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My Office® 2016

Paul McFedries

800 East 96th Street, Indianapolis, Indiana 46240 USA

MyOffice® 2016

My Office® 2016Copyright © 2016 by Pearson Education, Inc.All rights reserved. No part of this book shall be reproduced, stored in a retrieval system, or transmitted by any means, electronic, mechanical, photocopying, recording, or other-wise, without written permission from the publisher. No patent liability is assumed with respect to the use of the information contained herein. Although every precaution has been taken in the preparation of this book, the publisher and author assume no respon-sibility for errors or omissions. Nor is any liability assumed for damages resulting from the use of the information contained herein.

ISBN-13: 978-0-7897-5498-1ISBN-10: 0-7897-5498-3

Library of Congress Control Number: 2015944950

First Printing: October 2015

TrademarksAll terms mentioned in this book that are known to be trademarks or service marks have been appropriately capitalized. Que Publishing cannot attest to the accuracy of this infor-mation. Use of a term in this book should not be regarded as affecting the validity of any trademark or service mark.

Warning and DisclaimerEvery effort has been made to make this book as complete and as accurate as possible, but no warranty or fitness is implied. The information provided is on an “as is” basis. The author and the publisher shall have neither liability nor responsibility to any person or entity with respect to any loss or damages arising from the information contained in this book.

Special SalesFor information about buying this title in bulk quantities, or for special sales opportunities (which may include electronic versions; custom cover designs; and content particular to your business, training goals, marketing focus, or branding interests), please contact our corporate sales department at corpsales@pearsoned.com or (800) 382-3419.

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For questions about sales outside the U.S., please contact international@pearsoned.com.

Editor-in-ChiefGreg Wiegand

Senior Acquisitions EditorLaura Norman

Development EditorBrandon Cackowski-Schnell

Managing EditorKristy Hart

Senior Project EditorLori Lyons

Copy EditorGeneil Breeze

IndexerErika Millen

ProofreaderKathy Ruiz

Technical EditorGreg Kettell

Editorial AssistantKristen Watterson

CompositorKim Scott, Bumpy Design

Contents at a Glance Chapter 1 Getting Started with Office 2016 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .3

Chapter 2 Formatting Documents . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .23

Chapter 3 Working with Office 2016 Graphics. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .43

Chapter 4 Working with Text in Word . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .61

Chapter 5 Working with Page Layout and Design in Word . . . . . . . . . . . . . . . .81

Chapter 6 Entering Excel Data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 107

Chapter 7 Getting More Out of Excel Ranges . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 131

Chapter 8 Visualizing Excel Data with Charts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 153

Chapter 9 Building a PowerPoint Presentation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 169

Chapter 10 Working with PowerPoint Slide Shows . . . . . . . . . . . . . . . . . . . . . . . . . . 191

Chapter 11 Sending and Receiving Outlook Email . . . . . . . . . . . . . . . . . . . . . . . . . . 213

Chapter 12 Scheduling with the Outlook Calendar . . . . . . . . . . . . . . . . . . . . . . . . . 231

Chapter 13 Keeping in Touch with Outlook Contacts . . . . . . . . . . . . . . . . . . . . . . . 247

Chapter 14 Building a OneNote Notebook . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 267

Chapter 15 Getting More Out of OneNote . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 283

Chapter 16 Learning Access Basics . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 301

Chapter 17 Customizing the Office 2016 Applications . . . . . . . . . . . . . . . . . . . . . 329

Chapter 18 Collaborating with Others . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 343

Appendix A Excel Worksheet Function Reference . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 367

Index . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 395

Table of Contents

1 Getting Started with Office 2016 3

Understanding Office 365 and Office 2016 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .4Learning How Office 365 Works . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .4

Taking Your First Steps with Office 2016. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .5Sign In to Your Microsoft Account . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .5Create a Microsoft Account . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .7Sign Out of Your Microsoft Account . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .9Switch Between Office 2016 Applications . . . . . . . . . . . . . . . . . . . . . . . . . 10

Creating a New Document . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11Create a Blank Document at Startup . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12Create a Blank Document After an Office 2016 Application

Is Running . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12Creating a Document from a Template or Theme . . . . . . . . . . . . . . . 13

Preserving Your Work . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14Save a New Document . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14Create a Duplicate of a Document . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16Convert a Document to the Latest Format . . . . . . . . . . . . . . . . . . . . . . . . 17

Working with Documents . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18Open a Document . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18Pin a Document to the Recent Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20Print a Document . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21

2 Formatting Documents 23

Selecting Text . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24Select Text with a Mouse . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25

Changing the Font . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26Understanding Typefaces . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27Set the Typeface . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 28Change the Type Size . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29Apply Type Effects . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 30Set Text Colors . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 31

Formatting Paragraphs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 32Align Paragraphs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 32Set the Line Spacing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 33Build a Bulleted List . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 34Create a Numbered List. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 35Set the Indentation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 37

vTable of Contents

Working with Formatting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 37Apply Styles . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 38Apply Text Effects . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 39Clear Formatting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 40

3 Working with Office 2016 Graphics 43

Working with Shapes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 44Inserting a Line . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 44Inserting Any Other Shape . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 45

Inserting Images . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 46Inserting a Picture. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 47Understanding SmartArt Graphics . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 49Inserting a SmartArt Graphic . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 50Inserting WordArt . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 51

Formatting and Editing Graphic Objects . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 52Selecting Graphic Objects . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 53Lassoing Graphic Objects . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 53Sizing a Graphic Object . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 54Moving a Graphic Object . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 55Rotating a Graphic Object . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 56Formatting a Graphic Object . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 57

4 Working with Text in Word 61

Learning Text Basics . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 62Enter and Edit Text . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 62Enter Text with AutoCorrect . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 63Insert Symbols . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 65Insert Symbols Using AutoCorrect . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 66Set Tabs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 67Enter Headings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 69

Finding and Replacing Text . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 70Find Text . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 71Replace Text . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 73

Proofing Text . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 75Handle Spelling and Grammar Errors . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 76

Adding Hyperlinks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 77Insert a Hyperlink . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 78

My Office 2016vi

5 Working with Page Layout and Design in Word 81

Building a Table . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 82Insert a Table . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 82Select Table Elements . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 84Format a Table . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 85Insert New Rows . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 86Insert New Columns . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 87Delete Table Elements . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 88

Working with Headers and Footers. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 89Adding a Header . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 90Adding a Footer . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 93

Changing the Page Setup . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 94Setting the Margins. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 95Changing the Page Orientation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 97Changing the Paper Size . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 98Add a Page Break . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 99Understanding Sections . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 99Add a Section Break . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .100Display Text in Columns . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .101

Adding Footnotes and Endnotes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .103Insert a Footnote or Endnote . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .104

6 Entering Excel Data 107

Understanding Worksheet Cells and Data . . . . . . . . . . . . . . . . . . . . . . . . . . . .108Working with Numbers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .109Working with Text . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .109Working with Dates and Times . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .110

Entering and Editing Data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .112Enter Cell Data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .112Edit Cell Data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .113

Working with Formulas and Functions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .114Build a Formula . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .115Understanding Functions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .117Add a Function Directly to a Cell . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .118Add a Function Using the Function Wizard . . . . . . . . . . . . . . . . . . . . . .119

Building a Table . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .121Convert Cells to a Table . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .122Select Table Elements . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .123Format a Table . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .123Add New Rows and Columns . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .125Delete Rows and Columns . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .126

viiTable of Contents

Sort a Table . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .126Filter a Table . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .128

7 Getting More Out of Excel Ranges 131

Selecting a Range . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .132Select a Range with a Mouse . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .132Select a Range on a Touchscreen . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .133

Working with Excel Ranges . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .133Fill a Range with a Specific Value . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .134Fill a Range with a Series of Values . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .135Make a Copy of a Range . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .137Move a Range . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .138Insert a Range. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .139Delete a Range . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .140

Working with Range Names . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .141Name a Range . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .142

Formatting a Range . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .142Learning About Data Formats . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .143Apply a Numeric or Date Format . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .146Control the Number of Decimal Places . . . . . . . . . . . . . . . . . . . . . . . . . . . .147Resize Columns . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .148Resize Rows . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .149Add Borders . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .150Wrap Text Within a Cell . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .151

8 Visualizing Excel Data with Charts 153

Creating a Chart . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .154Create an Embedded Chart . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .155Create a Chart in a Separate Sheet . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .156

Working with Charts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .157Understanding Excel’s Chart Types . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .157Change the Chart Type . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .159Move a Chart . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .161Resize a Chart . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .162Change the Chart Layout and Style . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .162

Working with Chart Elements . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .163Select Chart Elements . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .163Format Chart Elements . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .164Add Titles . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .165Add a Chart Legend . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .166Add Data Marker Labels . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .167

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9 Building a PowerPoint Presentation 169

Adding a Slide to the Presentation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .170Understanding Slide Layouts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .170Insert a New Slide . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .172Duplicate a Slide . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .173

Adding Data to a Slide . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .174Add Text . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .175Create a Bulleted List . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .175Add a Video . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .177Add a Chart . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .178Add a Table . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .180

Working with Slides . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .181Select Slides . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .181Rearrange Slides . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .181Change the Layout of a Slide . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .182Hide a Slide . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .182Add Notes to a Slide . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .184

Understanding the Slide Master . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .186Work with the Slide Master . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .186

10 Working with PowerPoint Slide Shows 191

Defining Slide Animations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .192Animation Guidelines . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .192Set Up a Slide Transition . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .193Animate Slide Objects . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .195Add an Animation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .196

Preparing a Slide Show . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .198Rehearse Slide Timings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .199Recording Narration . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .200Record Narration for a Slide . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .201Record Narration for an Entire Presentation . . . . . . . . . . . . . . . . . . . . . .202

Setting Up Multiple Versions of a Slide Show . . . . . . . . . . . . . . . . . . . . . . . .204Create a Custom Slide Show . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .205

Running a Slide Show . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .206Start the Slide Show . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .206Navigate Slides . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .207Set Up an Automatic Slide Show . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .210

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11 Sending and Receiving Outlook Email 213

Setting Up Your Email Account . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .214Add an Account Automatically . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .214Add an Account Manually . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .216

Composing and Sending a New Message . . . . . . . . . . . . . . . . . . . . . . . . . . . .218Compose a Message . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .218Use the Contacts List to Specify Recipients . . . . . . . . . . . . . . . . . . . . . . .220Attach a File to a Message . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .221

