Microsoft Office 2016: The Quick Way To Get Started With Microsoft Office 2016!

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The quick way to get started
Microsoft
with Microsoft Office 2016! Step
Covers Microsoft Word, Excel, PowerPoint, and Outlook by
Step
Microsoft Office 2016

Office 2016
This is learning made easy. Get more done quickly with IN FULL COLOR!
Microsoft Word, Excel, PowerPoint, and Outlook. Jump
in wherever you need answers—brisk lessons and
colorful screenshots show you exactly what to do,
step by step.
• Format documents for visual impact

• Quickly prepare personalized email messages
and labels
• Build powerful workbooks for analysis and
reporting
• Analyze alternative data sets with Quick Analysis
Lens, Goal Seek, and Solver
• Prepare highly effective presentations
• Strengthen your presentations by adding tables
and graphics
• Organize your email, scheduling, and contacts
• Look up just the tasks and lessons you need
Step
Colorful
screenshots
by
Step
Download your Step by Step practice files at: Helpful tips and
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ISBN 978-0-7356-9923-6 U.S.A. $44.99

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9 780735 699236 Microsoft Office

Joan Lambert and Curtis Frye PRACTICE FILES
Celebrating over 30 years!
9780735699236_Office2016SBS_cover.indd 1 10/29/2015 12:13:47 PM

Microsoft
Office 2016
Step by Step
Joan Lambert
Curtis Frye
699236_Office2016SBS.indb 1 10/29/2015 6:33:02 PM

PUBLISHED BY
Microsoft Press
A division of Microsoft Corporation
One Microsoft Way
Redmond, Washington 98052-6399
Copyright © 2015 by Curtis Frye and Joan Lambert
All rights reserved. No part of the contents of this book may be reproduced or transmitted in any form or by any
means without the written permission of the publisher.
Library of Congress Control Number: 2015934879

ISBN: 978-0-7356-9923-6
Printed and bound in the United States of America.
First Printing
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Some examples depicted herein are provided for illustration only and are fictitious. No real association or
connection is intended or should be inferred.
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Acquisitions and Developmental Editor: Rosemary Caperton

Editorial Production: Online Training Solutions, Inc. (OTSI)
Technical Reviewers: Steve Lambert and Rozanne Whalen (OTSI)
Copyeditors: Kathy Krause, Jaime Odell, and Val Serdy (OTSI)
Indexers: Susie Carr, Angela Martin, and Ginny Munroe (OTSI)
Cover: Twist Creative ● Seattle

Contents
i
Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . xi
Who this book is for. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . xi
The Step by Step approach. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . xii
Download the practice files. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . xii
Ebook edition. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . xv
Get support and give feedback. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . xv
Errata and support . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . xv
We want to hear from you. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . xvi
Stay in touch. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . xvi
Part 1: Microsoft Office 2016
1
Explore Office 2016. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3
Work in the Office user interface. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4
Identify app window elements. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5
Sidebar: Tell me what you want to do. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10
Work with the ribbon and status bar. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12
Sidebar: Adapt exercise steps . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16
Give us feedback
Tell us what you think of this book and help Microsoft
improve our products for you. Thank you!
http://aka.ms/tellpress
iii

Change Office and app options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18
Manage account information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18
Manage app options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22
Customize the Quick Access Toolbar. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25
Customize the ribbon. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29
Skills review. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 34
Practice tasks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 35
2
Create and manage files . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 39
Create files. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 40
Open and move around in files. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 43
Display different views of files. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 48
Display and edit file properties. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 53
Sidebar: File types and compatibility with earlier versions
of Office apps. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 54
Save and close files. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 56
Sidebar: Save files to OneDrive. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 60
Skills review. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 62
Practice tasks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 63
Part 2: Microsoft Word 2016
3
Modify the structure and appearance of text. . . . . . . . . . . . . . . . . . . . . . 69
Apply paragraph formatting. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 70
Configure alignment . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 71
Configure vertical spacing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 72
Configure indents. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 76
Sidebar: Configure paragraph borders and shading . . . . . . . . . . . . . . . . . . . . . 79
Structure content manually. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 79
Apply character formatting. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 84
Sidebar: Character formatting and case considerations . . . . . . . . . . . . . . . . . . 91
Create and modify lists . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 91
Sidebar: Format text as you type . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 96
iv

Apply built-in styles to text . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 97
Apply styles. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 97
Manage outline levels . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 101
Change the document theme. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 104
Skills review. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 108
Practice tasks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 109
4
Collaborate on documents. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 115
Mark up documents. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 116
Insert comments. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 116
Track changes. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 119
Display and review document markup. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 122
Display markup . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 122
Review and respond to comments. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 128
Review and process tracked changes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 130
Sidebar: Remember to check for errors . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 133
Compare and merge documents. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 133
Compare and combine separate copies of a document . . . . . . . . . . . . . . . . . 134
Compare separate versions of a document. . . . . . . . . . . . . . . . . . . . . . . . . . . . . 136
Control content changes. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 137
Restrict actions. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 138
Restrict access by using a password. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 144
Sidebar: Restrict access by using rights management. . . . . . . . . . . . . . . . . . . 149
Coauthor documents. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 149
Skills review. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 153
Practice tasks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 154
5
Merge data with documents and labels . . . . . . . . . . . . . . . . . . . . . . . . . . 159
Understand the mail merge process. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 160
Start the mail merge process. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 161
Get started with letters . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 162
Get started with labels. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 163
Get started with email messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 166

Choose and refine the data source . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 168
Select an existing data source. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 169
Create a new data source. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 172
Refine the data source records. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 173
Sidebar: Refresh data. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 178
Insert merge fields . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 178
Preview and complete the merge . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 181
Create individual envelopes and labels. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 184
Generate individual envelopes. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 184
Generate individual mailing labels. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 188
Skills review. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 190
Practice tasks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 191
Part 3: Microsoft Excel 2016
6
Perform calculations on data. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 197
Name groups of data. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 198
Define Excel tables. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 201
Create formulas to calculate values. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 205
Sidebar: Operators and precedence . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 218
Summarize data that meets specific conditions. . . . . . . . . . . . . . . . . . . . . . . . . . . . . 219
Set iterative calculation options and enable or disable
automatic calculation. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 225
Use array formulas . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 227
Find and correct errors in calculations. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 229
Skills review. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 235
Practice tasks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 236
vi

7
Manage worksheet data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 239
Limit data that appears on your screen . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 240
Manipulate worksheet data. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 245
Sidebar: Select list rows at random . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 246
Summarize data in worksheets that have hidden and filtered rows. . . . . . 247
Find unique values within a data set. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 253
Define valid sets of values for ranges of cells . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 255
Skills review. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 257
Practice tasks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 258
8
Reorder and summarize data. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 261
Sort worksheet data. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 262
Sort data by using custom lists . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 268
Organize data into levels. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 271
Look up information in a worksheet. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 276
Skills review. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 279
Practice tasks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 280
9
Analyze alternative data sets . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 283
Examine data by using the Quick Analysis Lens. . . . . . . . . . . . . . . . . . . . . . . . . . . . 284
Define an alternative data set. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 286
Define multiple alternative data sets. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 290
Analyze data by using data tables. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 292
Vary your data to get a specific result by using Goal Seek. . . . . . . . . . . . . . . . . . 295
Find optimal solutions by using Solver. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 297
Analyze data by using descriptive statistics. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 303
Skills review. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 305
Practice tasks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 306
vii

Part 4: Microsoft PowerPoint 2016
10
Create and manage slides. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 313
Add and remove slides . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 314
Insert new slides. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 316
Copy and import slides and content. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 317
Sidebar: SharePoint slide libraries. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 322
Hide and delete slides. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 324
Divide presentations into sections. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 326
Rearrange slides and sections. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 329
Apply themes. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 331
Change slide backgrounds. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 336
Sidebar: Non-theme colors . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 344
Skills review. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 346
Practice tasks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 347
11
Insert and manage simple graphics . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 351
Insert, move, and resize pictures . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 352
Sidebar: Graphic formats. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 355
Edit and format pictures. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 356
Draw and modify shapes. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 361
Draw and add text to shapes. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 362
Sidebar: Locate additional formatting commands . . . . . . . . . . . . . . . . . . . . . 364
Move and modify shapes. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 365
Format shapes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 367
Sidebar: Connect shapes. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 371
Capture and insert screen clippings. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 372
Create a photo album . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 375
Skills review. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 380
Practice tasks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 381
viii

12
Add sound and movement to slides. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 385
Animate text and pictures on slides. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 386
Sidebar: Animate this. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 392
Customize animation effects. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 396
Sidebar: Bookmark points of interest in media clips. . . . . . . . . . . . . . . . . . . . 402
Add audio content to slides. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 404
Add video content to slides. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 410
Compress media to decrease file size. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 415
Skills review. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 417
Sidebar: Hyperlink to additional resources. . . . . . . . . . . . . . . . . . . . . . . . . . . . . 418
Practice tasks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 420
Part 5: Microsoft Outlook 2016
13
Send and receive email messages. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 427
Create and send messages. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 428
Create messages. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 429
Troubleshoot message addressing. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 434
Save and send messages. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 438
Sidebar: Send from a specific account. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 440
Attach files and Outlook items to messages. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 444
Sidebar: New mail notifications. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 451
Display messages and message attachments. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 452
Display message content . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 452
Display attachment content. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 454
Display message participant information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 459
Respond to messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 464
Sidebar: Resending and recalling messages. . . . . . . . . . . . . . . . . . . . . . . . . . . 468
Skills review. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 471
Practice tasks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 472
ix

14
Organize your Inbox. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 475
Display and manage conversations. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 476
Arrange messages by specific attributes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 482
Categorize items. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 486
Sidebar: Store information in Outlook notes. . . . . . . . . . . . . . . . . . . . . . . . . . . 490
Organize messages in folders. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 494
Sidebar: Print messages. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 498
Skills review. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 499
Practice tasks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 500
15
Manage scheduling. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 503
Schedule appointments and events. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 504
Sidebar: Add holidays to your calendar . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 508
Convert calendar items. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 510
Configure calendar item options. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 512
Schedule and change meetings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 518
Respond to meeting requests. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 526
Display different views of a calendar. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 528
Sidebar: Use the Date Navigator. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 532
Skills review. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 535
Practice tasks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 536
Index. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 541
About the authors. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 564
Give us feedback
Tell us what you think of this book and help Microsoft
improve our products for you. Thank you!
http://aka.ms/tellpress

Introduction i
Welcome! This Step by Step book has been designed to make it easy for you to learn
about key aspects of four of the Microsoft Office 2016 apps—Word, Excel, PowerPoint,
and Outlook. In each part, you can start from the beginning and build your skills as you
learn to perform specialized procedures. Or, if you prefer, you can jump in wherever
you need ready guidance for performing tasks. The how-to steps are delivered crisply
and concisely—just the facts. You’ll also find informative, colorful graphics that sup-
port the instructional content.
Who this book is for

Microsoft Office 2016 Step by Step is designed for use as a learning and reference
resource by home and business users of Microsoft Office apps who want to use Word,
Excel, and PowerPoint to create and edit files, and Outlook to organize email, contacts,
and appointments. The content of the book is designed to be useful for people who
have previously used earlier versions of the apps, and for people who are discovering
the apps for the first time. Although the chapters in this book thoroughly cover key
skill sets for each of the four apps, Microsoft Office 2016 Step by Step is best used as an
introduction. For a full discussion of each app, including in-depth coverage of advanced
topics, refer to the Step by Step book for each app: Microsoft Word 2016 Step by Step,
Microsoft PowerPoint 2016 Step by Step, and Microsoft Outlook 2016 Step by Step, all
by Joan Lambert (Microsoft Press, 2015), and Microsoft Excel 2016 Step by Step by Curtis
Frye (Microsoft Press, 2015). A listing of the contents of each book is provided at the end
of this book.
xi

Introduction
The Step by Step approach

The book’s coverage is divided into parts, each of which provides a thorough
introduction to one of the four apps covered. Each part is divided into chapters
representing some of the app’s key skill set areas, and each chapter is divided into
topics that group related skills. Each topic includes expository information followed
by generic procedures. At the end of the chapter, you’ll find a series of practice tasks
you can complete on your own by using the skills taught in the chapter. You can use
the practice files that are available from this book’s website to work through the
practice tasks, or you can use your own files.
Download the practice files

Before you can complete the practice tasks in this book, you need to download the
book’s practice files to your computer from http://aka.ms/Office2016sbs/downloads.
Follow the instructions on the webpage.
IMPORTANT The Office 2016 apps are not available from the book’s website. You should
install the apps before working through the procedures and practice tasks in this book.
If you later want to repeat practice tasks, you can download the original practice
files again.
SEE ALSO For information about opening and saving files, see Chapter 2, “Create and
manage files.”
The following table lists the practice files for this book.
Chapter Folder File

Part 1: Microsoft Office 2016
1: Explore Office 2016 Ch01 None
2: Create and manage files Ch02 DisplayProperties.xlsx

DisplayViews.pptx
NavigateFiles.docx
xii

Introduction
Chapter Folder File

Part 2: Microsoft Word 2016
3: Modify the structure and appearance Ch03 ApplyStyles.docx
of text ChangeTheme.docx
CreateLists.docx
FormatCharacters.docx
FormatParagraphs.docx
StructureContent.docx
4: Collaborate on documents Ch04 ControlChanges.docx

MergeDocs1.docx
MergeDocs2.docx
ReviewComments.docx
TrackChanges.docx
5: Merge data with documents Ch05 CreateEnvelopes.docx

and labels CustomerList.xlsx
InsertFields.docx
PolicyholdersList.xlsx
RefineData.docx
StartMerge.docx
Part 3: Microsoft Excel 2016

6: Perform calculations on data Ch06 AuditFormulas.xlsx
BuildFormulas.xlsx
CreateArrayFormulas.xlsx
CreateConditionalFormulas.xlsx
CreateExcelTables.xlsx
CreateNames.xlsx
SetIterativeOptions.xlsx
7: Manage worksheet data Ch07 LimitData.xlsx

SummarizeValues.xlsx
ValidateData.xlsx
8: Reorder and summarize data Ch08 LookupData.xlsx

OrganizeData.xlsx
SortCustomData.xlsx
SortData.xlsx
xiii

Introduction
Chapter Folder File

9: Analyze alternative data sets Ch09 BuildSolverModel.xlsx
CreateScenarios.xlsx
DefineDataTables.xlsx
ManageMultipleScenarios.xlsx
PerformGoalSeekAnalysis.xlsx
PerformQuickAnalysis.xlsx
UseDescriptiveStatistics.xlsx
Part 4: Microsoft PowerPoint 2016

10: Create and manage slides Ch10 AddRemoveSlides.pptx
ApplyThemes.pptx
ChangeBackgrounds.pptx
CreateSections.pptx
ImportOutline.docx
RearrangeSlides.pptx
ReuseSlides.pptx
11: Insert and manage simple graphics Ch11 Chickens.jpg

DrawShapes.pptx
EditPictures.pptx
Fish.jpg
Flamingos.jpg
Flowers01.jpg
InsertPictures.pptx
InsertScreens.pptx
Penguins01.jpg
Penguins02.jpg
Tiger01.jpg
Tiger02.jpg
YellowBird.jpg
12: Add sound and movement to slides Ch12 AddAudio.pptx

AddVideo.pptx
AnimateSlides.pptx
Butterfly.wmv
CustomizeAnimation.pptx
SoundTrack.wma
Wildlife.wmv
xiv

Introduction
Chapter Folder File

Part 5: Microsoft Outlook 2016
13: Send and receive email messages Ch13 AttachFiles.docx
14: Organize your Inbox Ch14 None
15: Manage scheduling Ch15 None
Ebook edition
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You can purchase and download the ebook edition from the Microsoft Press Store at
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Get support and give feedback

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xv

Introduction
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xvi

Modify the
structure and
appearance
of text
3
Documents contain text that conveys information In this chapter
to readers, but the appearance of the document con
tent also conveys a message. You can provide structure ■■ Apply paragraph formatting
and meaning by formatting the text in various ways. ■■ Structure content manually
Word 2016 provides a variety of simple-to-use tools
■■ Apply character formatting
that you can use to apply sophisticated formatting
and create a navigational structure. ■■ Create and modify lists
In a short document or one that doesn’t require a complex ■■ Apply built-in styles to text
navigational structure, you can easily format words and ■■ Change the document theme
paragraphs so that key points stand out and the structure
of your document is clear. You can achieve dramatic flair
by applying predefined WordArt text effects. To keep the
appearance of documents and other Microsoft Office files Practice files
consistent, you can format document elements by apply-
For this chapter, use the practice
ing predefined sets of formatting called styles. In addition,
files from the Office2016SBS\Ch03
you can change the fonts, colors, and effects throughout a
folder. For practice file download
document with one click by applying a theme.
instructions, see the introduction.
This chapter guides you through procedures related to
applying character and paragraph formatting, struc-
turing content manually, creating and modifying lists,
applying styles to text, and changing a document’s
theme.
69

Chapter 3: Modify the structure and appearance of text
Apply paragraph formatting

A paragraph is created by entering text and then pressing the Enter key. A paragraph
can contain one word, one sentence, or multiple sentences. Every paragraph ends
with a paragraph mark, which looks like a backward P (¶). Paragraph marks and other
structural characters (such as spaces, line breaks, and tabs) are usually hidden, but you
can display them. Sometimes displaying these hidden characters makes it easier to
accomplish a task or understand a structural problem.
SEE ALSO For information about working with hidden structural characters, see
“Structure content manually” later in this chapter.
You can change the look of a paragraph by changing its indentation, alignment, and
line spacing, in addition to the space before and after it. You can also put borders
around it and shade its background. Collectively, the settings you use to vary the look
of a paragraph are called paragraph formatting.
You can modify a paragraph’s left and right edge alignment and vertical spacing by
using tools on the Home tab of the ribbon, and its left and right indents from the
Home tab or from the ruler. The ruler is usually hidden to provide more space for the
document content.
The left indent can be changed from the Home tab or the ruler
If you modify a paragraph and aren’t happy with the changes, you can restore the origi-
nal paragraph and character settings by clearing the formatting to reset the paragraph
to its base style.
SEE ALSO For information about styles, see “Apply built-in styles to text” later in this
chapter.
70

When you want to make several adjustments to the alignment, indentation, and spac-
ing of selected paragraphs, it is sometimes quicker to make changes in the Paragraph
dialog box than to click buttons and drag markers.
The Paragraph dialog box
Configure alignment
The alignment settings control the horizontal position of the paragraph text between
the page margins. There are four alignment options:
■■ Align Left This is the default paragraph alignment. It sets the left end of each line
of the paragraph at the left page margin or left indent. It results in a straight left
edge and a ragged right edge.
■■ Align Right This sets the right end of each line of the paragraph at the right page
margin or right indent. It results in a straight right edge and a ragged left edge.
■■ Center This centers each line of the paragraph between the left and right page
margins or indents. It results in ragged left and right edges.
■■ Justify This alignment adjusts the spacing between words so that the left end
of each line of the paragraph is at the left page margin or indent and the right
end of each line of the paragraph (other than the last line) is at the right margin
or indent. It results in straight left and right edges.
71

The icons on the alignment buttons on the ribbon depict the effect of each alignment
option.
To open the Paragraph dialog box
1. Do either of the following:

●● On the Home tab or the Layout tab, in the Paragraph group, click the
Paragraph dialog box launcher.
●● On the Home tab, in the Paragraph group, click the Line and Paragraph
Spacing button, and then click Line Spacing Options.
To set paragraph alignment
1. Position the cursor anywhere in the paragraph, or select all the paragraphs
you want to adjust.

●● On the Home tab, in the Paragraph group, click the Align Left, Center,
Align Right, or Justify button.
●● Open the Paragraph dialog box. On the Indents and Spacing tab,
in the General area, click Left, Centered, Right, or Justified in the
Alignment list.
Configure vertical spacing

Paragraphs have two types of vertical spacing:
■■ Paragraph spacing The space between paragraphs, defined by setting

the space before and after each paragraph. This space is usually measured
in points.
■■ Line spacing The space between the lines of the paragraph, defined by set-
ting the height of the lines either in relation to the height of the text (Single,
Double, or a specific number of lines) or by specifying a minimum or exact point
measurement.
The default line spacing for documents created in Word 2016 is 1.08 lines. Changing
the line spacing changes the appearance and readability of the text in the paragraph
and, of course, also changes the amount of space it occupies on the page.
72

The effect of changing line spacing
You can set the paragraph and line spacing for individual paragraphs and for para-
graph styles. You can quickly adjust the spacing of most content in a document by
selecting an option from the Paragraph Spacing menu on the Design tab. (Although
the menu is named Paragraph Spacing, the menu options control both paragraph
spacing and line spacing.) These options, which are named by effect rather than by
specific measurements, work by modifying the spacing of the Normal paragraph style
and any other styles that depend on the Normal style for their spacing. (In standard
templates, most other styles are based on the Normal style.) The Paragraph Spacing
options modify the Normal style in only the current document, and do not affect
other documents.
The following table describes the effect of each Paragraph Spacing option on the
paragraph and line spacing settings.
Paragraph Before After Line

spacing option paragraph paragraph spacing
Default Spacing options are controlled by the style set
No Paragraph Space 0 points 0 points 1 line
Compact 0 points 4 points 1 line
Tight 0 points 6 points 1.15 lines
Open 0 points 10 points 1.15 lines
Relaxed 0 points 6 points 1.5 lines
Double 0 points 8 points 2 lines
73

To quickly adjust the vertical spacing before, after, and within all paragraphs in a
document
1. On the Design tab, in the Document Formatting group, click the Paragraph
Spacing button to display the Paragraph Spacing menu.
Each paragraph spacing option controls space around and within the paragraph
2. Click the option you want to apply to all of the paragraphs in the document.
To adjust the spacing between paragraphs

1. Select all the paragraphs you want to adjust.
2. On the Layout tab, in the Paragraph group, adjust the Spacing Before and
Spacing After settings.
The settings in the Spacing boxes are measured in points
74

To adjust spacing between the lines of paragraphs
1. Position the cursor anywhere in the paragraph, or select all the paragraphs you
want to adjust.
2. To make a quick adjustment to selected paragraphs, on the Home tab, in the

Paragraph group, click Line And Paragraph Spacing, and then click any of the
line spacing commands on the menu.
3
You can choose from preset internal line spacing options or adjust paragraph spacing
TIP You can also adjust the space before and after selected paragraphs from
the Line And Paragraph Spacing menu. Clicking one of the last two options
adds or removes a preset amount of space between the selected paragraphs.
Or
want to adjust.
2. Open the Paragraph dialog box. On the Indents and Spacing tab, in the
Spacing area, make the adjustments you want to the paragraph spacing,
and then click OK.
75

Configure indents
In Word, you don’t define the width of paragraphs and the length of pages by defin-
ing the area occupied by the text; instead, you define the size of the white space—the
left, right, top, and bottom margins—around the text.
SEE ALSO For information about setting margins, see “Preview and adjust page layout”
in Chapter 12, “Finalize and distribute documents,” of Microsoft Word 2016 Step by Step
by Joan Lambert (Microsoft Press, 2015). For information about sections, see “Control what
appears on each page” in the same chapter.
Although the left and right margins are set for a whole document or for a section of
a document, you can vary the position of the paragraphs between the margins by
indenting the left or right edge of the paragraph.
A paragraph indent is the space from the page margin to the text. You can change the
left indent by clicking buttons on the Home tab, or you can set the indents directly on
the ruler. Three indent markers are always present on the ruler:
■■ Left Indent This defines the outermost left edge of each line of the paragraph.
■■ Right Indent This defines the outermost right edge of each line of the
paragraph.
■■ First Line Indent This defines the starting point of the first line of the
paragraph.
The ruler indicates the space between the left and right page margins in a lighter
color than the space outside of the page margins.
The indent markers on the ruler
76

The default setting for the Left Indent and First Line Indent markers is 0.0”, which
aligns with the left page margin. The default setting for the Right Indent marker is
the distance from the left margin to the right margin. For example, if the page size is
set to 8.5” wide and the left and right margins are set to 1.0”, the default Right Indent
marker setting is 6.5”.
You can arrange the Left Indent and First Line Indent markers to create a hanging 3
indent or a first line indent. Hanging indents are most commonly used for bulleted
and numbered lists, in which the bullet or number is indented less than the main text
(essentially, it is outdented). First line indents are frequently used to distinguish the
beginning of each subsequent paragraph in documents that consist of many consecu-
tive paragraphs of text. Both types of indents are set by using the First Line Indent
marker on the ruler.
TIP The First Line Indent marker is linked to the Left Indent marker. Moving the Left
Indent marker also moves the First Line Indent marker, to maintain the first line indent
distance. You can move the First Line Indent marker independently of the Left Indent marker to
change the first line indent distance.
To display the ruler
1. On the View tab, in the Show group, select the Ruler check box.
TIP In this book, we show measurements in inches. If you want to change the measure-
ment units Word uses, open the Word Options dialog box. On the Advanced page, in the
Display area, click the units you want in the Show Measurements In Units Of list. Then click OK.
To indent or outdent the left edge of a paragraph
want to adjust.
2. Do any of the following:

●● On the Home tab, in the Paragraph group, click the Increase Indent or
Decrease Indent button to move the left edge of the paragraph in 0.25”
increments.
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TIP You cannot increase or decrease the indent beyond the margins by
using the Increase Indent and Decrease Indent buttons. If you do need to
extend an indent beyond the margins, you can do so by setting negative indenta-
tion measurements in the Paragraph dialog box.
●● Open the Paragraph dialog box. On the Indents and Spacing tab, in the
Indentation area, set the indent in the Left box, and then click OK.
●● On the ruler, drag the Left Indent marker to the ruler measurement at
which you want to position the left edge of the body of the paragraph.
To create a hanging indent or first line indent
want to adjust.
2. Open the Paragraph dialog box. On the Indents and Spacing tab, in the
Indents area, click First line or Hanging in the Special box.
3. In the By box, set the amount of the indent, and then click OK.
Or
1. Set the left indent of the paragraph body.
2. On the ruler, drag the First Line Indent marker to the ruler measurement at
which you want to begin the first line of the paragraph.
To indent or outdent the right edge of a paragraph
want to adjust.

