Office 2016 In Depth

Joe Habraken is a computer technology professional, educator, and best-selling author with more than 25 years of experience in the information technology and digital media production fields. His books include numerous titles on the Microsoft Office application suite, computer networking, and Microsoft’s Windows Server network platform. Titles include Que’s Microsoft Office 2013 In Depth and Sams Teach Yourself Windows Server 2008 in 24 Hours. Joe is an associate professor of Communication at the University of New England in Biddeford, Maine, where he teaches a variety of digital media and information technology courses.

• Introduction 1I    Introduction to the Office 2016 Application Suite1    Getting Oriented to the Office 2016 Applications 5Introducing Office 2016 5New Features and Tools in Office 2016 8Saving and Sharing Files in the Cloud 8Editing Adobe Acrobat Files 9Other Office 2016 Improvements and Updates 10The Office 2016 Suite Applications 11The Different Versions of the Office 2016 Suite 12Hardware and Software Requirements for Office 2016 13Installing Office 2016 14Getting Help in the Office Applications 162    Navigating and Customizing the Office Interface 19Getting Familiar with the Office Interface 19Galleries 20Contextual Tabs 21Overview of the Office Application Window 22Navigating the Office Applications 25Working with the Ribbon 25Working in the Backstage 28Customizing an Application Interface 30Customizing the Ribbon 31Customizing the Quick Access Toolbar 33Customizing the Status Bar 36Configuring Application Options 37Advanced Option Settings 39Add-Ins 39Using Office Add-ins 40Using the Trust Center 41Trusted Publishers 43Trusted Locations 443    Managing and Sharing Office Files 47Understanding Office File Formats 47Saving Files as Different File Types 50Converting Files to Different File Types 51Configuring Save File Options 52Creating and Managing Files 54Managing Files 56Creating a New Folder 57Creating a New Library 58Viewing File Versions in an Application 59Searching for Office Files 60Sharing Files Using Homegroup 61Protecting an Office File 63Prepare a File for Sharing 654    Using and Creating Graphics 67The Office 2016 Options for Graphics and Pictures 67Working with SmartArt Graphics 70Inserting SmartArt Graphics 72Modifying SmartArt Graphics 74Working with Your Digital Pictures 77Inserting Pictures 77Adjusting Pictures 78Cropping an Image 81Using the Background Removal Tool 81Inserting Online Pictures 83Inserting Bing Image Search Results 84Inserting Facebook Images 84Inserting Flickr.com Images 85Inserting Images from Your OneDrive 86Using Shapes and the Office Drawing Tools 87Adding and Combining Multiple Shapes 88Formatting a Shape with the Drawing Tools 90Using the Screenshot Feature 91Using WordArt 935    Using the Office Apps 95What the Online Apps Can Do 96Where the Online Apps Live 97Saving Office Application Files to the Cloud 99Saving a File to OneDrive or OneDrive for Business 101Sharing a File Saved to the Cloud 102Using the Word Online app 104The Word Online App’s File Tab 105The Word Online App’s Home Tab 106The Word Online App’s Insert Tab 107The Word Online App’s Review Tab 108The Word Online App’s View Tab 108Using Excel Online 109The Excel Online App’s File Tab 109Working in the Excel Online App 110Inserting Functions and Charts in the Excel Online App 110Using PowerPoint Online 113Working with Slides 114Adding Pictures and SmartArt 115The Windows 10 Mobile Office Apps 116The Word Mobile App 117The Excel Mobile App 120II    Word6    Requisite Word: Essential Features 123Introducing Word 2016 123The Word 2016 Interface 123New Features and Improvements 125Options for Creating a New Word Document 126Using Templates 128Creating a Template 131Attaching a Template 133Navigating a Word Document 134Moving Around a Document with the Mouse 134Moving Around a Document with the Keyboard 135Selecting Text 136Understanding