Reading and Working with Incoming Mail . . . . . . . . . . . . . . . . . . . . . . . . . . . .222Retrieve and Read Messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .222Reply to a Message . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .224Forward a Message . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .225Save an Attachment . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .226Move a Message . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .227Delete a Message . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .228

12 Scheduling with the Outlook Calendar 231

Using the Calendar Folder . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .232Switch to the Calendar Folder . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .232Navigate to a Date . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .233Switch the Calendar’s View . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .234

Setting Up Appointments . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .235Create a New Appointment . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .236Taking Advantage of AutoDate . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .237Create a Recurring Appointment . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .239Appointments Versus All-Day Events . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .241Schedule an All-Day Event . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .242Understanding Meeting Requests . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .242Request a Meeting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .243

13 Keeping in Touch with Outlook Contacts 247

Exploring the Contacts Folder . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .248Switch to the Contacts Folder . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .248Understanding the Contacts Folder Views . . . . . . . . . . . . . . . . . . . . . . .249

Adding a New Contact . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .250Create a New Contact from Scratch . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .250Understanding Outlook’s Contact Data Fields . . . . . . . . . . . . . . . . . . .252Create a Contact from the Same Company . . . . . . . . . . . . . . . . . . . . . . .253Create a Contact from an Email Message . . . . . . . . . . . . . . . . . . . . . . . . .254

Importing Contact Data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .255Import Contact Data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .255

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Working with Your Contacts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .259Edit Contact Data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .259Add a Picture for a Contact . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .260Send an Email to a Contact . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .261Request a Meeting with a Contact . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .262View a Map of a Contact’s Address . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .263Print a Contact Address on an Envelope or Label . . . . . . . . . . . . . . .264

14 Building a OneNote Notebook 267

Working with Sections . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .268Insert a New Section. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .269Rename a Section . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .269Color-Code a Section . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .270

Working with Pages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .271Insert a New Page . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .271Insert a New Page from a Template . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .272Enter Text on a Page . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .273Work with Page Containers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .274

Building a OneNote Table . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .274Insert a Table . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .275

Working with Tags . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .277Tag an Item . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .277Build Lists . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .279Create a To-Do List . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .280

15 Getting More Out of OneNote 283

Working with Notebooks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .284Create a New Notebook . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .284Switch Between Notebooks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .285Set Notebook Properties . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .286

Adding Data to a Page . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .287Insert the Date and Time . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .288Add a Link to a Website . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .289Add a Link to a OneNote Location . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .290Insert a Spreadsheet File . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .291Insert a New Spreadsheet . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .293Attach a File . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .294

Adding Ink . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .295Handwrite Text . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .295Highlight Text. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .296Convert Ink to Text . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .297Erase Ink . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .298

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16 Learning Access Basics 301

Understanding Access Databases . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .302

Creating a Database . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .303Create a Database . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .303

Building and Working with Tables . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .304Designing a Table . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .304Learning About Access Data Types . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .307Create a Table . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .308Enter Data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .309Sort Table Data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .311Filter Table Data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .312

Querying Access Data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .313Design a Simple Query . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .313Understanding Query Criteria . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .315Enter Query Criteria . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .317

Creating Forms . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .319Create a Basic Form . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .319Navigating Form Fields and Records . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .320Run the Form Wizard . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .321

Creating Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .323Create a Basic Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .323Run the Report Wizard . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .324

17 Customizing the Office 2016 Applications 329

Working with Application Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .330Working with the Options Dialog Box . . . . . . . . . . . . . . . . . . . . . . . . . . . . .330Changing Your User Name and Initials . . . . . . . . . . . . . . . . . . . . . . . . . . . .331Bypassing the Start Screen at Launch . . . . . . . . . . . . . . . . . . . . . . . . . . . . .332

Customizing the Interface . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .333Pinning the Ribbon . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .333Hiding the Ribbon . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .334Customizing the Ribbon . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .334Changing the Position of the Quick Access Toolbar . . . . . . . . . . . .338Customizing the Quick Access Toolbar . . . . . . . . . . . . . . . . . . . . . . . . . . . .339Setting the Office Background . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .341

18 Collaborating with Others 343

Collaborating in Word with Comments and Changes . . . . . . . . . . . . . .344Insert Comments in a Word Document . . . . . . . . . . . . . . . . . . . . . . . . . . .344Edit a Comment . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .345Delete a Comment . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .345

My Office 2016xii

Track Changes in a Word Document . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .346Control the Display of Comments and Changes. . . . . . . . . . . . . . . . .346Control the Markup Display. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .348Navigate Comments and Changes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .349Accept or Reject Comments and Changes . . . . . . . . . . . . . . . . . . . . . . . .350

Collaborating in Excel with Comments and Changes . . . . . . . . . . . . . .351Insert Comments in Cells . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .352View Workbook Comments . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .353Track Worksheet Changes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .354Accept or Reject Workbook Changes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .356Share an Excel Workbook with Other Users . . . . . . . . . . . . . . . . . . . . . .358Display and Removing Reviewers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .360Handle Sharing Conflicts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .361

Sharing a Document Online . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .362Save a Document to OneDrive . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .362Send an Invitation to Share a OneDrive Document . . . . . . . . . . . . .363Copy a Link to Share a OneDrive Document . . . . . . . . . . . . . . . . . . . . .365

A Excel Worksheet Function Reference 367

Financial Functions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .370

Date and Time Functions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .374

Math and Trigonometry Functions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .375

Statistical Functions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .378

Lookup and Reference Functions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .383

Database Functions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .384

Text Functions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .385

Logical Functions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .387

Information Functions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .387

Engineering Functions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .388

Cube Functions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .391

Compatibility Functions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .391

Web Functions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .393

Index 395

xiiiAcknowledgments

About the AuthorPaul McFedries is a Microsoft Office expert and full-time technical writer. Paul has been authoring computer books since 1991 and has more than 85 books to his credit, which combined have sold more than four million copies worldwide. His titles include the Que Publishing books Formulas and Func-tions with Microsoft Excel 2016, PCs for Grownups, and Windows 10 In Depth (with coauthor Brian Knittel), as well as the Sams Publishing book Windows 7 Unleashed. Paul is also the proprietor of Word Spy (www.wordspy.com), a website devoted to lexpionage, the sleuthing of new words and phrases that have entered the English language. Please drop by Paul’s personal website at www.mcfedries.com or follow Paul on Twitter at twitter.com/wordspy.

DedicationTo Karen

AcknowledgmentsIf you re-read your work, you can find on re-reading a great deal of repetition can be avoided by re-reading and editing.

—William Safire

In the fast-paced world of computer book writing, where deadlines come whooshing at you at alarming speeds and with dismaying regularity, reread-ing a manuscript is a luxury reserved only for those who have figured out how to live a 36-hour day. Fortunately, every computer book does get reread—not once, not twice, but many times. I speak, of course, not of the diligence of this book’s author but of the yeoman work done by this book’s many and various editors, those sharp-eyed, red-pencil-wielding worthies whose job it is to make a book’s author look good. Near the front of the book you find a long list of those hard-working professionals. However, I worked directly with a few folks, and I would like to single them out for extra credit: acquisitions editor Laura Norman, development editors Brandon Cackowski-Schnell and Todd Brakke, project editor Lori Lyons, copy editor Geneil Breeze, Kathy Ruiz, and technical editor Greg Kettell. A heaping helping of thanks to you all!

My Office 2016xiv

We Want to Hear from You!As the reader of this book, you are our most important critic and commenta-tor. We value your opinion and want to know what we’re doing right, what we could do better, what areas you’d like to see us publish in, and any other words of wisdom you’re willing to pass our way.

We welcome your comments. You can email or write to let us know what you did or didn’t like about this book—as well as what we can do to make our books better.

Please note that we cannot help you with technical problems related to the topic of this book.

When you write, please be sure to include this book’s title and author as well as your name and email address. We will carefully review your comments and share them with the author and editors who worked on the book.

Email: feedback@quepublishing.com

Mail: Que Publishing ATTN: Reader Feedback800 East 96th StreetIndianapolis, IN 46240 USA

Reader ServicesVisit our website and register this book at quepublishing.com/register for convenient access to any updates, downloads, or errata that might be avail-able for this book.

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Change the background.

Customize the Quick Access

Toolbar.

Move the Quick Access Toolbar

below the Ribbon.

Pin and hide the Ribbon.

Add Ribbon commands to the

Quick Access Toolbar.

Customize the Ribbon.

17

Customizing the Office 2016 Applications

This book is called My Office 2016, so it’s time you learned how to put the “My” in Office 2016. I speak, of course, about customizing the applications in some way. After all, the interface and settings that you see when you first use Office 2016 are the “factory defaults.” That is, how the program looks and how it works out of the box has been specified by Microsoft. However, this “official” version of the program is almost always designed with some mythical “ average” user in mind. Nothing is wrong with this concept, but it almost certainly means that the program is not set up optimally for you. This chapter shows you how to get the most out of the main Office 2016 programs—Word, Excel, PowerPoint, Outlook, OneNote, and Access—by performing a few customization chores to set up the program to suit the way you work.

In this chapter, you learn about customizing the Office 2016 applications, including working with the application options and customizing the interface. Topics include the following:

➔ Accessing the Options dialog box for the Office 2016 applications

➔ Changing your Office 2016 user name and initials

➔ Pinning, hiding, and customizing the Ribbon

➔ Positioning and customizing the Quick Access Toolbar

➔ Changing the background for the Office 2016 applications

330 Chapter 17 Customizing the Office 2016 Applications

Working with Application OptionsCustomizing Office 2016 most often means tweaking a setting or two in the Options dialog box that comes with each program. Each program has a unique Options dialog box configuration, so it’s beyond the scope of this book to discuss these dialog boxes in detail. Instead, I introduce them by showing you how to get them onscreen and by going through some useful settings.

Working with the Options Dialog BoxYou often need to access the Options dialog box for an Office 2016 applica-tion, so let’s begin by quickly reviewing the steps required to access and work with this dialog box in your current Office 2016 program.

1. Select File. The Office 2016 appli-cation, Excel in this example, dis-plays the File menu.

2. Select Options. The Office 2016 application opens the Options dialog box.

3. Select a tab. The Office 2016 application displays the options related to the selected tab.

4. Use the controls to tweak the application’s settings.

5. Select OK. The Office 2016 appli-cation puts the changed options into effect.

Keyboard ShortcutYou can also open the Options dialog box in any Office 2016 application by pressing Alt+F, T.