●● On the ruler, drag the Right Indent marker to the ruler measurement at
which you want to set the maximum right edge of the paragraph.
●● Open the Paragraph dialog box. On the Indents and Spacing tab, in the
Indentation area, set the right indent in the Right box, and then click OK.
TIP Unless the paragraph alignment is justified, the right edge of the paragraph will be
ragged, but no line will extend beyond the right indent or outdent.
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Structure content manually
Configure paragraph borders and shading

To make a paragraph really stand out, you might want to put a border around
it or shade its background. (For real drama, you can do both.) You can select a
predefined border from the Borders menu, or design a custom border in the 3
Borders And Shading dialog box.
You can customize many aspects of the border
After you select the style, color, width, and location of the border, you can
click the Options button to specify its distance from the text.

At times it’s necessary to manually position text within a paragraph. You can do this
by using two different hidden characters: line breaks and tabs. These characters are
visible only when the option to show paragraph marks and formatting symbols is
turned on.
79

The hidden characters have distinctive appearances:
■■ A line break character looks like a bent left arrow: 

■■ A tab character looks like a right-pointing arrow: 
You can use a line break, also known as a soft return, to wrap a line of a paragraph in a
specific location without ending the paragraph. You might use this technique to dis-
play only specific text on a line, or to break a line before a word that would otherwise
be hyphenated.
TIP Inserting a line break does not start a new paragraph, so when you apply para-
graph formatting to a line of text that ends with a line break, the formatting is applied
to the entire paragraph, not only to that line.
SEE ALSO For information about page and section breaks, see “Control what appears
on each page” in Chapter 12, “Finalize and distribute documents,” of Microsoft Word 2016
Step by Step by Joan Lambert (Microsoft Press, 2015).
A tab character defines the space between two document elements. For example, you
can separate numbers from list items, or columns of text, by using tabs. You can then
set tab stops that define the location and alignment of the tabbed text.
You can align text in different ways by using tabs
You can align lines of text in different locations across the page by using tab stops.
The easiest way to set tab stops is directly on the horizontal ruler. By default, Word
sets left-aligned tab stops every half inch (1.27 centimeters). (The default tab stops
aren’t shown on the ruler.) To set a custom tab stop, start by clicking the Tab button
(located at the intersection of the vertical and horizontal rulers) until the type of tab
stop you want appears.
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The tab settings
You have the following tab options:
■■ Left Tab Aligns the left end of the text with the tab stop
3
■■ Center Tab Aligns the center of the text with the tab stop
■■ Right Tab Aligns the right end of the text with the tab stop
■■ Decimal Tab Aligns the decimal point in the text (usually a numeric value) with
the tab stop
■■ Bar Tab Draws a vertical line at the position of the tab stop
If you find it too difficult to position tab stops on the ruler, you can set, clear, align,
and format tab stops from the Tabs dialog box.
You can specify the alignment and tab leader for each tab
81

You might also work from this dialog box if you want to use tab leaders—visible
marks such as dots or dashes connecting the text before the tab with the text after
it. For example, tab leaders are useful in a table of contents to carry the eye from the
text to the page number.
When you insert tab characters, the text to the right of the tab character aligns on the
tab stop according to its type. For example, if you set a center tab stop, pressing the
Tab key moves the text so that its center is aligned with the tab stop.
To display or hide paragraph marks and other structural characters

●● On the Home tab, in the Paragraph group, click the Show/Hide ¶ button.
●● Press Ctrl+Shift+* (asterisk).
To insert a line break
1. Position the cursor where you want to break the line.

●● On the Layout tab, in the Page Setup group, click Breaks, and then click
Text Wrapping.
●● Press Shift+Enter.
To insert a tab character
1. Position the cursor where you want to add the tab character.
2. Press the Tab key.
To open the Tabs dialog box
1. Select any portion of one or more paragraphs that you want to manage tab
stops for.
2. Open the Paragraph dialog box.
3. In the lower-left corner of the Indents and Spacing tab, click the Tabs button.
82

To align a tab and set a tab stop
1. Select any portion of one or more paragraphs that you want to set the tab
stop for.
2. Click the Tab button at the left end of the ruler to cycle through the tab stop
alignments, in this order:
3
●● Left
●● Center
●● Right
●● Decimal
●● Bar
3. When the Tab button shows the alignment you want, click the ruler at the point
where you want to set the tab.
TIP When you manually align a tab and set a tab stop, Word removes any
default tab stops to the left of the one you set.
Or
1. Open the Tabs dialog box.
2. In the Tab stop position box, enter the position for the new tab stop.
3. In the Alignment and Leader areas, set the options you want for this tab stop.
4. Click Set to set the tab, and then click OK.
To change the position of an existing custom tab stop

●● Drag the tab marker on the ruler.
●● Open the Tabs dialog box. In the Tab stop position list, select the tab stop
you want to change. Click the Clear button to clear the existing tab stop.
Enter the replacement tab stop position in the Tab stop position box, click
Set, and then click OK.
83

To remove a custom tab stop

●● Drag the tab marker away from the ruler.
●● In the Tabs dialog box, select the custom tab stop in the Tab stop position
list, click Clear, and then click OK.
Apply character formatting

The appearance of your document helps to convey not only the document’s message
but also information about the document’s creator—you. A neatly organized docu-
ment that contains consistently formatted content and appropriate graphic elements,
and that doesn’t contain spelling or grammatical errors, invokes greater confidence in
your ability to provide any product or service.
Earlier in this chapter, you learned about methods of applying formatting to para-
graphs. This topic covers methods of formatting the text of a document. Formatting
that you apply to text is referred to as character formatting. In Word documents, you
can apply three types of character formatting:
■■ Individual character formats including font, font size, bold, italic, underline,
strikethrough, subscript, superscript, font color, and highlight color
■■ Artistic text effects that incorporate character outline and fill colors
■■ Preformatted styles associated with the document template, many of which not
only affect the appearance of the text but also convey structural information
(such as titles and headings)
When you enter text in a document, it is displayed in a specific font. By default, the
font used for text in a new blank document is 11-point Calibri, but you can change
the font of any element at any time. The available fonts vary from one computer to
another, depending on the apps installed. Common fonts include Arial, Verdana, and
Times New Roman.
You can vary the look of a font by changing the following attributes:
■■ Size Almost every font has a range of sizes you can select from. (Sometimes
you can set additional sizes beyond those listed.) The font size is measured
in points, from the top of the ascenders (letter parts that go up, as in h) to
the bottom of the descenders (letter parts that drop down, as in p). A point is
approximately 1/72 of an inch (about 0.04 centimeters).
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■■ Style Almost every font has a range of font styles. The most common are regular
(or plain), italic, bold, and bold italic.
■■ Effects Fonts can be enhanced by applying effects, such as underlining, small
capital letters (small caps), or shadows.
■■ Character spacing You can alter the spacing between characters by pushing
them apart or squeezing them together.
3
Although some attributes might cancel each other out, they are usually cumulative.
For example, you might use a bold font style in various sizes and various shades of
green to make words stand out in a newsletter.
You apply character formatting from one of three locations:
■■ Mini Toolbar Several common formatting buttons are available on the Mini
Toolbar that appears when you select text.
The Mini Toolbar appears temporarily when you select text, becomes transparent when you move
the pointer away from the selected text, and then disappears entirely
■■ Font group on the Home tab This group includes buttons for changing the
font and most of the font attributes you are likely to use.
The most common font formatting commands are available on the Home tab
■■ Font dialog box Less-commonly applied attributes such as small caps and
special underlining are available from the Font dialog box.
85

Font attributes that aren’t available on the Home tab can be set here
In addition to applying character formatting to change the look of characters, you can
apply predefined text effects (sometimes referred to as WordArt) to a selection to add
more zing. The available effects match the current theme colors.
You can apply any predefined effect in the gallery or define a custom effect
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These effects are somewhat dramatic, so you’ll probably want to restrict their use to
document titles and similar elements to which you want to draw particular attention.
To change the font of selected text
1. On the Mini Toolbar or in the Font group on the Home tab, in the Font list,
click the font you want to apply. 3
To change the font size of selected text
1. Do any of the following on the Mini Toolbar or in the Font group on the
Home tab:
●● In the Font Size list, click the font size you want to apply.
●● In the Font Size box, enter the font size you want to apply (even a size that
doesn’t appear in the list). Then press the Enter key.
●● To increase the font size in set increments, click the Increase Font Size
button, or press Ctrl+>.
●● To decrease the font size in set increments, click the Decrease Font Size
button, or press Ctrl+<.
To format selected text as bold, italic, or underlined

●● On the Mini Toolbar, click the Bold, Italic, or Underline button.
●● On the Home tab, in the Font group, click the Bold, Italic, or Underline
button.
●● Press Ctrl+B to format the text as bold.
●● Press Ctrl+I to format the text as italic.
●● Press Ctrl+U to underline the text.
TIP To quickly apply a different underline style to selected text, click the arrow next to
the Underline button on the Home tab, and then in the list, click the underline style you
want to apply.
To cross out selected text by drawing a line through it
1. On the Home tab, in the Font group, click the Strikethrough button.
87

To display superscript or subscript characters
1. Select the characters you want to reposition.
2. On the Home tab, in the Font group, do either of the following:

●● Click the Subscript button to shift the characters to the bottom of the line.
●● Click the Superscript button to shift the characters to the top of the line.
To apply artistic effects to selected text
1. On the Home tab, in the Font group, click the Text Effects and Typography
button, and then do either of the following:
●● In the Text Effects and Typography gallery, click the preformatted effect
combination that you want to apply.
●● On the Text Effects and Typography menu, click Outline, Shadow, Reflection,
Glow, Number Styles, Ligatures, or Stylistic Sets. Then make selections on
the submenus to apply and modify those effects.
To change the font color of selected text
1. On the Home tab, in the Font group, click the Font Color arrow to display the
Font Color menu.
2. In the Theme Colors or Standard Colors palette, select a color swatch to apply
that color to the selected text.
TIP To apply the Font Color button’s current color, you can simply click the
button (not its arrow). If you want to apply a color that is not shown in the Theme
Colors or Standard Colors palette, click More Colors. In the Colors dialog box, click the
color you want in the honeycomb on the Standard page, or click the color gradient or
enter values for a color on the Custom page.
To change the case of selected text

●● On the Home tab, in the Font group, click the Change Case button, and
then click Sentence case, lowercase, UPPERCASE, Capitalize Each Word, or
tOGGLE cASE.
●● Press Shift+F3 repeatedly to cycle through the standard case options
(Sentence case, UPPERCASE, lowercase, and Capitalize Each Word).
88

IMPORTANT The case options vary based on the selected text. If the
selection ends in a period, Word does not include the Capitalize Each Word
option in the rotation. If the selection does not end in a period, Word does not
include Sentence case in the rotation.
To highlight text 3
1. Select the text you want to change, and then do either of the following:
●● On the Mini Toolbar or in the Font group on the Home tab, click the Text
Highlight Color button to apply the default highlight color.
●● On the Mini Toolbar or in the Font group on the Home tab, click the Text
Highlight Color arrow, and then click a color swatch to apply the selected
highlight color and change the default highlight color.
Or
1. Without first selecting text, do either of the following:

●● Click the Text Highlight Color button to select the default highlight color.
●● Click the Text Highlight Color arrow, and then click a color swatch to select
that highlight color.
2. When the pointer changes to a highlighter, drag it across one or more sections
of text to apply the highlight.
3. Click the Text Highlight Color button or press the Esc key to deactivate the
highlighter.
To copy formatting to other text
1. Click anywhere in the text that has the formatting you want to copy.
2. On the Home tab, in the Clipboard group, do either of the following:

●● If you want to apply the formatting to only one target, click the Format
Painter button once.
●● If you want to apply the formatting to multiple targets, double-click the
Format Painter button.
3. When the pointer changes to a paintbrush, click or drag across the text you
want to apply the copied formatting to.
89

4. If you activated the Format Painter for multiple targets, repeat step 3 until you
finish applying the formatting. Then click the Format Painter button once, or
press the Esc key, to deactivate the tool.
To repeat the previous formatting command
1. Select the text to which you want to apply the repeated formatting.
2. Do either of the following to repeat the previous formatting command:

●● On the Quick Access Toolbar, click the Repeat button.
●● Press Ctrl+Y.
To open the Font dialog box

●● On the Home tab, in the Font group, click the Font dialog box launcher.
●● Press Ctrl+Shift+F.
To remove character formatting
1. Select the text you want to clear the formatting from.

●● Press Ctrl+Spacebar to remove only manually applied formatting (and not
styles).
●● On the Home tab, in the Font group, click the Clear All Formatting button to
remove all styles and formatting other than highlighting from selected text.
IMPORTANT If you have selected an entire paragraph, clicking Clear All

Formatting will clear character and paragraph formatting from the para-
graph and reset it to the default paragraph style.
●● On the Home tab, in the Font group, click the Text Highlight Color arrow
and then, on the menu, click No Color to remove highlighting.
To change the character spacing
1. Select the text you want to change.
2. Open the Font dialog box, and then click the Advanced tab to display character
spacing and typographic features.
90

Create and modify lists
3. In the Spacing list, click Expanded or Condensed.
4. In the adjacent By box, set the number of points you want to expand or condense
the character spacing.
5. In the Font dialog box, click OK.
3
Character formatting and case considerations
The way you use character formatting in a document can influence its visual
impact on your readers. Used judiciously, character formatting can make a
plain document look attractive and professional, but excessive use can make
it look amateurish and detract from the message. For example, using too
many fonts in the same document is the mark of inexperience, so don’t use
more than two or three.
Bear in mind that lowercase letters tend to recede, so using all uppercase
(capital) letters can be useful for titles and headings or for certain kinds of
emphasis. However, large blocks of uppercase letters are tiring to the eye.
TIP Where do the terms uppercase and lowercase come from? Until the
advent of computers, individual characters made of lead were assembled to
form the words that would appear on a printed page. The characters were
stored alphabetically in cases, with the capital letters in the upper case and
the small letters in the lower case.

