Shelly Cashman: Microsoft Office 2016

Office 2016 and Windows 10: Essential Concepts and Skills

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 Objectives (Slide 1 of 2)

• Use a touch screen

• Perform basic mouse operations
• Start Windows and sign in to an account
• Identify the objects in the Windows 10 desktop
• Identify the apps in and versions of Microsoft Office 2016
• Run an app
• Identify the components of the Microsoft Office ribbon

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 Objectives (Slide 2 of 2)

• Create folders
• Save files
• Change screen resolution
• Perform basic tasks in Microsoft Office apps
• Manage files
• Use Microsoft Office Help and Windows Help

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 Roadmap

• Sign in to an account
• Use windows
• Use Office apps
• File and folder management
• Switch between apps
• Save and manage files
• Change screen resolution
• Exit Office apps
• Use additional Office apps
• Use Office and Windows help

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 Introduction to the Windows 10 Operating System (Slide 1 of 4)

• Windows 10 is the newest version of Microsoft Windows, which is the most

popular and widely used operating system
• An operating system is a computer program (set of computer instructions) that
coordinates all the activities of computer hardware such as memory, storage
devices, and printers, and provides the capability for you to communicate with
the computer
• Windows 10 is used to run apps

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 Introduction to the Windows 10 Operating System (Slide 2 of 4)

• A scroll bar is a horizontal or vertical bar

that appears when the contents of an area
may not be visible completely on the
screen and contains scroll arrows and a
scroll box

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 Introduction to the Windows 10 Operating System (Slide 3 of 4)

• To Sign-in to an Account
• Click the lock screen to display a sign-in screen
• Click the user icon on the sign-in screen, which depending on settings, either will
display a second sign-in screen that contains a Password text box or will display the
Windows Start screen
• If Windows 10 displays a sign-in screen with a Password text box, type your password
in the text box
• Click the Submit button to sign in to your account and display the Windows Start
screen

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Introduction to the Windows 10 Operating System (Slide 4 of 4)

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 Introduction to Microsoft Office 2016

• Microsoft Office 2016 includes a variety of apps

• Microsoft Word 2016
• Microsoft PowerPoint 2016
• Microsoft Excel 2016
• Microsoft Access 2016
• Microsoft Outlook 2016
• Microsoft Publisher 2016
• Microsoft OneNote 2016
• Microsoft Office 2016 Suites
• Microsoft Office 365
• Microsoft Office Online
• OneDrive

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 Running and Using an App (Slide 1 of 8)

• Word
• Word is a full-featured word processing app that allows you to create many
types of personal and business documents
• Flyers, letters, memos, resumes, reports, fax cover sheets, mailing labels, and
newsletters
• Word has many features designed to simplify the production of documents and
add visual appeal

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 Running and Using an App (Slide 2 of 8)

• To Run an App Using the Start Menu and Create a Blank Document
• Click the Start button on the Windows 10 taskbar to display the Start menu
• Click All apps at the bottom of the left pane of the Start menu to display a list of apps
installed on the computer or mobile device
• Click, or scroll to and then click, the program name (Word 2016) in the list to run the
selected program
• Click the Blank document thumbnail on the Word start screen to create a blank Word
document in the Word window

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 Running and Using an App (Slide 3 of 8)

• To Maximize a Window
• Click the Maximize button next to the Close button on the window’s title bar to
maximize the window

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 Running and Using an App (Slide 4 of 8)

• To Collapse and Expand the Ribbon and Use Full Screen Mode
• Click the ‘Collapse the Ribbon’ button on the ribbon to collapse the ribbon
• Click HOME on the ribbon to expand the HOME tab
• Click the ‘Pin the ribbon’ button on the expanded HOME tab to restore the ribbon
• Click the ‘Ribbon Display Options’ button to display the Ribbon Display Options menu
• Click Auto-hide Ribbon to use Full Screen mode, which hides all the commands from
the screen
• Click the ellipsis to display the ribbon temporarily
• Click the ‘Ribbon Display Options’ button to display the Ribbon Display Options menu
• Click ‘Show Tabs and Commands’ to exit Full Screen mode

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Running and Using an App (Slide 5 of 8)

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 Running and Using an App (Slide 6 of 8)

• To Use a Shortcut Menu to Relocate the Quick Access Toolbar

• Right-click the Quick Access Toolbar to display a shortcut menu that presents a list of
commands related to the Quick Access Toolbar
• Click ‘Show Quick Access Toolbar Below the Ribbon’ on the shortcut menu to display
the Quick Access Toolbar below the ribbon
• Right-click the Quick Access Toolbar to display a shortcut menu
• Click ‘Show Quick Access Toolbar Above the Ribbon’ on the shortcut menu to return
the Quick Access Toolbar to its original position