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331Working with Application Options

Changing Your User Name and Initials In Chapter 18, “Collaborating with Others,” you learn how to insert com-ments into a document and track document changes. In both cases, the underlying program keeps a record of each “reviewer” who made changes to the document. For revisions, the program identifies the reviewer by his or her Office 2016 user name; for comments, the program identifies the reviewer by his or her Office 2016 ini-tials. You can change both your user name and your initials to whatever you prefer.

1. Select File to open the File menu.

2. Select Options to open the Options dialog box.

3. Select the General tab.

4. Use the User Name text box to type your user name.

5. In Word, PowerPoint, and OneNote, use the Initials text box to type your initials.

6. Select OK. Office 2016 puts the new user name and initials into effect.

Universal User Name and InitialsYour user name and initials are universal in Office 2016. That is, changing your user name or initials in one program automatically means the new user name or initials appear in the other Office 2016 programs.

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332 Chapter 17 Customizing the Office 2016 Applications

Bypassing the Start Screen at LaunchBy default, Word, Excel, and PowerPoint display the Start screen when you first launch the application, which lets you choose a template for a new file or select a recently used file. If you almost always opt to open a blank document, workbook, or presentation at startup, you can make this the default behavior.

1. Launch the Office 2016 applica-tion you want to customize.

2. Select File to open the File menu.

3. Select Options to open the Options dialog box.

4. Select the General tab.

5. Deselect the Show the Start Screen When This Application Starts check box.

6. Select OK. The Office 2016 appli-cation puts the setting into effect.

>>>Go FurtherAPPLYING YOUR USER NAME AND INITIALS ACROSS ACCOUNTSIf you have multiple Microsoft accounts, you might still want to use the same user name and initials no matter which account you’re currently signed in with. You can configure Office 2016 to do this by opening the Options dialog box in any Office 2016 application, selecting the General tab, and then select-ing the Always Use These Values Regardless of Sign In to Office check box. Select OK to put the setting into effect.

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333Customizing the Interface

Customizing the InterfaceBesides the work area of any Office 2016 application window, the Office 2016 interface mostly consists of the Ribbon and its associated Quick Access Toolbar. These two elements are the royal road to all things Office 2016, so you’ll be less efficient and less productive if these elements aren’t set up to suit the way you work.

Pinning the RibbonBy default, some of the Office 2016 applications hide the Ribbon to give you maximum screen real estate for your documents, and you display the Ribbon by clicking any tab. If you find that extra click to be a pain, you can avoid it by pinning the Ribbon so that it appears on screen full-time.

1. Click any Ribbon tab to display the Ribbon.

2. Click Pin the Ribbon. The Ribbon appears onscreen full-time.

Shortcuts for Pinning the RibbonThe Office 2016 applications give you two shortcut methods for pinning the Ribbon: Either double-click any Ribbon tab or press Ctrl+F1.

You can also click here and then click Show Tabs and Commands

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334 Chapter 17 Customizing the Office 2016 Applications

Hiding the RibbonIf you followed the steps in the previ-ous section to display the Ribbon all the time, you might later decide that you prefer the extra screen space over the convenience and want to revert to hid-ing the Ribbon until needed.

1. Click any Ribbon tab to display the Ribbon.

2. Click Collapse the Ribbon. The Office 2016 application hides the Ribbon.

Shortcuts for Unpinning the RibbonAs with pinning, Office 2016 gives you two shortcuts for unpinning the Ribbon: Either double-click any Ribbon tab or press Ctrl+F1.

You can also click here and then click Show Tabs1

2

Customizing the RibbonThe Ribbon is handy because it enables you to run Office commands with just a few clicks. However, the Ribbon doesn’t include every command for a given Office 2016 app. If there’s a command that you use frequently, you should add it to the Ribbon for easy access.

1. In the Office 2016 application you want to customize, select File.

2. Select Options. The Options dia-log box opens.

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335Customizing the Interface

3. Select the Customize Ribbon tab.

Faster Access to the Customize Ribbon TabA quicker route to the Customize Ribbon tab is to right-click any part of the Ribbon and then select Customize the Ribbon.

4. Select the tab you want to customize.

5. Select New Group. The Office 2016 application adds the group.

6. Select Rename.

7. Type a name for the group.

8. Select OK.

The new group appears here.

Use these buttons to reorder the tabs

and commands.

You can also click New Tab to create a custom tab.

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336 Chapter 17 Customizing the Office 2016 Applications

9. Use the Choose Commands From list to select the command cat-egory you want to use.

10. Select the command you want to add.

11. Select the custom group or tab to which you want to add the command.

Customizing Tool TabsThe tabs that appear only when you select an object are called tool tabs, and you can add custom groups and com-mands to any tool tab. Drop down the Customize the Ribbon list, select Tool Tabs, and then select the tool tab you want to customize.

12. Select Add. The Office 2016 appli-cation adds the command to the custom group or tab. Repeat steps 9 to 12 as needed.

13. Select OK. The Office 2016 appli-cation adds the new groups and commands to the Ribbon.

The new command appears here.

To remove a custom command, select it and

then select Remove.

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337Customizing the Interface

>>>Go FurtherEXPORTING RIBBON CUSTOMIZATIONSCustomizing the Ribbon or the Quick Access Toolbar is not difficult, but it can be time consuming, particularly if you want to make a substantial number of changes. If you use the same Office 2016 application on another computer, it’s likely that you want to have the same customizations on the other computer so that you are dealing with a consistent interface no matter where you do your work. Rather than wasting valuable time repeating the same customiza-tion steps on the other computer, you can export your customizations to a file. You can then import that file on the other computer, and the Office 2016 application automatically applies the customizations for you.

In the Customize Ribbon tab of the Options dialog box, select Import/Export and then select Export All Customizations. In the File Save dialog box, select a location for the customization file, type a name for the file, and then select Save. Select OK to close the Options dialog box.

To apply the Ribbon customizations on another computer running the same Office 2016 application, you need to import the customization file. Note, however, that importing a customization file replaces any existing customiza-tions that you have created. Display the Customize Ribbon tab of the Options dialog box, select Import/Export, and then select Import Customization File. In the File Open dialog box, locate and then select the customization file, and then select Open. When the application asks you to confirm that all your exist-ing customizations will be replaced, select Yes and then select OK.

338 Chapter 17 Customizing the Office 2016 Applications

Changing the Position of the Quick Access ToolbarThe Quick Access Toolbar offers one-click access to common commands such as Save and Undo. By default, the Quick Access Toolbar appears above the Ribbon. This spot is good if you only have a few commands on the Quick Access Toolbar because the relatively small size of the Quick Access Toolbar means that the host Office 2016 pro-gram has enough room to display the document title and application name. If you want to load up the Quick Access Toolbar with many commands, consider moving it below the Ribbon. Doing so gives the Quick Access Toolbar the full width of the window, although it does reduce the amount of space available for your document content.

1. Select Customize Quick Access Toolbar.

2. Select Show Below the Ribbon. The Office 2016 application moves the Quick Access Toolbar below the Ribbon.

The Quick Access Toolbar

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339Customizing the Interface

Customizing the Quick Access ToolbarTo get the most out of the Quick Access Toolbar, you need to populate it with the commands that you use most often. Note that you are not restricted to just a few commands. If you place the Quick Access Toolbar below the Ribbon, as described in the previous section, you can use the full width of the window, plus you get a More Controls button at the end of the toolbar that enables you to display a whole other row of commands.

1. If the command you want to add is on the Ribbon, right-click the command and then select Add to Quick Access Toolbar.

Adding a Gallery to the ToolbarYou can add a Ribbon gallery to the Quick Access Toolbar. Use the Ribbon to open the gallery, right-click any item in the gallery, and then select Add Gallery to Quick Access Toolbar.

Adding a Group to the ToolbarConveniently , you can also add entire groups to the toolbar. To add a group, right-click the group name in the Ribbon and then click Add to Quick Access Toolbar.

2. Select Customize Quick Access Toolbar.

3. Select More Commands. The Office 2016 application opens the Options dialog box with the Quick Access Toolbar tab displayed.

1

Commands already on the Quick Access Toolbar appear with check marks.

If the command you want to add appears in this list, select it to

add it to the Quick Access Toolbar.

Select a command that has a check mark to remove

it from the Quick Access Toolbar.

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340 Chapter 17 Customizing the Office 2016 Applications

4. Use the Choose Commands From list to select the command cat-egory you want to use.

5. Select the command you want to add.

6. Select Add. The Office 2016 appli-cation adds the command to the custom group or tab.

7. Select a command and then select Move Up or Move Down to position the command within the Quick Access Toolbar. Repeat steps 4 to 7 as needed.

8. Select OK. The Office 2016 appli-cation adds the commands to the Quick Access Toolbar.

The new command appears here.

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341Customizing the Interface

Setting the Office BackgroundYou can add a bit of visual interest to your Office 2016 applications by apply-ing a background pattern that appears in the title bar.

1. Select File.

2. Select the Account tab.

3. Use the Office Background list to select the pattern you want to use. Office 2016 applies the pattern to all the Office 2016 applications.