Lists are paragraphs that start with a character (usually a number or bullet) and are
formatted with a hanging indent so that the characters stand out on the left end of
each list item. Fortunately, Word takes care of the formatting of lists for you. You
simply indicate the type of list you want to create. When the order of items is not
important—for example, for a list of people or supplies—a bulleted list is the best
choice. And when the order is important—for example, for the steps in a procedure—
you will probably want to create a numbered list.
91

You can format an existing set of paragraphs as a list or create the list as you enter
information into the document. After you create a list, you can modify, format, and
customize the list as follows:
■■ You can move items around in a list, insert new items, or delete unwanted
items. If the list is numbered, Word automatically updates the numbers.
■■ You can modify the indentation of the list. You can change both the overall
indentation of the list and the relationship of the first line to the other lines.
■■ For a bulleted list, you can sort list items into ascending or descending order,
change the bullet symbol, or define a custom bullet (even a picture bullet).
■■ For a numbered list, you can change the number style or define a custom style,
and you can specify the starting number for a list.
To format a new bulleted or numbered list as you enter content
1. With the cursor at the position in the document where you want to start the list,
do either of the following:
●● To start a new bulleted list, enter * (an asterisk) at the beginning of a para-
graph, and then press the Spacebar or the Tab key before entering the list
item text.
●● To start a new numbered list, enter 1. (the number 1 followed by a period) at
the beginning of a paragraph, and then press the Spacebar or the Tab key
before entering the list item text.
When you start a list in this fashion, Word automatically formats it as a bulleted
or numbered list. When you press Enter to start a new item, Word continues the
formatting to the new paragraph. Typing items and pressing Enter adds subse-
quent bulleted or numbered items. To end the list, press Enter twice; or click the
Bullets arrow or Numbering arrow in the Paragraph group on the Home tab,
and then in the gallery, click None.
TIP If you want to start a paragraph with an asterisk or number but don’t want to format
the paragraph as a bulleted or numbered list, click the AutoCorrect Options button that
appears after Word changes the formatting, and then in the list, click the appropriate Undo
option. You can also click the Undo button on the Quick Access Toolbar or press Ctrl+Z.
92

To convert paragraphs to bulleted or numbered list items
1. Select the paragraphs that you want to convert to list items.
2. On the Home tab, in the Paragraph group, do either of the following:
Click the Bullets button to convert the selection to a bulleted list.

3
●●
●● Click the Numbering button to convert the selection to a numbered list.
To create a list that has multiple levels
1. Start creating a bulleted or numbered list.
2. When you want the next list item to be at a different level, do either of the
following:
●● To create the next item one level lower (indented more), press the Tab key
at the beginning of that paragraph, before you enter the lower-level list
item text.
●● To create the next item one level higher (indented less), press Shift+Tab at the
beginning of the paragraph, before you enter the higher-level list item text.
In the case of a bulleted list, Word changes the bullet character for each item
level. In the case of a numbered list, Word changes the type of numbering used,
based on a predefined numbering scheme.
TIP For a multilevel list, you can change the numbering pattern or bullets by clicking
the Multilevel List button in the Paragraph group on the Home tab and then clicking the
pattern you want, or you can define a custom pattern by clicking Define New Multilevel List.
To modify the indentation of a list
1. Select the list items whose indentation you want to change, and do any of the
following:
●● On the Home tab, in the Paragraph group, click the Increase Indent button
to move the list items to the right.
●● In the Paragraph group, click the Decrease Indent button to move the list
items to the left.
●● Display the horizontal ruler, and drag the indent markers to the left or right.
93

TIP You can adjust the space between the bullets and their text by dragging
only the Hanging Indent marker.
SEE ALSO For information about paragraph indentation, see “Apply paragraph
formatting” earlier in this chapter.
To sort bulleted list items into ascending or descending order
1. Select the bulleted list items whose sort order you want to change.
2. On the Home tab, in the Paragraph group, click the Sort button to open the
Sort Text dialog box.
3. In the Sort by area, click Ascending or Descending. Then click OK.
To change the bullet symbol
1. Select the bulleted list whose bullet symbol you want to change.
2. On the Home tab, in the Paragraph group, click the Bullets arrow.
3. In the Bullets gallery, click the new symbol you want to use to replace the bullet
character that begins each item in the selected list.
To define a custom bullet
1. In the Bullets gallery, click Define New Bullet.
2. In the Define New Bullet dialog box, click the Symbol, Picture, or Font button,
and make a selection from the wide range of options.
3. Click OK to apply the new bullet style to the list.
To change the number style
1. Select the numbered list whose number style you want to change.
2. On the Home tab, in the Paragraph group, click the Numbering arrow to display
the Numbering gallery.
3. Make a new selection to change the style of the number that begins each item
in the selected list.
94

To define a custom number style
1. In the Numbering gallery, click Define New Number Format.
2. In the Define New Number Format dialog box, do any of the following:
Change the selections in the Number Style, Number Format, or Alignment

3
●●
boxes.
●● Click the Font button, and make a selection from the wide range of options.
3. Click OK to apply the new numbering style to the list.
To start a list or part of a list at a predefined number
1. Place the cursor within an existing list, in the list paragraph whose number you
want to set.
2. Display the Numbering gallery, and then click Set Numbering Value to open
the Set Numbering Value dialog box.
3. Do either of the following to permit custom numbering:

●● Click Start new list.
●● Click Continue from previous list, and then select the Advance value (skip
numbers) check box.
4. In the Set value to box, enter the number you want to assign to the list item.
Then click OK.
You can start or restart a numbered list at any number
95

Format text as you type

The Word list capabilities are only one example of the app’s ability to intuit
how you want to format an element based on what you type. You can learn
more about these and other AutoFormatting options by exploring the Auto-
Correct dialog box, which you can open from the Proofing page of the Word
Options dialog box.
The AutoFormat As You Type page shows the options Word implements by
default, including bulleted and numbered lists.
You can select and clear options to control automatic formatting behavior
One interesting option in this dialog box is Border Lines. When this check box
is selected, typing three consecutive hyphens (-) or three consecutive under-
scores (_) and pressing Enter draws a single line across the page. Typing three
consecutive equal signs (=) draws a double line, and typing three consecutive
tildes (~) draws a zigzag line.
96

Apply built-in styles to text

You don’t have to know much about character and paragraph formatting to be able to
format your documents in ways that will make them easier to read and more professional
looking. With a couple of mouse clicks, you can easily change the look of words, phrases,
and paragraphs by using styles. More importantly, you can build a document outline
that is reflected in the Navigation pane and can be used to create a table of contents.
3
SEE ALSO For information about tables of contents, see “Create and modify tables of
contents” in Chapter 13, “Reference content and content sources,” of Microsoft Word 2016
Step by Step by Joan Lambert (Microsoft Press, 2015).
Apply styles
Styles can include character formatting (such as font, size, and color), paragraph format-
ting (such as line spacing and outline level), or a combination of both. Styles are stored
in the template that is attached to a document. By default, blank new documents are
based on the Normal template. The Normal template includes a standard selection of
styles that fit the basic needs of most documents. These styles include nine heading
levels, various text styles including those for multiple levels of bulleted and numbered
lists, index and table of contents entry styles, and many specialized styles such as those
for hyperlinks, quotations, placeholders, captions, and other elements.
By default, most common predefined styles are available in the Styles gallery on the
Home tab. You can add styles to the gallery or remove those that you don’t often use.
The Styles gallery in a new, blank document based on the Normal template
97

Styles stored in a template are usually based on the Normal style and use only the
default body and heading fonts associated with the document’s theme, so they all go
together well. For this reason, formatting document content by using styles produces
a harmonious effect. After you apply named styles, you can easily change the look of
an entire document by switching to a different style set that contains styles with the
same names but different formatting.
SEE ALSO For information about document theme elements, see “Change the document
theme,” later in this chapter.
Style sets are available from the Document Formatting gallery on the Design tab.
Pointing to a style set in the gallery displays a live preview of the effects of applying that style set to the
entire document
TIP Style sets provide a quick and easy way to change the look of an existing document.
You can also modify style definitions by changing the template on which the document
is based. For more information about styles and templates, see “Create custom styles and
templates” in Chapter 15, “Work in Word more efficiently,” of Microsoft Word 2016 Step by Step
by Joan Lambert (Microsoft Press, 2015).
98

To open the Styles pane
1. On the Home tab, click the Styles dialog box launcher.
The Styles pane can display style names or previews of the styles
TIP If the Styles pane floats above the page, you can drag it by its title bar to the
right or left edge of the app window to dock it.
To change which styles are displayed in the Styles pane
1. Open the Styles pane, and then click Options.
99

To make it easier to find specific styles, sort the list alphabetically
2. In the Style Pane Options dialog box, do any of the following, and then click OK:
●● In the Select styles to show list, click one of the following:
●● Recommended Displays styles that are tagged in the template as
recommended for use
●● In use Displays styles that are applied to content in the current document
●● In current document Displays styles that are in the template that is
attached to the current document
●● All styles Displays built-in styles, styles that are in the attached tem-
plate, and styles that were brought into the document from other
templates
●● In the Select how list is sorted list, click Alphabetical, As Recommended,
Font, Based on, or By type
●● In the Select formatting to show as styles area, select each check box for
which you want to display variations from named styles
●● In the Select how built-in style names are shown area, select the check box
for each option you want to turn on
100

To display or hide style previews in the Styles pane
1. Open the Styles pane, and then select or clear the Show Preview check box.
To add a style to the Styles gallery
3
1. In the Styles pane, point to the style, click the arrow that appears, and then click
Add to Style Gallery.
To remove a style from the Styles gallery

●● In the Styles pane, point to the style, click the arrow that appears, and then
click Remove from Style Gallery.
●● In the Styles gallery, right-click the style, and then click Remove from Style
Gallery.
To apply a built-in style
1. Select the text or paragraph to which you want to apply the style.
TIP If the style you want to apply is a paragraph style, you can position the
cursor anywhere in the paragraph. If the style you want to apply is a character
style, you must select the text.
2. In the Styles gallery on the Home tab, or in the Styles pane, click the style you
want to apply.
To change the style set
1. On the Design tab, in the Document Formatting group, click the More button
if necessary to display all the style sets.
2. Point to any style set to preview its effect on the document.
3. Click the style set you want to apply.
Manage outline levels

Styles can be used for multiple purposes: to affect the appearance of the content, to
build a document outline, and to tag content as a certain type so that you can easily
locate it.
101

Heading styles define a document’s outline
Each paragraph style has an associated Outline Level setting. Outline levels include
Body Text and Level 1 through Level 9. (Most documents make use only of body text
and the first three or four outline levels.)
Most documents use only two to four of the outline levels
102

Paragraphs that have the Level 1 through Level 9 outline levels become part of the
hierarchical structure of the document. They appear as headings in the Navigation
pane and act as handles for the content that appears below them in the hierarchy. You
can collapse and expand the content below each heading, and move entire sections
of content by dragging the headings in the Navigation pane.
To display the document outline in the Navigation pane

3
1. In the Navigation pane, click Headings to display the document structure.
TIP Only headings that are styled with the document heading styles appear in
the Navigation pane.
To expand or collapse the outline in the Navigation pane
1. In the Navigation pane, do either of the following:

●● If there is a white triangle to the left of a heading, click it to expand that
heading to show its subheadings.
●● If there is a downward-angled black triangle to the left of a heading, click it
to collapse the subheadings under that heading.
TIP If there is no triangle next to a heading, that heading does not have
subheadings.
To expand or collapse sections in the document
1. In a document that contains styles, point to a heading to display a triangle to its

left. Then do either of the following:
●● If the triangle is a downward-angled gray triangle, click the triangle to hide
the content that follows the heading.
●● If the triangle is a white triangle, click the triangle to display the hidden
document content.
103

Change the document theme

Every document you create is based on a template, and the look of the template is
controlled by a theme. The theme is a combination of coordinated colors, fonts, and
effects that visually convey a certain tone. To change the look of a document, you can
apply a different theme from the Themes gallery.
The default installation of Word 2016 offers 30 themes to choose from
Each theme has a built-in font set and color set, and an associated effect style.
■■ Each font set includes two fonts—the first is used for headings and the second
for body text. In some font sets, the heading and body fonts are the same.
■■ Each color in a color set has a specific role in the formatting of styled elements.
For example, the first color in each set is applied to the Title and Intense Refer-
ence styles, and different shades of the third color are applied to the Subtitle,
Heading 1, and Heading 2 styles.
104

If you like the background elements of a theme but not the colors or fonts, you can
mix and match theme elements.
Word 2016 offers thousands of different combinations for creating a custom theme that meets your
exact needs
TIP In addition to colors and fonts, you can control the more subtle design elements,
such as paragraph spacing and visual effects that are associated with a theme.
If you create a combination of theme elements that you would like to be able to use
with other documents, you can save the combination as a new theme. By saving the
theme in the default Document Themes folder, you make the theme available in the
Themes gallery. However, you don’t have to store custom themes in the Document
Themes folder; you can store them anywhere on your hard disk, on removable media,
or in a network location.
105