Document Formatting 137Character Formatting Versus Paragraph Formatting 137Manual Formatting Versus Styles and Themes 138Working with Fonts and Text Formatting 138Formatting Text 139Working with Paragraph Formatting 142Setting Paragraph Alignment 143Changing Line Spacing 144Setting Line and Page Breaks 145Setting Indents 146Working with Tabs 148Page Layout: Margins and Page Options 150Changing Margins 151Changing Page Orientation and Paper Size 152Inserting Page Breaks 152Printing Documents 1527    Enhancing Word Documents 155Creating Better Documents 155Creating Bulleted and Numbered Lists 156Bulleted Lists 156Numbered Lists 158Multilevel Lists 159Working with Borders and Shading 160Formatting with Themes 162Creating Headers and Footers 166Inserting Headers and Footers 167The Header and Footer Tools 168Working with Page Numbering 170Inserting Pictures, Clip Art, and Charts 171Inserting Pictures 172Inserting Online Pictures and Clip Art 173Inserting a Chart 175Integrating Text and Images 177Changing the Document Display 178Using the Navigation Pane 180Using the Outline View 181Splitting the Document Window 182Using the Review Tools 183Running Spelling and Grammar 183Using the Thesaurus 184Using the Insights Command 185Working with Quick Parts 186Creating and Inserting an AutoText Entry 186Creating and Inserting Building Blocks 187Configuring AutoCorrect 188Understanding Styles 189Using the Styles Gallery 190Creating Styles 191Editing Styles 192Managing Styles 1938    Working with Tables, Columns, and Sections 197Options for Adding a Table 197Inserting a Table 199Drawing a Table 201Converting Text to a Table 201Entering and Deleting Text and Navigating a Table 202Selecting and Positioning a Table 203Formatting Tables 204Adjusting Columns and Rows 206Formatting Cells 207Using Table Styles 209Sorting Table Data 211Using Formulas in Tables 212Adding Columns to a Document 214Understanding Sections 215Adding and Removing Section Breaks 216Formatting Page Attributes in a Section 2179    Managing Mailings and Forms 219Options for Mail-Related Documents 219Creating an Envelope 220Creating a Label or Labels 222Understanding Mass Mailings 223Performing a Mail Merge 223Using the Mail Merge Commands 225Understanding Recipient Lists 226Creating a Recipient List 227Editing and Manipulating a Recipient List 229Using Merge Fields 231Using Merge Rules 233Previewing Merge Results 234Completing the Merge 235Creating Merged Envelopes and Labels 235Understanding Word Fields 236Building a Form with Form Controls 23810    Creating Special Documents 241Options for Large Documents 241Creating a Table of Contents 242Creating a Table of Contents with Built-in Styles 243Creating a Table of Contents with Your Own Styles 244Adding Entries and Updating the TOC 246Building a TOC with Field Codes 247Working with Captions and Tables of Figures 249Inserting a Caption 249Inserting a Table of Figures 250Using Cross-References 251Generating an Index 253Marking Index Entries 254Inserting the Index 255Working with Citations and Bibliographies 256Creating Citations 256Managing Citations 257Inserting the Bibliography 258Inserting Footnotes and Endnotes 260Tracking Document Changes 261Options for Viewing Changes 264Reviewing Changes 265Comparing Documents 266Building a Better “Big” Document 268Creating Bookmarks 268Inserting Comments 269Creating a Master Document 270Working in Outline View 271Creating Subdocuments from Scratch 272Inserting Existing Document Files into a Master Document Outline 273Manipulating the Master Document 274III    Excel11    Requisite Excel: Essential Features 275Introducing Excel 2016 275Navigating the Excel Workspace 277The Excel Ribbon 278Moving Around a Worksheet 280Creating Workbooks and Worksheets 281Using Office.com Templates 281Inserting and Rearranging Worksheets 283Managing Excel Workbooks 284Protecting Workbooks and Worksheets 286Locking Cells 286Specifying Edit Ranges 288Preparing a Workbook for Sharing 290Managing Versions 291Entering Data in a Worksheet 291Entering Labels 292Entering Values 292Using AutoComplete 293Filling and Entering Series 294Using the Fill Handle 295Creating Custom Fill Lists 297Creating Custom Series 298Using Flash Fill 299Copying, Moving, and Deleting Cell Contents 299Using the Paste Special Dialog Box 302Moving Cells and Ranges 304Clearing and Deleting Cells 304Editing Cell Content 305Viewing Worksheets 306Printing Worksheets 308Using the Page Layout Commands 308Setting a Print Area 310Inserting Page Breaks 310Setting Print Titles 311Working on the Print Page 311Inserting Headers and Footers 31312    Worksheet Formatting and Management 315Formatting Text Entries 315Accessing the Format Cells Dialog Box 316Changing Text Orientation 317Formatting Values 318Using the Format Cells Dialog Box 320Creating Custom Number Formats 321Adding Comments to Cells 323Formatting Comment Text 324Deleting and Viewing Comments 324Using Themes 325Formatting Cells Using Borders and Color 326Adding Cell Borders 326Using Background Colors 328Using Cell Styles and the Format Painter 328Creating a Cell Style 329Using the Format Painter 330Using Conditional Formatting 330Using Highlight Cell Rules 331Using Top/Bottom Rules 332Using Data Bars 333Using Color Scales 334Using Icon Sets 334Creating Conditional Formatting Rules 334Manipulating Cells and Cell Content 336Inserting Cells 336Merging Cells and Wrapping Text 337Finding and Replacing Cell Items 337Working with Columns and Rows 339Changing Column Width and Row Height 339Inserting Columns and Rows 340Deleting Columns and Rows 340Hiding Columns and Rows 341Working with Worksheets 341Freezing Rows and Columns 341Splitting Worksheets 342Hiding Worksheets 343Naming Ranges 343Creating Range Names from Selections 345Managing Range Names 345Adding Images and Graphics to Worksheets 34613    Getting the Most from Formulas and Functions 349Performing Calculations in Excel Worksheets 349Relative Versus Absolute Referencing 351Creating and Editing Formulas 354Understanding Operator Precedence 355Entering Formulas 356Editing Formulas 356Working with Excel Functions 357Entering a Function in a Cell 358Using AutoSum 358Using the Status Bar Statistical Functions 360Using the Insert Function Dialog Box 360Using the Function Library 361Using Range Names in Formulas and Functions 364Inserting a Range Name into a Formula 364Inserting a Range Name into a Function 365Referencing Cells or Ranges on Other Worksheets 366Copying and Moving Formulas and Functions 368Choosing the Right Function 368Financial Functions 369Logical Functions 370Statistical Functions 372Lookup & Reference Functions 373Date & Time Functions 374Text Functions 375Other Function Categories 376Proofing Your Formulas and Functions 377Common Error Messages 377Using the Auditing Tools 379Using the Watch Window 38014    Enhancing Worksheets with Charts 383Understanding Excel Charts 383Chart Terminology 384Using Different Chart Types 387Creating Charts 393Inserting a Chart from the Ribbon 394Selecting a Recommended Chart 395Inserting Charts with the Quick Analysis Gallery 395Tools for Quickly Customizing a Chart 396Moving, Copying, or Deleting a Chart 397Modifying a Chart 398Changing Chart Type or Chart Data 398Selecting Chart Layouts and Styles 400Working with Chart Elements 402Modifying Titles and Data Labels 404Working with the Legend and Data Points 404Manipulating Axes and Gridlines 406Adding Trendlines, Drop Lines, and Bars to a Chart 406Creating a Combination Chart 410Working with a Pie of Pie Chart 411Creating a Custom Combination Chart 411Using Sparklines 413Creating Sparklines 413Modifying Sparklines 41415    Using Excel Tables and Pivottables 417Excel and Databases 417Defining a Table Range 418Creating a Table Using Styles 419Using the Table Tools 420Sorting Table Data 421How Excel Sorts Data 422Using the Sort Dialog Box 422Filtering Table Data 424Using the AutoFilter Search Box 425Creating Custom AutoFilters 425Filtering Tables with Slicers 428Creating Advanced Filters 429Using the Data Form 431Creating Outlines and Subtotals 432Working with External Data 435Importing Data from Access 436Importing a Web Table 437Importing Text Files 438Connecting to Other Data Sources 439Using Microsoft Query 441Viewing and Refreshing Connections 444Working with PivotTables 445Using the Recommended PivotTables Command 447Creating a PivotTable 447Working with the PivotTable Tools 450Using Slicers 45216    Validating and Analyzing Worksheet Data 453Taking Advantage of Data Validation 453Specifying Validation Criteria 454Configuring Input Messages and Error Alerts 456Circling Invalid Data 458Performing a What-If Analysis 459Creating a Data Table 460Creating Scenarios 462Viewing Scenarios and Creating Reports 464Using Goal Seek and Solver 466Working with Goal Seek 466Working with Solver 467IV    PowerPoint17    Requisite Powerpoint: Essential Features 471PowerPoint 2016 471Options for Creating a New Presentation 472Using Templates 473Using a Theme to Create a New Presentation 476Creating a Presentation from an Existing Presentation 477Inserting Slides from the Reuse Slides Task Pane 478Publishing Slides to a Library 479Creating a Template 480Inserting New Slides 481Entering Text 482Inserting Slides from a Word Outline 483Inserting Other Object Content 483Modifying a Slide’s Layout 484Working with Slides in Different Views 484Zooming In and Out 486Rulers, Gridlines, and Guides 487Color/Grayscale Commands 488Opening a New Presentation Window 489Rearranging and Deleting Slides 490Modifying Bulleted Lists 491Using Numbered Lists 493Viewing a Presentation During Editing 49318    Advanced Presentation Formatting, Themes, and Masters 495Working with Text Boxes and Formatting 495Inserting a Text Box 496Basic Text Formatting 497Formatting a Text Box with the Drawing Tools 499Selecting Quick Styles and Shape Attributes 499Shape Fill, Outline, and Effects 500Using WordArt Styles and Text Settings 503Arranging Text in Tables 507Inserting a Table on an Existing Slide 507Formatting a Table 507Table Layout Commands 508Working with Themes 510Applying Themes 511Applying Theme Variants 512Creating a Custom Theme 517Using Headers and Footers 517Understanding Masters 518Altering and Creating Master Slides 520Creating Layout Masters 522Using Slide Sections 52319    Better Slides with Clip Art, Pictures, and SmartArt 525Using Graphics to Enhance Slides 525Inserting a Picture 527Adding Online Images to Slides 529Creating a Photo Album 531Adjusting Picture Settings 532Configuring Album Layout Settings 533Working with Shapes 534Using SmartArt Graphics 535Inserting a SmartArt Graphic 538Converting Text to a SmartArt Graphic 539Using the SmartArt Tools 540Adding Charts to Slides 541Inserting a Chart onto a Slide 542Modifying and Formatting a Chart 544Working with Slide Objects 546Grouping Objects 546Layering Objects 546Adding Hyperlinks to Slides 54720    Enhancing Slides with Animation, Transitions, and Multimedia 549Animations versus Transitions 549Assigning Animation to a Slide Object 551Accessing Additional Animation Effects 553Using Motion Paths 554Advanced Animation Techniques 559Changing Effect Options 560Adding Additional Animations 561Using the Animation Painter 562Including Sound Effects with Animations 562Setting Timings for Animations 564Managing Slide Animations 565Adding Transitions to Slides 566Modifying Transitions 567Adding Sound to a Slide 569Editing Sound Options 569Adding Video to a Slide 571Inserting Online Video 571Inserting a Video File 574Modifying Your Video Clips 57521    Delivering a Presentation and Creating Support Materials 577Planning Your Presentation 578Checking the Presentation for Spelling and Grammar Errors 579Running Through a Completed Presentation 580Using the Presenter View 581Using Hidden Slides 583Creating a Custom Slide Show 