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IndexSymbols

+ (addition) operator, 316* (asterisk), 317/ (division) operator, 316= (equal sign), 115, 316^ (exponentiation), 316> (greater than), 316>= (greater than or equal to), 316\ (integer division) operator, 316< (less than), 316<= (less than or equal to), 316* (multiplication) operator, 316<> (not equal to), 316? (question mark), 317- (subtraction) operator, 316- (unary) operator, 3163-D charts, 159

AABS function, 375accepting

changesin Excel spreadsheets, 356-357in Word documents, 350-351

comments in Word documents, 350Accept or Reject Changes dialog box, 357Accept/Reject Changes command (Excel), 356Access databases

creating, 303-304data entry, 309-310data types, 307forms

creating, 319-320defined, 302explained, 319Form Wizard, 321-322navigating, 320-321

overview, 301queries

defined, 302designing, 313-314entering query criteria, 317-318explained, 313multiple criteria, 318operands, 315operators, 316-317Query Wizard, 313-314Simple Query Wizard, 313-314wildcards, 317

reportscreating, 323-324defined, 302explained, 323

grouping levels, 325-326Report Wizard, 324-327

tablescreating, 308-309default values, 309defined, 302designing, 304-306fields, 305-306filtering, 312primary keys, 306sorting, 311

templates, 304Accounting format, 143accounts

emailadding automatically, 214-215adding manually, 216-218advanced account settings, 217

Microsoft accountscreating, 7-9signing in to, 5-6signing out of, 9-10

ACCRINT function, 371ACCRINTM function, 371ACOS function, 375ACOSH function, 375ACOT function, 375ACOTH function, 375Add Account command (Outlook), 214-216Add Contact Picture dialog box, 261addition (+) operator, 316Add Page command (OneNote), 271Add Picture command (Outlook), 261addresses

mapping, 263printing on envelopes/labels, 264-265

Address field (Contacts), 252-253ADDRESS function, 384Add to Outlook Contacts command

(Outlook), 254AGGREGATE function, 375aligning paragraphs, 32-33all-day events

compared to appointments, 241-242defined, 235scheduling, 242

All Fields form (Contacts), 251

396 Index

Auto Account Setup dialog box, 214-216AutoCorrect

entering symbols with, 66-67entering text with, 63-64

AutoCorrect dialog box, 64AutoDate, 237-239autofill (Excel), 136automatically adding email accounts,

214-215AutoNumber data type, 307AutoRecover, 14, 15Avast! Antivirus, 226AVEDEV function, 378AVERAGEA function, 378AVERAGE function, 378AVERAGEIF function, 378AVERAGEIFS function, 378AVG Internet Security, 226

Bbackground, changing, 341BAHTTEXT function, 386Balloons option (Show Markup list), 347bar charts, 157bar tabs (Word), 69BASE function, 376Bcc (blind courtesy copy), 219BESSELI function, 388BESSELJ function, 388BESSELK function, 388BESSELY function, 389BETA.DIST function, 378, 391BETA.INV function, 378BETAINV function, 391BIN2DEC function, 389BIN2HEX function, 389BIN2OCT function, 389BINOM.DIST function, 379BINOMDIST function, 391BETADIST function, 391BINOM.DIST.RANGE function, 379BINOM.INV function, 379BITAND function, 389BITLSHIFT function, 389BITOR function, 389BITRSHIFT function, 389BITXOR function, 389Blank Desktop Database command (Access),

303blind courtesy copy (Bcc), 219boilerplate, 63borders, adding (Excel), 150

All Markup option (Display for Review list), 347

Always Use These Values Regardless of Sign In to Office check box, 332

AMORDEGRC function, 371AMORLINC function, 371AND function, 387animation (PowerPoint)

adding, 196-197bullets (appearing one at a time), 198effects, 195guidelines for, 192-193

Animations tab, 196antivirus programs, 226application options, customizing, 330

bypassing Start screen at launch, 332Options dialog box, 330user name and initials, 331-332

applications, switching between, 10-11applying

alignment, 33line spacing, 34styles, 38text effects, 39type effects, 30

Appointment Recurrence dialog box, 240appointments

compared to all-day events, 241-242creating, 236-237defined, 235recurring appointments

creating, 239-241deleting, 241

Appointment window (Outlook), 239-240ARABIC function, 375area charts, 157AREAS function, 384arguments (function), 117, 369arithmetic formulas, 114arithmetic operators, 316arrow keys, confirming data entry, 112ascenders, 29ascending sort order, 126, 311ASIN function, 375ASINH function, 375asterisk (*), 317ATAN2 function, 376ATAN function, 376ATANH function, 376Attach File command (Outlook), 221attachments (email)

adding, 221-222saving, 226

All Markup option (Display for Review list)

397

changesaccepting/rejecting

in Excel spreadsheets, 356-357in Word documents, 350-351

filtering by date, 355navigating in Word documents, 349tracking

in Excel spreadsheets, 354-356in Word documents, 346

changingbackground, 341chart types (Excel), 159-160initials, 331-332line spacing, 33-34page orientation in Word, 97paper size in Word, 98-99typeface, 28typefaces, 28type size, 29user name, 331-332

character formatting. See font formattingCHAR function, 386chart area, 154charts (Excel)

3-D charts, 159adding

data marker labels, 167legends, 166titles, 165to PowerPoint, 178-179

area charts, 157bar charts, 157box & whiskey chart, 157bubble charts, 157column charts, 157creating, 154-156doughnut charts, 157elements

formatting, 164selecting, 163

embedded charts, 155histograms, 158line charts, 158modifying

chart types, 159-160layout and style, 162

moving, 161pie charts, 158radar charts, 158resizing, 162scatter charts, 158sunburst charts, 158templates, 160terminology, 154

box & whiskey chart, 157Browse dialog box, 257bubble charts, 157bulleted lists, creating, 34-35, 175-176bullets, appearing one at a time (PowerPoint),

198Business Card view (Contacts), 249

CCalendar

all-day eventscompared to appointments, 241-242defined, 235scheduling, 242

appointmentscompared to all-day events, 241-242creating, 236-237defined, 235recurring appointments, 239-241

AutoDate, 237-239displaying at startup, 233Folder pane, 232grid, 232meetings

defined, 235requesting, 242-243

navigating to dates, 233-234overview, 231switching to, 232views

switching, 234-235Work Week, 235

Card view (Contacts), 249categories (chart), 154Categories view (Contacts), 250category axis, 154CEILING function, 391CEILING.MATH function, 376cell addresses (Excel), 116CELL function, 387cells, 108

Excelconverting to tables, 122editing, 113entering, 112overwriting, 138

OneNote, 275Word

merging, 88selecting, 84

center tabs (Word), 69

charts (Excel)

398 Index

Collapse the Ribbon command, 334collapsing Ribbon, 334colors

custom colors, 32notebook sections, 270-271text colors, 31-32

Columnar layout (Form Wizard), 322column charts, 157COLUMN function, 384columns

Exceladding, 125deleting, 126resizing, 148

OneNote, 275Word

inserting into documents, 101-103inserting into tables, 87presets, 103selecting, 84

Columns dialog box (Word), 102COLUMNS function, 384COMBINA function, 376COMBIN function, 376commands, adding to Quick Access Toolbar,

339-340comment indicators, turning off, 352comments

comment indicators, turning off, 352Excel

editing, 352inserting, 352navigating, 349viewing, 353-354

Wordaccepting, 350deleting, 345editing, 345inserting, 344

Comments option (Show Markup list), 347Company view (Contacts), 250comparison formulas, 114comparison operators, 316compatibility functions, 391-393COMPLEX function, 389composing email, 218-219CONCATENATE function, 386CONFIDENCE function, 392CONFIDENCE.NORM function, 379CONFIDENCE.T function, 379confirming data entry, 112Contacts

adding pictures to, 260-261All Fields form, 251

treemap charts, 158types of, 157-159waterfall charts, 158XY (scatter) charts, 158

CHIDIST function, 392CHIINV function, 392CHISQ.DIST function, 379CHISQ.DIST.RT function, 379CHISQ.INV function, 379CHISQ.INV.RT function, 379CHISQ.TEST function, 379CHITEST function, 392Choose a File or a Set of Files to Insert dialog

box, 294Choose Document to Insert dialog box, 291CHOOSE function, 384circles, drawing, 46CLEAN function, 386Clear Formatting command, 40clearing

formatting, 40narration (PowerPoint), 202-204

Click and Type, 63clip art, 47Close This Notebook command

(OneNote), 285closing OneNote notebooks, 285CODE function, 386collaboration

Excel, 351accepting/rejecting changes, 356-357displaying/removing reviewers, 360editing comments, 352inserting comments, 352sharing conflicts, 361sharing workbooks, 358-359tracking changes, 354-356viewing comments, 353-354

OneDrive documentscopying links to, 365inviting users to share, 363-364saving, 362-363

overview, 343Word

accepting comments and changes, 350-351

deleting comments, 345Display for Review list, 347-348editing comments, 345inserting comments, 344markup display, 348navigating comments and changes, 349Show Markup list, 347tracking changes, 346

charts (Excel)

399

COT function, 376COTH function, 376COUNTA function, 379COUNTBLANK function, 379COUNT function, 379COUNTIF function, 379COUNTIFS function, 379COUPDAYBS function, 371COUPDAYS function, 371COUPDAYSNC function, 371COUPNCD function, 371COUPNUM function, 371COUPPCD function, 371COVAR function, 392COVARIANCE.P function, 379COVARIANCE.S function, 379Create Account command, 9Create a New Section command (OneNote),

269Create Notebook command (OneNote), 284CRITBINOM function, 392criteria (query)

entering, 317-318operands, 315operators, 316-317specifying multiple criteria, 318wildcards, 317

CSC function, 376CSCH function, 376cube functions, 391CUBEKPIMEMBER function, 391CUBEMEMBER function, 391CUBEMEMBERPROPERTY function, 391CUBERANKEDMEMBER function, 391CUBESETCOUNT function, 391CUBESET function, 391CUBEVALUE function, 391CUMIPMT function, 372CUMPRINC function, 372currency data type, 307Currency format, 143custom fields, mapping, 258Customize Ribbon tab, 334-336customizing, 329

application options, 330bypassing Start screen at launch, 332Options dialog box, 330user name and initials, 331-332

background, 341colors, 32grouping levels, 326Quick Access Toolbar

adding commands to, 339-340repositioning, 338

contacts list, 248creating

from email messages, 254-255from same company, 253-254from scratch, 250-251

data fields, 252-253Details form, 251displaying at startup, 249editing, 259-260Folder pane, 248General form, 251grouping, 260importing, 255-258mapping contact’s address, 263overview, 247printing contact address on envelope or

label, 264-265Reading pane, 248requesting meetings with, 262sending email to, 261-262specifying email recipients from, 220switching to, 248-249views, 249-250

Contact window, 250containers (OneNote), 274Content placeholder (PowerPoint), 174Continuous section breaks (Word), 101Convert command, 17CONVERT function, 389converting

cells to tables, 122documents to latest format, 17-18ink to text, 297text

to bulleted list, 34to numbered list, 36

Convert Ink command (OneNote), 297Convert Text to Table dialog box (Word), 84Copy command, 137copying links

to OneDrive documents, 365to notebooks, 291

Copy Link to Notebook command (OneNote), 291

Copy Link to Page command (OneNote), 291Copy Link to Paragraph command (OneNote),

291Copy Link to Section command

(OneNote), 291CORREL function, 379COS function, 376COSH function, 376cost of Office 365, 4

customizing

400 Index

decimal tabs (Word), 69decorative typefaces, 27default values (Access), 309DEGREES function, 376Delete Cells dialog box (Word), 89Delete command (Outlook), 228deleted email, recovering, 229deleting

comments (Word), 345email, 228-229nodes from SmartArt, 51ranges (Excel), 140recurring appointments, 241rows/columns in tables (Excel), 126slides (PowerPoint), 184table elements (Word), 88-89

DELTA function, 389descenders, 29descending sort order, 126, 311designing

database tables, 304-306queries, 313-314

Design tab (Word tables), 85Design view (Access), 317Details form (Contacts), 251DEVSQ function, 379DGET function, 385dictionary, adding words to, 77Different Odd & Even Pages option

(Word headers), 92disabling comment indicators, 352DISC function, 372Display for Review list (Word), 347-348displaying

Calendar at startup, 233Contacts at startup, 249reviewers (Excel), 360ruler (Word), 83slide show controls (PowerPoint), 207

division (/) operator, 316DMAX function, 385DMIN function, 385documents (Office)

converting to latest format, 17-18creating, 11-13

at startup, 12from templates, 13within applications, 12-21

duplicating, 16formatting. See formattinggraphics. See graphics

formatting, 57-58lassoing, 53-54

RibbonCustomize Ribbon tab, 334-336exporting Ribbon customizations, 337hiding, 334pinning, 333unpinning, 334

table styles, 124tags in OneNote notebooks, 279tool tabs, 336Word footnotes/endnotes, 105

Cut command, 138Cycle layout (SmartArt), 49

Ddatabase functions, 384-385databases. See Access databasesdata fields (Contacts), 252-253data formats (Excel), 143-145data label positions, 167data markers (Excel), 154, 167data series (Excel), 154Datasheet layout (Form Wizard), 322data types, 307data values (Excel), 154Date and Time dialog box (Word), 91, 94Date command (OneNote), 288date filters, 129DATE function, 374dates

adding to OneNote notebooks, 288AutoDate, 237-239Calendar dates, navigating to, 233-234Excel dates

date and time functions, 374-375entering, 110-111formats, 111, 145

filters, 129Date & Time data type, 307DATEVALUE function, 374DAVERAGE function, 385DAY function, 374DAYS360 function, 374DAYS function, 374DB function, 372DCOUNTA function, 385DCOUNT function, 385DDB function, 372DEC2BIN function, 389DEC2HEX function, 389DEC2OCT function, 389DECIMAL function, 376decimal places, formatting (Excel), 147

customizing

401

Contacts, 259-260links in OneNote, 289slide shows (PowerPoint), 206Word text, 62-63

Edit Link command (OneNote), 289EFFECT function, 372effects

Picture Effects, 58Shape Effects, 58type effects, 30

emailaccounts

adding automatically, 214-215adding manually, 216-218advanced account settings, 217

creating contacts from, 254-255messages

attaching files to, 221-222Bcc (blind courtesy copy), 219composing, 218-219deleting, 228-229forwarding, 225junk email, 229moving, 227-228reading, 222-223recovering deleted messages, 229replying to, 224retrieving, 222-223saving attachments from, 226specifying recipients with Contacts list,

220notifications, 223overview, 213sending to contacts, 261-262

E-mail field (Contacts), 253embedded charts (Excel), creating, 155embedding online video in presentations

(PowerPoint), 178ENCODEURL function, 393endnotes (Word)

custom endnotes, 105inserting, 104-105overview, 103

engineering functions, 388-390entering

cell data (Excel), 112data into databases, 309-310query criteria, 317-318OneNote notebook text, 273Word text

AutoCorrect, 63-64headings, 69-70with keyboard, 62-63

moving, 55overview, 43pictures, 47-48reverting to original, 58rotating, 56selecting, 53shapes, 44-46sizing, 54-55SmartArt, 47-51text boxes, 47, 52WordArt, 47, 51-52

naming, 15OneDrive

copying links to, 365saving, 362-363sharing by invitation, 363-364

opening, 18-19pinning to Recent tab, 20printing, 21saving, 14-15templates, 11

documents (Word). See Word documentsDOLLARDE function, 372DOLLARFR function, 372DOLLAR function, 386doughnut charts, 157DPRODUCT function, 385dragging and dropping email, 227drawing

circles, 46free-form polygon, 45lines, 44-45squares, 46

DSTDEV function, 385DSTDEVP function, 385DSUM function, 385duplicating

documents, 16slides, 173

DURATION function, 372DVAR function, 385DVARP function, 385

EEDATE function, 374Edit command (Outlook), 259Edit Comment command (Excel), 352editing

cell data (Excel), 113comments

in Excel spreadsheets, 352in Word documents, 345

entering

402 Index

symbols, 65-67tabs, 67-69

envelopes, printing contact address on, 264-265

EOMONTH function, 374equal sign (=), 115, 316Eraser (OneNote), 298erasing ink, 298ERFC function, 389ERFC.PRECISE function, 389ERF function, 389ERF.PRECISE function, 389ERROR.TYPE function, 387EVEN function, 376Even Page section breaks (Word), 101Event window (Outlook), 242EXACT function, 386Excel. See also documents (Office)

cells, 108. See cellschanges. See changes

accepting/rejecting, 356-357filtering by date, 355tracking, 354-356

charts. See charts (Excel)comments

editing, 352inserting, 352viewing, 353-354

date and time formats, 111, 145documents. See documents (Office)equal sign (=), 115formulas, 115-116functions, 117

adding directly to cells, 118-119adding with Function Wizard, 119-120arguments, 369compatibility functions, 391-393cube functions, 391database functions, 384-385date and time functions, 374-375defined, 368engineering functions, 388-390financial functions, 370-373information functions, 387-388logical functions, 387lookup and reference functions, 383-384math and trigonometry functions,

375-378overview, 367-370statistical functions, 378-383syntax, 369text functions, 385web functions, 393

entering

graphicsoverview, 43shapes, 44-46

order of calculation, 116quick filters, 129ranges

adding borders, 150applying numeric and date formats, 146autofill, 136data formats, 143-145decimal places, 147defined, 131deleting, 140filling with a series of values, 135-136filling with specific values, 134formatting, 142-143inserting, 139making copies of, 137moving, 138names, 141-142resizing columns, 148resizing rows, 149selecting, 132selecting on touchscreens, 133selecting with mouse, 132wrapping text within a cell, 151

reviewers, displaying/removing, 360sharing, 358-361tables, 121

adding new rows and columns, 125converting cells to tables, 122deleting rows and columns, 126elements of, 123filtering, 128-129formatting, 123-124sorting, 126-127

text selection, 25users, removing, 360worksheets, entering data into, 108

dates and times, 110-111numbers, 109text, 109

EXP function, 376EXPON.DIST function, 379EXPONDIST function, 392exponentiation (^), 316Export All Customizations command, 337exporting Ribbon customizations, 337expressions (query)

operands, 315operators, 316-317wildcards, 317

403

FISHER function, 380FISHERINV function, 380FIXED function, 386fixed-width typefaces, 27FLOOR function, 392FLOOR.MATH function, 376Folder pane, 232, 248folders

CalendarFolder pane, 232grid, 232switching to, 232

Contactsdisplaying at startup, 249switching to, 248-249views, 249-250

Outlook, 228Font Color list, 31font formatting, 26

type effects, 30typefaces

decorative typefaces, 27explained, 27-28fixed-width typefaces, 27sans serif typefaces, 27serif typefaces, 27setting, 28

type size, 29Font list, 28Font Size list, 29footers (Word)

content, 90creating, 93-94defined, 89

footnotes (Word)custom footnotes, 105inserting, 104-105overview, 103

FORECAST.CONFINT function, 380FORECAST.ETS function, 380FORECAST.ETS.SEASONALITY function, 380FORECAST.ETS.STAT function, 380FORECAST function, 392FORECAST.LINEAR function, 380Format Cells dialog box, 146formatting

charts, 164clearing, 40fonts, 26-32

text effects, 39type effects, 30typefaces, 27-28type size, 29

FFACTDOUBLE function, 376FACT function, 376FALSE function, 387F.DIST function, 379FDIST function, 392F.DIST.RT function, 379Field dialog box (Word), 90fields, 121

Contacts, 252-253custom fields, mapping, 258names, 121, 315table fields, 305values, 121

File As field (Contacts), 252File Attachment command (OneNote), 294File menu

Convert command, 17Open command, 19Options command, 330Print command, 21Save As command, 14-16, 362

files. See also documents (Office)attaching

to email, 221-222to OneNote pages, 294-295

file naming guidelines, 15formats, 46spreadsheet files, inserting into OneNote,

291-292Filter command (Access), 312filtering

changes, 355spam, 229tables, 128-129, 312

filtersdate filters, 129number filters, 129quick filters, 129text filters, 129

FILTERXML function, 393financial functions, 370-373Find and Replace dialog box, 71-74FIND function, 386finding text in Word documents, 71-72Find What text box (Find and Replace dialog

box), 71, 73Find Whole Words Only check box

(Find and Replace dialog box), 72F.INV function, 380FINV function, 392F.INV.RT function, 380

formatting

404 Index

Ggalleries

adding to Quick Access Toolbar, 339Picture Styles, 57Styles, 69Table Styles, 85Tags, 278Tools, 295WordArt gallery, 51

GAMMA.DIST function, 380GAMMADIST function, 392GAMMA function, 380GAMMA.INV function, 380GAMMAINV function, 392GAMMALN function, 380GAMMALN.PRECISE function, 380GAUSS function, 380GCD function, 376General form (Contacts), 251GEOMEAN function, 380GESTEP function, 389gestures, switching apps with, 11GETPIVOTDATA function, 384Go To Date dialog box, 234grammar checking Word Documents, 75-77graphics

clip art, 47formatting, 57-58image types, 46-47lassoing, 53-54moving, 55overview, 43pictures

file formats, 46inserting, 47-48linking to, 48

reverting to original, 58rotating, 56selecting, 53shapes, 44-46

free-form polygon, 45inserting, 45-46lines, 44-47shape types, 44

sizing, 54-55SmartArt

defined, 47deleting nodes from, 51inserting, 50-51layout types, 49when to use, 49

graphics, 57-58overview, 23-24paragraphs

alignment, 32-33bulleted lists, 34-35indentation, 37line spacing, 33-34numbered lists, 35-36

ranges (Excel), 142-143adding borders, 150applying numeric and date formats, 146data formats, 143-145decimal places, 147resizing columns, 148resizing rows, 149wrapping text within a cell, 151

