab.

ClickSubtotalintheOutlinegrouping.

ChooseSubtotalsfromtheDatamenu.

Conditionalaggregate

Theconditionalaggregatesfunctionsactuponvaluesthatmeetaspecificcondition.TherepresentationofthisfunctionisSUMIF().Soifacompanywishestoidentifythedeliveriesmadeonaparticulardayandwhichemployeemadethedeliverythenconditionalaggregateistheidealmethodtousewhensummarizingthisinformation.

SUM

MicrosoftExcel2016forMacmakesperformingsomefunctionsthatwouldbeverytimeconsumingandexhaustingveryeasy.Thinkaboutbeinginchargeofcalculatingthetotaldeliveriesforamonthbytakingeachdeliverydaybydayandaddingthem.MicrosoftExcel2016forMac’sSumfunctionmakesitextremelyeasytodocalculatethisusingoneformula,theSUMfunction.TheSUMfunctionisusedtocalculatevaluesinyourworksheets.Thenumber1argumentistoidentifytheconditionalvalueswhenusingtheSUMfunction.Thisistherangeofnumbersinacellthatyouwanttobeaddedtogether.Youcanenteranumberofothernumbers,separatedbycommas,inasingleSUMformula.YoucanbuildaSUMformula,forexample,thattotalnumbersinseveraldifferentrangessuchas:=SUM(A2:C13,Sheet2!B5:B9,Sheet4!B6:B15)

MultipleConditionalAggregates

Whenyouhavenumerousconditions,useSUMIFS(),AVERAGEIFS(),andCOUNTIFS().Usingtheexampleabove,wecanaddasecondcondition,namely:

Dynamicmultipleconditionalaggregates

Thecriteriapresumetheequalityoperator(=).Thiscriteriaisflexible,dynamicmultiple

conditionalaggregatesitemscanbealignedtogetherthatareunfamiliarsothattheycanbetreatedasaunit.

TheConsolidateFeature

ThepurposeoftheConsolidatefeatureistomergeandsummarizedatafrommultipleworkbooks,itcanalsobeusedtosummarizedatainthesamefile.Oftentimethisfeaturehasbeenoverlooked.Youmustfirstsetupthefeature;

Thecolumn(s)you’resummarizingmusthaveheading(s).

Arangenamemustbeassignedtothecolumn(s)tobesummarized.

Thevaluesyou’resummarizingbymustbetotheleftoftheonetobesummarized.

Afterthosestepsarecompleted,carryoutthisfeatureasfollows:

Selectthetop-leftanchorcellforsummarytobedisplayed.

ClicktheDatatabandclickConsolidateintheDataToolsgrouping.

SelectConsolidatefromtheToolsmenu.

ClicktheFunctiondrop-downtoseewhat’savailableintheresultingdialog

Choosetheappropriatefunction.

IntheReferencecontrol,entertherangenameofthedatayoursummarizing

DeletereferencesintheAllReferenceslistifyouseeany.

ClickthemostsuitableoptionsintheUseLabelsinsection—hasbothTopRowandLeftColumn.

VLOOKUP

FindinganiteminalargespreadsheetisnotdifficultwhenusingVLOOKUP.VLOOKUPisusedwhenyouneedtofindthingsinatableorarangebyrow.Forexample,lookingupanemployee’slastnamebytheemployeeaddress,orfindingtheiraddressbylookinguptheirlastname(inthesamewayyouwouldinadirectory).

Minimum

TheMinimumfunctionsearchesyourdatasetandgivesbackthesmallestvaluewithinthevariableyouhadselected.

Maximum

TheMaximumfunctioninMicrosoftExcelsearchesyourdatasetandreturnsthehighestorlargestvaluewithinthevariableorrangeyouhadchosen.

Average

InMicrosoftExcelAVERAGEfunctionreturnstheaverageofthevariableornumbersin

arangeselected.

TheMean

Hugespreadsheetscansometimesmakeitdifficulttoanalysedata,asitwouldbetoorepetitiveandtimeconsumingtolooktoeachitemindividually.Usingthemeanoraverageisoneofthemostcommonwaystolookaboutyoursample.Dependingontheinformationyouhavegatheredthemeanmakesiteasytomakegeneralizationsaboutyoursample.

49.NewFeaturesinMicrosoftExcel2016forMac

MicrosoftOfficecontinuestoworkassiduouslytoensurethatitsmerchandiseoutperformsitscompetitorsintheglobeofOfficesoftwareprograms.ThedevelopmentofMicrosoftOfficeforMacsuiteensuresthatthethousandsofusersofApple’sMaccomputersarenotdeprivedofthebenefitstheyenjoyedwhenusingWindowsoffice.Individualsandbusinessesneedtocontinuetochangeandevolvewiththepassageoftimeandbecomemoreadvance.Assuchthesoftwarethattacklestheseneedsmustalsochangeandevolve.MicrosoftExcel2016forMachasbeenonparandthefeaturesofthisprogramarediscussedbelow.

SharingDocuments

Theabilitytoshareinformationwithfriends,family,colleagues,betweendepartmentsandorganizationisnowpossiblewiththeincreaseofMicrosoftOfficeapps.TheManufacturesofdevicessuchasphonesorcameras,apps,websiteshavebeenconstantlychangingandmodifyingthegadgetsandappstomakeiteasierfortheiruserstosharetheirdatawitheachother.Datasuchaspictures,stories,documents,videosamongothers,orinformationforbusinesspurposescannowbesharedusingthismedium.MicrosoftOfficeSuitecreatorshavealsomadeitpossibletosharedocumentsfrominsidetheMicrosoftOfficeApp.

InMicrosoftExcel2016forMac:

Clicktheshareiconthatlooksliketheoutlineofaperson

Choosethemethodwanttosharethedocumentyouhavecreated,providedthatyouaresatisfiedwithyourcreation.

Therearemultiplemethods:

Youcansenditviaemailoruseasocialnetworkinginstrument.

Thereistheoptiontoaskfriends,colleagues,orindividualsfromorganizationstoreadandedityourdocuments.

Thistoolisawelcomedchangeforpersonswhomustworkinteamsandalsocollectively.

Charts

Graphsandchartsarepresentationenhancers.ThisfeatureallowsexceluserstoselectthechartthatismostsuitablefromalistExcelrecommendsforyourdata.UndertheinserttabiswhereyouwillfindthisfeatureinMicrosoftExcel2016forMac.Ithelpsusersto

createanddesigntheirchartsbyprovidingalistofsuggestedchartsbasedontheirdistinctcompatibilitywiththedatathatisavailableinthespreadsheet.Thelistofoptionalchartsispresentedtotheuser.He/shemustchooseachartthatwillbeinsertedintothespreadsheet.ChartpreviewsaredisplayedatfasterspeedandthisisamajoradvantagetousersastheyareabletoviewthechartsrecommendedbyMicrosoftExcel2016forMacanddetermineiftheyareactuallysuitedtorepresenttheinformationtobepresented.

TheFormulaBuilder

Individualswhoarenotexpertsatgeneratingmathematicalformulaswillfindtheformulabuilderquitehelpful.FormulaBuilderassistsinthecreationofthemoredifficultformulasinyourworksheet.Intheformulabar,youcanproduceandadjustformulastoyourspecifications.Todisplaytheresultjustpressenter.Thechangesshouldbereflectedinselectedcell.

PivotTableSlicers

PivottableslicersareanothernewfeatureaddedtotheMicrosoftExcel2016forMac.Thisisaddingfilterorfilterstoanexistingpivottable.Theexistingfiltersonthepivottablearealsoshown.Thisisverybeneficialinthesensethatisitallowstheusertouncovertrendsinahugespreadsheet.ItisalsomucheasiertounderstandtheinformationthatisbeingplacedinapivottablewithMicrosoftExcel2016forMacpivottableslicers.

Analysis

AnAnalysisToolpakadd-onisalsonewtoMicrosoftExcel2016.Itperformscomplexstatisticalorengineeringanalyses.Thisfeatureisaccessiblethroughtheadd-insoption.Personswhoareworkingwithlargevolumesofdatalikeengineers,academiaandotherprofessionswouldfinditquiteusefulintheirlineofwork.

Searching

InutilizingtheMicrosoftexcel2016forMacitmakesiteasierforpersonswhoaresearchingthroughlargequantitiesofinformationtofindanitem.ThisisdonebyinsertingwhatyouaretryingtofindinthesearchboxMicrosoftExcel2016forMacwillsearchyourspreadsheetformatchingdatainstantly.

50.COMPARISONS:EXCEL2016FORWINDOWS&FORMAC

TheshortcutsforMicrosoftExcel2016forMacarenowsimilartoWindowsKeyboardshortcuts,thatisyoucannowpressCtrl+VtopasteinsteadofCMD+VwhichMac-bookprouserswereusedto.MicrosoftExcelforWindowshastheleadingstandardsinspreadsheetapplicationasitrelatestodocumentcompatibility,functionalityandfeatures.ThisresultsinMicrosoftExcelforWindowsbeingthepointofmeasurementforallexistingspreadsheetorsimilarapplications.Bothinterfaceshavefeaturesthataredifferentfromeachother.MicrosoftExcel2016forMaccancreatepivottablesautomatically.

TherearemanychangestotheappearancethatareapartoftheefforttogetMicrosoftExcel2016forMacintolinewiththeMicrosoftExcelforwindowsversion.JustlikewiththeothernewOfficeappsthenumberofribbonshasbeenreducedinMicrosoftExcel2016forMac.

DrawbacksMicrosoftExcel2016forMac

Withthechangingneedsofindividualsandbusinesses,everydaysoftwaredesignershavetobeimprovingtheirproductsinanattempttosatisfytheseneeds.AlthoughMicrosoftExcel2016forMachasbeenimproved,thereismorethatusersareseekingandwithnodoubttheMicrosoftOfficeforMacteamwillattempttodeliver.Thedrawbacksarelistedbelow:

WhileMicrosoftExcel2016forMacboaststheabilitytocreatepivottablesandfurthersplicethembyaddingfilters,pivottablesdonotcreatepivotcharts.

ThePowerpivotthatexistsinMicrosoftExcelforWindowsisnotofferedinthenewMicrosoftExcel2016forMac.

PersonsororganizationsworkingwithlargedatasetwillhavetoawaitthearrivalofQuickAnalysisorFindAllinthenextupdateoftheMicrosoftOfficeSuiteforMac.

FinalAnalysis

TheimprovementsoftheMicrosoftOfficeSuiteforMacandtheoveralloperationofMicrosoftExcel2016forMacseemstobeanexcellenttimesaver.Thisisgoodnewsforbusinessesandorganizationsasitrelatestoeffectiveness.WhencomparedtoitsearlierversionsMicrosoftExcel2016forMacappearstobeincloseproximitywithMicrosoftExcelforWindows.Ifyouworkinlargegroupsandsimultaneouslywithothersoryoulovespeed,thenthenewestversionofMicrosoftExcelforMacisjustrightforyou.

CONCLUSION

ItisimportanttoatleasthaveabasicknowledgeinExcel.Ithasbecomeamandatoryrequirementinmanyorganizations.AgoodknowledgeofExcelcanmakeanindividualmoremarketableandcangaintheadvantagewhenapplyingtoopenpositions.AsoundknowledgeofExcelisimportantformostofficecentredprofessionalstoday.WhileExcelisapowerfultoolitrequiresanindividualtobecomputersavvyandexperimentaltotakefulladvantageofallthefeaturesandformulastoachieveexceptionalresultsespeciallyknowingthatspreadsheetscanbeusedtodopracticallyanytask.TheguidetookyouthroughhowtouseExcelforPersonalComputers,whetheritbethatyouareusingWindowsoperatingsystem,Macsystems,orvariousmobiledevices.

ThisguidecanbeusedtounderstandthePowerPoint2016software.Afterreadingthis

manual,theusershouldbeabletocreate,editandsharePowerPointpresentations.Thedevelopmentofpresentationscanbefromscratchorbyusingtemplates.Additionalcontentsuchasphotos,text,graphs,animationsandvideocanbeadded.

Otherenhancementscanbeaddedsuchasspeakernotesandusercollaborationtocreatetheperfectpresentation.

Preface

PowerPoint2016isapresentationprogramthatpresentsinformationintheformofslides.ThisprogramisdevelopedbyMicrosoftandwasoriginallycalled“Presenter”releasedbyanothercompanyForethoughtInc.ItwasoriginallylaunchedinMay1990andwasandalwaysbeenapartoftheMicrosoftSuite.

Itispopularlyknownasaprogramthathelpsuserstodevelopslidebasedpresentationsandiscurrentlythemostusedpresentationprogramintheworld.

ThepurposeofthisguideistointroduceuserstothelatestversionoftheMicrosoftPowerPointprogram.Reviewsonthenewestissue,purportthatitisnewandimproved;boastingredesignedandcreativefeatures.

Themanualwillfirstlookatthegenesisoftheprogram’smanufacturer;MicrosoftInc.TheMicrosoftOfficesuiteanditsfoundationandsubsequentgrowthwillthenbediscussedfollowedbygrowthoftheactualPowerPointprogram.Fromhere,thepiecewilllookatthefeaturesoftheprogramandofferaguideonhowtomaximizeeachofitsfeatures.

Office365

Office365allowstheusertoworkwithgreatflexibilityallowingthemtoworkanywhere,anytimeanditisalwaysreadytogo.Ithasnowpushedtechnologytorethinkhowthecollaborativeprocessisdone.Itallowsanybusinesstomaintainacompetitiveedge.

Withthegreat,newfeatures,itallowstheOfficetobeanywheretheuseris.Nomatterwhereyouare,youwillstillaccessthetoplevelproductivitytoolsthatyouneed.ThesearethelatestversionsoftheOfficeApplicationsthatyouhavebeenfamiliarwith.TheseareWord,Excel,PowerPoint,Outlook,OneNote,AccessandPublisher.Theusercanusetheirdevicestocreate,editandsharedocumentswithsmoothcompatibilityacrossdevices.

Office365containstoolsforprofessionalstogivetheirbusinessprocessestheedgetheyneed.Frombrandingyourcompanytobuildingthenamerecognition,theOfficeSuiteallowstheusertocreatetheircustomizedmarketingmaterialsthatareusefultotheirbusinessneeds.Additionallywitharangeofcommunicationtoolssuchasemail,IM,socialnetworkingandvideoconferencingitallowsyoutokeepintouchwithcolleaguesandcustomers.

Withfacilitiessuchas1TBstorageforusers,Office365providesamazingtoolsfor

teamwork.Alongwithfilesthatcanbestoredonline,thesedocumentscanbesharedwithanyonedesired.Thiscanbedonewheneveryouwantandwheneveryouwant.

Office365canbesetupandmanagedquiteeffortlessly.Userscanbesetupandstartusingthefeaturesalmostimmediately.Thiscanbedonefromtheeasytoaccessadmincenteranditwilltakecareoftheallthelegworkforyou.Itensuresthattheservicesarealwaysupandrunningforusebytheusers.

Withbuiltinsecurity,complianceandprivacycontrols,Office365willaimtokeepyourdatasafe.Thereisnoupfrontcostforsoftwareanditwillalwaysbekeptuptodate.Italsooffersausagestatementofstayingupandrunning99.9%ofthetimewithasolidMicrosoftbackedguarantee.

PowerPoint2016-OnepartofOffice365

PowerPointhelpsuserstogiveavisualimpacttotheirideasandbringthemtolife.WithfeaturessuchasPresenterView,itallowstheusertocreateandrehearseandreviewtheirpresentationsastheyaremade.Whenthepresentationisprojectedtoasecondscreen,thePresenterViewwillshowthecurrentandnextslideandthespeakernotes.

TheSlideNavigatorallowstheusertoquicklyswitchslidesaroundintheircurrentsequencebyusingavisualgrid.Thisgridcanbeseenataglancethatwillhelptheusertoorganizetheirpresentationquiteeasily.Theaudiencewillonlyseetheslideswhichtheuserhasselected.

Thefunctionauto-extendwillallowtheusertoprojecttheirpresentationtoasecondscreenwiththeslidesautomaticallyappearingontherightscreens.Itallowstotheusertogiveaprofessionalappearancewithnofumblingwithsettingsandequipment.

ThecreativeprocessisgivenaboostwithallthefunctionalitypackedinPowerPoint2016.Thepresentationcanbeboostedintoahighlystylishdesignthatcontainshighlystyleddesignthemeswithdifferentvariations.

Presentationscanbemadespecialaddingamazingvisualeffectswithimages,soundsandvideos.Incollaborationwithcatchytransitionsbetweentheslidesmadewithanimations,graphicsandcharts.Thiswillenhanceyourcreativetouchandturnyouintoatopnotchdesigner.Thesoftwareisequippedwithbuiltinalignmentguidesthattheusercanutilizetoalignshapes,textboxesandvideostotheirslides.Italsocomeswithaccesstotemplatesthattheusercanengagetojumpstarttheirdesignandgetaquickstarttotheirpresentationwork.Itcomeswithtemplatesinover40categorieswheretheuserwillbesuretofindonethatsuitstheirneeds.

PowerPointalsooffersagreatknowledgebasethatcanconnecttheuserwithexpertsinthefieldthatcangivethemtipsonhowtomaketheirpresentationslookprofessional.Itwillhaveyoucreating,editingandpublishingcreativepresentationinnotime.

HistoryofMicrosoftOffice

TheMicrosoftOfficeisindubitablythemostrenownedsoftwareusedglobally.Thissuiteisacompilationofapplicationsfirstannouncedatthecompany’sannualmeetingonAugustof1988bythenMicrosoftmogulBillGates.Itwaslaterreleasedtothepublicin

Novemberof1990.ThegenesisofthesuiteincludedMicrosoftExcel,MicrosoftWordandMicrosoftPowerPointandwasdesignedtoaddefficiencytoWindowsbasedcomputers.Itisnowavailableinoverthirty-fivelanguagesandcanbeusedinalmostanycorneroftheglobe.

ThesuiteprimarilyincludesMicrosoftWord,MicrosoftExcelandMicrosoftPowerPoint;thoughotherMicrosoftprogramssuchasOutlookandAccessarealsoavailableforuse.

MSWordisprincipallydesignedfortheprocessingofwordsandisavailableonboththeOSXandWindowsplatforms.TheveryfirstgraphicalversionofMicrosoftWordcameinformofWordforMac,releasedin1985.MSPowerPointisdesignedasmoreofapresentationprogram.LikeWord,itisalsodesignedtobecompatibilitywithboththeOSXandWindowsplatforms.Itisidealforthecreationofgraphics,slideshowsandfulsometexts.ThefirstversionofMicrosoftExcelwasreleasedin1985fortheMacoperatingsystem.Itsdesigniscenteredontheabilitytocreatespreadsheetswhilemaintainingnumericalaccuracy.

Theinitialreleaseofthesuiteofferedonlythebasicpackagewithfeaturessuchasformatting.ThiswascloselyfollowedbyOffice1.0andMSOffice1.5in1991.Office1.5,launchedshortlythereafter,boastedanimprovedversionoftheExcelprogramalongwithWord1.1andPowerPoint2.0.Office3.0wasreleasedin1992andOffice4.0in1994.Office4.0consistedofWord6.0,Excel4.0andPowerPoint3.0;allofwhichreceivedanimprovedinterfaceandformattingupdates.Asthedemandforthesoftwaregrew,Microsoftcontinuedwithimprovementsandupdates,releasingnewversionsonatimelybasis.

ThelatestversionofthesuitewasreleasedinSeptemberof2015intheformofMicrosoftOffice2016(Office16).ThesuitenotonlyincludestheusualPowerPoint,ExcelandWordprogramsbutnowalsooffersusersMicrosoftOutlookaspartofthepackage.ThepackageboastsenhancedCloudintegrationfeaturesandisdesignedtomaximizeuseonmobileandtouchscreendevices.