585Creating a Self-Running Presentation 586Setting Up a Slide Show 586Rehearsing Timings 588Recording a Slide Show 589Creating an Interactive Presentation 590Presenting a Slide Show Online 592Presenting Online with Skype for Business 592Presenting Online with the Office Presentation Service 593Working with the Notes and Handout Masters 594Setting Handout Master Options 595Setting Notes Master Options 596Printing Presentations, Notes, and Handouts 596Exporting a Presentation 599Sharing Your Presentation 600V    Outlook22    Requisite Outlook: Configuration and Essential Features 603Introducing Outlook 2016 603Outlook and Email Accounts 604Exchange ActiveSync 605Outlook.com Email 606Internet Email 606Configuring Outlook at First Start 607Understanding Outlook Profiles 610Creating a New Profile 610Managing Profiles 611Loading Profiles 613Understanding Outlook Data Files 614Configuring Outlook for Microsoft Exchange Server 614Creating Personal Folders Files 616Repairing Outlook Data Files 617Importing and Exporting Data 619Importing Data 619Exporting Data 621Navigating the Outlook Workspace 621Accessing Outlook Items Using the Navigation Bar 623Working with Views in Outlook 624Categorizing Outlook Items 627Searching for Outlook Items 628Using Advanced Find 629Using Search Folders 629Printing Outlook Items 63123    Managing Email in Outlook 633Working in the Mail Folder 633Creating an Email Message 635Using the Outlook Address Book 637Setting Message Options 639Specifying Email Format 640Setting Message Flags, Importance, and Sensitivity 640Configuring Voting Buttons, Receipts, and Delivery Options 642The Message Options/Properties Dialog Box 645Attaching Files and Items to a Message 647Attaching a Business Card 648Attaching a Calendar 648Using Themes and Email Stationery 650Adding a Signature 652Sending Mail 653Recalling a Message 653Working with Received Email 654Organizing Messages in the Inbox 655Showing Messages as Conversations 655Filtering Email 656Managing Email 657Using Quick Steps 658Answering a Message 660Forwarding a Message 660Saving an Attachment 660Deleting Messages 662Printing Mail 663Moving Email 663Managing Email Accounts 664Editing Email Account Settings 666Adding an Email Account 667Adding an Outlook.com Mail Account 669Setting Outlook Mail Options 66924    Using the Calendar for Appointments and Tasks 673Navigating the Calendar 673Changing the Calendar View 675Change the Time Scale and Time Zone 677Scheduling an Appointment 678Scheduling a Recurring Appointment 680Scheduling an Event 681Editing and Managing Appointments 682Searching the Calendar 683Sharing Calendars 684Creating a Calendar Share Invitation 685Opening a Shared Calendar 686Viewing Multiple Calendars 686Emailing a Calendar 688Publishing a Calendar Online 689Setting Calendar Options 690Working with Tasks 692Using the Task Folder 693Creating a New Task from the Task Folder 694Creating a Recurring Task 694Assigning and Accepting Tasks 695Viewing and Managing Tasks 696Managing Tasks 699Setting Tasks Options 70025    Working with Contacts and Planning Meetings 703Navigating the Contacts List 703Creating a New Contact 705Entering Contact Details 708Adding Fields for a Contact 709Editing Contact Information 709Editing a Business Card 711Tagging Contacts with Flags and Categories 712Mapping a Contact’s Address 713Searching the Contacts Folder 714Organizing Contacts with Groups 715Forwarding and Sharing Contacts 716Forwarding Contacts 717Sharing Contacts 718Accessing Contacts on Social Networks 720Communicating with Contacts 722Contact Actions 724Printing Contact Information 725Setting Contact Options 726Scheduling Meetings 726Selecting the Meeting Location 728Using the Scheduling Assistant 728Viewing and Editing Meeting Information 729Responding to Meeting Requests 73026    Using the Journal and Notes 733Using the Outlook Journal 733Creating a New Journal Entry 734Using the Journal Timer 735Adding Tags and