Slide Master, 187styles, 24, 38tables

Excel, 123-124Word, 85-86

text colors, 31-32text selection, 24-26

Formatting option (Show Markup list), 347forms

creating, 319-320defined, 302explained, 319Form Wizard, 321-322navigating, 320-321

formulas, 108arithmetic formulas, 114building, 115-116comparison formulas, 114

FORMULATEXT function, 384Form view (Access), 320Form Wizard, 321-322Forward command (Outlook), 225forwarding email, 225Fraction format, 144free-form polygon, drawing, 45free trial of Office 365, 5FREQUENCY function, 380fritterware, 62, 192F.TEST function, 380FTEST function, 392Full Name field (Contacts), 252function reference, 367Function Wizard, 119-120FV function, 117, 372FVSCHEDULE function, 372

formatting

405

Iidentifiers, 315IFERROR function, 387IF function, 387IFNA function, 387IMABS function, 389images. See also graphics

clip art, 47image types, 46-47pictures

file formats, 46inserting, 47-48linking to, 48

reverting to original, 58SmartArt

defined, 47deleting nodes from, 51inserting, 50-51layout types, 49when to use, 49

text boxesdefined, 47inserting, 52

WordArtdefined, 47inserting, 51-52

IMAGINARY function, 389IMARGUMENT function, 389IMCONJUGATE function, 390IMCOS function, 390IMCOSH function, 390IMCOT function, 390IMCSC function, 390IMCSCH function, 390IMDIV function, 390IMEXP function, 390IMLN function, 390IMLOG2 function, 390IMLOG10 function, 390Import and Export Wizard, 256-258importing Contacts, 255-258IMPOWER function, 390IMPRODUCT function, 390IMREAL function, 390IMSEC function, 390IMSECH function, 390IMSIN function, 390IMSINH function, 390IMSQRT function, 390IMSUB function, 390IMSUM function, 390IMTAN function, 390

text boxesdefined, 47inserting, 52

WordArtdefined, 47inserting, 51-52

greater than (>), 316greater than or equal to (>=), 316grid

Calendar, 232Excel, 154

grouping contacts, 260grouping levels, 325-326groups, adding to Quick Access Toolbar, 339GROWTH function, 380gutters (Word), 96

Hhandwriting text in OneNote notebooks,

295-296HARMEAN function, 380Header & Footer Tools tab (Word), 90headers (Word)

content, 90creating, 90-92defined, 89

headings (Word), 69-70HEX2BIN function, 389HEX2DEC function, 389HEX2OCT function, 389hiding

Ribbon, 334slides, 182-183

Hierarchy layout (SmartArt), 49Highlight Changes command (Excel), 354Highlight Changes dialog box, 354highlighting text in OneNote notebooks,

296-297histograms, 158HLOOKUP function, 384horizontally moving graphics, 55HOUR function, 374hyperlink data type, 307HYPERLINK function, 384hyperlinks

adding to Word documents, 77-79hyperlink data type, 307HYPERLINK function, 384removing from Word documents, 79

HYPGEOM.DIST function, 380HYPGEOMDIST function, 392

IMTAN function

406 Index

ISNONTEXT function, 388ISNUMBER function, 388ISODD function, 388ISOWEEKNUM function, 374ISPMT function, 372ISREF function, 388ISTEXT function, 388

Jjunk email, handling, 229Junk E-mail Options dialog box, 229Justified layout (Form Wizard), 322

Kkeyboards, navigating, 209keyboard shortcuts

adding slides, 172Add Page command (OneNote), 271Calendar view, 232Calendar views, 234Collapse the Ribbon command, 334Contacts folder, 248Copy command, 137Create a New Section command

(OneNote), 269Customize Ribbon tab, 335Cut command, 138date/time insertion, 288Delete command (Outlook), 229filling ranges with specific values (Excel),

134Forward command (Outlook), 225Go To Date dialog box, 234inserting charts in separate sheets, 156Link dialog box, 289, 290list levels (PowerPoint), 176New Appointment command, 236, 239New Contact command, 251New Email command (Outlook), 219-220New Meeting command, 243New Record (Access), 310opening active cells (Excel), 113Options dialog box, 330Paste command, 137Pin the Ribbon command, 333Reply command (Outlook), 224starting slide shows (PowerPoint), 207To Do tag, 280Track Changes (Word), 346

keys, primary, 306KURT function, 380

Increase Indent option, 37indentation, 37INDEX function, 384INDIRECT function, 384INFO function, 387information functions, 387-388initials

applying across accounts, 332changing, 331-332

ink integration (OneNote), 295converting ink to text, 297erasing ink, 298handwriting text, 295-296highlighting text, 296-297

Ink option (Show Markup list), 347Ink to Text command (OneNote), 297Insert Endnote command (Word), 104Insert File dialog box, 292, 294Insert Footnote command (Word), 104Insertions and Deletions option (Show

Markup list), 347Insert Picture dialog box, 47Insert Table command (Word), 82Insert Table dialog box (Word), 82Insert Table gallery (OneNote), 276integer division (\) operator, 316INTERCEPT function, 380interface, customizing

background, 341Quick Access Toolbar

adding commands to, 339-340repositioning, 338

RibbonCustomize Ribbon tab, 334-336exporting Ribbon customizations, 337hiding, 334pinning, 333unpinning, 334

tool tabs, 336Internet E-mail Settings dialog box, 217INT function, 376INTRATE function, 372inviting users to share OneDrive documents,

363-364IPMT function, 372IRR function, 372ISBLANK function, 388ISERR function, 388ISERROR function, 388ISEVEN function, 388ISFORMULA function, 388ISLOGICAL function, 388ISNA function, 388

Increase Indent option

407

Mmanually adding email accounts, 216-218Map Custom Fields dialog box, 258Map It command (Outlook), 263mapping

contact’s address, 263custom fields, 258

margins (Word), 95-96Margins tab (Page Setup dialog box), 95markup (Word), 347-348Match Case check box (Find and Replace

dialog box), 72MATCH function, 384math functions, 375-378Matrix layout (SmartArt), 49MAXA function, 381MAX function, 381McAfee Internet Security Suite, 226MDETERM function, 376MDURATION function, 372MEDIAN function, 381Meeting command (Outlook), 262meetings

defined, 235requesting, 242-243, 262

Meeting window (Outlook), 243Merge Cells command (Word), 88merging cells in Word tables, 88messages, email

attaching files to, 221-222Bcc (blind courtesy copy), 219composing, 218-219forwarding, 225junk email, 229moving, 227-228reading, 222-223recovering deleted messages, 229replying to, 224retrieving, 222-223saving attachments from, 226specifying recipients with Contacts

list, 220Microsoft, sharing usage data with, 6Microsoft accounts

creating, 7-9signing in to, 5-6signing out of, 9-10

Microsoft Security Essentials, 226MID function, 386MINA function, 381MIN function, 381MINUTE function, 374MINVERSE function, 377

Llabels, printing contact address on, 264-265landscape orientation (Word), 97LARGE function, 380lassoing graphics, 53-54layout

Form Wizard, 322slide layouts, 182

LCM function, 376leader tabs (Word), 69LEFT function, 386left tabs (Word), 69legends (chart), 154, 166LEN function, 386less than (<), 316less than or equal to (<=), 316line charts, 158lines, inserting, 44-47line spacing, changing, 33-34LINEST function, 381Link dialog box, 289linking to pictures, 48links

OneDrive links, copying, 365OneNote

editing, 289links to OneNote locations, 290links to websites, 289

Wordadding, 77-79removing, 79

List layout (SmartArt), 49list levels, 175lists

bulleted lists, 34-35, 175-176numbered lists, 35-36To-Do lists, 279-280

List view (Contacts), 250literals, 315LN function, 376Location view (Contacts), 250LOG10 function, 376LOGEST function, 381LOG function, 376logical functions, 387LOGINV function, 392LOGNORM.DIST function, 381LOGNORMDIST function, 392LOGNORM.INV function, 381long text data type, 307lookup and reference functions, 383-384LOOKUP function, 384LOWER function, 386

MINVERSE function

408 Index

Navigation pane (Word), 70NEGBINOM.DIST function, 381, 392NEGBINOMDIST function, 392NETWORKDAYS function, 374NETWORKDAYS.INTL function, 374New Appointment command (Outlook), 236New Comment command

Excel, 352Word, 344

New Contact command (Contacts), 250New Email command (Outlook), 218-220New Folder command (Outlook), 228New Meeting command (Outlook), 243New Query dialog box, 313New Record icon (Access), 310New Table Style dialog box, 124Next Page section breaks (Word), 101N function, 388nodes, removing from SmartArt, 51No Markup option (Display for Review

list), 348NOMINAL function, 372NORM.DIST function, 381, 392NORMDIST function, 392NORM.INV function, 381, 392NORMINV function, 392NORM.S.DIST function, 381NORMSDIST function, 392NORM.S.INV function, 381NORMSINV function, 392Norton Internet Security, 226notebooks. See also documents (Office);

graphicsadding data to, 287

date and time, 288file attachments, 294-295links to OneNote locations, 290links to websites, 289new spreadsheets, 293spreadsheet files, inserting, 291-292

closing, 285creating, 284-285ink integration, 295

converting ink to text, 297erasing ink, 298handwriting text, 295-296highlighting text, 296-297

overview, 267-268, 283-284pages

containers, 274entering text on, 273inserting from templates, 272inserting new pages, 271moving, 271

MIRR function, 372MMULT function, 377MODE function, 392MODE.MULT function, 381MODE.SNGL function, 381MOD function, 377Modify Style dialog box (Word), 86Mod (modulus) operator, 316monospace typefaces, 27MONTH function, 374mouse

resizingcolumns (Excel), 148rows (Excel), 149

selecting text with, 25viewing comments with, 353

Move command (Outlook), 227moving

charts (Excel), 161email, 227-228graphics, 55notebook pages, 271notebook sections, 270page containers, 274Quick Access Toolbar, 338ranges (Excel), 138

MROUND function, 377MULTINOMIAL function, 377multiple contacts, editing data for, 260multiple criteria, specifying, 318multiple rows, inserting in Word, 87multiplication (*) operator, 316MUNIT function, 377My Outgoing Server (SMTP) Requires