MicrosoftOffice2016-New&Improved

ThenewOffice2016boastsenhancedfeatureswithupdatesbecomingavailablewithincreasedfrequency.Thisguaranteesusersthemostconvenientandinnovativetoolsforhome,schoolandworkuse.Office2016nowincludesMicrosoftOneNote,MicrosoftWord,MicrosoftAccess,MicrosoftExcel,MicrosoftVisio,MicrosoftProject,MicrosoftOutlookandMicrosoftPowerPoint.Improvedfeaturesareasfollows:

SharedNotebooks

Usersworkingwiththisfeatureareabletocollectdata,i.e.documents,drawings,images,moviesorclippingsandhavethemstoredwithonelocation.Thestoreddatacanthenbesharedtofacilitateothersworkinginthefileorviewingthedocuments.Allchangesmadeareautomaticallyandinstantlyupdated.ThisfeatureiscurrentlyonlyavailableinMicrosoftOneNote.

Co-Authoring

Thisisafeaturethatfacilitatesandencouragesworkingasateam.Usersareabletocollaborateandworkononedocumentconcurrently,allfromseparatedevices.Theworkofeachissavedandusersadviseofconflictsthatwouldrequireattention.ThefeatureisavailableinbothMicrosoftWordandMicrosoftPowerPoint.

ImmediateProcessing

Duringtheuseofthenewcollaborationfeature,usersareabletoview,inreal-time,whatothersareworkingon.Thefeaturealsoinstantlydisplaysthechangesbeingmadebyotherusers;minimizingconflictsandfacilitatinggreatercongruenceduringgroup-work.ThisfeatureishoweveronlycurrentlyavailableinMicrosoftWord.

MailTriage

Thisfeatureactsastheperfectorganizerforusers.Itstudieshowemailreceivedonyourdeviceisselectedandreadovertimeandattemptstosortyourmailaccordingly.Themessagesdeemedtobelowerpriorityarestoredinanotherfileandasummaryofthosestoredsentdaily.TheFocusedInboxwillthenbeusedtoaccessonlythemostimportantandurgentmails.TheMailTriagefeatureiscurrentlyonlyavailableinMicrosoftOutlook.

SharingMadeEasier

AvailableinMicrosoftWord,MicrosoftExcelandMicrosoftPowerPoint,theSharefeatureisdesignedtoenhancetheteamworkexperience.TheSharebuttonislocatedinthetopRibbon.Thedesignalsoallowsausertomonitorchangesbeingmadeinashareddocumentordatabase.Theextentofanother’seditingcapabilitiescanbecontrolled;specifyingwhateachauthorisabletomodify.

Attachments

DocumentssavedtoSharePointorOneDrivecanbesharedwithfellowemailrecipients.Theprimaryuserisalsoabletodictatetheaccessgrantedtoeachandtheabilityeachwillhavetoreviewingthesharefiledirectlyfromtheapplication.ThisfeatureiscurrentlyonlyavailableinMicrosoftOutlook.

TimelinesmadeFlexible

UsersenjoyingMicrosoftProjectarenowabletostipulatethedatefortimelinestocommenceandend.Thefeatureisalsodesignedtocreatemultipletimelinesforthevariedphrasesofaworkschedule;facilitatingamoreorganizedenvironment.

ManagingResourceScheduling

Thedesignofthisfeatureenablesuserstomaximizetheuseofresourcesinanorganization.Thisisdonethroughthecreationofaresourceengagementoragreementon

howbestlimitedresourcesinanentitycanbestbeutilized.ThisfeatureiscurrentlyavailableonlyinMicrosoftProject.

SendDatatoExcel

AnExcelspreadsheetcanbecreatedtodisplaythelinkeddatasourcestakenfromaMicrosoftAccessdatabase.ThefeatureisonlyavailabletoMicrosoftAccessusers.

PerusingHistory

Userscanenjoytheabilitytoreverttoorperuseearliersavedversionsofacurrentdocument.ThisconvenienttollisavailabletousersworkinginMicrosoftExcel,MicrosoftWordandMicrosoftPowerPoint.

OneClickForecasting

Usersareabletocreatespreadsheetstodepictdatafrompreviousresearchortoestablishpossiblefuturetrendswithonesimpleclick.ThefeatureusesthecurrentExponentialSmoothingalgorithmorETS.ETSisrecognizedforadheringtoindustrystandardsandisreputedforaccuracyinthedeliveryofforecastinginformation.One-ClickForecastingiscurrentlyonlyavailableinMicrosoftExcel.

ChartTypes

Office2016hasincludedanumberofnewchartsintoitsMicrosoftWord,MicrosoftExcelandMicrosoftPowerPointprograms.Thesechartsaredesignedtoaccuratelydisplaystatisticalandfinancialdata.ThenewchartsarePareto,Sunburst,BoxandWhisker,Waterfall,TreemapandHistogram.

OfficeThemes

Userscannowselecttheofficethememostsuitedfortheirstyleorenvironment.ThenewOfficethemeoptionsareDarkGray,ColourfulandWhite.TheWhitethemewilllendamoreconventionallooktoyourprogram,theDarkGraywillintroduceamorerelaxedfeel;resultingineaseofusewhiletheColorfulthemeisdesignedtogiveamoretrendylook.ThenewOfficethemesareavailableinMicrosoftPublisher,MicrosoftVisio,MicrosoftWord,MicrosoftExcel,MicrosoftPowerPoint,MicrosoftProject,MicrosoftOneNote,MicrosoftAccessandMicrosoftOutlook.

SmartLookup

TheSmartLookupfeatureisavailableinMicrosoftWord,MicrosoftPowerPoint,MicrosoftOutlookandMicrosoftExcel.ItisdesignedtoactasafactcheckerforusersbywayoftheBingsearchengine.UsersarerequiredonlytoselectthetermorphrasetheywishtoresearchordefineandMicrosoftwillcompletethetask,bringingtheinformationrighttothescreenwithouttheuserhavingtogotoawebbrowser.

TellMe

TheTellMefeatureallowsusersofMicrosoftOffice2016torequestguidancewhencompletingtasks.Thefeatureisdesignedtoacknowledgekeywordsandprovidetheappropriateresourcetomeettheneed.TellMeisnowavailableinMicrosoftAccess,MicrosoftWord,MicrosoftVisio,MicrosoftProject,MicrosoftPowerPoint,MicrosoftExcelandMicrosoftOutlook.

ModernShapes

ModernshapeshavebeenintroducedtothenewMicrosoftVisio.Usersarenowabletoperuseandselectfromawidervarietyofredesignedshapes.MicrosofthasalsointroducedIEEEcompliantshapesintotheVisioProfessionalseriesandhasupdatedtheshapesintheOfficeLayoutintheVisioStandardseries.AlsoincludedinthisnewfeatureisanumberofStarterdiagrams.ThisaffordsuserstheabilitytoapplytheuseofoneormoreoftheseStarterdiagramstogettaskscompletedinamoretimelyfashion.

DataConnectivityEnhanced

ThenewOffice2016boaststheabilitytoconnectdiagramstodataalreadyinamExcelspreadsheet.ToaccuratelyutilizethefeatureusersareencouragedtoensurethatthevaluesfoundintheExcelcolumnareamatchtothetextsplacedineachshapeonthediagram.Theusershouldthengotothe‘Data’tabandselecttheoptionfor‘QuickImport’tocompletetheimportanddataconnection.ThisfeatureisonlyavailableinMicrosoftVisioProfessional.

ImprovedwithWindows10

Office2016nowboastsimprovedOfficeMobileapplicationsforuserstoenjoywhileonthemove.Thefeatureallowsuserstomaintainproductivitylevelasdesiredevenwhileoutsideoftheofficeenvironmentorawayfromthedesktopcomputer.AlsoexcitingaboutthisfeatureisthecompatibilityoftheOfficeMobileacrossalloftheuser’sWindows10devices.Itsupportsproductivityandoffersmajorconvenience.ThisfeatureisavailablewithMicrosoftOneNote,MicrosoftWord,MicrosoftPowerPoint,MailandCalendar.

Skype

OneofthemoreinnovativeoftheOffice2016featuresistheintegrationofSkype.UsersarenowabletojoinandconductonlinesessionsviatheSkypeforBusinessmobileapplication.Thefeaturewillalsoenableausertointegratethecollaborationfeatureviavideoorvoicesharing,InstantMessagingorscreensharing.Userscanalsousethefeaturetocommunicatewithparticipantsoftheonlinemeetings,alldirectlyfromamobiledevice.

OneDriveIntegration

TheOneDrivefeatureisdesignedtoofferoptimizedstoragecapabilities.Thedocumentsorfilessavedcanthenbeaccessedfromanyotherdeviceoranyotherlocation.Thefeaturealsoofferscontinuity;allowingtheusertocommencethepresentationonthedesktopathomeandcontinuingtheprogresswhilerunninganerrandontheroadfromalaptoportablet.OneDrivefacilitatesthecollaborationfeature;fosteringstrengthenedteam-workingskills,evenwhileofferingconvenience.TheOneDriveIntegrationfeatureisavailablewithMicrosoftWord,MicrosoftOutlook,MicrosoftOneNote,MicrosoftExcelandMicrosoftPowerPoint.

CrossingPlatformsandDevices

ThisfeatureisanotherfeatureofconvenienceintroducedtothenewOffice2016.UsersareabletomoveacrossApple,WindowsandAndroiddevicestocompletetaskswithoutencounteringprogramconflicts.Thedocumentscanalsobeanalyzed,reviewedandeditedononedeviceandviewedfromanotherlocationonaseparatedevice.ThisfeatureofconvenienceisavailablewithMicrosoftPowerPoint,MicrosoftOutlook,MicrosoftExcel,MicrosoftWordandMicrosoftOneNote.

TheOffice2016TrainingCenter

TheTrainingCenterisdesignedtoprovideuserswithanavenueforadditionalsupportandtrainingonhowbesttomaximizethefeaturesofferedbyMicrosoftPowerPoint2016.TheCentercomesequippedwithpossiblescenariostogiveallthepossibleavenuesfortacklingissuesformostprograms.AfewoftheprogramsincludeMicrosoftAccess,MicrosoftPublisher,MicrosoftOneNote,Office365,MicrosoftVisioandSkypeforBusiness.

PowerPoint2016Support

OnlinesupportisavailableforthenewPowerPoint2016.Thesupportisavailableviahttp://support.office.com,theofficeFacebookpageathttps://www.facebook.com/Officeorviathecommunitydiscussionboardthatcanalsobeaccessedathttp://support.office.com.ThevarioussupportsitesprovidestepbystepinstructionsfortheinstallationanduseofthenewPowerPoint2016program.

TheGrowthofMicrosoftPowerPoint

PowerPointasweknowitstartedoutsideofMicrosoftInc.TheprogramwasfirstdevelopedbyRobertGaskins;Ph.D.studentwithhighhopesofcreatinganeasierandmoreefficientwayofmakingpresentations.Hesoughttoeliminatetheuseofboardsandmarkersasvisualaidsforpresentationsandintroducesomethingwithlesshassleandthatwaslesstedioustocomplete.Theinitialprogramreleasedin1987anddubbedthe“Presenter”,wastohavebeenusedfortheMacintoshcomputersbyAppleInc.Thenameaswellasitsownershiphoweverchanged.TheprogramwasinsteadpurchasedbyMicrosoftformillionsofdollarsandthe“Presenter”namechangedtoPowerPoint.

Theimprovementstotheprogramweredynamic,changingwitheachissuetomaximize

customerenjoymentoftheproduct.TheversionsfortheWindowsplatformadvancedeachyear,progressingfromPowerPoint2.0in1990,toPowerPoint3.0in1992,version4.0in1993,version95in1995,PowerPoint98in1997,PowerPoint2000in1999,PowerPoint2002in2001andon,witheachbeinganimprovementofsortsoverthefirst.ThetimelinefortheMacoperatingsystemversionsofPowerPointstartedin1987withPowerPoint1.0andprogressedalmostannually;introducingimprovementswitheachrelease.

MicrosofthasinvestedheavilyintothedevelopmentofthePowerPointprogram,immediatelyrecognizingitasoneofitsmostmomentousacquisitions.ThecreationofaspecialunitintheSiliconValleywascreatedandgearedspecificallytowardsthegrowthoftheprogram.Theresultiswhatwehavetoday;aprogramengineeredtoincludegraphics,videosandanimationsintothecreationofslides.LetustakealookatthelatestPowerPointversion.

IntroductiontoMicrosoftPowerPoint2016

MicrosoftPowerPoint2016isoneoftheproductsincludedinthenewMicrosoftOfficesuite2016.Office16hasbeendesignedtoassuagetheconcernsfromtheearlierOffice2013andOfficeforMac2011versions.

TheversiondesignedforOSXwasthefirsttobeannouncedbyMicrosoftexecsinJuly2015,followedbythelicensedversionoftheprograminSeptemberof2015.

Thenewprogramhasbeenlaudedforthelatestimprovements.Theseimprovementsincludeamorecontemporaryanduser-friendlyinterface,trendyvariationsofthemes,andOffice365integration.Thenewinterfaceofferstoolbarsforinsertingtables,chartsandvideosintopresentations.Italsohasaspartofitsdesign,anewbuttonthatfacilitatesusersmovingbetweenthevariousdisplayswithgreaterease.Thenewversionalsoincludesnewanimationpanesforeditingorchangingeffects.Italsoincludesmoreexcitinganimationandtransitiontoolstobeintroducedintopresentations.Theuseofthesenewtoolscanbefoundintheopen;makingtheeditingprocesseasierforusersaswellasmorecreative.

AlsoincludedinthenewPowerPointdesignisthenewCollaborationandThreadedCommentsfeatureandaredesignedPresenterView.TheimprovedPresenterViewintroducesuserstoabetterwaytodictatehowthepresentationwillflow.MicrosoftInc.hasadviseditstargetmarketthatthenewPowerPoint2016isdesignedtobecompatiblewiththefollowingMacmodels;theXserve,MacPro,MacMini,MacBookPro,MacBookAir,iMacandtheMacBook.TheprogramcanbepurchasedasapartoftheOfficeHomeandBusiness2016suiteforapproximatelytwohundredandninety-ninedollarsandninety-ninecents($299.99).ItcanalsobepurchasedintheOfficeHome&Student2016editionforapproximatelyonehundredandnineteendollarsandninety-ninecents($119.99).

ThismanualwillaimtoeducateusersonthefeaturesofthenewPowerPoint2016withahopeofincreasingthewealthofknowledgethatsurroundsthelatestversionofthe

program.

NewFeaturesinMicrosoftPowerPoint2016

TellMe

ThisinnovativefeatureoffersuserstimelyandconvenientassistancewithcompletingtasksinthenewPowerPoint2016.Thefeatureappearsintheformofatextfield.Inthisarea,userscanenterphrasesorwordstoindicatewhattheywouldliketodonextintheprogram.Thefeaturewillquicklyredirecttotheneedediconsortabs,makingcompletingthetaskathandeasier.Withthisfeature,usersmayalsorequesthelpwiththeircurrentcreationoropttoutilizethe‘SmartLookup’feature.

SmartLookup

ThisisanewfeatureincorporatedintheOffice2016suite.TheSmartLookupfeatureisasearchtoolpoweredbyBingthatwillallowausertomakequeriesonhowtocompletetasksorhowtolocatethedefinitionofawordwithouthavingtoexittheprogramandstartupthewebbrowser.ThefeatureisnotactivatedbydefaultinthenewOfficeandassuch,mustbeactivatedifdesired.

ToactivatethefeatureinPowerPoint,firsthighlightthephraseorwordtoberesearched.Fromhere,gotothetopRibbononthepageandenterthe‘Review’tab.Fromtheavailablereviewoptions,selecttheoption‘SmartLookup’followedbytheoptionfor‘Insights’locatedtotherightsideofthescreen.Itisimportanttonotethatthe‘Insights’panelisoutfittedwithtwoprimaryoptions;‘Explore’and‘Define’.

Fromheretheuserwillbepromptedwithaprivacywarning;advisingtheuserthatthedataisbeingredirectedtoBing.Theusermustselectthe‘GotIt’buttontotheendoftheprivacypolicytocompletetheprocess.Thisactivatesthe‘SmartLookup’featureonyourdevice;makingitautomaticallyavailableintheotherprogramsofthesuitewithoutrepeatingtheactivatingprocess.

Tousethefeatureonceactivated,simplyhighlightthewordorphraseyouwishtoperuseandrightclick.Fromtheavailablemenu,tapontheoptionfor“SmartLookup”;directingdesktoptotheBingsearchengine.Userscanoptatthispointtochoosethedesiredfieldfromthe‘Insights’panel;beitdefiningorexploring.

Insights

Thisfeatureislocatedinthe‘SmartLookup’featureoftheOffice2016suite.Itsdesignallowsausertochoosefromtwoprimaryoptions;ExploreorDefine.TheInsightspanelopenswiththetoprelatedsearchesfromtheBingsearchsite,definitions,partsofspeechandanyavailableWikipediaarticlesonthesearchtopic.Toenjoythefeature,gotothetopRibbononthepageandselectthe‘Review’tab.Fromtheavailablemenuoptions,select‘SmartLookup”andallowthefeaturetodoitsthing.Usersshouldnotethatthesearch

wordorphrasecaneitherbeenteredatthispointortheycaninitiatethesearchbyfirstselectingthetermorphraseofinterestandthenseekingtheSmartLookupfeature.

NewCharts

ThenewPowerPoint2016isoutfittedwithsix(6)newcharts,designedprimarilyforassistingwiththepresentationofhierarchicalandfinancialinformation.ThesenewvisualizationtoolsareTreemap,BoxandWhisker,Waterfall,Sunburst,HistogramandPareto.Toaccessthenewcharts,gotothe“insert’tabandtaponthe“Ribbon’option.Thiswilldisplaytherangeofvisualizationtoolsincludingthesixnewchartswhicharedisplayedattheendofthelistasbelow.

Note:ParetocanbefoundinsidethetapforHistogram.

InkEquations

Thisnewfeatureallowsausertoincludemathematicalequationsintoslidesforapresentation.ThefeaturewillallowausertowriteoutamathequationusingyourkeyboardorstylusandPowerPoint2016willtranslatetheequationtotheappropriatetext.Toaccessthefeature,gototheRibbonlocatedtothetopofthescreenandselectthetabfor‘Insert’.Fromthelistedmenuoptions,selectfollowedbytheoptionfor‘InkEquation’.Theusercanthenenterthedesiredequationtobeinsertedtothedesiredslideandthentaponthe‘Insert’button.

ScreenRecording

ThisisoneofthemorecreativeupdtesincludedinthenewPowerPoint2016.Thefeatureallowsausertoenterpre-recordedaudiotopresentationsbeingdesigned.Theusershouldcompleteandsavethedesiedrecordingforthepresentationtotheirdevice.Toinsertyouraudio,firstgotothetopRibbononscreenandthenselectthe‘Insert’tab.FromtheMediaoptions,select‘ScreenRecording’andchoosetheportiontobeinsertedintotheslide.Confirmtheselectionandinsertbypressingthe‘Insert’keyonscreen.

Note:ThisinnovativefeatureisalsoavailableinthelatestversionofPowerPoint2013.

SharingPresentations

Createdpresentationscannowbesharedamongbusinessassociatesorfriendsforreview.SharingismadepossibleviaSharePoint,OneDriveforBusinessorOneDrive.Toutilizethefeature,gototheRibbonandselectthe‘Share’option.

EnhancedVersionHistory

Thisfeatureisdesignedtoallowuserstoviewallthechangespreviouslymadetothe

presentationsincecreation.Usersarealsoabletoaccessearliersavedversionsforrevieworusewherenecessary.ItisimportanttonotethatthefeaturecanonlybeusedondocumentsandfilesthathavebeensavedontheOneDriveCloudorSharePoint.

ResolvingConflicts

Whereverfilesaresavedtofacilitatemultipleindividualsworkingatthesametime,thereislikelytobeconflictwiththedataentry.PowerPoint2016nowboastsimprovementstoconflictresolutionprocess.Whentheconflictoccurs,userswillbeshowntheconflictedslides;displayedside-by-sidetoenablevisualreview.Theuserwillthenreceivepromptingtohavetheconflictresolvedbyselectingoneofthedisplays.

EnhancedVideoResolution

PowerPoint2016nowallowsuserstotransfercompletedpresentationsinvideoformat.Filescanbecreated,convertedandsavedwithresolutionsashighas1920by1080.Thishighresolutionhelpswiththecreationofbrighterandsharperimagesinthepresentations;particularlywhendisplayedvialargerscreens.

Note:UsersofPowerPoint2013withthelatestupdatesalsohaveaccesstothisfeature.

FormattingStyles

MicrosoftPowerPoint2016nowhasincreasedshapestylesfromwhichtochoose.Thesenewdefaultstylesboastthemecolorsandstylestoenhancehowthepresentationisdisplayed.

OfficeThemes

PowerPointintroducesuserstothreenewOfficebasedthemes.Thethemesaremorecorporateandmodernandlendtoamoreprofessionalappearanceforthepresentation.Toutilizethisfeature,firstgototheRibbonlocatedtothetopofthescreenandthenselect‘File’.Fromtheavailableoptionsdisplayedthere,select‘Account’followedbythe‘OfficeTheme’option.ThenewthemecolorsareWhite,DarkGrayandColorful.

EnhancedSmartGuide

TheSmartGuidefeatureisdesignedtomaximizeaccuracywhentablesorimagesareinsertedintothevariousslides.UsersofPowerPoint2013canalsoenjoythisfeaturebydownloadingthelatestavailableversion.

PowerPoint–AGuidetotheBasicFeatures

MicrosofthasaQuickStartGuidetoassistuserswithnavigatingthenewinterfaceofthePowerPoint2016.

TheRibbon-Thisisthetopmostpartofthescreenthatprovidesuserswithtabstouncovertoolstoenhancethedesignofanypresentation.

TheRibboncanbehiddenfromviewandreturnedwhenneedbytappingonthearrowtothecornerofthescreen.

TheQuickAccessToolbar-Thisfeatureprovidestimelyaccesstothemorecommonlyusedcommands.ItcanbefoundtotheinsidethetopRibbon.

Findcontextcommands-FromtheRibbon,ausercanentertofindadditionaltabstoenterobjects,images,shapesortextboxesintothepresentation.

Changingobjectorientation-ThenewPowerPoint2016,likeearliereditions,alsoallowsuserstomodifytheorientationofobjects,imagesandtextboxesplacedintoaslide.Itofferstheusertheabilitytobecreativeandadjustslidestosuitwhatisdeemedtobemostappropriateormostsuitedforatargetmarket.Therotateiconwillbedisplayedwheneverthemodificationispossible.

Facilitatingandmaintainingorganization-Slidesforthepresentationcanbemanagedandkeptorganizedbytappingonthethumbnailofanyslideandmovingitdownoruptotheareaofthepresentationwhereitmaybeconsideredmosteffective.

Includingcommentsornotes-ThisfeatureofPowerPoint2016isdesignedtoallowtheusertomanagethepresentation;keepingadditionalinformationathandtoverballyinsertintothepresentationforemphasis.Thissectioncanbefoundtothelowercenterofthescreen.

Notescanbeaddedbytappingintodesignatedareatothelowerleftcorneroftheslide.

Commencingthepresentation-TostartyourPowerPointpresentationusershavetwooptionsfromwhichtochoose.Ausermaytaponthe‘Slideshow’tablocatedintheRibbontothetopofthepageorsimplytapontheslideicontothelowerrightcornerofthescreen.

Zooming-Magnifyorminimizetheviewofaslidebymovingthezoomslidertotheleftorright.Thesliderislocatedtothelowerrightcornerofthescreen.

Viewingoptions-Thestatusbarislocatedtothelowerrightcornerofthescreenandenablestheusertomodifyhowtheslidesinthepresentationarebeingviewed.Theusercanopttoalternatebetweenanyviewingoptionsatanypointthroughoutthepresentation.

Sharing-TheSharefeatureonthenewPowerPoint2016islocatedtothetoprightsideoftheRibbon.Simplysigninwiththedetailsforyourcloudaccounttocommencesharingyourpresentationwithcolleaguesandfriends.

LocatingRecentFiles-PowerPoint2016storesallrecentlyopenedfilesanddocumentswhethertheyaresavedontheharddriveofthedeviceoronanyofthecurrentcloudstorageservices.Toaccessthesefiles,simplytaponthe‘File’tablocatedintheRibbonandselecttheoptionto‘Open’.Userscanthenselectfromthefollowingoptions:Recent,OneDrive,OtherWebLocations,AddaPlaceorBrowse.

Maintainingtheconnection-Thisfeatureisconvenientwhentheuserneedstobeonthegowhilestillworkingonapresentation.Ausercannowhaveaccesstorecentlyaccessedfilesfromanydevicebytappingonthe‘File’tabtothetopofthescreenandselecttheoptionfor‘Account’thenenteringtheaccountdetails.TheconnectedservicesincludeOneDriveandSharePoint.

PersonalizingPowerPoint2016–Userandinterfaceoptionscanbemodifiedtomakeitpersonalormoreuser-friendly.Toadjusttheprogramoptions,taponthe‘File’keytothetopofthescreenandselectthe‘Options’setting.Optionsthatcanbemodifiedincludelanguage,interfacesettings,theRibbon,backgroundandthemes.

LayoutOptions-Usershaveanumbersoflayoutoptionsfromwhichtochoosewhenpreparingpresentations.Toaccessthelayoutoptions,gotothe‘Home’tabtotheleftsideoftheRibbonandselect‘Layout’fromtheoptionsdisplayed.TheavailableoptionsareContentwithCaption,Blank,TitleOnly,Comparison,TitleSlide,TitleandContent,SectionHeaderandTwoContent.

TroubleshootingCommonInstallationIssues

Issue/QuestionsHowtoAddresstheIssue

TheInstallbuttonwouldnotcompletetheinstallationprocessTheusercantryoneoffouroptions:

AttempttoretunethesettingsforInternetExplorer

VerifyifthenewOfficesuitehasalreadybeeninstalledonyourdevice.

Theplug-ins,add-insandextensionsonyourinternetbrowsershouldbedeactivatedandanotherattemptmadeatinstallation.

Havethetemporaryinternetfilessavedtoyourdevicedeletedtocreatespace.

TheinstallationprocessisseemstobetakingalongtimeToaddresstheissueoflengthyinstallation,userscan:

Locateandtemporarilydisableyourdeviceantivirussoftware

VerifythatthattheOfficesuite2016hasnotalreadybeeninstalledtoyourdevice.

IfOffice2016isalreadyinstalled,tryuninstallingandreinstallingtheprogram.

Poweroffyourdevice,thenrestartandconnecttoanotherinternetconnection.Whenthisiscompleteattempttoreinstall.

Installationisinterruptedwith‘anotherinstallationisinprogress’Trypoweringoffyourdeviceandrestartingit.Iftheissueisnotresolved,theusershouldattempttomanuallystopthetaskintheTaskManager.

InstallationprocessnotsuccessfulbutnoerrormessagewasdisplayedFromaWindowsdevicetrytolocateandactivatethe‘Fixittool’tohavetheincompleteinstallationuninstalledandremoved.Wherethisisnotsuccessful,manualremovetheSuitefromyourcomputer.

ApplicationerrorsafteraWindows10updateToaddressthevariousissuesthatcouldbeoccurringbetweenOffice2916andWindows10gotoOffice.com/help

DoIhavetherightoperatingsystem?UsersshouldverifythatthesystemrequirementsfortheOffice2016aremetonyourdevice.Userscanalsochecktoconfirmtheircurrentoperatingsystem.ItisimportanttonotethattheOfficesuite2016cannotbeinstalledonWindowsVistaorWindowsXP.

IcannotlocatetheprogramsafterinstallationiscompleteWindows10currentlywillautoremovetheshortcuttotheOfficesuitefromthe‘StartMenu’andthe‘AllApps’menuifthedevicehasmorethanfivehundredandtwelveapplicationsinstalled.Userscanusethe‘Help’sectionforguidance.

DuringinstallationamessagesuggestingthatolderappsonthedeviceneedtobedeletedThismessageislikelytoappearduringtheinstallationofOffice2016ifyourdevicehascertainversionsofProject,Visio,InfoPathandSharePoint2013previouslyinstalledonyourdevice.

Thewarningwilllisttheprogramsthatshouldberemovedandpermanentlyuninstalledforthisdevice.

ErrormessageindicatingthataccesstotheprogramcannotbegrantedatthattimeTheusercanattemptoneoffouroptionsinanefforttoresolvethisissue

Clearthebrowsinghistoryandcookieshistoryfromthedevice

TrybrowsingwithanInPrivatesession

Closeyourcurrentbrowserandreopen

Verifythatyourinternetserviceiscurrentandactive

MessageindicatingthatmyrecentlyrenewedorpurchasedsubscriptionisexpiredThesubscriptionisonlykeptactiveiftheusersignsinatleastoncewithinthirtydays.AttempttologinandtheOfficewillautomaticallyreactivatethesubscriptionatthattime.

Gettingerrormessage0x0C004C060Thiserrormessagebeingdisplayedindicatesthataninvalidproductkeyisbeingused.Userscangotothe‘Help’sectiontoidentifyhowtoaddresstheerror.

SeeingtheOfficeinfoonmyAccountpageafterhavingituninstalledWhentheprogramhasbeensuccessfullyuninstalled,theusermustdisableordeactivatetheinstallfunction.

ErroroccurringwhentryingtocompletetheinstallationoftheOfficefortwodifferentcountriesInstallationfortwodifferentregionsrequirestwocopiesoftheOfficeSuiteandtwoMicrosoftaccounts.

Ican’tfindwhatversionoftheOfficeIhaveonmydeviceAusercanverifywhethertheversionnowinstalledonthedeviceisOffice2013orOffice2016byfollowingthestepsbelow:

OpenanyoneoftheprogramsintheMicrosoftOfficesuite(example:PowerPointorExcel).

Gotothe‘File’menutothetopleftsideoftheopenedapplicationandselecttheoptionfor‘Account’fromthosedisplayed

Theversionnumberwillbedisplayedunderthe‘ProductInformation’.AscertainingwhetherornotyourOfficeisinstalledunderasubscriptioncanalsobefoundher.

IneedtoupgradetothelatestversionofOfficeFormostdevices,particularlythoseonanOffice365subscriptionanupgradenotificationwillappearinthemenubaroftheapplications;promptingtheusertoupgrade.

DuringtheinstallationofOffice2016,amessageisdisplayedsuggestingthatsomeolderappsmustberemoved.IfparticularOffice2013standaloneapplicationsareinstalledonyourdevice,theMicrosoftOffice2016suitewillnotbeabletocoexistonthatdevice.

ExperiencingcompatibleissuessincecompletinginstallationofMicrosoftOffice2016Devicesona2007ExchangeworkbestwithOffice2013andearlierversions.ThedecisionmaybetosimplyuninstalltheMicrosoftOffice2016suiteandreinstallandusetheOffice2013version.UsersmayalsotrythespecialofferbyMicrosoftforcustomerswithOffice2016andOffice2013standaloneapplications.

InitialuseoftheOffice2016applicationsTocommenceuseoftheOfficeforHome:

GototheOffice.comwebsiteandsign-intoyouraccount

TocommenceusingOfficeforBusiness:

GototheOffice365forBusinessLearningCenter

Utilizethetutorialsandguidesprovided

Tobemoreeffectivewhileonthego,IwouldliketohavetheOfficeappinstalledonmytabletandmobilephoneTohavetheOffice2016applications,whichincludeMicrosoftPowerPoint,MicrosoftExcel,MicrosoftWordandMicrosoftOutlook,installedtoyourmobiledevicessimplygoto‘Office365mobilesetup’andselect‘Help’fromtheoptionsdisplayed.

IgetamessagethatPowerPointhasstoppedworkingwhenIstarttheapplicationThismessagecanoccurforanyoftheOfficeapplicationandisgenerallytheresultoftwoissues.

TheuserneedstoverifythatWindowshasbeenupdatedandhavethisaddressedwhereitisdiscoveredthatitisnotthecase.

Theopenedprogramistryingtoanadd-inthatisanolderversion

CorrecttheissuebygoingtheOffice.comhelpsite

IwanttouninstalltheMicrosoftOffice2016suiteTouninstallthesuitefromyourPCgotothe‘WindowsControlPanel’andtaptheoptionfor‘Programsandfeatures’andselecttheuninstalloption.Ausermayalsoselectthe‘UninstallOffice2016’fromtheHelpsectionontheOffice.comsite

CanIenjoythefeaturesoftheMicrosoftOffice2016whileoffline?Usersareabletoutilizetheapplicationsofthesuitefromonline.Usersmusthoweverattempttoconnecttotheinternetatleastonceeverythirtydays.Thepurposeofthisistomonitorthestatusoftheusersubscriptionandtopreventtheprogramsfromshiftingintoreducedmode.

Whycan’tIjustinstallMicrosoftPowerPointinsteadoftheentiresuite?MicrosoftOffice2016issoldasaset.Thisenablesamoreaccurate,timelyandefficientdownloadandinstallationprocess.Theusercanremovetheshortcuttotheapplicationstheyhavenointerestinusingonceinstallationiscomplete.

MyOffice2016looksblurryafterinstallationGotothe‘Officenotlookingright’siteontheOfficehelppageifadocumentucreatedpreviouslylooksblurry,flickersorappearsinallblackandwhiteasopposedtothecoloritwasdesignedin.

SeeingasubscriptionnoticewheneverIopenonoftheapplicationsonthe2016suiteThiserrorcanoccurwhenausesopensanyoftheOfficeprograms.Thereasons:

YourOffice2016maynothavebeenactivatedafterinstallation

YourcomputermayhaveautodisabledtheOffice2016software

Thesubscriptionforthesuiteisexpired.

IreceiveanerrormessageatinstallationThereareanumberofreasonsthatthispossible.TheOffice.comsitehaserrorlinkstohelpaddresseachofthepossibleerrorsthatcouldbedisplayed.Usersshouldgotothesite,perusethelinkstoidentifythenumbersinyourerrorandfindtheanswers.

LearningthePowerPointInterface

Itisimportanttogetfamiliarwiththeterminologyandtheinterfacetobeabletoknowwhereeverythingisforeasyaccess.Atthetopofthescreenisthequickaccesstoolbar.Inthistoolbar,aremostofthefeaturesthatwillbeusedfrequentlysuchasUndoandSave.Featurescanalsobeaddedtothismenubyclickingonthispulldownmenuandaddinganyfeaturethattheuserwillcommonlyuse.Thecurrentfilenamethatisopencanbeseenattheverytopofthescreen,thedocumentcanbeclosedbyclickingtheXatthetoprighthandofthescreen.

DirectlybelowthatistheribbonwhichhousetheFilemenu.Inthismenu,itallowstheusertoaccessthepropertiesofthedocumentandotherrelatedtasks.Thearrowatthetopleftofthescreencanbeclockedtogobacktothepreviousscreen.TheribbonistabbedtoallowaneasyinterfacewithallthecategoriesbasedonthevarioustasksthatcanbedoneinPowerPoint.TheHomeribbontabwillcontainallthethingsthataredonemostfrequentlysuchasworkingonshapesandaddinganewslide.

Thenameoftheribbonwillgiveyouanideaofthefunctionyouarelookingforsoyouwillknowwheretolookfortheseitems.Iftheuserfindsthattheyneedmorespacetodotheirwork,theycanminimizetheribbonbyclickingthearrowattherighthandsideofthescreen.Thiswillhidetheribbonandatanytimetheusercanclickthetabsandtheywillopenup.Oncetheselectionhasbeenmaketheribbonwillgoawayagain.Theribboncanbebroughtbackfulltimebyclickingthepushpiniconthatwillbeinplaceofthearrowthatwasoriginallyclicked.Theribbonwillbepinnedbacktothescreen.

ThereisanewfeaturethattheusercantellPowerPointwhattheywillliketodoandthesoftwarewillbeabletosuggestwhatyouarelookingfor.Itwillgiveexamplesofthingsthatyoucantry.AnexampleofthisiswhentheuserstartstypingplaintextandthenPowerPointwillassistinthecurrenttaskthatneedstobecompleted.ThesoftwarewillalsoshowyouwhoiscurrentlyloggedintoOffice365andthepresentationcanbeshared.

Thebottomofthescreenwillshowthestatusbar.Thiswillshowwhatslideiscurrentlybeingworkedonarehowmanyslidesareinthetotalpresentation.Otherinformationitdisplaysarespeaker’snotesandcommentsthatareinthepresentation.TheviewsoftheslideshowcanbechangedbetweenNormalSlideView,whichisthedefaultviewandtheSlideSorterView.Theusercanalsozoominoroutsotheslidescanbeseenclearlyiftheuserhastomovefartherawayfromthescreen.Optionssuchasfittoscreentothecurrentcanbedonebyclickingthefourcrosshairsonthebottomrighthandsideofthescreen.

Thestatusbarcanbecustomizedbyrightclickingonitandplacingacheckmarkbesideafeatureyouwouldliketoseeappearingonthebar.Onthelefthandside,thereistheslidetabswhentheusercannavigatetheslides.Therearetimeswhentheuserisworkingonaparticulartasksandanewribbontoolbarwillappear.Theusercanclickonthattabtogetanewpaneontherighthandside.

Theusercanutilizethecontrolsthatarelocatedinthepaneandwhenreadytoclosethearea,clicktheXonthepaneandreturntotheslideediting.Tomovebackandforthbetweentheslides,theycanbeclickedinthenavigationviewandtheinformationforeachslidewillappearontherightsideandthenthetextcanbeedited.

AddingGuidesandChangingViews

WhenusingPowerPoint2016,itwillusuallybeintheNormalview.Thatviewhastheslidesinaverticaldisplayonthelefthandofthescreenandthecurrentlyselectedslidewillbeshownlargeontherighthandofthescreen.ThisisconsideredtobetheprimarywaytousePowerPoint.Ifadifferentviewofthethumbnailisnecessary,hoverthemouseoverthelinesthatseparatethetwoanddragittotherighttomakethethumbnaillarger.Thelinecanbedraggedtotheleftthemakethethumbnailsmallerasindifferenttimesyoumayrequiresomethingdifferent.

TherearemanyviewoptionsthatarelocatedundertheViewribbontab.Fivepresentationviewsareavailableforuse.ThefirstviewtypeisNormalandthatisthedefaultview.AnotherviewtypeistheOutlineViewandthisisatextonlyviewoflookingattheslides.SlideSorterviewisalsoavailablewhichwillgiveanoverviewofwhattheslideslooklike.Thezoomsliderislocatedonthebottomrighthandsideofthestatusbartomakethethumbnailsgetlarger.

ThereistheNotesPageview,whichallowstheusertoseespeakernotesforeachslide.ThefinalviewistheReadingViewwhichisagreatwaytoseethecompletepresentationinafullscreenview.ThereisalsoaviewcalledtheMasterViewwhichallowstheusertomakeuniversalchangestoeveryslideinthepresentation.

TherearemanythingsthatcanbeeditedundertheViewribbon.Oneofthemisthecoloroftheslideswhichcanbeadjustedtothedesiredcolor.ThereisalsoanoptiontodecideiftherulershouldappearbyplacingacheckboxnexttoRuler.

Gridlinesandguidescanalsobeaddedtothepresentationtoassistinthedevelopmentofthepresentation.Theguidesareessentiallyfourcrossedhairedpointsthatwillappearinthecenteroftheslide.Thesefeaturescanhelptheusertoalignobjectsasbestaspossiblewhencreatingapresentation.Anyoftheseoptionscanbeturnedoffortheycanbeturnedontemporarilyifthereisanyissuewithaligninganobject.

ConnectingPowerPointtoOneDrive

TheOneDriveserviceistheonlinecloudstoragethatisattributedtoMicrosoft.IftheuseriscurrentlyaOneDriveuser,theyhavetheabilitytoaccessthepresentationsthataresavedonOneDriverightfromPowerPoint.TheycanalsobesaveddirectlytoOneDrive.AsanOffice365user,youwillbeentitledtoafreeOneDriveaccountwith1TBworthofstoragewhichcanstorealargeamountofpresentations.ToconnecttheaccountgotoFile->Account->SignIn->Signinwithyourdetails.

Onceyouhavecompletedthesigninprocess,therelevantconnectedserviceswillbeloaded.AtthispointtheusercanalsosignintotheMicrosoftOfficeStoretogetadditionalapplications.Atanytimetheuserisallowedtosignoutorswitchaccountstologinassomeoneelse.Atanypointintime,ifyouneedtoseetheuserthatiscurrentlyloggedin,youcanclickonthenameandswitchaccountsatthispoint.OneofthegreatbenefitstousingtheOneDriveserviceistheabilitytoaccessyourpresentationsanywhereatanytimenotrestrictingtheusertothecomputerusedtocreateit.

Creatinganewpresentation

Thissectionwilllookathowtocreateapresentationfromscratch,addingcontenttoitandsavingitsoitcanbeeditedatalatertime.Tostart,doubleclickthePowerPointicononthedesktoporfromthestartmenu.Thiswillstartthemainscreenofthesoftwarewhereanactualfileisnotopen.

Tocreateablankpresentation,clicktheoptionofthesamenameasitislistedasthefirstavailableoption.Thefirstthingdisplayedisablankslidewithplaceholdertext.Thegreysquaresthatarelocatedaroundthetextisknownasaplaceholder.ThisisPowerPoint’swaytogettheusertoquicklyaddtextandothercontenttotheslides.Tostarteditingthetextdirectly,clickthemousepointerwhereitsaysclicktoaddtitle.

Whenactivated,thetextwillgoawayandbereplacedbyablinkingcursor.Theusercannowstartenteringtextassdesired.Thisareawillrepresentthetitleofthepresentation,iftheuserpressesthereturnorenterkeyonthekeyboardthiswillmovethecursortoanewline.Toentertextinanotherplaceholder,simplyclickitandstarttypinginit.

Whentypinghasbeencompleted,themousepointercanbeclickedintoanyoneoftheremainingwhitespaceintheslide.Thiswillshowwhatthecompletedslidewilllooklike.Itisimportanttonotethatthebordersaroundtheplaceholdertextwilldisappearandtheslidewilllookcomplete.Theusercanatanytimeclickonthetexttocontinueeditingoraddingtexttoit.Ifthetextisdeletedfromit,itwillreturntobeingaplaceholderreadytoaccepttext.

Textdoesnothavetobeenteredintotheseplaceholdersifnotdesired.Theyaresimplythereforreferenceandwillnotshowupinthefinalpresentation.Theslidestotheleftofthemainscreen(thethumbnailview)canbeviewedasapreviewtoseewhatthefinalslidewilllooklike.AnewslidecanbeaddedbygoingintoHome->NewSlideandchoosingalayout.

Thisoptionwillgivetheuseranewslidewithnewplaceholdersforatitleandoneforcontent.Nowthattwoslidesareinthepresentation,theusercannavigatebyclickingbackandforthbetweentheslideslocatedinthethumbnailview.

ThepresentationcanbesavedbyclickingFile->SaveAs.TheuserwillhavetheoptiontosaveittotheOneDriveaccountthattheaccountiscurrentlylinkedto.Itcanalsobesavedonthecomputer,whichwillgiveacoupleofchoices.Thepresentationcaneitherbesavedtothedesktop,documents,recentlocationsthathavebeensavedtooranylocationtheuserwillchoose.Tochoosethelocationtosave,clickbrowseandchooseweredesiredbyusingthefamiliarWindowsdialogbox.

Creatingapresentationusingatemplateoratheme

Manytimesusersdonotwanttohaveasimple,plain,boringcanvasforapresentation.Thiswillnotgiveaverypleasingpresentationasitwillbewhiteandjustfilledwithcontent.Incaseslikethese,PowerPointprovidesthemeswhicharepre-builtstructureswithborders,fontsandgraphics.Therewillbenocontentbuiltinasthatwillhavetobeaddedbytheusersotheyareplaceholderstheretoaccepttextasnecessary.Tocreatea

newpresentationusingathemegotoHome->File->ClickNew.

Thisisthesimilarscreenthatwasusedtocreateablankpresentationpreviously,butnowathemecanbeselectedtoaddtothepresentation.PowerPoint2016providestheuserwithover20themestochoosetoaddtotheirpresentationortheusercanlookonlineforadditionalthemes.

Insomeofthethemes,theusercanchooseacolorvariantandbeabletochoosemoreimagestoadd.Thevariouscontentlayoutscanbeviewedtoseewhichoneisdesirableandonceoneisfoundclickcreate.Thiswillloadoneslidesimilartowhentheblankcanvaswasloaded.Theusercannowclickintotheplaceholderstoaddcontentandtextasbefore.Thefontsandcolorswillbechangedaccordingtothedesignoftheselectedtheme.

Athemewillgivethedesignelementsofaslidewithnocontenthoweveratemplatewillgiveusaslidethathasbeenpre-designedwithathemeandcontentbuiltin.Theusercanclickintothesearchforonlinetemplatesandthemessearchboxtosearchfortemplates.Typethesearchcriteriaasdesiredandclickthemagnifyingglassbesidetheboxandthenviewthetemplatesthatareretunedintheresults.

Usingtemplateswithcontentintherecanbegreatforsomepresentationsasitcangiveyouaheadstartinthecreationofyourslides.Manyofthesetemplatesareusedfortheirstructuresandtheuserwilljustadjustthetextthatneedtobeeditedtotheirneeds.Oneexampleofthiscanbeanawardpresentation,theusercansimplyaddtheperson’snameandtheinformationonthetypeofawardwhileusingthestructureandothercontentinthepresentation.Thefilecanbesavedasnormalasdiscussedbefore.

Changingthemesinthepresentation

Anewthemecanbeaddedtoapresentationatanytimewhileyouareworkingonit.Thereisneverarightorwrongtimetoaddathemetotheslides.Itisimportanttomentionthattheusercanaddathemetooneslideorhaveeachslidecontainingadifferenttheme.Firstly,wewilldiscussaddingathemetotheentirepresentation.Todothis,clickontheDesignRibbonandunderhereyouwillseealistofthemesalsowithalistofColorVariances.

Thiswilllooksomewhatsimilartowhenthethemeswerechosenintheearlierdiscussion.Clickonthearrowwiththelineaboveitandthiswilldisplayadditionalthemesthatcanbeadded.Themousecanbehoveredoverthethemetogetapreviewofwhatitwilllooklike.Thecolorvariancecanbeseenandwhilehoveringthemouseallthedifferentchoicescanbeseenthatareavailable.

Whilelookingontheavailablethemes,insteadofclickingonthethemewhichwillapplythistoeveryslide,rightclickonit.ItwillgiveoptionstoApplyittoAllSlidesortoSelectedSlides.TheSelectedSlideswilljustapplythethemetotheSelectedSlideatthemoment.

ControllinghowthepresentationlooksusingSlideMasters

Thebuiltinthemesgivestheuseragreatbasetostartfromandbuildupon.However,thesecanbefine-tunedandbedevelopedasnecessary.Thecolorscanbechangedonthe

smallestlevelwhichcanallowtheusertocolormatchothercontentinthepresentation.Thefontscallalsobechangedandthesechangescanallbeappliedtoallslides.ThebasedesignforanythemeisreferredtoastheSlideMaster.ThereisaSlideMasterthatisassociatedwitheachthemethatisappliedinthepresentation.

TheSlideMastercontainsthelayoutsthatareusedinthetheme.ItisaccessedbygoingintoView->SlideMasterandthedifferentthemesusedinthepresentationcanbeseen.ThethumbnailsthatareshownwillcontainallthedifferentlayoutsandtheSlideMasterwillshowhowmanyslidesareusingthatparticularlayout.

Thismeansthatiftheuserattemptstomakeanychangetoatheme,theywillknowifitisusedbyotherslides.Tomakeachange,clickanddragthemousetohighlighttheplaceholdertext.Atthispoint,theusercanadjustthesize,boldthelettersorchangethecolorofthetext.

Iadditiontobeingabletochangefontproperties,layoutscanalsobechanged.Oncetheplaceholderisclicked,theusercanmoveitaroundanddetermineanewlocationontheslide.Otherchangessuchastheslidecolorcanbemadeandthechangecanbeappliedtoanyotherslidethatusesthislayout.

WhilemakingthevariouschangestheusercanclickontheHomeribbontoolbartochangethefontpropertiesaswell.TheMasterViewcanbeclosedoutandtheusercanreturntothedirecteditingofthepresentationcontent.ThisisdonebyclickingontheSlideMasterRibbontoolbar->thenclickCloseMasterView.Thiswillreturntothepresentationandthechangesthatweremadewillbeupdated.

IftheuserclicksonNewSlide,theywillseethatthelayoutwillbeorganizedwiththechangesdonebefore.ThisisoneofthewaystochangethelookandfeelofthepresentationusingtheSlideMaster.

AddingHeaderandFooter

Headersandfooterscanbeeasilyaddedtoapresentationifdesiredbytheuser.Afootersuchasacopyrightorconfidentialnotificationcanbeplacedatthebottomoftheslidecanbedone.Toaddafooter,gotoInsertTab->ClickHeaderandFooter.Onthedialogbox,entriescanbemadeaboutwhatistobeincludedonthefooter.Anexampleofthisistoincludethedateandtimeontheslide.

Theareawillbecomedarkwhichwillindicatethatthisentrywillappearontheslide.Otherfeaturessuchasslidenumberscanbeenteredaswell.BylookingontheFooter,itwillbeclearwheretheentrywillbelocatedontheslide.Iftheuserdecidestoremovetheseelementsatanytime,theoptioncanbeun-checked.Acustomizedfootercanbeinsertedbyplacingacheckboxnexttothefooterandenterthetextdesired.Oneofthegreatfeaturesoffootersisthattheycanbeupdatedeasilywhenthechangesarenecessaryfromonecentralplace.

Theusercanchoosewhethertheywantthefootertoappearonthetitleslideornot.Thereisanoptionthatallowsfordifferentfooterstobeavailabletoaparticularslideorallslides.Oncethechangesaredone,itwillbeinstantlyreflectedonthebottomofallslides.

Ifthereisanyneedtomakeadditionalchanges,clickHeaderandFooterandselectwhatneedstobechanged.

BackstageViewandFileOptions

Manytimes,whenauserisworkinginonepresentationandwouldliketomovetoanotherone,theyusuallyclosethefirstoneandopenthenextone.Thisisnotnecessarilythecase,everythingwillhappenBackstagewhichisatermMicrosoftusesforthingsthatarebeingdonewithafile.ToaccesstheBackstagearea,clickFileonthetoolbarandthiswillenablethe“BackstageView”.AtthispointanewPowerPointfilecanbeopened,openanexistingfile,printafileorsavetheoneyouarecurrentlyworkingon.

Thefilecanalsobesharedorexportedfromthisareaaswell.Thereisalsoanoptiontocompletelycloseoutthefileinitsentirety.WhileintheBackstage,thereistheInfotabwhichgivesallthenecessaryinformationaboutthecurrentpresentation.Thepropertiesofthepresentationarelocatedtotherightofthescreenanditalsoprovidesusefulinformationonthefile.Informationlikethefilesize,theamountofslidescontained,whenthefilewascreatedandthetitleofthepresentation.

Additionally,ShowAllPropertiescanbeclickedonthebottomrightofthescreenandthiswillprovidemoreinformation.Informationprovidedwillincludehowmanywordsarecontained,ifthereareanymultimediaitems,ifthereareanycomments,whattemplateisbeingusedandotherusefulinformation.TheusercanalsoclickOpenFileLocationtoseethelocationthefileissavedin.

Iftheuserdesirestoreturntothepresentationtheywereworkingon,clickthearrowinthetopleftofthescreenanditwillgobacktothepresentation.

Workingwithslides

TherearemanywaystoaddslidesinPowerPoint.OnewayhasalreadybeencoveredbyourguidewhichwasselectingNewSlidewithintheHomeRibbonTabandselectingthecontentandstartpopulating.However,anewslidecanbeaddedwithoutselectingalayout.Itcanbedonebycreatinganewslideandusingthelayoutofthecurrentslide.Byusingthekeyboard,theusercanhitCtrl-Mtoquicklyaddaslide.ThefinalwaytodothisistorightclickthemouseandchooseNewSlide.Oncetheslidehasbeenselected,thelayoutcanbechangedbyensuringitistheslidecurrentlyintheselectedview.ThengointotheHomeRibbon->ClickingLayoutandchoosingwhichonesuitsyourneeds.Onceyouhaveselectedthelayoutyoudesire,youcanaddthetextasnecessary.

Afteraddingtext,youmaydesiretoaddsomepicturestothepresentationaswell.Themousepointercanbehoveredovertheinserticonswheretheusercaninsertatable,achart,SmartArtcontentorpictures.Asnecessary,morethingscanbeaddedtocompletethepresentation.Ifthissameslideisdesiredtobeusedagaininthesamepresentation,theusercanrightclickandchooseDuplicateSlide.Thiswillseeacopyoftheslideaddedtothepresentation.

Allthathastobeeditedisthetextoftheslide.Justclickintothecontentareasandyouwillbeabletoeditthetextorpicturesasnecessary.Ifatanytimethereareslidesthatneed

tobedeleted,theusercanremovethembydeletingthem.Theeasiestwaytodothisistochoosetheslide,andhittheDeletekeyonthekeyboard.Theslidecanalsoberightclickedandtheusercanchoose“DeleteSlide”.ThiscanalsobedonebyholdingdowntheShiftkeyandselectingmultipleslidesandthenhittingtheDeletekeyorrightclickingandclickingDelete.Theslidecanbedeselectedbyclickingawayfromthemoncetheyareselected.

ModifyingtheSlideLayout

Ifafteraddingtextandcontent,youdecidetochangethelayoutoftheslidethiscanbedonequiteeasily.Youwillnothavetodeleteorrecreatethecontent,thelayoutcanbechangedatthatpointifdesired.

WhiletheslideisselectedclickontheHomeRibbon->ClickLayout.Itwilldisplayalltheavailablethemesanditcanbechanged.Justclickthelayoutdesiredanditwillrearrangetheslidesasnecessarytoconformtotheselectedlayout.Allthetextwillbeleftinplaceandnotchanged.

Oneofthelayoutscalled“ContentwithCaption”willarrangethelayoutquitenicelyallowingthedetailstobeeasilyreadable.Insomecasesinlayoutswithplaceholders,theusermayfindthattheyhaveaccidentallymovedtheplaceholderalittlebit,butthatisfineasitcanberesettoitsoriginallayout.

LocatedundertheHomeRibbonTab->Layout->Reset.Thisactionwillputthepresentationbacktotheoriginalsettingswiththecurrentavailablecontentinthelayout.Thiscanbeusedtoresetthepresentationasmuchaspossible.

Someuserswhofindthemselveschangingthelayoutsveryoftenshouldconsidermakingacustomlayoutthatcanbeusedoverandover.ThiscanbedoneintheSlideMasterView.ThisisaccessedinView->SlideMasterwhereyoucancreatethecustomlayout.Onceyouhaveconfiguredthelayouthowyoudesire,rightclickontheslideandchooseRenameLayout.ItwillshowCustomLayoutbydefaultbutthatcanberenamedasdesired.

TheusercanexitthisviewbyclickingtheSlideMasterRibbonTabandchoosingCloseMasterView.Whentheuserattemptstochoosealayoutinthefuturetheywillhaveavailablethecustomlayoutasanoptionaswell.

SlideSections

OneofthestandoutfeaturesofPowerPointistobeabletoseparatetheslidesintodifferentsections.Thiscandoneintwoways.ThefirstwayisadivisionthatonlyPowerPointandtheuserwillbeawareof.Whatthismeansthatitwillmakeiteasierfortheusertoorganizethepresentationvisuallyintosections.Thesecondtypeofdivisionisalsoavisualonethatcanbeusedbythecreatorandtheaudiencewhichisanactualheaderslide.Thisisagoodapproachasitallowsthepresentertopausetocatchabreathwhiletheaudiencecanregroupandrefocusonthecontent.

Animportantnotetounderstandisthatsectionscanbeusedwithoutusingthevisualheaderslidehoweveritisagreathabittoadapttoyourpresentationdesign.Todothis,

clickinbetweentheslidesthatneedtobeseparatedintosection.ThenaddanewslidefromtheHomeRibbonandchoosetheSectionHeaderoption.Therewillbeatitleandasubheadingthatcanbecompletedasnecessary.Thisishowthedivisionsarecreatedbyusingthesectionheader.

Oncethesectionheadingsareinplace,PowerPointwillhavetoknowaboutthem.Alogicalsectioncanbecreatedinthepresentationandthisisdonebyinsertingthemousewhereonesectionwillendandthenewonewillbegin.GototheHomeRibbon->Section->AddSectionanditwillshowthedifferentsectionsandshowwhichslidesarepartofwhichsections.

TheusercanrightclickandthenselectRenameSectionandgivethesectionaname.Thesectionscanbenamedtoalloweasysortingandallowstheusertofindparticularcontentfaster.Thisalsohelpstoreducevisualclutterwithmanyslides.

TheusercanclickSectionintheHomeRibbontabandchooseCollapseAll.Thiswillcollapseeverysectionthathasbeencreatedinthepresentation.Theusercanquicklyfindouthowmanyslidesareineachsectionandclicktoexpandthesectionconveniently.SectioncanalsobeclickedagaintoselectRemoveAllSectionsiftheyarenotrequiredanymoreoritcanbeexpandedtoseealloftheslides.

ItisalsoveryconvenienttoworkintheSlideSortermode.ThismodeisaccessedbygoingtotheViewRibbon->SlideSorter.Underthisselectionyoucancollapseorexpandthesectionsasnecessary.Thisviewisveryusefulastheusercannavigateandeasilyseealltheslidesthatarecontainedinthesections.Thisallowsforeasyrearrangingoftheslidestobecompletelyorganized.Workingwithsectionswillprovetomaketheorganizationofthepresentationmucheasier.

RearrangingSlides

Insomecases,thedevelopmentofapresentationisaconstantlyevolvingprocess.Atthebeginningofthedevelopmenttheusermayhaveanoutstandingplanandwhilecreatingtheymayfindadifferentwaytodeliverit.Theflowofthepresentationisimportantsotheslidescanberearrangedeachtimetheideasoftheuserwillchange.Torearrangetheslides,theycanbeclickedanddraggedwiththemouseandreleasedonceplacedinthedesiredspot.Iftheslideneedstomovedown,theslidecanbemovedupordownasnecessary.

Themousecanbescrolledandtheuserreleasesitwhenthepointerisinaspotthatisgoodfortheslidetobeplacedin.MorethanoneslidecanbemovedaroundbyholdingdowntheShiftkeyandselectingtheslidesasnecessarythendraggingthemaround.

TheSlideSorterisagoodwaycombinedwiththesectionstorearrangelargechunksoftheslidesinagiventime.Thisisagreatfeaturetohavewhilemakingapresentationasitishelpstohavethepresentationproperlyorganized.Usingsectionswillhelptoavoidthisproblemandmakethingseasiertoberearrangedquicker.Whentheslideshavebeenfullyrearranged,clicktheViewTab->Normalandgobacktoregularslideediting.

AddingPicturestoClipArt

Inthepreviousareas,wehaveaddedimagestothepresentationusingtheplaceholderswhichmadeadifference.Picturesmakeagreatdifferencewhenaddedtoapresentationastheycanstrengthenwordsandcreateavisualinterest.

TheeasiestwaytoinsertanimageintotheslideistochangetotheInsertTab->selectpictures.Browsethecomputerandselectthepicturefromasavedlocation.Atthispointthereisnoplaceholdersothepicturecanbeplacedanywhereasnecessary.

Theusercanclickanddragtheimagewhichwillproduceguidesonthesheet.Theseguidesappeartohelptheusercenterthepictureinaccordancewithotherelements.Theimagecanbemadesmallerorlargerasdesired.Thisisdonebyclickinganddragginganydiagonalpointontheimagetoadjustit.Itisimportanttonotethatthisisthefouroutsidepointsthatareusedtodothis.Themiddlepointswillskewtheimagewhenselected.Thismeansthatitwillshrinkorstretchit.

Whenhandlingpictures,anewtabwillappear,calledthePicturetoolstab.ThistabcanbeselectedandchoosetheoptiontoResetPicture.Iftheuserclicksonthepulldownarrow,thesizeandthepicturecanberesetasitwasoriginallyloadedintothepresentation.

ThebackgroundcanbeadjustedbasedontheneedsoftheuserbygoingintoFormatBackground.Adesignpanewillbeshownontherightofthescreen.Itwillgivetheusersomechoicestoeditthebackgroundsuchassolidfill,gradientorpatternfill.

AligningobjectsusingaGuide

Essentially,aPowerPointslideisabigwhitesquaretofillwithdynamiccontent.Theusershouldaimtobuildgreatpresentationsthatlookpolishedandwhereeverythinglooksaligned.Guidesareusedtoachieveproperalignmentbetweentheobjectandanotherexistingobject.Theseguideswillautomaticallyappearwhentheobjectiscenteredorhasevenspacingwithanotherobject.Tousetheguidesfeature,youwillwanttoensurethattheguidesareturnedon.

ThisisdonebyclickingtheViewRibbontabandthenclickingthearrowthatpointstotherightunderneaththeGuidesection.ThiswillprovideadditionaloptionsfortheGridandGuides.Ensurethatacheckmarkisselectedfortheoptiontodisplaysmartguideswhenshapesarealigned.TheOKbuttoncanbeclickedtocomeoutofthedialogbox.

Anotheralternativeistoaddingpictureistodraganddroptheimagefromafolderdirectlyontheslide.Ifmultipleimagesareselectedtheywillallbeplacedontheslide.Itmayappearthatitisoneimageplacedbuttheyareallontopofeachothersoonceselectedandmovedaroundtherestwillappear.

Theymayappearsmallsotheusermayneedtoadjustthesizeoftheimagesusingthepointsasdescribedbefore.Oncetheimagesstarttomovearoundthentheguideswillappeartolettheuserpayattentiontoalignment.Thiswillallowtheusertobeabletomakethepresentationasneataspossible.

FormattingandaddingPictureEffects

Whenpictureshavebeenaddedtothepresentation,theycanbeaccentuatedwithshadows,backgroundsandvariouseffects.Todothis,whilethepictureishighlighted,gotothe

PictureToolsFormattabthatwillappearoncetheuserclicksonthepicture.Oneofthefirstthingsthatcanbedonetoanimageistomakecorrectionstoit.Correctionssuchassoftening,blurry,sharpeningandcrispcanbedonetotheimage.Ifthemousepointerismovedovereachofthesettings,itwillshowapreviewofwhattheimagewiththeappliedchangewilllooklike.

Artisticeffectscanbeaddedtothepicturesuchasturningittoawatercolorpicture.Itcanalsobere-coloredifdesiredaccordingtoacolorinthepresentationtheme.Theimagescanalsobecompressedtoreducethefilesizeandthussavesomespace.Alsoifachangewasmadethatyouarenotcomfortablewithyoucanalwaysresetthepicture

Whenapictureisresetitwillreturntotheoriginalwayitwasinsertedintotheslide.PicturestylescanbeaddedbyclickingthedownarrownexttoPictureStyles.Therewillbealotofpresetchoicesavailablethattheusercanchoosefrom.Whenthemouseishoveredoveritwillshowthepreviewandthedesiredonecanbechosen.Pictureeffectscanalsobeselectedinasimilarwaybyclickingthedownarrowandlookingatthepresetchoices.

Optionssuchasshadows,reflections,glowsandsoftedgescanbeaddedtoanimage.Oncechangeshavebeenmadetheuserhastheoptionofcopyingandpastingtheactualformattingoftheslide.ThisisdonebyusingtheFormatPaintertool,withtheimageselectedgotheHomeRibbon->FormatPainter.Gotothenextslidetheformattingshouldbeappliedtoandtheiconwillchangewhenthemouseishoveredoverit.Whenthepaintbrushappears,clickonceonthepictureandittheformattingwillbeapplied.

SomecasesmayrequirethepicturetobecroppedandthisisdonebyclickingthePictureToolsFormattab->ClickingCropthentheblacklinescanbeclickedanddraggedasnecessarytocropthephoto.Thiswillallowyoutochoosewhatyouwanttoincludeinthephoto.Whensatisfiedwiththecrop,clicktheCropbuttononceagainandtheusercannowresizethephotoasdesired.

ObjectLayering

Theorderinwhichobjectsareplacedontopofeachothercanplayacriticalroleinthedesignofthepresentation.Theeffectcanmakethedifferencetoshowifthepresentationwasdonehurriedlyoritwasdesignedbeautifully.Detailscanbefinedtunedsoobjectsandcanbeproperlyorganizedintoanorderofhowtheyareplacedoneachother.Thisbecomesveryimportantwhenyouarehandlingtextboxes,photosandothercontentthatwilloverlap.Theorderinwhichelementsareaddedmakesthenewestobjectbetheonethatisshownontop.

Toadjusttheorderofphotos,theusercanchoosethephotothatisontopandifthatphotoshouldgounderneaththeotherstheusercanrightclick->SendtoBack.Ifthephotoisstillabovetheoneyouneed,repeatthisstep.Thiswillchangethelayerorderofthepictureandmoveitbehindthepicturethatwasoriginalbelowit.

Onthecontrary,ifthepictureshouldbebroughttothefront,theusershouldrightclick->BringtoFront.Thesetipscanallowtheusertouseobjectlayeringtomaketheimportantpartsofthepresentationstandout.

Removingthebackgroundfrompictures

Whileaddingpicturesinpresentations,insomecasesabackgroundmaycauseanissuewiththepicture.Someofthepictureshavebackgroundsthatdonotmakeitlookcleanandpolishedwhenaddedtoapresentation.However,thereisabuilt-intoolthatcanhelptheusertoremovethebackground.

Thetoolwillsetatransparentbackgroundsowhatevercolortheslidehaswillbeshownaroundthepicture.Todothis,clickonthepictureandthenclickontheformatribbontab.Ontheleftofthescreen,therewillbeanoptionfortheremovebackgroundtool.Oncethisisselected,partsofthepicturewillremainandpartofitwilldisappear.

AnotherthingthatwouldneedtobedoneistotellPowerPointwhatareasoftheimageyouwouldwanttokeep.Thisisdonebyensuringthatthewidthandlengthofthephotoisoutlinesbyadjustingthegreybulletpoints.ThereisanadditionalfeaturethatcanbeselectedontheleftsideofthescreencalledmarkareasthatwillindicatetoPowerPointwhatpartsoftheimageshouldbekept.

Theusercandrawalinetoshowthesoftwareexactlywhatshouldremainuntiltheyaresatisfiedwiththeresults.Oncecompletedwiththechanges,clickkeepchangesatthetopwhenfinishedwithalledits.

TheEyedroppertool

ColorscanbeselectedinthepresentationbyusingtheEyedropperTool.Thistoolwillallowtheusertochooseasinglecolorfromanyimagethatisonaslideandapplyitonthepalette.Thiswillallowittobeusedonotherslides.

Whenthereisapictureonaslidewherethecoloristobeuseditisdoneinthefollowingway.Asanexample,tochangethebackgroundofaslidetoachosencolor,itisdonebygoingtotheDesignRibbontab->FormatBackgroundontherightsideofthescreen.IntheFormatBackgroundPane,chooseaSolidFillandthenclickthedownarrowthatisbesidethepaintcan.ThenchoosetheEyedropperandoncethemousepointerismovedovertheslideamagnifyingglassshowingthecolortheEyedropperispresentlyover.

Itisimportanttonotethatasthepointermovesitwillfinetunethecolor.Itwilladjustasthepointerismovedandtheuserisfreetochooseanycolortheydesirethatisontheslide,thisalsoincludestext.Thisisalsoagreatwaytomatchlogocolorsandotherthings.Inanycolorchoosingscreentheeyedroppertoolcanbeused.

BulletPoints

BulletPointsareoneofthetenetsofPowerPoint.Itisashortandeasywaytopointoutyourmessagetotheaudienceofthepresentation.Ithelpsboththepresenterandtheaudiencetokeepthembothfocusedandalwaysdirectthemonwhattotalkabout.

Bulletscanalsobeconvertedintosub-bulletsbyhittingthetabbuttononthekeyboard.Anotherbulletpointcanbecreatedbyplacingthecursorwherethenewbulletshouldbeandtheenterkeycanbepressed.Sometimestheusercreatesanindentedbulletpointbyaccidentallypressingthetabkey,toundothis,pressandholdtheShiftkeyandpressthetabkey.Ifyouneedtoputbackanindentjustpressthetabkeyagain.

ThebulletstylescanbechangedbygoingtotheHomeTabRibbon->Clickthedownarrowthatisnexttobullets.Thevariousstyleswillbeshownandtheusercanmaketheirchoice.TheusercanalsoclickBulletsandNumberingandbeabletoaccessmorebullettypestochoosefrom.Optionssuchassizeandcolorofbulletscanalsobeadjustedasdesired.

TocreateanumberedlisttheusercandragandhighlightallthetextandthengototheHomeTabRibbon->ClickNumbering.Thiswillturntheselecteditemsintoanumberedlist.Similartobulletlistsanewnumberedareacanbedonebyplacingthecursorwheredesiredandhittingtheenterkeyonthekeyboard,PowerPointwillautomaticallyrenumberthelist.

AnitemcanberemovedfromthelistandPowerPointwillagainadjustthenumberingasnecessary.Alsojustlikebulletpoints,theusercanclickthedownarrowbesideNumberingandchoosefromthevarioustypes.BulletsandNumberingcanalsobeusedtochangethesizeandcoloroftheoutlineforms.

Usingtheoutlinemodetoeditcontent

Attimestheusermaychoosetoaddoreditcontentdirectlywithoutanyinterventionfrompictures,clipartorotherdesignsinthepresentation.Thisiswhattheoutlinemodeisusedfor,itwillgivetheuseratextonlyversionoftheslidessotheycanbeediteddirectly.Toaccessthismode,clicktheViewRibbonTab->ClicktheOutlineView.Thiswillenablethetextversionoftheslides.Theslidethatisselectedwillshowontherightandasthechangesaremadeitwillshowontheright.

TheslidescanevenberearrangedbyclickinganddraggingandmovingthemaroundinthepresentationsimilartowhatcanbedoneintheregularNavigatorView.TheuserhastheoptionofcreatingallthetextinMicrosoftWordandthencomeintotheOutlineModeandcopyandpasteanditwillbethereinanoutline.OnceintheOutlineViewandfinished,gototheViewRibbonTab->ClickNormalanditwillgobacktotheregularediting.Thisisagreatwaytoaddcontentquicklytothepresentation.

FormattingtextandaddingWordArt

ThetextusedinthepresentationcanbemademuchflashierbyaddingWordArtandapplyingstyles.WordArtwillchangetheplaintexttosomethinggreatthatlookssomuchbetterthanbasictext.ToapplytheWordArttothetext,clickanddragtohighlightthetext.ThistimeinsteadofchangingfontpropertiesontheHomeRibbonTabtherewillbeaDrawingToolsFormatTabthathasnowappeared.

Oncethishasbeenclickedon,therewillbesomesuggestedWordArtstylesshown.Clickonthedownarrowtoseestylesthatcaninstantlychangethetext.InadditiontoWordArt,theusercanaddTextEffectssuchasreflections,3-Drotationsandshadows.Thetextcanalsobetransformedandifthemousepointerishoveredoverthetransformationapreviewofhowitisgoingtolookwillbeshown.Ifyouchoosetochangetheeditsthathavebeendone,gototheHomeRibbonTab->Layout->ResetanditwillreturntohowitwasbeforetheWordArtstyleswereadded.

Anentireplaceholder’stextcontentcanbechangedallatoncebyselectingtheplaceholder.Whileitisselectedallthefontpropertiessuchasmakingthefontslarger,smaller,boldorevenchangethecolor.WordArtcanbeappliedtothetextwhileallstillhavingtheDrawingToolsFormatoptionsavailable.Texteffectscanalsobeappliedhereaswell.

WorkingwithTextBoxes

Atextboxcanbeconsideredaplaceholderthatissomewhatsimilartotheonesthatwerebeinguseduptothispoint.Theuserhasthefreedomtoaddtheirowntextboxesandresizethem,changethefontinthemadessentiallymanipulatethemastheylike.

Toinsertatextboxintothepresentation,clickonInsertontotheRibbonTab->TextBox.Theusercanclickanywhereintothepresentationandatextboxcanbeadded.Onceitisaddeditcanstarttobepopulatedwithtextimmediately.Itcanalsobemovedanywhereontheslideasnecessary.

Thetextboxwillalsobesomewhattransparentwhenontheslideanditcanbeclickedordraggedtoselectthetextthatitcontains.Atthispoint,thingslikethetextpropertiessuchasbold-faced,largerorsmallerfontscanbeedited.EvenWordArtstylesandtexteffectscanbeadded.Oncetheslideiscompletedthetextboxcanbemovedaroundwhichdoesn’thavetoberightanglesonly.

Thetextboxcanbenudgedaroundtheslideusingthedirectionalarrowsonthekeyboardsoitcanbeplacedsomewheredifferent.Insomecasestheusermaywanttohavemultipletextboxesandwillnotwanttocreatedifferentonesallthetime.Therefore,theycanduplicateonethatisalreadyontheslidebypressingthecontrolkeyandtheletterDonthekeyboard.

ThiswillduplicatethetextboxandthiscanonlybedoneonceIamusingthetextboxonthesameslide.Therewillnowbeadifferenttextboxthatcanbemovedandeditedasnecessary.Whiletheeditingoftextisdone,thisnewtextboxwillretainthepropertiesoftheoriginaltextbox.Thisisusefulasinsomepresentations,theusermayhavedonealotofworkandsonotwishtoduplicatetheworkittooktomaketheoriginal.

Theusercanalsocopyatextboxifthatapproachisdesired.Todothis,choosethetextbox->rightclickonitandchoosecopy.Gototheareathattheslideistobeplacedandrightclick->Paste.Thetextboxcanbenudgedandsetupwheredesiredwiththetextbeingeditableasusual.

WhentheuserinsertsanewtextboxbygoingtoInsert->TextBoxanddrawingtheboundariesofthetextbox.Oncethisisdone,youcanpopulateitwithtextasnecessary.Theboxcanbeadjustedandthetextwillchangeaccordingly.Theboxcanalsobedraggedandplacedanywhereonthescreen.

Thecreationandformattingoftables

Presentationsareusedtoreviewdifferenttypesofdataforusers.Thisdatacanbesalesresults,daytodaybusinessoperationsorprojections.TablescanbeeasilycreatedinPowerPointtoacceptthedataasnecessary.Withthecontentplaceholder,theusercan

clickInsertTableandthesoftwarewillprompttodeterminehowmanycolumnsandrowswhichcanbeselectedbytheuser.Iftheamountisnotknownatthistime,thatisfineasitcanbeadjustedlateron.ClickOkayandthetablewillbecreated.

Manydifferentformattingoptionswillbeavailablebutthefirstthingthatyoumaywanttodoistopopulatewithdata.Oncecreated,thefirstcellwillcontainthecursororthemousepointercanbeclickedtheretoacceptthedata.Tomovebetweenthecellsormovetoanewline,touchtheTabkeywhichwillmovethecursoreachtime.

Informationcanbecopiedandpastedintothetableasnecessaryorthedatacanbetypedin.Oncetheuserisinthelastcellofthetable,touchingtheTabbuttonwillautomaticallyinsertanewrowintothetable.Tablesareagreatwaytofacilitatedataentryandoncethetableiscompleteditcanbeformatted.TherewillbeanewtoolbarontheribboncalledTableTools,thiswillallowtheusertoworkonthedesignandthelayoutofthetable.

Startingwiththedesign,underTableStyle,theusercanchangehowthetablelooks.Thecolorarebasedonthethemesandoncethemouseishoveredoverityoucanseehowitwilllookinthetable.Effectscanalsobeaddedtothetablessuchasshadowsetc.Borderscanbeaddedandthethicknessofthelinecanbedetermined.TableStyleoptionscanalsobesetasdesired.

Theheightandwidthofthecellscanbeadjustedbyhoveringthemouseoverthebordersanddraggingwiththemouse.Itcanbedoneforcolumnsorrowsandtheentiretablecanbeadjustedbyclickingonanddraggingtheoutsidepointsandchangingthesize.ThetextinthecellcanbeadjustedbyclickingandhighlightingthetextandgoingtotheHomeRibbonandadjustingthefontproperties.

Nowlookingatthelayout,gototheLayoutTab,thiswillenabletheusertomakedecisionsaboutthetable.Whereverthecursorislocated,rowscanbeinsertedabovewherethecursorisorbelowwhereitis.Columnscanalsobeinsertedtotheleftortotherightofthecursor.ThearrownexttoDeletecanbeclickedandtheusercanchoosewhethertheywanttoDeleteColumnsorRowsortheentiretable.Theusercanalsoentertheheightandwidthofthetablemanually.

Optionstochoosethealignmentofthecellcanbedonebyhighlightingtheroworthecolumnandclickingthedesiredalignment.

InsertingExcelTables

WhiletheuserhastheabilitytocreatetablesrightinPowerPointthereisnoneedtoreinventthewheel.Manyofthetimes,tablestobeusedhavebeencreatedinExcelalready.Incasessuchasthis,theusercancreateaTitleSlideinPowerPointandthenaddtheirtitle.OpentheExcelfilecontainingthetableandclickanddragtohighlightthecellswithdata,rightclick->Copy.

ReturntothepresentationrightclickandlookatthePasteOptions.TheoptiontoPasteusingDestinationStyleswillgivetheabilitytoeditthetablelikeaPowerPointtable.TheusercanchoosetokeeptheSourceFormattingwhichwillalsomakethetableeditableinPowerPointandkeepthesourceformattingthewayitlookedinExcel.Essentially

embeddingtheExcelfile.

ThismovewillleaveacopyoftheoriginalfileinPowerPointsothatifthedataneedstoberevisedsomehowitwillopenupinExcel.ItisimportanttonotethatoncetheExcelfileislargeitwillmakethePowerPointpresentationlargeaswell.ThiscanalsoposeasecuritythreatmeaningthatanyonewhohasaccesstothispresentationwillinvariablyhaveaccesstotheExcelfile.

Itcanalsobepastedasapictureandthiscangiveadditionalbenefitssuchthatitcanbeformattedasapicturewithdifferenteffectsapplied.However,thedatawillnotbeeditableonceitispasted.ItcanalsobepastedaspuretextandalltheformattingcanbedoneinPowerPoint.

Research,LanguageandThesaurustools

Wehavecoveredthemajorityofinformationrelatedtoeditingcontent.Howeveroneofthemainreasonsforapresentationisgoodcontent.Thisshouldalwaysbeprimaryasyouwilllikeyouraudiencetobuyintowhatyouaretellingthem.ThePowerPointpresentationwilljustbeatoolfortheusertogettheirmessageacrossbutsometimesthewordsarenotaseasytodevelop.Again,therearesomebuiltintoolsthatcanbeusedforassistance.

ClickandhighlightawordinyourpresentationandclicktheReviewtabthenclickSmartLookup.ThiswillopenanInsightspaneontherightsideofthescreen.Thefirstthingthatwillappearisthepronunciationoftheword,adefinitionandexamplesinasentencealongwithsomesynonyms.AdditionaloptionssuchassearchingonWikipediaandalsoaBingsearchcanbedone.

Clickingonthedefinitiontabatthetopofthelistwillgivetheuseranextensivedefinitionlistandalargersynonymlistalongwiththeoriginoftheword.Thisisawonderfulwaytoenhancethepresentationespeciallyifyouwanttoboostthepresentationfromboringtoexciting.TheXcanbeclickedtocloseoutthispaneanditisnowtimetolookattheSlogantab.Ifthepresentationisbeingshowntoaninternationalaudienceoryouarechangingthecountrythatyouarebeingpresentedtoatranslationoftextcanbedone.

TheusercandragandhighlightastringoftextandselecttheReviewtab.TheycanthenclickTranslate->TranslateSelectedtext.ClickYesonthepromptthatindicatesyouaresendingtextovertheinternettobetranslated.ThefirstthingtobedoneistoselecttheFromlanguageandthendecidethelanguageitwillbetranslatedto.

Thereisanoptiontocopywhichwillleavetheoriginaltextintactandpastethetranslatedtextinitsowntextbox.Ofcoursethetextboxcanbemovedaroundasneededanywhereontheslide.Whencompleted,theusercanclosetheResearchpane.ByusingtheSmartLookupandLanguageToolstheusercannowbringtheirpresentationtoanaudiencetheymaynothavehadachancetoexperience.

FormattingandAddingVideofromyourcomputerandfromYouTube

Ifavideoneedstobeshowntoyouraudiencetherewillbenoneedtoconnectanaudioorvideosource.ThevideocanbeplayeddirectlyfromthePowerPointpresentation.TheincludedvideocanstoredonthecomputeroronYouTube(pendingthatthecomputerhas

anactiveinternetconnection).

Thestepstoaddavideoareasfollows.GototheInsertRibbonTabandallthewaytotherightsideofthescreenclickthepulldownnexttoVideo.TherewillbetwochoicesOnlineVideoandVideoonMyPC.ThefirstonewewilllookonisOnlineVideo,therewillbetwooptionsavailable.TheusercandoaYouTubesearchdirectlyfromPowerPointandthesearchresultswillbethumbnailswhichcanbeclickedtobeincludedinthepresentation.Thereisalsoanoptiontopastevideoembedcode.ThisisusefulifthesourceisnotfromYouTubeoriftheuserknowstheexactvideotheywantfromYouTube.Thecodefromanyvideosourcetheydesirecanbeaddedtothepresentation.

ToaddavideofromYouTube,firstfindthevideothatyouwouldliketouseandclicktheSharebuttonundertheYouTubevideo.Atthispoint,clickEmbedandrightclickontheiFramecodeandchoosecopy.Gobacktothepresentationandpastetheembedcodewhenpromptedtodoso.Whenadded,therewillbetwonewribbontabs,thevideotoolsFormattabandthevideotoolsPlaybacktab.

Thevideocanbetestedbyclickingplayontheleftsideofthescreen.ItwillloadfromYouTubeandyoucanverifythatthevideowillplayproblemfree.Now,avideocanbeaddedfromthecomputer.ThisisdonebyclickingInsert->VideoandthenchooseVideoonmyPC.Browseusingthedialogboxtofindthefileonthecomputer,selectitandthenclickInsert.Bydefault,thevideowillfilltheentirescreen.

Thisway,whentheslideisactivated,thevideowillplayfullscreen.Itdoesnothavetoplaythiswaythough,therearetwotabsFormatandPlayback.Therearewaystogetthevideotolookthewayyouwantitto.Theusercanclickanddragtoresizethevideoandmoveitaroundtheslideasnecessary.Effectssuchasframesandoutlinescanbeadded,bordersorevencroppingthevideotoashapecanbedone.Atanytimethevideocanbetestedbyclickingtheplaybutton.Itwillplaywiththeshapeortheeffectshavebeenadded,itwillnotbeaffected.

Thecolortoneoftheentirevideocanbeadjustedifneeded.TheusercanchoosethePosterFrameofthevideo.Thisframeiswhateveryonewillseewhentheylandontheslide.Themousecanbeclickedanddraggedtochooseaframeandwhensatisfied,clickPosterFrameagainandthenchooseCurrentFrame.Oncetheformattingissortedout,theplaybackoptionscannowbeset.

WorkingwithVideoClips

Nowthatthevideohasbeeninsertedintoourslide,somefunctionalitycannowbeaddedtoit.ChoosetheslideandtheVideoToolsRibbontabwillappear.Intheprevioussection,wefocusedontheFormattingoptionsandnowwewilllookatthePlaybacktabtolookonthefunctionalityofthevideo.Thereisacoupleofoptionsthatcanbeadjustedinthisarea.Oneofthefirstthingsyouwouldwanttodecideishowthevideoisgoingtostartplaying.Theusershoulddecidewhetheritwillstartwhenthemouseisclickedorautomaticallywhentheslideisinitiated.Onlythecreatorofthepresentationcandecidethis.

Anotherdecisiontobemadeistoknowifyouneedtohaveapreambletothemoviebeforeitstarts.Ifitwillstartautomaticallyyouwillneedtokeepthisinmindwhenyou

areabouttoprogresstotheslide.Ifso,youwillhavetointroducethemoviebeforeyoutransitiontotheslide.ItcanbeloopeduntilitisstoppedoritcankeepplayinguntilthePausebuttonispressed.ItcanalsoRewindafteritisfinishedplaying.Otheroptionsincludechoosingtoplayitfullscreenifitisnotalreadycoveringthecompleteslide.Youcanalsohidetheimagewhileitisnotplayingonthescreen.

Ifthevideostartabruptlyorendsabruptly,theusercanchoosetohavefadingoptionswhichwillhelpwiththeintroductionortheending.Ifthisisselected,youcanchoosehowlongitwilltaketofadeinorfadeout.AtanytimeyoucanchoosetopressPlaytoseethefadingoptioninaction.Youcanalsochoosetotrimthevideowhichischoosingwhenthevideostartsandwhenitends.Thisisparticularlyusefulinlongvideosthatcanbemadeshorterwithoutaffectingthecontent.Therewillbeagreenlinethatwillindicatewhenthevideowillstartandtheusercanclickanddragthelinetohavethevideostartlaterthanitwasoriginallysupposedto.

Theredbarwillindicatewhenthevideowillend.Thisbarcanalsobeadjustedtomakethevideoshorterifdesired.Ifthestarttimeandendtimeofthevideoareknown,thesecanbemanuallyinputintothetwoboxesthatareavailable.Theframescanalsobeadvancedtofinetunewhenthevideowillstartandend.OnceyouaresatisfiedwiththetrimmingoptionsyoucanclickOK.Thiswillgivetheuseravideoexactlyhowtheywantitandbehavingasdesired.

WorkingwithAudioFiles

Inthelastsections,wehavebeenworkingwithvideofiles,nowwewilllookataudiofiles.AnaudiofilecanbeaddedtotheslidebygoingtotheInsertRibbonTab.OntherightsideofthescreentheAudiooptioncanbeselected.TheusercanchooseanaudiofilethatisalreadyonthePCoronecanberecordedusingthemicrophoneattachedtothecomputer.Todothis,clickRecordAudio->givetheaudiofileanewnameandtostartrecordingclickthereddot.

Afterrecording,presstheStopbuttonandpressthePlaybuttontolistentotherecording.IfyouarenotsatisfiedwiththerecordingyoucanpressthereddotonceagainandonceyouarehappywithitpressOK.Thiswillplaceanewiconontheslideanditcanbedraggedaroundanywhereontheslide.Itisimportanttonotethatiftherearemultiplesoundsperslideputtheaudionotificationinthesamespot.

Thiswillallowtheuserstobeabletofindthemeasily.Thisisagreatwaytonarratetheslides.Thiswillbeagoodwaytonarrateslidesifsendingaphotoslideshowtosomeoneandusingthevoicetogivethematourwhilenavigatingthepresentation.Itwouldbehelpfultofindthesoundsymbolinthesameplaceoneveryslide.ThesoundcanbeinitiatedbypressingthePlaybutton.Therearesomeoptionsthatcanbedonewiththeaudiofilesimilartothevideofile.Oncetheaudiofileiconisselected,therewillbeanewribbonsectionwithtwotabsonit.

ThereisaformatsectionandaPlaybacksectionthathaveoptionstoadjusttheseindividualareasasnecessary.Someoftheoptionsarequietsimilartothoseseeninthevideooptions.Theaudiocanalsobetrimmedtomakeitshorterifitistoolong.Thegreen

iswheretheaudiowillstartanditcanbedraggedinwardstoshortentheaudio.Therediswheretheaudiowillendanditalsocanbedraggedinwardtoshortentheaudiofromtheend.Iftheaudiofilestartsorendsabruptlyitcanalsobefadedinorfadedoutasnecessary.

Iftheaudiocliphappenstobetooloudwhenplaying,thevolumecanbeadjustedtotheappropriatesetting.Alsolikethevideo,theusercanchoosehowtheywanttheaudiofiletostartplaying.Itcanbewhenthemouseisclickedorautomaticallywhentheslideisinitiated.Theaudiocanbeplayedacrossalltheslidesifthatisdesired.TheaudiofilecanalsobeloopeduntilitisstoppedmanuallybyhittingthePlayandPausebutton.Thereisalsoanoptiontochoosetohavethefileplayinthebackground.

Thiswillallowtheaudiotocontinuouslyplayacrossalltheslidesinthebackgroundwhichisgreatforthephotoslideshows.IfatanytimetheuserdecidesthattheydonotwanttheaudioanymoretheycanclicktheiconandhittheDeletekeyonthekeyboard.

SlideTransitions

SlideTransitionshavebeenforalongtimeanessentialelementofthePowerPointsoftwaregoingbacktotheearliestversion.Transitionsaretheanimationsthatareusedwheneachslidemovesfromonetothenext.Theanimationanditstimingcanbeflexiblewiththeuserhavingdifferenttransitionsforeachslideoritcanbeappliedtoeachslideinthepresentation.Itisimportanttonotethatifatransitionisslowandyouhavealargeamountofslides,thiscanaddasignificantamountoftimetothepresentation.

Toaddatransition,clickontheTransitionsRibbontab.Youwillfindthatthereareoptionsfortransitioningandifthedownarrowisclickedyouwillfindadditionaltypes.TheyarecategorizedintypesuchasExciting,SubtleandDynamicContent.Oncethetransitionisclicked,theuserwillseeapreviewofwhatitlookslike.Inexploringthetransitions,youwilleventuallyfindthatsomearefasterthanothers.AlsothereareadditionaloptionsforcertaintransitionscalledEffectOptions.

NoteveryslidehasanEffectOptionthatcanbeapplied.Oneoftheeffectsarethattheslidecanbepushedontothescreenfromanydirection.Left,right,toporbottom.Onceyoufindatransitionthatworksforyou,ifthetransitiontimesaretoofastorslowthedurationcanbeadjusted.Inthedurationsectionthespeedcanbeadjustedtowhatissuitabletoyou.TopreviewwhatitwilllooklikeclickPreviewontheleftofthescreen.

Theusercanalsochoosetouseasoundtoadvanceaslide.Optionscanalsobesetforhowtheslidewilladvance.Thisincludesiftheslidewilladvancewhenthemouseisclickedorafterasetamountoftime.Settingatimedtransitionisusefulforpresentationsthatareunmannedandisnotrecommendedforlivepresentations.Thiscanproveeventfulasitcaneasilyrunoutofsyncespeciallyifsomethingunexpectedhappensforinstanceanaudiencememberaskingaquestion.

Onceatransitionhasbeenselected,youcanmoveontothenextslideandchooseanothertransitionortheusercanclickApplytoAll.Thiswillapplytheexistingtransitiontoalltheslidesinthepresentation.Onceaslidehasatransitionassociatedwithittherewillbeastariconontheleftsideofthescreeninthenavigationpane.Anytimeduringthe

presentationorganizationyouwanttochangethetransitionordecideyouwillnotneedoneagainyoucangotoTransitionsandselectNone.Thiswillalsohavetobeappliedtoallifitistoberemovedfromallslides.

Animation–ObjectsandText

Animationcanbeaddedtopictures,textboxesandshapesinthepresentation.Whenanimationsarecreatedtheusershouldalwaysbearinmindhowitwillcoordinatewiththenarrationofthepresenter.Insomecasesanimationcanbeforfuntoaddjazztothepresentationandinothercasesitcanhavesomefunction.Insomepresentations,elementsmayneedtobeslowlyrevealedontheslide.

Todothisanimation,selectthepictureontheslideandthenselecttheAnimationsRibbontab.Underthistab,theuserwillseesomeanimationsthatcanbeusedandclickingthedownarrowwillrevealmore.Therearethreetypesofanimations,namely,EntranceAnimations,EmphasisAnimationandExitAnimation.TheEntranceanimationwillcontrolhowthepicturewillappearontheslide.TheEmphasisanimationwillcontrolapicturethatisalreadyontheslidewhiletheExitanimationwillcontrolhowthepictureleavestheslide.

Theanimationpanecanbeopenedtocontrolallthesettingsthathavebeenadjusted.Whenthisisopenitwillshowalltheanimationsthatareontheslide.Thiscanbeusedtosethoweachanimationwillhappen.Thisisusefuliftherearemultipleanimationsonasingleslide.ItisdonebysettingtheorderofthepictureanimationsintheAnimationsPane.Youcanalsosetherewhetheritwillbestartedwithamouseclickorautomatically.

Alltheanimationsinthepanecanbeeditedatoncebyselectingoneofthem,holdingdowntheshiftkeyonthekeyboardandselectingthelastone.Whileallofthemareselected,therewillbemoreoptionsshownontheAnimationPane.Anexampleofthisissettingthedurationoftheanimation.Thisisusefuliftherearealotofpictures,thespeedcanbeincreasedtoimproveefficiency.ATriggercanalsobeselectedanexampleofthisisiftheuserclicksonanyotherobjectthatisonetheslide.

Ifananimationneedstoberemoved,clicktheparticularoneandwhenselectedpresstheDeletekeyortheusercanrightclicktheanimationandclickRemove.Oncecompletedwithalltheanimationssettingsyoucancloseoutthisareaandreturntowork.

AddingSpeakernotes

Whenthepresentationhasbeencreatedandyouarepreparingfortheactualshowtherearesomeadditionalthingstobedone.Thisisanotherthingthatcanbedone.Itisnormalthatthepresentermaynotrememberallthepointsintheslidewhentheygettoit.ThatiswhyPowerPointhaswhatisknownasspeakernotes.Thesearenotesthatareseenonlyonthescreenofthecomputerofthepresenterandtheaudiencewillnotseethem.Toaddthesenotestoaslidesimplyclicktothebottomoftheslide(underneathit)andstarttyping.

Ifyoudonotseeanotesareatostarttypingitcanbetoggledfromthestatusbar.Itcanbeturnedonoroffbyclickingonitwhenyouseethe“Clicktoaddnotes”thenyoucanput

thecursorthereandstarttyping.Speakernotescanbeaddedtononeoftheslidesorallofthem.Itiscompletelyuptotheusertodeterminewheretheywanttoplacetheirkeypointstorememberthem.Thenotescanstillbetoggledonoroffbutthatagainwillbeuptotheuseriftheywanttousethemornot.

HandoutMasters

ThehandoutfeatureofPowerPointcanbeconsideredtobeoneofthemostunderutilizedfeaturesofthesoftware.PowerPointallowsuserstoeasilyprinttheirslidesfortheaudienceevenincludingaspacetotakenotes.Theusercanusethebuiltinhandouttemplatesorthehandoutmastercanbeedited.

IfyouwouldliketoviewthehandoutmastergototheViewRibbontabandchooseHandoutMaster.Iftheuserdesirestohaveaparticularstyleofhandout,itcanbechosenfromthisview.Thehandoutorientationcanbechosen,theslidesizeandhowmanyslidestobeoneachpage.Threeslidesperpageisagoodoneasitprovidesaspacetotakenotesnexttoeachslide.

Theusercanalsochoosewhattheywanttoseeoneachslide.Thisincludestheheader,footer,dateandpagenumbers.Itisimportanttoremembertheheaderandthefootercanbeedited.TheusercangotoInsert->HeaderandFooterandgotothenotesandhandoutstab.Atthispointtheusercandecidewhatwillappearonthehandoutswhentheyareprinted.Therecanalsobeacustomheaderandafootersuchasacopyrightnotewhenitisbeingprinted.

Whenitistimetoprintthehandouts,theusercangotoFile->Printandwithinthedialogueboxyoucanchoosehowmanyslidewillprintasahandout.Optionsaretheretoprintallslides,thecurrentslideorprintingacustomrange.Thatis,aspecificamountofslidethattheuserwouldliketoprint.Theycanalsochoosetoprintindividualsectionswhichisanotherusefulapplicationforsections.

Togetthehandouts,choosewhatkindoutslidestoprintensuringthathandoutsareselected.Thenchoosetheamountofslidesstartingfromoneallthewayuptonineslides.Asnotedbefore,thethreeslidesoptionwillgivethenotesontheside.Thereisapreviewofthehandoutshownanditwillstatehowmanypagesitwilltaketoprintthepresentation.Theusercanflipthroughthepagesandtosaveoninktheycanchoosetoprinttheminblackandwhiteorgreyscale.

Whenthehandoutsarereadytoprint,clicktheprintbuttonatthetopofthescreen.Thentoreturntothepresentation,clickthearrowinthetopleftofthescreen.

Rehearsingapresentation

Oneofthefactorsinbeingapresenteristoknowhowmuchtimeyouhavetoperformyourpresentation.Thisshouldalwaysbeinthemindofthecreatorofthepresentation.Itisonethingtoviewthepresentationonscreenanditisanothertospeakthepresentationoutloud.Therefore,itisadvisedtorehearsethepresentationbeforeitisperformedbeforeanaudiencethiswillensureyoutohaveaccuracyandprecisioninyourexecution.PowerPointhasaRehearseTimingsfeaturethatallowstheusertoassistwiththeir

rehearsal.ThisisdoneundertheSlideshowRibbonTab.

FromheretheusercanclicktheRehearseTimingsoption.Thiswilllaunchtheslideshowandthisiswhereyoucanstarttocriticyourpresentation.Theusercanstarttopracticetheirtalkingasifyouarepresentingtheshow.Togotothenextslide,touchtherightarrowonthekeyboardorthemousecanbeclicked.HoverthemouseoverthevideoandclickPlaytostartthevideo.

ThePauseSlideoptioncanbeusedtostopthepresentationiftheuserneedstorecomposethemselvesorchangethewaytheyarepresenting.WhenreadytoproceedclicktheResumeRecordingtostartthepresentationonceagain.Thereissomethingtopointoutatthispoint,therearetwonumbersatthetopofthescreen.Thenumberthatisrightmostisthecurrentelapsedtimeofthepresentationandthenumberoftheleftsideishowmuchtimewasspentontheselectedslide.

TheusercanclickEsconthekeyboardtoreturntotheworkscreen.PowerPointwilltelltheuserhowlongitwasfortheslideshowanditwillaskiftheuserwantstosavethenewslidetimings.Onebenefittosavingthisisthatyoucanseehowlongthetimingsare.GototheSlideSorter->Viewanditwillshowhowmuchtimewasspentoneachslide.