TIP The default Document Themes folder is stored within your user profile. On a
default freestanding installation, the folder is located at C:\Users\<user name>
\AppData\Roaming\Microsoft\Templates\Document Themes. In a corporate environment
with managed computer configurations, the user profile folder might be located elsewhere.
By default, Word applies the Office theme to all new, blank documents. In Word 2016,
the Office theme uses a primarily blue palette, the Calibri font for body text, and
Calibri Light for headings. If you plan to frequently use a theme other than the Office
theme, you can make that the default theme.
TIP If multiple people create corporate documents for your company, you can ensure
that everyone’s documents have a common look and feel by assembling a custom
theme and making it available to everyone. Use theme elements that reflect your corporate
colors, fonts, and visual style, and then save the theme to a central location or send the theme
file by email and instruct your colleagues to save it to the default Document Themes folder.
To apply a built-in theme to a document
1. On the Design tab, in the Document Formatting group, click the Themes
button, and then click the theme you want to apply.
TIP If you have manually applied formatting to document content, the theme does not
override the manual formatting. To ensure that all document elements are controlled by
the theme, click Reset To The Default Style Set on the Document Formatting menu.
To change theme elements in a document
1. On the Design tab, in the Document Formatting group, do any of the following:
●● Click the Colors button (the ScreenTip says Theme Colors), and then click the
color set you want to apply.
●● Click the Fonts button (the ScreenTip says Theme Fonts), and then click the
font set you want to apply.
●● Click the Effects button (the ScreenTip says Theme Effects), and then click
the effect style you want to apply.
106

To save a custom theme
1. Apply a base theme, and then modify the theme colors, fonts, and effects as
you want them.
button.
3
3. At the bottom of the Themes menu, click Save Current Theme to display the
contents of the Document Themes folder in the Save Current Theme dialog box.
4. In the File name box, replace the suggested name, and then click Save.
To apply a custom theme
1. Display the Themes menu. If you have created a custom theme, the Themes
menu now includes a Custom area that contains your theme.
2. Click the theme to apply it to the document.
To change the default theme
1. In the document, apply the theme you want to use as the default theme.
2. On the Design tab, in the Document Formatting group, click Set as Default.
To apply a theme from a nonstandard location
button.
2. At the bottom of the Themes menu, click Browse for Themes.
3. In the Choose Theme or Themed Document dialog box, browse to the theme
you want to apply, and then click Open.
To find the location of your Document Themes folder
button.
2. At the bottom of the Themes menu, click Save Current Theme.
3. In the Save Current Theme dialog box, click the icon at the left end of the
address bar to display the full path to the Document Themes folder.
107

To delete a custom theme

●● Open File Explorer, browse to the Document Themes folder, and delete the
theme file.
●● In Word, display the Themes menu, right-click the custom theme, and then
click Delete.
Note that the second method removes the theme choice from the gallery but
does not remove the theme file from your Themes folder.
Skills review
In this chapter, you learned how to:
■■ Apply paragraph formatting

■■ Structure content manually
■■ Apply character formatting
■■ Create and modify lists
■■ Apply built-in styles to text
■■ Change the document theme
108

Practice tasks
Practice tasks
The practice files for these tasks are located in the Office2016SBS\Ch03
folder. You can save the results of the tasks in the same folder.

Open the FormatParagraphs document, display formatting marks, and then complete
the following tasks:
1. Display the rulers and adjust the zoom level to display most or all of the
paragraphs in the document.
2. Select the first two paragraphs (Welcome! and the next paragraph) and center
them between the margins.
3. Select the second paragraph, and apply a first line indent.
4. Select the third paragraph and then apply the following formatting:
●● Format the paragraph so that the edges of the paragraph are flush against
both the left and right margins.
●● Indent the paragraph by a half inch on the left and on the right.
5. Indent the Be careful paragraph by 0.25 inches.
6. Simultaneously select the Pillows, Blankets, Towels, Limousine winery tour, and
In-home massage paragraphs. Change the paragraph spacing to remove the
space after the paragraphs.
7. At the top of the document, apply an outside border to the Please take a few
minutes paragraph.
8. Save and close the document.
109

Chapter 3

Open the StructureContent document, display formatting marks, and then complete
the following tasks:
1. Display the rulers and adjust the zoom level to display most or all of the
paragraphs in the document.
2. In the second paragraph (We would like...), insert a line break immediately after
the comma and space that follow the word cottage.
3. Select the Pillows, Blankets, Towels, and Dish towels paragraphs. Insert a left tab
stop at the 2 inch mark and clear any tab stops prior to that location.
4. In the Pillows paragraph, replace the space before the word There with a tab
marker. Repeat the process to insert tabs in each of the next three paragraphs.
The part of each paragraph that follows the colon is now aligned at the 2-inch
mark, producing more space than you need.
5. Select the four paragraphs containing tabs, and then do the following:
●● Change the left tab stop from the 2 inch mark to the 1.25 inch mark.
●● On the ruler, drag the Hanging Indent marker to the tab stop at the 1.25
inch mark (the Left Indent marker moves with it) to cause the second line of
the paragraphs to start in the same location as the first line. Then press the
Home key to release the selection so you can review the results.
6. At the bottom of the document, select the three paragraphs containing dollar
amounts, and then do the following:
●● Set a Decimal Tab stop at the 3 inch mark.
●● Replace the space to the left of each dollar sign with a tab to align the prices
on the decimal points.
7. Hide the formatting marks to better display the results of your work.
110

Practice tasks

Open the FormatCharacters document, and then complete the following tasks:
1. In the second bullet point, underline the word natural. Then repeat the formatting
command to underline the word all, in the fourth bullet point.
2. In the fourth bullet point, click anywhere in the word across. Apply a thick
underline to the word in a way that also assigns the Thick underline format to
the Underline button. Then apply the thick underline to the word departments.
3. Select the Employee Orientation heading, and apply bold formatting to the
heading.
4. Copy the formatting, and then paint it onto the Guidelines subtitle, to make the
subtitle a heading.
5. Select the Guidelines heading, and apply the following formatting:

●● Change the font to Impact.
●● Set the font size to 20 points.
●● Apply the Small caps font effect.
●● Expand the character spacing by 10 points.
6. Change the font color of the words Employee Orientation to Green, Accent 6.
7. Select the Community Service Committee heading, and apply the following
formatting:
●● Outline the letters in the same color you applied to Employee Orientation.
●● Apply an Offset Diagonal Bottom Left outer shadow. Change the shadow
color to Green, Accent 6, Darker 50%.
●● Fill the letters with the Green, Accent 6 color, and then change the text
outline to Green, Accent 6, Darker 25%.
You have now applied three text effects to the selected text by using three
shades of the same green.
111

Chapter 3
8. In the first bullet point, select the phrase the concept of service and apply a
Bright Green highlight.
9. In the fifth bullet point, simultaneously select the words brainstorming, planning,
and leadership and change the case of all the letters to uppercase.

Open the CreateLists document, display formatting marks and rulers, and then
complete the following tasks:
1. Select the first four paragraphs below The rules fall into four categories. Format
the selected paragraphs as a bulleted list. Then change the bullet character for
the four list items to the one that is composed of four diamonds.
2. Select the two paragraphs below the Definitions heading. Format the selected
paragraphs as a numbered list.
3. Select the first four paragraphs below the General Rules heading. Format the
paragraphs as a second numbered list. Ensure that the new list starts with the
number 1.
4. Format the next three paragraphs as a bulleted list. (Notice that Word uses the
bullet symbol you specified earlier.) Indent the bulleted list so that it is a subset
of the preceding numbered list item.
5. Format the remaining three paragraphs as a numbered list. Ensure that the list
numbering continues from the previous numbered list.
6. Locate the No large dogs numbered list item. Create a new second-level num-
bered list item (a) from the text that begins with the word Seeing. Then create a
second item (b) and enter The Board reserves the right to make exceptions to
this rule.
7. Create a third list item (c). Promote the new list item to a first-level item, and
enter All pets must reside within their Owners’ Apartments. Notice that the
General Rules list is now organized hierarchically.
8. Sort the three bulleted list items in ascending alphabetical order.
112

Practice tasks

Open the ApplyStyles document in Print Layout view, and then complete the
following tasks:
1. Scroll through the document to gain an overview of its contents. Notice that
the document begins with a centered title and subtitle, and there are several
headings throughout.
2. Open the Navigation pane. Notice that the Headings page of the Navigation
pane does not reflect the headings in the document, because the headings are
formatted with local formatting instead of styles.
3. Open the Styles pane and dock it to the right edge of the app window.
4. Set the zoom level of the page to fit the page content between the Navigation
pane and the Styles pane.
5. Apply the Title style to the document title, All About Bamboo.
6. Apply the Subtitle style to the Information Sheet paragraph.
7. Apply the Heading 1 style to the first bold heading, Moving to a New Home.
Notice that the heading appears in the Navigation pane.
8. Hide the content that follows the heading. Then redisplay it.
9. Apply the Heading 1 style to Staying Healthy. Then repeat the formatting to
apply the same style to Keeping Bugs at Bay.
10. Scroll the page so that both underlined headings are visible. Select the Mites
and Mealy Bugs headings. Then simultaneously apply the Heading 2 style to
both selections.
11. Configure the Styles pane to display all styles, in alphabetical order.
12. In the Navigation pane, just above the headings, click the Jump to the beginning
button to return to the document title.
13. In the first paragraph of the document, select the company name Wide World
Importers, and apply the Intense Reference style.
14. In the second paragraph, near the end of the first sentence, select the word
clumping, and apply the Emphasis style. Then, at the end of the sentence, apply
the same style to the word running.
113

Chapter 3
15. Close the Navigation pane and the Styles pane. Then configure the view setting
to display both pages of the document in the window.
16. Apply the Basic (Elegant) style set to the document. Change the view to Page
Width and notice the changes to the styled content.

Open the ChangeTheme document, and then complete the following tasks:
1. Apply the Facet theme to the document.
2. Change the theme colors to the Orange color scheme.
3. Change the theme fonts to the Georgia theme set.
4. Save the modified theme in the default folder, as a custom theme named My
Theme. Verify that the custom theme is available on the Themes menu.
114

Index
Symbols Align Left 71
Align Right 71
+ (addition) operator 218
aligning
& (concatenation) operator 218
decimal points 81
#DIV/0! error code 230
lines of text 80
/ (division) operator 218
tabs 83
##### error code 230
text, using tab stops 80
^ (exponentiation) operator 218
All Items list, filtering 463
* (multiplication) operator 218
All Markup view 122
#NAME? error code 230
Analysis ToolPak 303–304
- (negation) operator 218
animating
% (percentage) operator 218
objects 386, 392–394
#REF! error code 230
pictures 386–391
– (subtraction) operator 218
pie charts 392
#VALUE! error code 230
text 386–391
animation effects
A adding sound 402
absolute references applying multiple 391, 395
changing from relative 214 configuring 390
creating 217 copying between objects 395
accepting tracked changes in documents customizing 396–402
131–132 Emphasis 388, 391
accessing documents Entrance 387, 391
restricting with passwords 144–149 Exit 389–391
restricting with rights management 149 fine-tuning 396–397
accounts live preview 394
displaying Office settings 20 Motion Path 389
managing 18–20 removing 396
Active view 528 reordering 400
Address Block merge field 179–181 Animation Painter 396
address books, searching 437–438 Animation Pane 395–398
address boxes 430, 464 animations 386
address lists adding sound effects 402
searching 438 configuring options 390, 395
troubleshooting 435 fine-tuning 399
address resolution 430, 434 indicators 398
AGGREGATE function 245, 247, 250–252 as individual events 398
aliases 430 on click 398
541

annotating documents
animations (continued) definition 207

opening effect-specific dialog box 400 function_num 248, 252–253
ordering 391 fv 207
positioning objects on slides 391 k 253
previewing 394, 396 lookup_value 277
reordering 391 nper 207
selecting 395, 398 options 251–253
setting duration 401 pv 207
timing 401 range_lookup 277
triggering 398, 401 rate 207
turning off live preview 394 ref 252–253
types 386 table_array 277
annotating documents 135–136 type 207
app windows VLOOKUP function 276
changing backgrounds 20 array formulas 227–229
changing color schemes 20 arrays 253
maximizing 13 artistic effects
personalizing 19 applying to pictures 361
Quick Access Toolbar 6 applying to text 88
ribbon 6–9 ascending order, sorting bulleted lists 94
status bar 10–11 attachments
title bar 5–6 arranging messages by 482
appointment window 504 copies of online files 449
appointments 504, 506 displaying 454–456
conflicting 504–505 forwarding messages 465
converting into events 510–511 modifying 445
converting into meetings 512 opening in default app 457
creating from messages 510–511 Outlook items 450
creating recurrences 517 previewing 454–457
default availability 513 removing 445, 449
displaying on calendars 505 saving to storage drives 457–458
editing 507 scanning for viruses 456
indicating availability 516 sending from File Explorer 449
InfoBar 505 sharing Office files 447–448
modifying 516 attendees 519
opening new appointment windows 506 adding to meetings 521
recurring 513–514, 517 optional 523
reminders 513, 516 removing 524
resizing 507 required 523
scheduling 504–508 tracking meeting responses 521
time zones 512–513, 515 attributes
arguments files 53
array 253 messages 482–486
col_index_num 277
542