Authentication check box, 217

NNA function, 388names

ranges (Excel), 141-142user names

applying across accounts, 332changing, 331

naming documents, 15narration (slide shows), 200-203

clearing, 202, 204recording, 201-203running slideshows without, 203

navigatingCalendar, 233-234forms, 320-321slide shows (PowerPoint), 207-209Word documents, 70, 349

MIRR function

409

Odd Page section breaks (Word), 101Office 365

free trial, 5how it works, 4-5requirements, 4subscriptions, 4

OFFSET function, 384often, 330OneNote notebooks. See also documents

(Office); graphicsadding data to, 287

date and time, 288file attachments, 294-295links to OneNote locations, 290links to websites, 289new spreadsheets, 293spreadsheet files, inserting, 291-292

closing, 285copying links to, 365creating, 284-285ink integration, 295

converting ink to text, 297erasing ink, 298handwriting text, 295-296highlighting text, 296-297

overview, 267-268, 283-284pages

containers, 274entering text on, 273inserting from templates, 272inserting new pages, 271moving, 271

pinning Notebook pane, 286properties, 286-287saving, 362-363sections

color-coding, 270-271explained, 268inserting, 269moving, 270renaming, 269-270

sharing, 285, 363-364switching between, 285tables

cells, 275characteristics, 274-275columns, 275inserting, 275-276rows, 275

tagsapplying to items, 277-278custom tags, 279explained, 277

To-Do lists, 279-280

pinning Notebook pane, 286properties, 286-287sections

color-coding, 270-271explained, 268inserting, 269moving, 270renaming, 269-270

sharing, 285switching between, 285tables

cells, 275characteristics, 274-275columns, 275inserting, 275-276rows, 275

tagsapplying to items, 277-278custom tags, 279explained, 277

To-Do lists, 279-280not equal to (<>), 316notes for slides, 185Notes Page (PowerPoint), 185NOT function, 387notifications, email, 223NOW function, 374NPER function, 372NPV function, 372number data type, 307numbered lists, creating, 35-36number filters, 129Number format, 143numbers

entering in worksheets, 109formats, 36, 143, 146number data type, 307numbered lists, 35-36number filters, 129serial numbers, 110

NUMBERVALUE function, 386numeric formats, 36, 143, 146

Oobjects, graphic. See graphicsOCT2BIN function, 390OCT2DEC function, 390OCT2HEX function, 390ODDFPRICE function, 372ODD function, 377ODDFYIELD function, 372ODDLPRICE function, 372ODDLYIELD function, 373

OneNote notebooks

410 Index

requesting meetings with, 262sending email to, 261-262switching to, 248-249views, 249-250

folders, creating, 228messages

attaching files to, 221-222Bcc (blind courtesy copy), 219composing, 218-219deleting, 228-229forwarding, 225junk email, 229moving, 227-228reading, 222-223recovering deleted messages, 229replying to, 224retrieving, 222-223saving attachments from, 226specifying recipients with Contacts list,

220notifications, 223overview, 213

Outlook Options dialog box, 233, 249overwriting cells (Excel), 138

PPage Break command (Word), 99page breaks (Word), 99page orientation, changing in Word, 97page setup (Word)

columns, 101-103gutters, 96margins, 95-96overview, 94page breaks, 99paper size, 98-99sections, 99-101

Page Setup dialog box (Word)Margins tab, 95Paper tab, 98

pages (OneNote). See OneNote notebookspaper size, changing (Word), 98-99Paper tab (Page Setup dialog box), 98paragraph formatting

alignment, 32-33bulleted lists, 34-35indentation, 37line spacing, 33-34numbered lists, 35-36

Paste command, 137PDURATION function, 373PEARSON function, 381People view (Contacts), 249

Open command, 19Open dialog box, 19opening documents, 18-19operands, 315operators, 316-317

arithmetic operators, 316comparison operators, 316

optional attendees, 244options (application)

bypassing Start screen at launch, 332Options dialog box, 330user name and initials, 331-332

Options command (File menu), 330Options dialog box, 330order of calculation, 116OR function, 387Original option (Display for Review list), 348Outlook

accounts, addingadvanced account settings, 217automatically, 214-215manually, 216-218

Calendarall-day events, 235, 241-242appointments, 235-237, 239-242AutoDate, 237-239displaying at startup, 233Folder pane, 232grid, 232meetings, 235, 242-243navigating to dates, 233-234overview, 231switching to, 232views, 234-235

Contactsadding pictures to, 260-261All Fields form, 251contacts list, 248creating from email messages, 254-255creating from same company, 253-254creating from scratch, 250-251data fields, 252-253Details form, 251displaying at startup, 249editing, 259-260Folder pane, 248General form, 251grouping, 260importing, 255-258mapping contact’s address, 263overview, 247printing contact address on envelope or

label, 264-265Reading pane, 248

Open command

411

saving, 14-15selecting text in, 24-26

narration, 202-204Notes Page, 185Rehearse Timings, 198-199Slide Master, 186-189slides

deleting, 184duplicating, 173hiding, 182-183inserting, 170-172layouts, 170-171, 182notes, 184-185rearranging, 181reusing from other presentations, 174selecting, 181text, 175transitions, 192-194unhiding, 183video, 177-178

slide shows, 198-199controls, 207creating custom, 205-206editing, 206narration, 200-203navigating slides, 207-209rehearsing slide timings, 199-200setting up, 204setting up automatic slide shows, 210starting, 206-207transitions, 192-194

Sound list, 195tables, 180video, 178

PPMT function, 373presentations (PowerPoint).

See PowerPoint presentationspreviewing picture styles, 57PRICEDISC function, 373PRICE function, 373PRICEMAT function, 373primary keys, 306Print command, 21printing

contact address on envelopes/labels, 264-265

documents, 21Privacy Options, 6PROB function, 382Process layout (SmartArt), 49PRODUCT function, 377proofing Word documents, 75-77PROPER function, 386properties of OneNote notebooks, 286-287

Percentage format, 143PERCENTILE.EXC function, 381PERCENTILE function, 392PERCENTILE.INC function, 381PERCENTRANK.EXC function, 381PERCENTRANK function, 393PERCENTRANK.INC function, 381PERMUTATIONA function, 381PERMUT function, 381PHI function, 382Phone Number field (Contacts), 252Phone view (Contacts), 249photos. See picturesPicture Effects, 58pictures

adding to Contacts, 260-261file formats, 46inserting, 47-48linking to, 48

Picture Styles gallery, 57pie charts, 158PI function, 377pinning

documents to Recent tab, 20Notebook pane, 286Ribbon, 333

Pin the Ribbon command, 333plot area (Excel), 154PMT function, 373points, 29POISSON.DIST function, 382POISSON function, 393portrait orientation (Word), 97positioning Quick Access Toolbar, 338POWER function, 377PowerPoint presentations, 169. See also

graphicsanimation

adding, 196-197bullets (appearing one at a time), 198guidelines for, 192-193

animation effects, 195bulleted lists, 175-176charts, 178-179Content placeholder, 174documents

converting to latest format, 17-18creating, 11-13duplicating, 16formatting. See formattingnaming, 15opening, 18-19pinning to Recent tab, 20printing, 21

properties of OneNote notebooks

412 Index

reference functions, 383-384Rehearse Timings (PowerPoint), 198-199rehearsing slide timings, 199-200rejecting changes in Excel spreadsheets,

356-357Relationship layout (SmartArt), 49removing

hyperlinks from Word documents, 79reviewers, 360users, 360

Rename command (OneNote), 269renaming notebook sections, 269-270Replace All command, 75REPLACE function, 386replacing

styles, 74text, 73-75

Reply command (Outlook), 224replying to email, 224reports

creating, 323-324defined, 302explained, 323grouping levels, 325-326Report Wizard, 324-327

Report view (Access), 324Report Wizard, 324-327repositioning Quick Access Toolbar, 338REPT function, 386requesting meetings, 242-243, 262Reset Picture command, 58resizing

charts, 162columns, 148graphics, 54-55rows, 149

Resolve Conflicts dialog box, 361retrieving email, 222-223reusing slides, 174reverting to original, 58reviewers (Excel), displaying/removing, 360Ribbon

Customize Ribbon tab, 334-336customizing, 334-336exporting Ribbon customizations, 337hiding, 334pinning, 333unpinning, 334

rich text data type, 307RIGHT function, 386right tabs (Word), 69ROMAN function, 377rotating graphics, 56

PV function, 373Pyramid layout (SmartArt), 49

QQUARTILE.EXC function, 382QUARTILE function, 393QUARTILE.INC function, 382queries

criteriaentering, 317-318multiple criteria, 318

defined, 302designing, 313-314explained, 313operands, 315operators, 316-317Query Wizard, 313-314Simple Query Wizard, 313-314wildcards, 317

Query Wizard, 313-314question mark (?), 317Quick Access Toolbar

adding commands to, 339-340customizing, 339-340repositioning, 338

quick filters (Excel), 129QUOTIENT function, 377

Rradar charts, 158RADIANS function, 377RANDBETWEEN function, 377RAND function, 377ranges. See Excel, rangesRANK.AVG function, 382RANK.EQ function, 382RANK function, 393RATE function, 373reading email, 222-223Reading pane (Contacts), 248rearranging slides, 181RECEIVED function, 373Recent tab, pinning documents to, 20recipients (email), specifying with Contacts

list, 220recording narration, 200-203records, 121recovering deleted email, 229recurring appointments

creating, 239-241deleting, 241

PV function

413

Select Column command (Word), 84Select Folder dialog box, 233selecting

chart elements (Excel), 163container text, 274graphics, 53ranges (Excel)

on touchscreens, 133with a mouse, 132

slides, 181table elements (Word), 84text, 24-26words, 25

Select Name dialog box, 264Select Names dialog box, 220Select Objects command, 53Select Row command (Word), 84Select Table command (Word), 84Send command (Outlook), 219Send Email command, 261Send/Receive All Folders command