Anotherwaythiscanbeusefulisthatifyounoticethattoomuchtimeisspentonaparticularslideitcanindicatethatitmightneedtobebrokenintomultipleslides.Alternatively,ifaslideistooshortandthepaceofthepresentationisaffectedthenitmightbewisetoeliminateitfromthepresentationaltogether.WhenyouuseRehearseTimingsandyouperfectthetimingsoftheslides,youwillfindthatyourpresentationwillflowfluidlywithperfecttiming.

Adding/ViewingComments

Somepresentationsmayhaveadditionalpresentersandwillnotbedonebyonepersononly.Possiblythetalkmaybereviewprocessorsimplymayneedtogetsomefeedbackoradviceonthepresentation.TheusercancollaborateonthepresentationrightinPowerPointbyaddingandreadingcommentsontheslides.Youwillgetanotificationthatapresentationoroneoftheslideshasacomment.Youwillbeabletoseethattheslidehasacommentindicatedbyaballoonicononthetopleftofthescreen.Additionally,ifthiswasthefirsttimethepresentationwasbeingopenedandithascommentsonit,PowerPointwillindicateontherightsideofthescreenofthePowerPoint.

Therearetwowaystoviewcomments.TheusercanclickonthewordCommentsthatisinthestatusbaronthebottomofthescreenortheycanclickonthebottomiconitself.Itwillopenthecommentpaneontherightsideofthescreenandtheusercanreadthecommentandseethedateitwasaddedtotheslide.Therearetwoactionsthatcanbedonewiththiscommentandthatisdeleteitorreplytoit.Todeleteit,clicktheXonthetoprightsideofthecommentandtoreplytoit,simplyclickReplyandtypethetextandpressenter.

Thereplywillgettaggedwiththeuser’snameandthenexttimesomeoneopensthepresentationtheywillgetthenotificationabouttheresponse.Therewillalsobeavisualnotificationshowingmultipleballoonsturningthecommentintoathreadedconversation.

ThecollaboratorscanclicktheNewbuttonandaddanewresponsethatdoesn’thavetoberelatedtotheconversationontheslide.Therewillbenoneedtogothrougheachslidetoseeifthereisacommentassociatedwithit,theusercanclicktheNextandPreviousbuttonstogothroughthepresentationanditwillshowthenextoccurrenceofaslidethathasacomment.

Thecommentcanbereadybytheuserandtheycanactonitrightaway.Anexampleofthisisinthespeakernotestheymaytypesomethingwrong,itcanbeeditedrightaway.Thecommentcanbedeletedfromhereonceithasbeenaddressed.Theusercancontinuetotheirpresentationandgobacktoworking.Toclosethecommentpane,clicktheXonthetoprightsideofthescreen.

AcommentcanbeaddedtoanyslideatanytimebyclickingtheCommentsfromthebottomstatusbar.ItwillopenthecommentspaneandwhiletheuserisontheslidetheywanttoaddacommenttoclickNew.Toclosethecommentspane,clicktheXonthetoprightsideofthescreenandthismakesthepresentationtrulycollaborative.

ReviewingandComparingchangeswithothers

Whenmanypersonsarecollaboratingonapresentation,itmaybedifficulttofollowthedifferentversionsthatareouttherealongwithchangesthatareapprovedetc.ThechangesdonecanbetrackedwiththeReviewRibbontabanditcanevenbemarkedasfinaltoindicatethatistheonetobeused.Itisadvisedbeforestartingthisprocessitisbesttosaveanoriginalversionbeforeanyworkisdone.

Oncethisisdoneandthesafecopyandthereviewcopyhasbeenestablishedandcanbesentoutasanattachment.AnotheroptionistoshareitdirectlyfromSharePointorOneDrive.Howeveritisshared,toseethechangesgototheReviewTab->clickCompareanddialogboxwillopen.

ThisiswheretheuserwillnavigatetotheoriginalversionandthenclickMergeandbothcopieswillbemergedtogether.Atthispointtheuserwillstillhavethecontrolastheycanacceptorrejectthechangesthathavebeenmade.Thereisarevisionspanethatwouldbeontherightofthescreenwhichwillshowtherevisionsmadetothedocument.

IftheusergoesontheSlidetabtheycanseeanoverviewwhattheslidewilllooklike.Whentheuserseesthechangethathasbeenmade,theycanacceptthechangebyselectingAccept->AcceptChange.TheusercanalsochoosetoAcceptAllChangetoThisSlideortheycanAcceptAllChangestothePresentationwithoutseeingthem.

Onauserlevel,thechangescanbeacceptedbasedonwhodidit.ThisisdonebyselectingtheirnameandthenclickingtoAcceptAllChangesbythisreviewer.Consequently,thedownarrowtotherightoftheslidecanbeclickedandthechangesbythisreviewercanberejected.Inordertocarrythisout,acheckboxhastobeplacedbesidetheirnamefirst.Ifthechangeistobeaccepted,theusercanclickonitandplacethecheckboxnexttoit.PowerPointwillthenacceptthechangeanditcanbenotedthatthechangewillbeaddedtotheslides.

Toseethenextchangethathasbeenmade,theusercanclickthenextbuttononthe

Reviewtab.Insteadofusingacheckboxnexttoit,thechangecanalsobeacceptedbyclickingAccept->AcceptChange.Ifthereisachangethatyoudonotwanttoaddtothepresentationsimplyleaveituncheckedanditwillnotbeinsertedintothepresentation.

Whenallreviewinghasbeencompleted,clickEndReview.Thiswillclosethereviewprocessandleaveanyunappliedchanges.Thechangeswithoutanycheckboxesbesidethemwillbediscarded.Onceallchangeshavebeendoneandyouarenowsureyourversionisfinal,markitastheFinalVersion.Thiswilllockthefileforeditingandturnitintoareadonlyfile.

Itisimportanttonotethatthismethoddoesnotstandasanabsolutesecurityfeatureasitcanbeunlocked.Itissimplyafeatureofconveniencetoensureeveryoneknowstheexactversiontheyshouldbeusing.UndertheFileTab,theusercanclickunderProtectPresentationandcanchooseMarkasFinalhereaswell.ThisindicatesthatthepresentationwillbeMarkedasFinalandthenitwillbesaved.ConfirmthisallbyclickingOkayandtherewillbeanotificationtoshowthateditingiscomplete.

Whenthefileisopened,itwillshowthatithasbeenMarkedasFinal.Thisisprimarilywhyitisnotasecurityfeatureasitcanbeclickedtobeaccessedandeditedhoweverinitiallyitwillbeareadonlyfile.Thesemethodshelptoreducetheconfusionofwhichpresentationwillbethefinaloneaftercollaboratorshavemadetheirchangesonthesamedocument.

Runningaslideshow

Afterorganizingthepresentation,addingthemesandgraphics,bulletpointsandtimingrehearsals,thepresentationisreadyfortheaudience.Thereareacoupleofwaysthepresentationcanbesetuptobeviewedbytheaudience.Thefirstassumptionisthatthepresentationwillberunonalaptoporcomputerthathasbeenconnectedtoaprojectororanexternalmonitortoshowtheaudience.Tostarttheslideshow,itcanbedoneundertheSlideShowRibbontab->PlayfromBeginningortheF5keyonthekeyboard.

Whatisshownonthescreeniswhattheaudiencewillseeonyouroutput.Theprogresstheslides,themousecanbeclickedortherightarrowonthekeyboardcanbepressed.Tomovebackwards,presstheleftarrow.TocomeoutofthepresentationtheEsckeycanbepressedonthekeyboard.IfyouwouldliketostarttheslideshowfromanypointusetheSlideShowRibbontabandchoosefromtheCurrentSlideorwiththeselectselectedholddowntheShiftkeyandpresstheF5buttononthekeyboard.

Thiswillstartthepresentationfromthecurrentslideintheslidenavigator.Themousecanbeusedtoadvancetheslide.Alltheanimationsthatweresetupwillbesee.Thefinalclickofthemousewillbringtheusertotheendofthepresentation.Onemoremouseclickwillexitthepresentation.

Manytimesinapresentation,theuserwouldliketokeeptheaudience’sfocusonthemandnotontheslides.Inthisinstance,theywillnotwanttheaudienceviewingapictureforalongtime.Therefore,thescreencanbequicklyblankedbyrightclickingthemousethenchoosingScreenthenchooseaBlackorWhiteScreen.Therearetwodifferenceswiththistypes,thewhitescreencanstartleyouraudienceinsomeinstancesasitisverybright.

Alternatively,theblackscreenmayalsohavethemwonderingifthereisatechnicaldifficultywiththepresentation.

Thesecanbothbegoodoptionsforkeepingthefocusonthepresenterandnottheslide.Togobacktotheslide,clickthemouseandthepresentationcancontinue.

PresenterView

Manytimes,PowerPointpresentationsaredeliveredinthesameway.Thatis,theaudiencewatchingthepresentationonalargescreen.Thepresenterwillbefacingtheaudiencewiththeircomputerwiththepresentationonit.Thissetupgivesthepresenterahugeadvantageastheycanseea“special”viewonthecomputermonitorbuttheaudiencewillnotseethis.ThisviewiscalledthePresenterViewandtousethis,changetotheSlideshowRibbontabandensuretheUsePresenterViewischeckedon.

TheusercanselectwhichmonitorwillhavethePresenterViewonit.Inmostcases,thereisonlyonemonitorsoitwillnotbecomplicated.ManypersonsstartitwhentheyarerunningtheirpresentationandthentheycanrightclickontheslideandchooseShowPresenterView.Thereisanumberofthingsthatcanbeseenhere.Oneofwhichistheslidetimerwhichisshownontheleftsideofthescreen.

Itmaybedistractingforsomepersons,soifitis,itcanbepaused.Thetimercanalsobereset.GototherighthandofthescreenandIcanseethecurrenttimewhichcanprovetobeusefulifitmaybedifficulttostopthepresentation.Thecurrentslidethatisonwillbeshownandontherightsideofthescreentheusercanseethenextslidethatwillbeupcomingsothepresentercanprepareadequatelyforit.Ifthereareanyspeakernotesontheslideitwillbelistedonthebottomofthescreen.Thefontcanbechangedifsodesired.Ifthespeakernotesaretoosmallthentheusercanclickthe“A”whichwillmakeitbiggerorifthetextistoobigthesmaller“A”willreducethesize.

LocatedbelowtheslideandhereyouwillfindtheAnnotationsPen.Theusercanjumpfromslidetoslidetobeabletozoomintoslidesbetter.Thisisgreatintimeswhenthereissomethinginthepresentationtolookatclosely.

Theslidescanalsobemovedbackandforthbetweenbyusingthearrowkeys.Thereisindicationastohowmayslidesthereare.ToendtheslideshowclickEndSlideshowatthetopofthescreen.

Highlighting,Annotating,Zooming,JumpingtoDifferentSections/SlidesDuringaSlideshow

Oncethepresentationhasstarted,thecursorcanbemovedtothebottomleftsideofthescreenwherethepeniconcanbeclicked.Therearesometoolsintherethatcanbeusedandoneofthemisthelaserpointer.Thiscanbeselectedandbringaparticularpointintheslideshowintofocusthattheaudienceneedstopayattentionto.

Thistooldoesnotmarktheslideshow,itjustillustrateswheretheyshouldlook.Inthepeniconthereisalsoahighlighter.Ifthisischosen,thenseveralareascanbemarkedthatareaimportant.Ifneedsbe,theerasercanbeusedtoeraseanythingthathasbeenmarkedon.Inadditiontothehighlighterthereisthepentool,thiscanbeusedtodrawonthe

slide.

Thisoptionsallowstheusertowriteanddoanythingtheydeemnecessaryontheslide.Oncethewritingontheslidehasbeencompleted,theusercanchoosetousetheerasertoremovewhathasbeenwrittentostartover.Infact,theycanmakecolorchanges,swapbackideasormarksomethingelseasdesired.Whenslidesareprogressed,theannotationswillremainonthem.

Theslidecanalsobezoomedsoifthereisaparticulardetailthatneedstobeseencloserthatisnotaproblem.ThisisdonebyclickingtheMagnifyingGlassiconandfindingtheparticularareaoftheslidethatneedstobeenlarged.Clickontheareaanditwillbeenlargedandtozoombackouttheusershouldrightclickwiththemouse.

Theusercanjumptoanyslidetheywantwithoutgoingbackfirst.Thereisajumptoslideiconthatcanbeclickedwhichisinthemiddleoftheiconrow.

Atthispoint,therewillbeagreatoverviewoftheslides.Anyslidecanbeclickedontojumptotheparticularsection.Whentheuseriscompletemovingaround,presstheEsckeytoexitthepresentationandapromptwillshowtoconfirmiftheannotationsshouldbesaved.

Settingupslideshowsandcustomshows

Therearesomeotherwaystorunaslideshowwithouttheuserbeingincontrolofthemouse.ItcanbesetupinsomethingcalledtheKioskmodewhichisperfectforleavingascreenwhereyouareshowingpicturesforaslideshow.Todothis,gototheSlideShowRibbonTabandgotoSetUpSlideShow.Itisunderthistabthattheslideshowcanbesetupthisway.Asadefault,theshowtypeisforaspeakerandtheslideswillprogressmanually.Thismeansthattheuserwillhavetoclickthemousetomovetheslides.

Thereisalsoanoptionofmovingtheslidesusingtimingisthisoptionispresent.Thereareacoupleofwaystodotimingsespeciallywhendoingakioskpresentation.Forthekioskpresentation,itisadefaulttohavetheshowloopcontinuouslyuntiltheuserpressestheEsckey.

Oneofthefirstwaystogettimingsintheshowistorecordtheslideshow.Thismethoddoesaddsomeformoftimingstotheslides.Thisslidescanbeusedfortheirtimingsinthekioskmode.Iftherearetimingsintheslideandyoudonotwishtousethem,theusercanclickClear->ClearTimingsonAllSlides.Thekioskmodewillalsouseanytimingsthathavebeensetupinslidetransitions.Theslidescanbeadvancedthroughmouseclicksorafteradesignatedamountoftime.

Thereisanotherwaytosetupanothertypeofslideshow,thisisthecustomslideshow.Thisisanexcellentapproachforapresentationthattooksometimetodevelop.Insteadofhavingdifferentversionsoftheslideshow,itcanbecustomizedtohavedifferentslidesappearfordifferenttargetaudiences.

Inessence,ifthereareslidesthataparticularaudiencedoesnotneedtosee,acustomshowcanbemadethatexcludesthatdatafromthem.Again,thisapproachallowstheusernottoworryabouthavingmultiplecopiesofthesamepresentation.Thiscouldleadtothe

userchoosingthewrongpresentationatanygiventimebecausesomeconfusioncouldexist.ChooseCustomSlideShowfromtheSlideShowRibbonandthenchooseCustomShows.ThiswillopenadialogueboxthentheusershouldclickNewtocreateaNewShow.

Anewnamecanbegiventotheshowandtheusercansetupacustomshowwithoutinformationthatdoesnothavetobeinthepresentation.Thisisdonebyplacingcheckboxesbesideeveryslidethatshouldappearinthepresentation.Whencompletedclicktheaddbuttonandalltheselectedslideswillbroughtover.IfaslidecomesoverthatinfactshouldnotbetherethentheusercanclickonitandclicktheXthenclickOK.Thecustomshowwillnowbebuiltandclosecanbeclickedtogobacktotheslideedit.

ThecustomslideshowcanbeviewedbygoingtotheSlideShowTab->CustomSlideShowandchoosetheonethatshouldbeplayedfromthepulldownmenu.AtanytimetheusercanclickCustomShows->SelecttheSlideShowanditcanbeeditedorremovedasnecessary.

SavingaCustomTheme

Afterchangingthethemeofthepresentationincludingthecolors,graphicsandlayoutthismaytakesometimetoreachtothispoint.However,timecanbesavedthenexttimebychoosingthispresentationbyusingthesamedesign.Thismeansthattherewillbeablankpresentationwithnocontentbutwithsimilardesignelements.Tosavetheme,gototheDesignRibbonTabandclickMoreinthethemesareaandchooseSaveCurrentTheme.

TousethisthemegotoFile->Newandchoosefromthepre-existingthemes.TherewillbeanewtabcalledCustomandwhenclickedyoushouldseethethemethatwascreatedearlier.Whenyourselectedthemeischosenyoushouldseeanewpresentationwithallthechanges.Thisisreallyusefulifagreatamountoftimehasbeenspentonapresentationanditisdesiredtouseitmultipletimes.

Reviewingapresentationforanstraycomments

Iftheuserwantstoreuseandshareapresentation,theywillnotwantittohavedraftmarkuponthepresentation.Thesoftwareunderstandsthis,thereforePowerPointmakesiteasytoremovethemarkupfromthefilebeforeitisfinalized.TheusercancheckformarkupbyselectingFilefromtheRibbontab->ClickInfo->CheckIssues->InspectDocument.Thethingsthatyouwanttoinspectforcanbeselected,anexampleofthisarecommentsandinkannotations.

AsearchcanalsobedoneforembeddeddocumentssuchasExcelfilesifthereispastedtabledata.EarlierwediscussedthesafetyissuesofapastedExceldocumentandtheDocumentInspectorcanfindthesedocuments.

Therecanalsobeacheckforpresentationnotes.Morethanlikelyifyouaresendingoutthepresentationyouwillnotwantspeakernotesinitastheymaybeprivatetoyouonly.WhenInspectisclicked,itwillshoweverythingthathasbeenfoundinthedocument.Itwillshowalistofwhatitfoundandanythingnotdesiredcanberemovedfromthislist.

Whencompleted,clickCloseandthenthebackarrowtogobacktothepresentation.

Savingapresentationasatemplate

Insomecasestheusermaywanttousecontentinadditiontodesignelements.Inthissituations,thepresentationcanbesavedasatemplate.Thiswillinvolvedeletingtheslidesthatarenotneededandkeepingthecontentneededandsavingitasatemplate.OnceyouhaveconfiguredyourtemplateasnecessarygotoFile->SaveAs->ChooseBrowseanddirectittowhereitshouldbesaved.AsusualthefiletypewillbedefaultedtoaPowerPointpresentationhoweveritshouldbechangedtoaPowerPointtemplate.

Touseit,clickFile->New->Customtobeabletoselectthesavedtemplates.Theusercanproceedtoaddslidesandadditionalcontentasnecessary.

Printingapresentation

Apresentationcanbeprintedifrequiredtodoso.Itdoesn’thavetobetheentirepresentation,itcanjustbeparticularslidesasneeded.ToprintthepresentationclickFile->Printandchoosetheprinterandthentheusercandecidewhattheywanttoprint.

Youcanchoosetoprintallslides,selectslidesorchoosethecurrentslideyouareon.Ifyouwantedtoprintparticularslidesyoucanputtheslidenumbersinseparatedbycommas.Thenextthingyouwouldwanttodoistodecidehowyouwouldwanttheslidestobeprinted,whetheritisafullpage,notespagethatincludesspeakernotes,outlineorhandouts.Thecolorschemeoftheprintscanalsobeselectedfromtheoptionsofcolor,grayscaleorblackandwhite.Whenthedesiredoptionsareselected,theamountofcopiescanbesetandclicktheprintbutton.Thebackarrowcanbeclickedtoreturntothepresentation.

RecordingandNarratingaSlideshow

Slideshowscanbenarratedandrecordedbytheuserasdesired.ThisisagreatapproachiftheuserplansonsavingthepresentationwhichcanincludeputtinginonaDVD,publishingittotheinternetorhavingpersonsviewitviaakiosk.AllthatisrequiredisamicrophoneandPowerPointwillprovideeverythingelsethatisnecessary.TheuserwilljusthavetoensurethatthemicrophoneworksandthentheyshouldgototheSlideShowRibbonTab->RecordSlideShowandchoosetostarttherecordingfromanyslidedesired.

Whentherecordingbegins,theusercanstarttalkingwhilegoingthroughtheslides.Youcandecidewhatyouwouldliketorecordbeforeitstartsandthisincludesslidetimingsandanyinkandannotationsthatwillbeaddedtotheslides.OnceyouclickStartRecordingitwillcommenceimmediately.Thenarrationcanbepausedbyclickingthepausebutton.