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 Running and Using an App (Slide 7 of 8)

• To Customize the Quick Access Toolbar

• Click the ‘Customize Quick Access Toolbar’ button to display the Customize Quick
Access Toolbar menu
• Click the desired command to add to the Quick Access Toolbar

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 Running and Using an App (Slide 8 of 8)

• To Enter Text in a Document

• Type the desired text
• Press the ENTER key to move the insertion point to the beginning of the next line

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 Document Properties

• To Change Document Properties

• Click File on the ribbon to open the Backstage view and then click the Info tab
• Click to the right of the Comments property
• Click the Back button in the upper-left corner of the Backstage view to return to the
document window

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 Printing, Saving, and Organizing Files (Slide 1 of 9)

• To Print a Document
• Click File on the ribbon to open the Backstage view and then click the Print tab
• Verify that the selected printer will print a hard copy of the document
• Click the Print button

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 Printing, Saving, and Organizing Files (Slide 2 of 9)

• Organizing Files and Folders

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 Printing, Saving, and Organizing Files (Slide 3 of 9)

• To Create a Folder
• Click the File Explorer app button on the taskbar to run the File Explorer app
• Click the Documents folder in the navigation pane to display the contents of the
Documents folder in the file list
• Click the New folder button on the Quick Access Toolbar to display a new folder icon
with the name, New folder, selected in a text box
• Type the desired folder name, and then press the ENTER key

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 Printing, Saving, and Organizing Files (Slide 4 of 9)

• To Create a Folder within a Folder

• Double-click the icon or folder name in the file list to open the folder
• Click the New folder button on the Quick Access Toolbar to create a new folder with
the name, New folder in a text box folder
• Type the desired text
• Press the ENTER key to rename the folder

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 Printing, Saving, and Organizing Files (Slide 5 of 9)

• To Expand a Folder, Scroll through Folder Contents, and Collapse a Folder

• Double-click the desired folder to display its contents and display a black arrow to the
left of the folder icon
• Double-click the folder identifying your class to collapse the folder

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 Printing, Saving, and Organizing Files (Slide 6 of 9)

• To Switch from One App to Another

• If you are using a mouse, point to the app button on the taskbar to see a live preview
of the window
• Tap or click the app button or the live preview to make the app associated with the
app button the active window

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 Printing, Saving, and Organizing Files (Slide 7 of 9)

• To Save a File in a Folder

• Click the Save button on the Quick Access Toolbar to display either the Save As gallery
in the Backstage view or the Save As dialog box
• Type the desired file name in the File name text box to change the file name
• If your screen displays the Backstage view, click This PC, if necessary, to display
options in the right pane related to saving on your computer
• If your screen displays the Backstage view, click the Browse button in the right pane
to display the Save As dialog box
• Type the desired file name in the File name box
• Navigate to the desired save location
• Click the Save button to save the document in the selected folder on the selected
drive with the entered file name

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 Printing, Saving, and Organizing Files (Slide 8 of 9)

• To Minimize and Restore a Window

• Click the Minimize button on the app’s title bar to minimize the window
• Click the app button on the taskbar to restore the minimized window

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 Printing, Saving, and Organizing Files (Slide 9 of 9)

• To Save a File on OneDrive

• Click FILE on the ribbon to open the Backstage view
• Click the Save As tab in the Backstage view to display the Save As gallery
• Click OneDrive to display OneDrive saving options or a Sign In button, if you are not
signed in already to your Microsoft account
• If your screen displays a Sign In button, click it to display the Sign in dialog box
• Type your Microsoft account user name and password in the text boxes and then click
the Sign in button to sign in to OneDrive
• Click your OneDrive to select your OneDrive as the storage location
• Click the Browse button to contact the OneDrive server (which may take some time,
depending on the speed of your Internet connection) and then display the Save As
dialog box
• Click the Save button to save the file on OneDrive

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 Screen Resolution (Slide 1 of 4)

• To Change the Screen Resolution

• Click the Show desktop button, which is located at the far-right edge of the taskbar, to
display the Windows desktop
• Right-click an empty area on the Windows desktop to display a shortcut menu that
displays a list of commands related to the desktop
• Click Display settings on the shortcut menu to open the Settings app window
• Click ‘Advanced display settings’ in the Settings app window to display the advanced
display settings
• Click the Resolution box to display a list of available screen resolutions
• Click the Apply button to change the screen resolution
• Click the Keep changes button to accept the new resolution

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 Screen Resolution (Slide 2 of 4)

• To Exit an App with One Document Open

• Click the Close button on the right side of the app’s title bar to close the document
and exit the app

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 Screen Resolution (Slide 3 of 4)

• To Copy a Folder to OneDrive

• Navigate to the desired folder in the Documents folder
• Click Documents in the This PC area of the navigation pane
• