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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.
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