calculations
audio clips Backstage view 6–7, 18

automatically starting 410 app-specific options 22–23
bookmarking 402–403 managing account information 18
downloading 404 balloons
fading into/out of 408 comments 116
inserting onto slides 406 displaying markup 125
looping 409–410 Bar Tab 81
preventing from stopping 409 Bcc field 430, 432
restricting playback 407–408 bitmap (BMP) file format 355
supported formats 404 bits per pixel (bpp) 355
audio content blind courtesy copies 430
adding narration 404 BMP (bitmap) file format 355
customizing 406 bookmarks 402–403
recording onto slides 406–407 Border Lines 96
starting 405 borders (Word)
trimming 408 adding lines 96
audio icons 404–405, 408 paragraphs 79
audio playback bpp (bits per pixel) 355
automatically starting 409 branches, conversations 477
controls 405 build slides 392
manually starting 409 built-in styles, applying to text 97–103
restricting 407–408 built-in themes, applying to documents 106
auditing formulas for errors 229 bulleted lists 91
AutoCalculate See also lists
summarizing filtered data lists 247 animating on slides 390, 392
summarizing values 252 converting from paragraphs 93
Auto-Complete List 434–436 formatting on the fly 92
AutoCorrect Options 92, 202 sorting into ascending/descending order 94
AutoFormat As You Type 96, 202 starting new 92
AutoFormatting options 96 bullets 94
automatic calculations 226
AVERAGE function 207, 247–248, 250 C
AVERAGEIF function 220–221 Cached Exchange Mode, enabling 463
AVERAGEIFS function 220 calculations
See also formulas; iterative calculations
B automatic 226
Background Removal tool tab 360 dependents 231
backgrounds (PowerPoint) 336–346 error codes 230
Format Background pane 337, 340 finding errors 229
gradients 337–338, 342–343 linear 299
patterns 339–340, 346 manual 226
removing from pictures 359–360 setting options 226–227
textures 338–339, 343 stepping through 234–235
543

calendar items
calendar items Call or Call All message responses 466

appointments 504, 506 capturing screen clippings 372–374
assiging importance 515 categories
configuring options 512–517 See also messages
converting 510–512 appointments 515
events 505, 510 arranging messages by 483
indicating availability 513, 516 assigning 486, 492
modifying 516 assigning colors 488
privacy 514 assigning shortcut keys 488
recurring 513–514, 517 assigning to notes 490
reminders 513, 516 Categorize menu 489
time zones 512, 515 conversations 488
Calendar view 505, 528 creating 488, 493
calendars deleting 494
Active view 528 elements 488
adding holidays 508–509 events 515
arrangements 529–531 filtering by 489
Calendar view 528 grouping items by 489
changing displayed time period 531 holidays 509
connecting to 503 meetings 515
date areas 505 naming 488
Day arrangement 529 Quick Click 488, 492, 494
displaying seven-day week 534 removing 493
displaying specific day 534 renaming 487, 493–494
displaying task lists 534 searching 486
displaying today’s schedule 534 sorting by 489
displaying week numbers 531 viewing in Reading Pane 488
displaying work week schedule 534 Categorize menu 489
List view 528 Cc field 430, 432
Month arrangement 529 cell colors, sorting data by 267
navigating in Month view 531 cell formats and VLOOKUP 278
Preview view 528 cell ranges
privacy indicator 514 converting tables to 205
reminder icon 513 creating tables from 202
removing holidays 509 defining value sets 255–257
resetting views 530 named 198
returning to default settings 535 watching values in 234
Schedule view arrangement 529 with numbers, counting 222
ScreenTips 505 cell references
time slots 505 absolute 217
views 528–531, 534–535 circular 225
Week arrangement 529 in formulas 211–214
Work Week arrangement 529 relative 217
544

connecting shapes
cells, in worksheets comments 117–118

blank, counting 222–223 fonts 88
dependents 231, 233 non-theme 344
error codes 230 notes 490
error indicators 233 tracking changes using 119–120
excluding from tables 202 column input cell 294
expanding selection 210 columns, in worksheets
meeting conditions 223 adding to Excel tables 202, 204
named ranges 198 as sort criteria 264–266
precedents 230, 233 combining documents 134–136
references 211–214 commands
selecting in formulas 209 adding to custom groups 33–34
setting watches 232 formatting 364
validation rules 255–256 Quick Access Toolbar 26–31
Center Shadow Rectangle picture frame repeating formatting 90
style 376 comments
Center Tab 81 adding to data set scenarios 287
changes, tracking See tracked changes balloons 116
character formatting 84–90 colors 117–118
applying 85 deleting 130
best practices 91 displaying 126
definition 84 editing 130
removing 90 hidden 116
types 84 inserting into documents 116–118
character spacing, changing 85, 90–91 marking as done 130
characters, subscript/superscript 88 moving between 129
Check Spelling As You Type option 133 responding to 128–130
chiclet 459 reviewing 128–130
circular references 225 specifying user name 23–24
cleaning up conversations 480 viewing 123–124
closing files 60 comparing documents 133–137
cloud storage 20, 59 Compatibility mode 55
coauthoring 115 Compound Frame, Black picture frame
documents 149–153 style 376
inserting comments into documents 116–118 compressing media 415–417
col_index_num argument 277 conditional formulas
collaborating 115–118 averages that meet conditions 224
Color Categories dialog box, opening 492 counting cells 222–224
color schemes, changing for all apps 20 creating 219
color sets in themes 104 summarizing data 222
colors sums that meet conditions 223
applying to presentations 334 conditional functions 220
categories 486, 488 connecting shapes 371–372
545

connection points
connection points 371–372 COUNTBLANK function 220

contact cards COUNTIF function 220
displaying for message participants COUNTIFS function 220
459–462 courtesy copies 430
initiating contact from 462–463 cropping pictures 357
pinning 460 cursor movement and keyboard 45
conversation bubble icons, hidden custom color model 345
comments 116 custom groups in subtotals 275
Conversation view 476–477 custom lists, sorting data using 268–270
conversations 476
See also messages D
benefits of using 477
Daily Task List 534
branches 477
data
cleaning up 478, 480–481
analyzing using data tables 292–295
deleting 478
analyzing using descriptive statistics
deleting messages from folders 478–481
303–304
displaying all messages 476, 478
analyzing using Quick Analysis Lens
displaying color category blocks 488
284–286
displaying message lists 480
circling invalid data 257
displaying messages 480
data tables 292–295
displaying messages in any folder 478
filtering in worksheets 262–268
displaying most recent messages 476
organizing into levels 271–275
expanding 476–478
sorting in worksheets 262–268
headers 476, 478
sorting using custom lists 268–270
history 462
summarizing 247–253
ignoring 478, 482
summarizing in tables 202
indenting older messages 478
summarizing with AutoCalculate 252
moving from folders 497
using tables 201–205
multiple responses 477
validation rules 255
participants 461
Data Analysis add-ins, adding to ribbon 304
selecting all messages 477, 480
data lists
sent messages 477–478
creating custom groups in 275
stop ignoring 482
hiding/showing details in 274
unique messages 476
removing custom groups 275
unread messages 477
removing subtotals from 275
copying
data, mail merge
formatting from one shape to another 369
merging to new documents 182–183
formulas 211, 214, 217–218
refreshing 178
slide content 317–324
data ranges
slides 317–324
adding total columns/rows 285
values 270
header cells in 240, 250
copyrighted pictures 352
data sets
COUNT function 207, 220, 248, 250
See also scenarios
COUNTA function 220, 248, 250
adding tables 286
546

documents
adding totals 286 details, hiding/showing in subtotal summary

analysis tools 303–304 lists 274
defining alternative values 287, 289 digital signatures See signatures
defining multiple alternative values 290–291 Display For Review options 122–123
deleting 290 displaying
displaying 289 author of tracked change 131
editing 289–290 coauthor changes 152
finding target values 296–297 comments 126
finding unique values 253–254 document markup 122–128
formatting summaries 285 time of tracked change 131
Quick Analysis Lens 284–286 distribution lists 461
scenarios 287–292 docking panes 99
Solver 297–303 Document Formatting gallery 98
using descriptive statistics 304 Document Themes folder location 106–107
varying for specific results 295–297 documents
data sources, mail merge accessing restricted 144–149
creating new 172–173 adding envelopes 186
filtering records 174–175 annotating 135–136
linking to merge fields 178 applying built-in themes 106
mail merge 160 browsing objects 48
mail merge requirements 168–169 changing theme elements 106
refining records 173 closing 60
removing records 173–174 coauthoring 115, 149–153
selecting existing 169–172 collaborating 115
sorting records 177–178 combining 134–136
types 169–170 comparing 133–137
data tables content restriction 137–149
changing variables 293 creating based on templates 42
column input cell 294 default theme 106
location in cell ranges 292 editing 152
one-variable 293–294 expanding/collapsing sections 103
row input cell 294 formatting marks 52
two-variable 293–295 formatting restrictions 138–144
date and time, displaying current 215 hiding/unhiding gridlines 52
date areas on calendars 505 hiding/unhiding guides 52
Day calendar arrangement 529 hiding/unhiding rulers 52
decimal points, aligning 81 highlighting merge fields 180
Decimal Tab 81 identifying locked areas 152
deleting merging 133–137
See also removing nonprinting characters 52
comments 130 opening 46–47
slides 324–326 opening protected documents 146–147
dependents 231, 233 previewing merged 182
descending order, sorting bulleted lists 94 restricting edits 138–144
547

dots (pixels)
documents (continued) positioning addresses 185

restricting styles 139–142 printing 187–188
saving 59 saving 188
spelling checks 133 setting up from addresses 187
tracking changes 119–122 storing return addresses 185–186
versions 136–139 Error Checking tool 232
dots (pixels) 355 error codes in calculations 229, 230
Draft view 49 errors
drafts changing display options 234
automatic saving increments 441 circular references 225
modifying messages 442–443 Error Checking tool 232
saving messages as 438–439, 441–442 finding/fixing in calculations 229–232
drawing shapes 361–371 in formulas 231, 233
tracing precedents 230
E events 504
editing converting to appointments 512
comments 130 converting to invited events 512
inviting others to edit 152 creating recurrences 517
photo album settings 380 displaying on calendars 505
pictures 356–361 holidays 508–509
removing restrictions 144 indicating availability 516
restricting edits 138–144 invited 510
tracked changes 119–122 modifying 516
Effect Options 399 recurring 513–514
effect style, applying to presentations 335–336 reminders, changing default 516
effects scheduling 505, 510
fonts 85 time zones 512–513
WordArt 86 Evolutionary solver method 299
electronic postage 186 Excel 2016
email addresses file extensions 54
comma separators 437 file formats 54
removing from Auto-Complete List 436 views 49
email messages See messages Exit animation effects 389–391
embed code 410
embedded videos, selecting 414 F
Emphasis animation effects 388, 391 Facebook accounts, connecting to 19
Encrypted option 144 faxing messages 448
Entrance animation effects 387, 391 fields, mail merge 160
envelopes files
adding to documents 186 accessing from OneDrive 61
creating individual 184 attaching to messages 444–447
editing addresses 184 attributes 53
electronic postage 186 automatically saving 58
manually entering addresses 186–187 creating 40–43
548

formatting marks, displaying
creating based on installed templates 42 first line indent, creating 78

creating based on online templates 42 First Line Indent marker 76–77
displaying different views 48–50 flags, arranging messages by 483
displaying multiple 52 Flickr accounts, connecting to 19
displaying properties 56 flipping shapes 366
editing properties 56 folders, messages 496–497
extensions 54 Font dialog box 90
formats 54–55 font sets
magnifying 51–52 applying to presentations 334–335
moving around in 43–45 built-in 104
Office version compatibility 54–55 fonts
opening 40, 43–51 attributes 85–86
opening in web browsers 47 changing colors 88
previewing design templates 41 changing for selected text 87
properties 53 changing sizes 87
saving 56–57, 59 default 84
saving copies 59 effects 85
saving in previous Office versions 55 size 84
saving to OneDrive 57, 60 style 85
saving to SharePoint 57 Format Background pane 337, 340
sending from File Explorer 444, 449 Format tool tab 353, 356
sending from Office apps 444, 447–448 formatting
settings 53 alignment 71
starting new 41 AutoCorrect Options 92
switching among views 51 characters 84–90
switching between 50 commands 364
templates 40 copying to other text 89
types 39, 54–55 graphics 355–356
viewing in multiple windows 50 lists 92
filter arrows 240, 243–245 messages 428, 432–433
filtered data lists, summarizing visible cells 247 paragraph borders 79
filtering paragraph shading 79
All Items list 463 pictures 356–361
by categories 489 previewing 9
defining criteria 241 removing 90
summarizing worksheet data 247–253 removing restrictions 144
worksheet data 262–268 repeating previous commands 90
filters restricting edits 138–144
clearing from worksheets 245 shapes 367–370
creating rules 244 text 69, 87–88, 96
search 242, 245 text as you type 96
selection 244 text on a shape 369
Top 10 242, 244 tracked changes 119
Final view (Word 2010) See No Markup view formatting marks, displaying 52
549