Onceyouarereadytoresumepressthepausekeyonceagainandyoucancontinueasnormal.Theslidescanbeadvancedbypressingthearrowkeysorclickingthemouse.Whentherecordingiscomplete,presstheEsckeytoclosetheslideshow.Youwillnownoticethatthereisanewicononthebottomrightofalltheslides.Thisisaspeakericonanditinformstheviewersthatthereisnarrationontheslide.

Thepresentationcanbeplayedandthevolumeadjustedbyhoveringthemousepointeroverthevolumecontrolsortheplaycontrols.Thereareoptionstoclearallthenarration,todothis,gototheSlideShowRibbonTab->clickRecordSlideShow->Clear.ThiswillallowyoutochoosetoClearTimingontheCurrentSlide,AllSlidesortheNarrationontheCurrentSlideoronAllSlides.Ifthisisdoneyouwillseethattheiconhasdisappearedandtherewillbenomore

Savingthepresentationasavideo

Thevideocanbesavedasanmp4videofileoraWindowsMediafiledirectlyfromPowerPointwithouthavingtohaveexperiencewithvideocreation.Thiswillevenincludetheaudioofthepresentation.ThisisdoneintheSlideshowTab,iftheuserhasrecordedtheslideshoworsetuptimings,thevideowillcaptureallthisinformation.Forslidesthatdonothaveanytimingornarrationassociated,theusercandefinehowlongtheslideshouldremainwithoutmovingtothenextslide.Toexporttheslides,clickFile->Export->CreateaVideo.

Therewillbeacoupleofthingsthatwouldneedtobedecidedbeforecompletingthetask.Oneofthemisthefilesizeandqualitythatyoudesiretheoutputtobe.Presentationqualitywillhavethelargestfilesizeandthebestqualitywhilelowqualitywillhaveasmallfilesizeandlowerquality.Choosingthelattermayresultinblurrypicturesandoverallpoorquality.ThereisalsotheInternetqualitywhichissuitableforinternetviewing/streaming.

Whenthatselectionhasbeendone,choosewhetherornotyouwouldliketousetherecordedtimingsandnarrations.Theusercanchoosewhethertheywouldliketousethesesettingsornot.Additionally,iftherearenoneonthepresentationthentheycanberecordedatthispoint.

Thereisanoptiontoreviewthefinalvideotoseewhatitwilllooklikebyclickingpreviewtimingsandnarrations.Bychoosingrecordedtimings,theusercanchoosethetimetospendoneachslidethatdoesnothaveatimingset.Oncecompleted,clickcreatevideoanditwillpromptforanameandthenyoucanchoosethetypeofvideoyouwillliketosave.Asmentionedbefore,itcanbesavedasanMPEG4oraWindowsMediaVideo.

Whenthishasallbeendoneyoucanclicksaveanddependingonthesizeofthepresentationitcouldtakesometimetosave.Todoublecheckthesize,rightclickonthepresentation->Choosepropertiesandyoucanseethetypeoffileitisandthesize.Oncethevideohasbeencreated,theusercandowhattheywantwithitsuchasemailingtoothers,playingonakioskoruploadingittoYouTube.

ExportingthePresentationasaPDForJPEG

AnotherimportantfeatureofPowerPointistheabilitytocreateaPDFofalltheslides.Thisisawayofsavingpaperbynothavingtoprinttheentirepresentation.ThisalsoensuresthatnoonewilleditorchangeanythingontheslidesliketheywouldonaregularPowerPointfile.ThisisdonebygoingtoFile->Export->CreatePDFdocument->CreatePDF/XPS.SaveittothedesiredlocationandchoosethefiletypePDFandthere

areoptionstooptimizeitforpublishingonlineandprinting.

Withintheoptionsthereareadditionaloptionsthatcanbefine-tunedtoadjustthePDFasnecessary.JustacurrentslidecanbeselectedorthecompletepresentationcanbeconvertedtoaPDF.ItcanalsobechosenwhetheryouwanttocreatethePDFfilebyusingthehandout,outlineview,speakernotesorslideoptions.ClickOkaythenPublishandthefilewillbecreated.

TheslidescanbeexportedasaJPEGfilealso.Youmaychooseifyouwanttoexportthecompletepresentationorjustasubsection.TosaveasaJPEG,gotoFile->Saveasandthenbrowseforalocation.IntheSaveasType,clickthedownarrowandtherewillbealistofoptionsthatitcanbesavedas.ItcanbenotedthatPDFcanbechosenheretoo,butthisisthewayforthegraphicformats,thereforechooseJPEG.Onceokayisclicked,PowerPointwillaskwhetheritisthecompletepresentationorjustparticularslidesshouldbesaved.

Sharingthepresentationwithothers

PowerPointmakesitquiteeasytoshareyourpresentationwithothers.Todothis,clickFile->Shareontheleftsideofthescreen.OnceyouchooseEmailPresentation,youwillbepresentedwithsomeoptionstosendasanattachmentorsendingalinktothepresentationsoeveryoneisworkingfromacentralfilelocation.

ThepresentationcanbesentasaPDFfileasexportedinthepreviousvideo.ThiswouldskipastepasyouwouldjustcreatethePDFandattachitasaregularattachment.ItcouldalsobesentasanXPSattachmentorsentasaninternetfax.Additionally,itcanbesavedtoOneDriveanditwillprompttosharethedocumentasdesired.

IftheuserclicksOneDrive,theywillalreadyhaveadedicatedfoldertosaveittothatlocation.Whenitissaved,youcandecidewhoyouwouldliketosharethedocumentwith.Onceyoudecidewhoyouaresharingitwith,tocandecidewhethertheycaneditorjustviewthedocument.

Amessagecanalsobeincludedforthem.Morepersonscanbeinvitedviathedialogueboxshownonthescreen.ASharingLinkcanalsoobtainedfromthebottomofthescreen.ThiswillshowanEditorViewonlylink.Byclickingontheselinkswillallowtheusertocopythemandsendthemtowhoevertheuserdesirestoshareitwith.Theleftarrowcanbeclickedtocomeoutofthisdialoguebox.

Theuseryouhavesharedwithwillgetaninvitationtoviewthedocument.Youwillalsoseethedifferentpermissionseveryonehastothedocument.Thiswillrepresentcollaboratinginthecloud.

PresentingLiveOnline

ThereisafreeservicewithinPowerPointcalledtheOfficePresentationService.Thiswillallowtheusertofollowalongwiththepresentationintheirwebbrowser.Thiscanalsobereferredtoaswebcasting.AMicrosoftaccountwillbeneededfirstandthiscanbeobtainedfreeontheirwebsite.IfyoualreadysubscribetoXboxLiveorOffice365youwillhaveone.Thereisacoupleofwaysausercanpresentonline.Theycanclickthe

SlideShowRibbonTabandchoosethePresentOnlineoption.Alternately,theycanclickFile->Share->ClickPresentOnline.

Theuserwillalsohavetodecidewhethertheywantaremoteviewertobeabletodownloadthepresentationoriftheyshouldjustwatchitontheirscreen.Ifyouarecurrentlysignedin,youcanclickPresentOnline.Microsoftwillgoaheadandpreparethepresentationanddependingonthesizeofthepresentationitcouldtakesometimetoprocessandbeready.Themainideaisthatyouwillscheduleatimewhenyouwillbepresentingonline.

Itisadvisabletotelltheaudiencewhenthepresentationwillcommenceandensurethattheyareproperlyinformedonwhereitwillbe.OnewaytodothisistocreateaGoogleEventandprovideeveryonewiththeURLsothattheycangoinandcheckthewebaddressofthewebcast.Personscouldalsoregisterwithyoubysendinganemailsoyoucouldrespondtothemwiththelinkofthewebcast.

Wheneverythingisallfinished,clickEndShowandthenclickEndOnlinePresentation.Onceitisended,anyonewhoispresentlyconnectedtoitwillbedisconnected.

InsertingDiagrams,Shapes&SlidestoSlides

InsertingShapes

ThenewPowerPoint2016allowsuserstoinsertshapeswhilecreatingapresentation.Usersareencouragedtoapplytheirpreviouslyacquiredknowledgeoflayering;specificallyskillsrelatedtotheplacementofcallouts.Thisisdesignedtodrawfocustotheprincipalpointofthepresentation.Toinsertthedesiredshape:

•GototheHomeRibbontab

•Taponthedropdownarrowlocatednexttotheshapes

•Selectthedesiredshapetobeinsertedintotheslide.

Usersareabletomaketheirselectionfromstandardshapes,rectangles,lines,arrows,equations,stars,flowchartsandcallouts.Theselectedshapeshouldbedrawnanddroppedintotheslideusingthemouse.Withthemousestillpressingdownontheshape,itcanbespreadandmadewiderorpushedinwardstominimize.Theshapecanbeadjustedasdesiredandatextboxinserted.Toinsertthetextbox,tapontheoptionto‘InsertTextBox’.Thetextboxcanthenbefilledwiththerelevantdata.

Note:

Userscanaddadditionalshapesatanypointandtoanyslideinthepresentation.

Tomodifyaninsertedshape,lookfortheyellowdotsthatsurroundtheshape.Pullingorpushingonthesedotswillallowtheusertoadjustthethicknessandlengthtothesizemostappropriatefortheslide.Tozoomintoaslidetoapplychangestoashape,simplyusethesliderlocatedtothebottomrightsideofthescreen.

Textboxescanbeaddedtoanyshapeinanefforttocreateamoreinformedandappealingpresentation.

FormattingShapes

Thecolor,effectandlinesonaninsertedshapecanbemodifiedtoportraythegeneralthemeoftheslide.Slidesforexamplethatdiscusstheaccoladesofanentityorindividualcanbeaccompaniedbymedalorstarshapes.Thesecanthembeadjustedtohaveamoreaward-typeappearance.

Tomodifythecoloroftheshape:

•tapontheshape

•selectthetabfor‘DrawingTools’/‘Format’

•Selectthecolordesiredinthe“ShapeFill”option.

Usersmayalsomodifythecoloroftheshapeoutlinebytappingontheoptionfor“ShapeEffects”;choosingtheeffectmostlikelytocreatethelookdesired.Usersalsohavetheoptionofadjustingthetransparencyoftheshape,tomakethewordingmorelegible.Theoptionfor“Line”canalsobeselectedtoremovetheoutlineoftheshapebeingused.Thefont,sizeandeffectsofthewordsinthetextboxinsertedcanalsobeformattedeitherforeffectorforappropriateness.Toalterthefont,sizeoreffectofthewordsintheboxesthroughtheslide,simply:

Rightclickontheinsideofthetextbox

Highlighttheportionofthetextyouwishtoadjust

Applythechangeasisdesired.Thechangescanincludemakingthewordingbolder,larger,smallerorapplyingitalicsforeffect.

Note:Thecalloutshapeshavebeensodesignedtoaccommodatetextsbeinginserted.Thismakeseditingtextdetailseasier.Usersneedonlytoright-clickonthetextandselectthe“EditText”option.

Theshapescanalsobemovedtomoreideallocationsasseenfit.Tomoveyourinsertedshape:

Tapontheshape

Clickonthefourwayarrowstothetopoftheshape

Movetheshapeandplaceinthedesiredareaoftheslide.

Thestylesofthevariousshapescanalsobeadjusted.Tomodifythesestyles,

Taponthe‘Format”tabtothetopofthescreen

Selectthedown-pointingarrowlocatedtotherightofthe“ShapeStyles”option

Whenthepanefortheformatshapeisdisplayedontherightofscreen,selectthepreferredoptionandapply.

CroppingaPicturetoaShape

Toenhancethepresentation,usersmayalsoopttoinsertthemes,preferredpatterns,colorsandcustomorpersonalizedphotosintovariousslides.Thesepreferredphotoscanbecustomizedandcroppedtoanyshapedesired.Tosuccessfullycompletethistask:

•Gotothe“ViewRibbon”tabandtab“SlideMaster”

•Identifytheslideorareainwhichtheimageistobeinserted.Movingthemouseorpointerovertheareawillidentifythearea,makingitpossiblefortheusertoidentifyifthecorrectslideisbeingedited.

•Inserttheimagebytappingontheoptionto‘Insert’followedbytheoptionfor‘Pictures’.

•Browseyourdeviceorthewebandtaponthedesiredphoto.

•Withthedesiredphotonowinserted,gotothetabfor‘PictureToolsFormat’andselect‘Crop’fromthedropdownarrow.

•Choosethe‘CroptoShape’optionandperusetheavailableshapes.Oncetheshapeisappliedtoyourphoto,theusermayresizeorrelocatethenewphotoshapeasdesired.Theusermayalsoopttousethedesignasawatermarkforaspecificslidefortheentirepresentation.

Mergingshapestocreateapersonalgraphic

PowerPointcanbeusedasagraphicalprogramtocreatesimplegraphicssuchaslogosetc.Itcanbeusedtocreateashapeifyoucannotfindtheshapethatyoudesiretouse.TheusercanaddshapesfromtheShapeMenuasdesiredandadjustthefillcoloroftheshapeasneeded.ThereareoptionssuchashittingtheCTRLkey–Donthekeyboardandthiswillduplicatetheshape.TheshapecanalsobeflippedorrotatedallfromundertheDrawingToolsFormattab.Theshiftkeycanbehelddownandclicktwoshapestohavethembothselected.ClicktheFormattab->MergeShapestojointheshapes.

Therewillbesomedifferentchoicesavailable,ifthemouseishoveredovertheselections,apreviewwillbeshowntotherightoftheslide.TheUnionoptionwillconverttheshapesintooneshape.Combiningtheshapeswillcutouttheoverlappingpartsoftheimage.Fragmentwilloutlinetheoverlappingpartsinsteadofcuttingthemout.TheIntersectoptionwillcutouteverythingexcepttheoverlappingpartsandSubtractwillsubtractoneshapefromthenext,includingtheoverlappingparts.

Afterdoingtheseeditsontheshapes,Effectscanalsobeaddedtothem.ThisisdonebyclickingShapeEffectsandtheusercanchooseoneofthepresetonestomatchtheirneeds.Utilizingoptionssuchassendtoback,shapeeffectsandmergingoftheshapes,theusercancreateuniquelookingobjectstogivegreatadditionstotheirpresentations.

CreatingandFormattingCharts

Chartscanbeabigpartofapresentation.ToinsertachartgotoinsertachartfromContentPlaceholderandtherewillbesomeselectionssuchascolumn,barcharts,line

chartsandareacharts.Eachoneofthecarttypeshasitsownsubtypesofchartsthatcanbeselectedaswell.ChoosetheonedesiredandclickOK.ThiswillopenaminiExcelwindowwhichtheusercanpopulatewiththeirdata.Whencompleted,clicktheXandthechartwillbeloaded.TheusercanclicktheChartTitletogiveitanewnameandthentherewillbesomeadditionalchartoptions.

Theplussigncanbeclickedandtheycanchoosewhatelementstheywanttoaddsuchasaxistitles,datalabelsandthelegendcanbehiddenaswell.Thepaintbrushiconcanbeclickedtochangethestyleofthechart.Thelookofthechartcanbechangedbychoosingfromsomepreformattedtypesandthefiltericoncanbeclickedtochoosewhatdatashouldbedisplayedinthechart.Whenthechartisselected,therewillbeaChartToolsRibbonTabatthetop.

FromthisRibbon,moreChartstylescanbeselectedbyclickingthedownarrowtoseeallthetypes.Thingssuchasshadowscanbeaddedtothecharts,includingcolors,chartelementsandotherlayoutoptions.Attherightsideofthescreentheusercaneditthedataifitneedstobechangedandthecharttypecanbechangedifsomethingelsemaybeabetterfit.

ThatishowachartcanbecreatedinPowerPoint.OnecanalsobepastedfromExcelifrequired.IfyouhaveachartthathasalreadybeenmadeinExcel,clickthechartandhitCtrl+Ctocopyitandgobacktothepresentation,rightclickandthepasteoptionswillbeavailable.

Iftheuserchoosetousethedestinationthemeandembedtheworkbook,thismeansthatyouwillbeusingthefontsandcolorsthatarebeingusedinthecurrentPowerPointtheme.EmbeddingtheWorkbookmeansthatitwillembedtheExcelWorkbookinthePowerPointpresentation.ItisimportanttonotethatthesizeoftheExceldocumentcouldinflatethesizeofthePowerPointpresentation.Alsothesamesecurityriskasdiscussedbeforewillbepresentedagain,asuserswillnowhaveaccesstothecontentoftheExcelfile.

ThesourceformattingcanalsobekeptandembedtheworkbookwhichstillpresentsthesameconcernsbutkeepingthesourceformattingwillkeepthesamelookandfeelasitdidinExcel.IftheuserchoosestousethedestinationthemeandlinkdatathismeansthatitwillkeepthePowerPointscolorschemebutitwillstillbelinkedtotheExcelfile.ThismeansthatifthecontentsoftheExcelfilearechanged,thechartwillalsochangeandbeupdatedaccordingly.

Onemoreoptionistoinsertthechartasapicture.Thiswillpresenttheleastamountofsecurityriskanditwillalsoaffectthefilesizetheleast.Thedownsideofthisisthatthedatacannotbeeditedbecauseitisapicture.However,picturestylescanbeappliedtoitasyoucoulddowithanyotherpicturethathasbeeninsertedintotheslide.

UsingSmartArttoCreateDiagrams

PowerPointcanbeusedtocreategreatdiagrams,flowchartsetc.ThisiscalledSmartArtandallthefunctionsyouneedisbuiltintoPowerPoint.Todothis,clickanddragtoselectallthetextandontheHomeRibbontabchooseConverttoSmartArt.Atthispoint,the

usercanchooseagraphicthatbestsuitstheirneeds.

Ifthemouseishoveredovereachonethenyouwillseeapreviewofwhatitwilllooklikeontheslide.Whenonehasbeenselected,therewillbetwonewtabsatthetop,SmartArtDesigntabandSmartArtFormatTab.OneofthefirstthingsthatcanbedoneistoselectaSmartArtstylebyclickingthedownarrowandmakingaselection.Thecolorscanbeadjustedtomaketheminterestingtolookat.

Dependingonwhichoneisselected,additionaloptionscanbeadjustedforeach.IfitatanypointyoudecideyoudonotwanttocontinuewiththeSmartArtchosen,clickonitoncetochooseitandclicktheSmartArtToolsDesignTabandanewlayoutcanbeselected.Additionally,theusercanclickmorelayoutsandyouwillgetabetterlistofthemsoaSmartArtgraphiccanbeeasilyfound.

AddingEquations

PowerPointcanhelptheusertopresenttheirequationseasilyiftheirpresentationrequiresthis.Toinsertanequationintheslide,gototheInsertRibbontabandchoosetheEquationoption.Clickthedownarrowwhereyouwillfindsomeequationsthatcangetyougoing.YoucouldalsoclickEquationandablankonewillbethereandtheDesigntabwillappear.

Atthispoint,theusercanentertheirownfractions,scripts,integrals,radicalsandanytypeofoperatorsandsignfunctions.Evenmathematicalsymbolscanbeaddedtothis.Byclickingthedownarrow,therewillbeaccesstogeometricsymbols,scripts,arrows,operators,basicmathsymbolsandGreekletters.AnothergreatfunctionofPowerPoint2016istheabilitytocreateinkequations.

Thisistheabilitytouseyourownhandwritingideallybyusingastylusalthoughamousecanbeused.Oncethemathematicalequationhasbeenwrittenitcanbepreviewedatthetopofthelist.PowerPointwillattempttofigureoutwhatyouaretryingtowrite,ifitgetsitwrongyoucanclickEraseandstartoverorchooseSelectandCorrectwhatitdidn’tfigureoutcorrectly.Oncetheequationhasbeencorrectedandeverythingisperfect,clicktheInsertbuttonanditisloadedintoPowerPoint.