(Outlook), 222sending email to contacts, 261-262serial numbers, 110SERIESSUM function, 377serif typefaces, 27Settings

email accounts, 217Trust Center Settings, 6

Shape Effects, 58shapes, 44-46

free-form polygon, 45inserting, 45-46lines, 44-47shape types, 44

Share Workbook command (Excel), 358Share Workbook dialog box, 358sharing

Excel workbooks, 358-359OneDrive documents

copying links to, 365by invitation, 363-364saving documents to OneDrive, 362-363

OneNote notebooks, 285sharing conflicts (Excel), 361usage data with Microsoft, 6

SHEET function, 388SHEETS function, 388shortcuts. See keyboard shortcutsshort text data type, 307Show/Hide Comment command (Excel), 353Show Markup list (Word), 347SIGN function, 377

ROUNDDOWN function, 377ROUND function, 377ROUNDUP function, 377ROW function, 384rows

Exceladding, 125deleting, 126resizing, 149

OneNote, 275Word

inserting, 86-87selecting, 84

ROWS function, 384RRI function, 373RSQ function, 382RTD function, 384ruler (Word), displaying, 83

Ssans serif typefaces, 27Save As command, 14-16, 362Save As dialog box, 14, 16, 18Save As Template dialog box, 273Save Attachment dialog box (Outlook), 226saving

documents, 14-15to OneDrive, 362-363

email attachments, 226scatter charts, 158scheduling all-day events, 242Scientific format, 144SEARCH function, 386searching Word text, 71-72SEC function, 377SECH function, 377SECOND function, 374Section Color command (OneNote), 270sections

OneNote notebookscolor-coding, 270-271explained, 268inserting, 269moving, 270renaming, 269-270

Word documentsinserting, 100overview, 99-100types of, 101

security, antivirus programs, 226Select Cell command (Word), 84Select Changes to Accept or Reject dialog

box, 357

SIGN function

414 Index

starting slide shows (PowerPoint), 206-207Start screen, bypassing at launch, 332startup

bypassing Start screen at, 332creating documents at, 12displaying Calendar at, 233displaying Contacts at, 249

statistical functions, 378-383STDEVA function, 382STDEV function, 393STDEVPA function, 382STDEV.P function, 382STDEVP function, 393STDEV.S function, 382STEYX function, 382styles, 24

applying, 38replacing, 74Styles gallery, 38, 69

Styles gallery, 38, 69subbullets, 35subscriptions (Office 365), 4SUBSTITUTE function, 386SUBTOTAL function, 377subtraction (-) operator, 316SUM function, 377SUMIF function, 377SUMIFS function, 377SUMPRODUCT function, 378SUMSQ function, 378SUMX2MY2 function, 378SUMX2PY2 function, 378SUMXMY2 function, 378sunburst charts, 158SYD function, 373Symbol dialog box, 65, 66symbols, inserting into Word documents

with AutoCorrect, 66-67with keyboard, 65-67

syntax of functions, 369

Ttables

database tablescreating, 308-309data entry, 309-310data types, 307default values, 309defined, 302designing, 304-306fields, 305-306filtering, 312sorting, 311

signing in to Microsoft accounts, 5-6signing out of Microsoft accounts, 9-10Sign Out command, 9Sign Up command, 7Sign Up for the Office Personalized

Experience Program check box, 6Simple Markup option (Display for Review

list), 347Simple Query Wizard, 313-314SIN function, 377SINH function, 377sizing

charts, 162columns, 148graphics, 54-55page containers, 274paper (Word), 98-99rows, 149type size

changing, 29explained, 29

SKEW function, 382SKEW.P function, 382Slide Master

custom layouts, 188formatting, 187PowerPoint, 186-189

slides. See PowerPoint, slidesslide shows, 198-199. See PowerPoint,

slide showsSLN function, 373SLOPE function, 382SMALL function, 382SmartArt

defined, 47deleting nodes from, 51inserting, 50-51layout types, 49when to use, 49

SmartArt Graphic dialog box, 50sorting table data, 126-127, 311Sound list (PowerPoint), 195spam, handling, 229Specific People option (Show Markup

list), 347spell checking Word documents, 76-77Spelling & Grammar (Word), 76-77spreadsheets. See worksheetsSQRT function, 377SQRTPI function, 377squares, drawing, 46stacked columns, 157STANDARDIZE function, 382

signing in to Microsoft accounts

415

indentation, 37line spacing, 33-34numbered lists, 35-36

selecting, 24-26text boxes

defined, 47inserting, 52

text effects, 39text filters, 129text functions, 385-386Word text. See Word, textwrapping within cells (Excel), 151

text boxesdefined, 47inserting, 52

text effects, 39text filters, 129TEXT function, 386text functions, 385-386T function, 386This Server Requires an Encrypted

Connection (SSL) check box, 217tick marks (Excel), 154time

adding to OneNote notebooks, 288AutoDate, 237-239date/time functions, 374-375

Time command (OneNote), 288TIME function, 374time functions, 374-375TIMEVALUE function, 374T.INV.2T function, 383T.INV function, 383TINV function, 393titles, adding to charts (Excel), 165TODAY function, 374To-Do lists, 279-280toolbars, Quick Access Toolbar

adding commands to, 339-340repositioning, 338

Tools gallery (OneNote), 295tool tabs, customizing, 336Track Changes command

Excel, 354Word, 346

tracking changesExcel spreadsheets, 354-356Word documents, 346

transitions (slide), 192TRANSPOSE function, 384treemap charts, 158TREND function, 383trigonometry functions, 375-378

Excel tables. See Excel, tablesOneNote notebooks. See OneNote

notebooks, tablesPowerPoint tables, 180primary keys, 306styles, 124Word tables. See Word, tables

Table Styles gallery, 85Tabs dialog box, 68tabs (Word), 67-69Tabular layout (Form Wizard), 322tags (OneNote)

applying to items, 277-278custom tags, 279explained, 277

Tags gallery (OneNote), 278TAN function, 378TANH function, 378TBILLEQ function, 373TBILLPRICE function, 373TBILLYIELD function, 373T.DIST.2T function, 382T.DIST function, 382TDIST function, 393T.DIST.RT function, 382templates

charts , 160databases, 304documents, 13notebook pages, 272overview, 11

textboilerplate, 63colors, 31-32comments. See commentsconverting

to bulleted list, 34to numbered list, 36

converting ink to, 297entering

in OneNote notebooks, 273in slides (PowerPoint), 175in worksheets (Excel), 109

fonts, 26type effects, 30typefaces, 27-28type size, 29

handwriting in OneNote notebooks, 295-296

highlighting in OneNote notebooks, 296-297

paragraphsalignment, 32-33bulleted lists, 34-35

trigonometry functions

416 Index

viewsAccess

Design view, 317Form view, 320Report view, 324

Calendarswitching, 234-235Work Week, 235

Contacts, 249-250viruses, antivirus programs, 226VLOOKUP function, 384

Wwaterfall charts, 158web functions, 393WEBSERVICE function, 393website links, adding to OneNote notebooks,

289WEEKDAY function, 375WEEKNUM function, 375WEIBULL.DIST function, 383WEIBULL function, 393wildcards, 317wizards

Form Wizard, 321-322Function Wizard, 119-120Import and Export Wizard, 256-258Query Wizard, 313-314Report Wizard, 324-327Simple Query Wizard, 313-314

WordArt, 47, 51-52Word documents

changesaccepting, 350-351navigating, 349

commentsaccepting, 350deleting, 345editing, 345inserting, 344navigating, 349

converting to latest format, 17-18creating, 11-13Display for Review list, 347-348duplicating, 16endnotes

custom endnotes, 105inserting, 104-105overview, 103

footerscontent, 90creating, 93-94defined, 89

TRIM function, 386TRIMMEAN function, 383TRUE function, 387TRUNC function, 378Trust Center Settings, 6T.TEST function, 383TTEST function, 393type effects, 30typefaces

decorative typefaces, 27explained, 27fixed-width typefaces, 27sans serif typefaces, 27serif typefaces, 27setting, 28

TYPE function, 388type size, 29

Uunary (-) operator, 316unhiding slides, 183UNICHAR function, 386UNICODE function, 386unpinning Ribbon, 334Update Automatically check box

(Date and Time dialog box), 91updating shared workbooks, 359UPPER function, 386usage data, sharing with Microsoft, 6users

removing, 360user names

applying across accounts, 332changing, 331-332

Use Same Settings as My Incoming Server option (Outlook), 217

Use Wildcards check box (Find and Replace dialog box), 72

Vvalue axis (Excel), 154VALUE function, 386VARA function, 383VAR function, 393VARPA function, 383VAR.P function, 383VARP function, 393VAR.S function, 383VDB function, 373vertically moving graphics, 55video, adding to slides, 177-178

TRIM function

417

wordsadding to dictionary, 77selecting, 25

workbooks (Excel)changes

accepting/rejecting, 356-357filtering by date, 355tracking, 354-356

commentsediting, 352inserting, 352viewing, 353-354

reviewers, displaying/removing, 360sharing, 358-359sharing conflicts, 361users, removing, 360

WORKDAY function, 375WORKDAY.INTL function, 375worksheets (Excel)

cells, 108entering data into

dates and times, 110-111numbers, 109text, 109

functions. See Excel, functionsinserting into OneNote

existing worksheet files, 291-292new worksheets, 293

Work Week view (Calendar), 235wrapping text within cells (Excel), 151

XXIRR function, 373XNPV function, 373XOR function, 387XY (scatter) charts, 158

Y-ZYEARFRAC function, 375YEAR function, 375Yes/No data type, 307YIELDDISC function, 373YIELD function, 373YIELDMAT function, 373

Z.TEST function, 383ZTEST function, 393

footnotescustom footnotes, 105inserting, 104-105overview, 103

formatting. See formattinggraphics. See graphicsheaders

content, 90creating, 90-92defined, 89

markup display, 348naming, 15navigating, 70opening, 18-19page setup

columns, 101-103gutters, 96margins, 95-96page breaks, 99page orientation, 97paper size, 98-99sections, 99-101

pinning to Recent tab, 20printing, 21saving, 14-15selecting text in, 24-26Show Markup list, 347styles, 74tables

converting text to, 84deleting table elements, 88-89formatting, 85-86inserting, 82-84inserting columns into, 87inserting rows into, 86-87merging cells in, 88overview, 82selecting table elements, 84

text, 61AutoCorrect, 63-67Click and Type, 63converting to table, 84editing, 62entering, 62-63finding and replacing, 70-75headings, 69-70hyperlinks, 77-79proofing, 75-77symbols, 65-67tabs, 67-69

tracking changes, 346Word Options dialog box, 64

ZTEST function