Formula AutoComplete
Formula AutoComplete 208–210 Forward As Attachment message

formulas responses 465
See also calculations Forward message responses 465
absolute references 214 forwarding messages 464–465, 470
arrays 227–229 frame styles, pictures 376
averages that meet conditions 224 framing pictures 358–359
calculating payments 215 function_num argument 248, 252–253
calculating values 206 functions
cell references 217–218 AGGREGATE 245, 247, 250–252
conditional 219–224 AVERAGE 207, 247–248, 250
copying 211, 214, 217 AVERAGEIF 220–221
counting cells 222–224 AVERAGEIFS 220
creating 215 COUNT 207, 220, 248, 250
creating AGGREGATE 253 COUNTA 220, 248, 250
creating subtotals 252 COUNTBLANK 220
displaying date and time 215 COUNTIF 220
displaying errors 224, 231, 233, 234 COUNTIFS 220
duplicate results 228 HLOOKUP 278
Error Checking tool 232 IF 222
error codes 229 IFERROR 220
Formula AutoComplete 208–210 MAX 207, 248, 250
generating specific results 295, 297 MEDIAN 251
identifying dependents 233 MIN 207, 249–250
identifying precedents 233 MODE.SNGL 251
incomplete results 228 NOW 207
inserting functions 222 PERCENTILE.EXC 251
interative calculations 225 PERCENTILE.INC 251
moving 217 PMT 207
NOW(), updating 215 PRODUCT 249
operator precedence 218 RAND 245–246
operators 218 RANDBETWEEN 245–246
predefined 206 SMALL 251
recalculating workbooks 226 STDEV.P 249, 251
referring to named ranges 216 STDEV.S 249, 251
referring to table columns 216 SUBTOTAL 245, 247–248, 250
relative references 211–213 SUM 207, 247, 249, 251
selecting cells 209–210 SUMIF 220
stepping through 232–234 SUMIFS 220
summarizing data 222 VAR.P 249, 251
sums that meet conditions 223 VAR.S 249, 251
tracer arrows 231 VLOOKUP 220, 276–279
values from named ranges 208 fv argument 207
VLOOKUP 278
550

keyboard shortcuts
G I
GIF (Graphics Interchange Format) 355 IF function 222
Goal Seek 295–297 IFERROR function 220
gradients, slide backgrounds 337–338, ignoring conversations 478, 482
342–343 importing
grammar errors, hiding 23 custom data lists 269
graphics slide content 317–323
See also pictures; shapes slides 317–324
formats 355–356 indenting
formatting commands 364 lists 93
screen clippings 372 –374 paragraphs 78
types 351 indent markers 76–78, 94
Graphics Interchange Format (GIF) 355 InfoBar 505
Greeting Line merge field 179, 181 information rights management (IRM) 149
GRG Nonlinear solver method 299 Insert New Pictures dialog box 377
gridlines, hiding 52 Insert Picture dialog box 353
grouping shapes 369 inserting
guides, hiding 52 comments into documents 116–118
on-screen window images onto slides
H 372–373
Hanging Indent marker 94 pictures 352–355
hanging indents screen clippings 372–374
creating 77–78 simple graphics 351–382
in lists 91 slides 316–317
hidden characters 80 integer programming 299
hidden comments 116 invited events 510, 512
hiding IR (information rights management) 149
Animation Pane 395 italic, applying to text 87
data list details 274–275 iterative calculations 225–227
document markup 126 See also calculations
grammar errors 23
gridlines 52 J
guides 52 jelly bean 459
paragraph marks 82 JPEG (Joint Photographic Experts Group) 355
ribbon 13–14
rulers 52 K
slides 324–326
k argument 253
spelling errors 23
keyboard and cursor movement 45
tracked changes 120
keyboard shortcuts 45
highlighting text in documents 89
creating tables 202
HLOOKUP function 278
expanding cell selections 210
holidays 508–509
hyperlinks 418–419
551

labels
L importing contacts 170

importing data from Exchange 170
labels See mail merge labels; mailing labels
labels 163–166
LARGE function 251
letters 162–163
layouts, photo albums 375
manually excluding records 177
Left Indent marker 76–77
merge fields 161
Left Tab 81
messages 166–168
letters
process overview 160–161
merge field placeholders 162
records 160
merge fields 179
refining data source records 173–177
starting mail merge 162–163
refreshing data 178
templates 162
removing data source records 173–174
level buttons in worksheet outlines 273
removing duplicate records 176
line break characters 80
selecting existing data sources 169–172
line breaks, inserting 82
sorting records in data sources 177–178
linear calculations 299
starting 166–168
LinkedIn accounts, connecting to 19
tools 160
List view 528
types of output 161
lists
See also bulleted lists; numbered lists using the Mail Merge wizard 161
automatic formatting 92 validating addresses 174
creating multiple levels 93 mail merge labels
customizing 92 manufacturers and products 164
definition 91 starting mail merge 163–166
ending 92 uses for 163
modifying indentation 93 Mail Merge wizard 160–161
Live Preview 23–24 mailing addresses
locking documents 152 editing on envelopes 184
lookup_value argument 277 validating 174
lowercase 91 mailing labels 188–190
managing simple graphics 351–382
manual calculations 226
M markup 116
magnifying screen display 13 displaying 122–128
mail merge hiding 126
creating new data sources 172–173 responding to comments 128–130
data source requirements 168–169 reviewing comments 128–130
data sources 159, 160, 162, 169–170 tracking changes 119–122
definition 159 views 122–123
displaying Mail Merge Recipients list 174 mathematical operators
editing custom greetings 167 controlling order of 218
fields 160 list of 218
filtering recipients list 174–175 MAX function 207, 248, 250
filtering records 175–176 media, compressing/uncompressing 415–417
552

messages
MEDIAN function 251 linking to data sources 178

meeting invitations, creating from placeholders 162
messages 464 previewing results 181–182
meeting requests 466, 518 merged documents, previewing 182
accepting 526 merging
creating 522 data to new documents 182–183
declining 526 documents 133–137
editing 524 message folders, creating 496–497
proposing new time 526–528 message headers 430, 452, 476
responding to 526–527 conversations 476, 478
tenatively accepting 526 drafts 439
meetings icons 452
attendee availability 519–520, 523 message lists 475
attendees 519, 521 changing default settings 480
canceling 524–525 changing sort order 483–485
changing times 521 default order 475
conference rooms 519 message participants
creating recurrences 517 communication history 462
default availability 513 contact cards 459–462
indicating availability 516 online status 459
inviting groups of people 519 resolving addresses 430, 434
inviting managed resources 519 message responses
meeting window 518–519 address boxes 464
modifying 516 etiquette 465
opening new meeting window 521 forwarding 465
optional attendees 523 meeting requests 466
recurring 513–514 modifying recipients 465
reminders 513, 516 task assignments 466
removing attendees 524 voting buttons 466
requirements 519 messages
Room Finder 519 See also categories; conversations
scheduling 518–525 address boxes 464
Scheduling Assistant 518, 520 address resolution 430–431
Skype for Business 504 arranging by account 482
Suggested Times list 519, 521 arranging by attachments 482
time zones 512–513, 515 arranging by attributes 482–486
tracking attendee responses 521 arranging by categories 483
menus, resizing 393 arranging by flags 483
merge fields 161 arranging by importance 483
Address Block 179–181 arranging by item type 483
Greeting Line 179, 181 arranging by primary recipients 483
highlighting in documents 180 arranging by senders 483
inserting 178–181 arranging by size 483
553

MIN function
messages (continued) removing attachments 449

arranging by subject 483 Reply 464
assigning categories 492 Reply All 464
attaching files 444–450 Reply with Meeting 464
attaching online file copies 449 resending 468–469
attaching Outlook items 444–445, 450 resetting arrangements 486
attributes 482–483 responding to 464–467
Auto-Complete List 434–435 Rich Text format 428
body 429 saving as drafts 438–439, 441
categorizing 486–489 security settings 453
closing after responding 470–471 selecting groups 485
collapsing groups 484, 486 sending 443
creating 429–434 sending from specific accounts 440
creating appointments from 510–511 sending to aliases 430
creating folders 496–497 signatures 428
displaying as conversations 477 sorting by column 485
displaying content 452–453 troubleshooting 434–435
downloading external content 453 verifying sent items 444
editing custom greetings 167 MIN function 207, 249–250
entering content 432 Mini Toolbar 23–24, 85
entering email addresses 432 MODE.SNGL function 251
entering subjects 432 Month calendar arrangement 529
expanding groups 486 Motion Path animation effects 389
faxing 448 moving
fields 429–430 between comments 129
formatting 428–429, 432–433 formulas 217
forwarding 465, 470 groups of shapes 370
grouping/ungrouping 485 pictures 352–355
headers 430, 439, 452 shapes 366
HTML format 428 between tracked changes 128
icons in headers 452 multiple data set scenarios 290
modifying drafts 442–443
moving to folders 496–497 N
multiple categories 487
named ranges
opening 452
creating 200
organizing in folders 494–497
creating from data with headings 200
personalizing 428
defining cells as 198
Plain Text format 428
deleting 201
previewing 499
editing 200–201
printing 498–499
managing 199
Reading Pane 452
referring to in formulas 216
recalling 468–469
supplying formula values 208
recipients 430
names, removing from Auto-Complete List 436
554

paragraphs
naming Excel tables 203 starting 4

narration 402 title bar 5–6
holidays 508–509 window elements 4–8
Navigation pane 48, 103 Office themes 19
new mail notifications 451 on click animations 398
No Markup view 123 OneDrive 60
nonprinting characters, displaying 52 accessing files 61
non-theme colors 344–345 connecting to 19
Normal template styles 97 saving files to 57, 60–61
Normal view 49 OneDrive for Business 61
Notes Page view 49 one-variable data tables 293–294
notes, storing information in 490–491 opening protected documents 146–147
notifications 451 options argument 251–253
NOW() formulas, updating 215 organization levels in worksheets 273
NOW function 207 organizing
nper argument 207 Inbox 494–497
Number Filters 240 items in folders 495
numbered lists 91 messages in folders 494–497
See also lists Original view 123
converting from paragraphs 93 outdenting paragraphs 77–78
formatting on the fly 92 outline area, worksheets 273
predefined numbering 95 Outline Level settings 102
restarting 95 Outline view 49
starting 95 outlines
starting new 92 displaying in Navigation pane 103
numbers expanding/collapsing 103
changing styles 94 levels 102
defining custom styles 95 managing with styles 101–103
subheadings 103
O Outlook items, attaching to messages 444–
445, 450
objects
Outlook Options dialog box, opening 436
animating on slides 386, 392–394
applying multiple animation effects 391
applying multiple effects 395 P
attaching hyperlinks 418–419 Page Break Preview view 49
browsing in documents 48 paragraph indent 76
copying effects 395 paragraph marks, displaying/hiding 82
positioning on slides 391 Paragraph Spacing options 73
removing animations 396 paragraphs
Office 365 subscriptions 18, 21 adjusting spacing between lines 75
Office 2016 3 breaking lines 80
managing updates 21 configuring borders 79
Quick Access Toolbar 6 converting to lists 93
ribbon 6–9
555

parentheses, controlling operator order
first line indents 78 Portable Network Graphic (PNG) 355

formatting 70 PowerPoint 2016
formatting as lists 92 file extensions 55
hanging indents 77–78 file formats 55
hidden characters 80 views 49–50
indenting 76–78 precedence of operators 218
indenting beyond margins 78 precedents
indenting right edge 78 identifying 233
inserting line breaks 82 tracing 230
line break characters 80 presence information 459
line spacing 72 presentations
manually positioning text 79 adding slides 314–326
outdented 77–78 applying themes 331–336
outdenting right edge 78 closing 60
setting alignment 72 color schemes 334
shading 79 copying slides 317–324
soft returns 80 creating based on templates 42
spacing 72 deleting slides 324–326
tab characters 80 dividing into sections 326–328
wrapping lines 80 effect style 335–336
parentheses, controlling operator order 218 font sets 334–335
passwords 144–149 hiding slides 324–326
patterns, slide backgrounds 339–340, 346 hiding/unhiding gridlines 52
People Pane 461–463 hiding/unhiding guides 52
PERCENTILE.EXC function 251 hiding/unhiding rulers 52
PERCENTILE.INC function 251 importing slides 317–324
personalizing messages 428 opening 46–47
Photo Album dialog box 375 rearranging sections 329–331
photo albums, creating 375–380 rearranging slides 329–331
Picture Tools tab group 353 saving 59
pictures standard themes 333
See also graphics Preview view 528
pictures animating 386–391 previewing
artistic effects 361 animation effects 394
copyrights 352 animations 396
editing and formatting 356–361 attachments 456–457
inserting, moving, and resizing 352–355 formatting 9
pie charts, animating 392 merged documents 182
pinning contact cards 460 messages 499
pixels 355 primary key 276
placeholders, merge fields 162 primary key column 276
Plain Text format 428 primary slide master, attaching hyperlinks 418
PMT function 207 Print Layout view 48
PNG (Portable Network Graphic) 355
556