Names to a Journal Entry 736Adding Outlook Items and Inserting Files 737Journal Actions 739Viewing the Journal 740Manipulating the Journal View 741Using Search to Filter Journal Entries 742Working with Notes 742Viewing and Managing Notes 743Creating Appointments and Tasks from Notes 74427    Securing and Maintaining Outlook 747Security Overview 747Malware and Antivirus Software 748Strong Password Protection 749Configuring Outlook Security Settings 751Encrypting Email and Using Digital Signatures 753Options for Encrypting Email 754Digitally Signing Emails 755The Perils of HTML Email 755Dealing with Message Attachments 756Coping with Junk Email 758Working with the Junk Email Commands 759Setting Junk Email Options 760Creating Email Rules 762Creating a Quick Rule for a Specific Sender 762Creating Complex Rules 763The Rule Wizard 764Managing Rules 767Archiving Outlook Items 768Configuring AutoArchive Settings 769Setting AutoArchive Options for a Folder 770Archiving Manually 771Configuring an Autoreply Message 772VI    Publisher28    Requisite Publisher: Essential Features 775Introducing Publisher 2016 775Planning Your Publication 776Working with Publication Templates 777Creating a New Publication 779Using a Template 779Using Blank Sizes 780Creating a New Template 781Navigating the Publisher Workspace 782Using the Rulers and Guides 783Options for Viewing the Publication 785Creating a Business Information Set 787Creating a New Business Information Set 787Creating Additional Business Information Sets 788Working with Text 789Editing Text in a Text Box 789Creating Your Own Text Boxes 790Formatting Text Boxes 791Linking Text Boxes 796Inserting a Text File 797Inserting Illustrations 798Options for Inserting Pictures 798Formatting a Picture 801Inserting Clip Art 802Inserting Shapes 802Using Building Blocks 802Printing Publications 80329    Advanced Publisher Features 805Adding Pages to a Publication 805Configuring Page Settings 807Changing the Current Template 810Working with Master Pages 812Placing Objects on the Master Page 813Inserting Headers and Footers 814Creating Master Pages 815Using Tables in Publications 816Table Design Commands 816Table Layout Commands 817Manipulating Publication Objects 818Grouping Objects 818Layering Objects 819Swapping Images 820Merging Data into a Publication 820Performing a Mail Merge 821Performing a Catalog Merge 823Fine-tuning Your Publications 825The Spelling Feature 825Hyphenation 825Design Checker 825VII    OneNote30    Requisite OneNote: Essential Features 827Introducing OneNote 827How OneNote Notebooks Are Organized 828Navigating the OneNote Workspace 829The OneNote Ribbon 830The Notebook Pane 832Creating a Notebook 832Modifying Notebook Properties 834Sharing a Notebook 836Viewing the Sync Status 839Working with Sections 840Creating or Deleting a Section 840Modifying Sections 841Merging a Section 843Creating a Section Group 844Working with Pages 845Creating Pages Using Templates 845Creating Subpages 846Restoring Sections and Pages from the Notebook Recycle Bin 847Inserting and Formatting Notes 848Using Tags 849Finding Tagged Notes 851Using Tables to Store Information 85231    Working with Notebook Pages 855Managing Pages 855Using the Move or Copy Pages Dialog Box 856Making More Space Available on a Page 857Modifying the Page Setup and View 858Viewing Page Versions 860Viewing Recent Edits 861Viewing Changes by Author 862Adding Objects to Notebook Pages 864Adding Pictures 866Recording Audio 867Recording Video 868Adding Drawings to OneNote Pages 868Printing Notebook Pages 87032    Integrating OneNote with Other Office Applications 873Taking Linked Notes 873Using File Printout 876Adding Links 878Attaching Files 879Inserting Screen Clips 880Integrating OneNote and Outlook 882Adding Outlook Tasks 882Emailing a Notebook Page 884Inserting Meeting Details 885VIII    AppendixA    Office Application Integration 889B    Office Macros 905TOC, 9780789755674, 9/23/2015