Restrict Editing pane
printing viewing categories 488

envelopes 188 Reading view 50
messages 498–499 rearranging slides and sections 329–331
PRODUCT function 249–250 records
properties filtering recipients list 174–176
displaying 53–54 mail merge 160
editing 56 manually excluding from recipients list 177
pv argument 207 removing duplicates 176
sorting in data sources 177–178
Q Rectangle picture frame style 376
recurring appointments 513–514, 517
QUARTILE.EXC function 251
ref argument 252, 253
QUARTILE.INC function 251
references
Quick Access Toolbar 6
absolute 217
adding commands 25, 26, 28
circular 225
customizing 26
relative 217
defining for specific files 28
regrouping shapes 370
displaying separators 28–29
relative references
moving 28
changing to absolute 214
moving buttons 29
creating 217
resetting to default 29
in formulas 211–213
Quick Analysis Lens
religious holidays 508–509
adding tables 286
reminders 513
adding totals 286
removing
formatting cells 285
See also deleting
Quick Click category 488
backgrounds from pictures 359–360
assigning 492
password protection 147
changing 494
restrictions 142–144
removing 492
slides 314–326
setting 494
tracked changes 132
Reply All message response 464
R Reply message response 464
RAND function 245–246 Reply with IM or Reply All with IM message
RANDBETWEEN function 245–246 response 466
range_lookup argument 277 Reply with Meeting message response 464
ranges See named ranges resize handles 202
rate argument 207 resizing
Read Mode view 48 Excel tables 202
Reading Pane pictures 352–355
displaying 452 shapes 366
displaying attachments 454 resolving addresses 430–431
magnifying 453 responding to comments 128–130
meeting requests 526 responding to messages 464–467
scrolling messages 454 Restrict Editing pane 139
557

restricting
restricting S
document access 144–149
saving
document actions 138–144
attachments to storage drives 457–458
styles 139–142
automatically 58
reviewing comments 128–130
documents 59
revising content See editing
files 56–57
Revisions pane 124–128
files in previous Office versions 55
ribbon 6–9
files to OneDrive 57, 60
adding commands 33–34
files to SharePoint 57
creating custom groups 30, 33
message drafts 441
creating custom tabs 30, 32
presentations 59
displaying tabs 15
workbooks 59
hiding 13–14
Scenario Manager 289–292
hiding/unhiding tabs 30–31
scenarios
moving commands 30–31 See also data sets
removing commands 30–31 adding comments 287
renaming custom groups 32–33 applying multiple 290–291
renaming custom tabs 32 creating 287, 289
resetting to default 34 creating from Solver 299
ScreenTips 8 creating summary worksheets 292
scrolling 12 defining values 288
unhiding 14–15 displaying 289
Rich Text format 428 editing 289–290
Right Indent marker 76–77 Normal 291
Right Tab 81 removing 288
Room Finder pane 519 size limitations 291
rotating shapes 366 summarizing 291
Rounded Rectangle picture frame style 376 Schedule view calendar arrangement 529
row input cell 294 scheduling
rows, worksheets appointments 504–507
adding to tables 202, 204 events 505, 510
grouping 275 meetings 518–525
hiding/unhiding 273 Scheduling Assistant 518, 520
random, selecting from lists 246 screen clippings, capturing and inserting
restoring 273 372–374
sorting in worksheets 264 screen resolution 13–14
rulers Screenshot menu 372
changing measurements 77 ScreenTips 23–24
displaying 77 ScreenTips, calendars 505
hiding 52 scrolling files 44
indent markers 76 search filters 242–243, 245
tab stops 80
558

Solver
searching Slide Show view 50

address books 437–438 slide shows 412
address lists 438 Slide Sorter view 50
categories 486 slides
folders 494 adding 314–326
for holidays 509 adding audio content 404–410
security adding video content 410–415
restricting access using passwords 144–149 animating objects 392
scanning for viruses 456 animation/transition indicator 394
security settings, messages 453 audio playback controls 405
selecting backgrounds 336–346
multiple shapes 366 building with animations 391–392
pictures for editing 354 copying 317–324
shapes for editing 366 deleting 324–326
selection filters 240, 244 fitting to window 52
sending messages 443 hiding 324–326
settings, files 53 importing 317–324
shading paragraphs 79 inserting 316–317
shapes inserting audio clips 406
See also graphics inserting video clips 413
connecting 371–372 moving video images 414
drawing and modifying 361–371 rearranging 329–331
formatting 367–370 recording audio onto 406–407
Text Box margins 364 removing 314–326
Share pane 150–151 reordering animation effects 400
SharePoint SMALL function 251
saving files to 57 social media service, connecting to 20
slide libraries 322 Soft Edge Rectangle picture frame style 376
shortcut keys, categories 488 soft return 80
signatures 428 Solver
Simple Frame, Black picture frame style 376 adding constraints 301–302
Simple Frame, White picture frame style 376 adding to ribbon 300
simple graphics 351 creating scenarios 299
creating a photo album 375–380 deleting constraints 303
drawing and modifying shapes 361–371 editing constraints 302–303
editing and formatting pictures 356–361 Evolutionary method 299
inserting, moving, and resizing pictures GRG Nonlinear method 299
352–355 identifying objective cell 300
screen clippings 372–374 identifying values to change 300
Simple Markup view 122, 126 installing 298
Simplex LP solver method 299 integer programming 299
Skype for Business 504 limiting values 299
slide libraries 322 opening 300
559

Sort & Filter
Solver (continued) Styles gallery 97

requiring binary number values 302 adding styles 101
requiring integer values 302 removing styles 101
requiring non-negative values 303 Styles pane
resetting model 303 changing displayed styles 99–100
saving results 299 displaying/hiding style previews 101
selecting methods 303 opening 99
Simplex LP method 299 options 100
solving methods 299 Subject field 429, 432
specifying result types 300 subscript 88
Sort & Filter 262–268 SUBTOTAL function 245, 247–248, 250
sorting subtotal summaries 275
categories 489 subtotals
cell colors 264 defining 271
data set rules 264, 268 groups 272–273
data using custom lists 268–270 hiding/showing details 274
default settings, Excel 268 removing 274
Sort & Filter 262–268 removing from data lists 275
worksheet columns 264–266 Suggested Times list 521
worksheet rows 264 SUM function 207, 247, 249, 251
spelling checks 133 SUMIF function 220
spelling errors, hiding 23 SUMIFS function 220
splitting windows into panes 52 summary function, changing 203
standard colors 344 summary worksheets 291–292
standard themes, presentations 333 superscript 88
Start screens, enabling/disabling 23
status bar 10–11, 15 T
STDEV.P function 249, 251
tab characters 80, 82
STDEV.S function 249, 251
tab leader 81
sticky notes 490
tab stops 80–81, 83–84
strikethrough 87
table_array argument 277
style sets 98, 101
tables (Excel)
styles
adding columns 202, 204
adding to Styles gallery 101
adding rows 202, 204
applying 97–98
adding with Quick Analysis Lens 286
built-in, applying to text 97–103
converting to cell ranges 205
defining custom numbers 95
creating using keyboard shortcut 202
fonts 85
creating with default formatting 204
live preview 98
defining 201–205
modifying definitions 98
entering values 202
numbers 94
excluding cells 202
predefined 97
expanding automatically 202
removing from Styles gallery 101
naming 203
restricting 139–142
560

trigger icons
overwriting format 202 built-in, applying to documents 106

renaming 205 changing default 107
resizing manually 202, 204 changing in documents 104
summarizing data 202 color schemes 334
summary function 203 color sets 104
total row 203–205 custom 105–106, 108
tabs 81, 83 effect style 335–336
Tabs dialog box, opening 82 font sets 104, 334–335
task assignments 466 Office 19
task lists, displaying on calendars 534 saving 105
templates saving custom 107
creating files from 41 standard 333
finding 43 Themes gallery 104
letters 162 thumbnails 9
previewing design 41 time slots on calendars 505, 507
styles stored in 98 time zones on calendars
testing passwords 146 appointments 515
text hiding controls 515
adding to shapes 362–363 meetings 515
animating 386–391 specifying 512
applying artistic effects 88 title bar 5–6
applying bold 87 To field 429–430, 432
applying built-in styles 97–103 toolbars, displaying 285
changing case 88 totals, adding with Quick Analysis Lens 286
changing font color 88 tracer arrows 231, 233
changing fonts 87 tracked changes
changing font size 87 accepting 131–132
character formatting 84–90 colors 119, 121
copying formatting 89 default formatting 119
crossing out 87 displaying author of 131
effects 86 displaying revision types 127
formatting 87 displaying time of 131
formatting as you type 96 hiding 120
highlighting 89 Microsoft accounts 126
strikethrough 87 moving sequentially among 128
underlining 87 preventing from turning off 121
WordArt 86 rejecting all 132
Text Box margins, shapes 364 removing selected changes 132
textures, slide backgrounds 338–339, 343 reviewing 130–133
themes 104 turning on/off 120
applying custom 107 unlocking 122
applying from non-standard locations 107 user identification 24
applying to presentations 331–336 trigger icons 404
561

triggering animations
triggering animations 398, 401 video clips

troubleshooting bookmarking 402–403
address lists 435 embedded, full screen playback 414
Auto-Complete List 434–435 embedding 411
message addressing 434 formatting 411
multiple recipients 435 inserting 410
Twitter accounts, connecting to 19 inserting onto slides 413
two-variable data tables 293–295 inserting trigger bookmarks 411
type argument 207 linking to online video 410
managing 412
U selecting embedded 414
sources 410
Unencrypted option 144
video images 414
ungrouping shapes 370
video playback 411
unhiding
video soundtracks, setting relative volume 415
Animation Pane 395
viruses, scanning attachments 456
data list details 274–275
visual elements 351–382
gridlines 52
VLOOKUP formula 278
guides 52
VLOOKUP function 220, 276–279
paragraph marks 82
voting buttons 466
rulers 52
unique messages 476
unique values 276 W
unlocking change tracking 122 Watch Window 232–233
updates 21 watches 232, 234
uppercase 91 Web Layout view 48
user interface 3 websites, linking to 418
user names 23–24 Week calendar arrangement 529
what-if analysis 286, 289
V windows
magnifying files 51–52
validation circles 255–257
splitting into two panes 52
validation rules 255–256
switching 52
values
Word 2016
defining for cell ranges 255–257
file extensions 54
finding in data sets 253–254
file formats 54
watching in ranges 234
views 48
variables, changing 293
WordArt 86
VAR.P function 249, 251
Work Week calendar arrangement 529, 534
VAR.S function 249, 251
workbooks
versions (documents)
closing 60
comparing 136–137
creating based on templates 42
control 137–149
opening 46–47
vertical spacing, paragraphs 72, 74
recalculating 226
saving 59
562

zooming
worksheets
adding validation rules 255
auditing 229–231
filtering data in 240–243
finding information in 276–279
organization levels 273–274
recalculating 226
selecting random rows 246
setting calculation options 226
sorting data 262–270
summarizing data 247–253
using VLOOKUP 279
Y
YouTube accounts, connecting to 19
Z
zooming 11, 51–52
563

About the authors
Curtis Frye is the author of more than 30 books, including
Microsoft Excel 2013 Step by Step for Microsoft Press and Brilliant
Excel VBA Programming for Pearson, UK. He has also created
and recorded more than three dozen courses for lynda.com,
including Excel for Mac 2016 Essential Training and Excel 2013:
PivotTables in Depth. In addition to his work as a writer, Curt is a
popular conference speaker and performer, both as a solo pre-
senter and as part of the Portland, Oregon ComedySportz improvisational comedy
troupe. He lives in Portland with his wife and three cats.
Joan Lambert has worked closely with Microsoft technologies

since 1986, and in the training and certification industry since
1997. As President and CEO of Online Training Solutions, Inc.
(OTSI), Joan guides the translation of technical information and
requirements into useful, relevant, and measurable resources for
people who are seeking certification of their computer skills or
who simply want to get things done efficiently.
Joan is the author or coauthor of more than three dozen books
about Windows and Office (for Windows, Mac, and iPad),
video-based training courses about SharePoint and OneNote, and three generations
of Microsoft Office Specialist certification study guides.
Joan is a Microsoft Certified Professional, Microsoft Certified Trainer, Microsoft Office

Specialist Master (for all Office versions since Office 2007), Microsoft Certified Tech-
nology Specialist (for Windows and Windows Server), Microsoft Certified Technology
Associate (for Windows), and Microsoft Dynamics Specialist.
Joan currently lives in a small town in Texas with her simply divine daughter, Trinity, and
an ever-growing menagerie of dogs, cats, and fish.
564

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The quick way to get started

Microsoft Office 2016

• Format documents for visual impact

ISBN 978-0-7356-9923-6 U.S.A. $44.99

9 780735 699236 Microsoft Office

9780735699236_Office2016SBS_cover.indd 1 10/29/2015 12:13:47 PM

699236_Office2016SBS.indb 1 10/29/2015 6:33:02 PM

Copyright © 2015 by Curtis Frye and Joan Lambert

Library of Congress Control Number: 2015934879

Printed and bound in the United States of America.

Acquisitions and Developmental Editor: Rosemary Caperton

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Part 1: Microsoft Office 2016

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Part 2: Microsoft Word 2016

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Part 3: Microsoft Excel 2016

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Part 5: Microsoft Outlook 2016

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Who this book is for

699236_Office2016SBS.indb 11 10/29/2015 6:33:02 PM

The Step by Step approach

Download the practice files

Chapter Folder File

2: Create and manage files Ch02 DisplayProperties.xlsx

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Chapter Folder File

4: Collaborate on documents Ch04 ControlChanges.docx

5: Merge data with documents Ch05 CreateEnvelopes.docx

Part 3: Microsoft Excel 2016

7: Manage worksheet data Ch07 LimitData.xlsx

8: Reorder and summarize data Ch08 LookupData.xlsx

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Chapter Folder File

Part 4: Microsoft PowerPoint 2016

11: Insert and manage simple graphics Ch11 Chickens.jpg

12: Add sound and movement to slides Ch12 AddAudio.pptx

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Chapter Folder File

14: Organize your Inbox Ch14 None

15: Manage scheduling Ch15 None

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Apply paragraph formatting

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The Paragraph dialog box

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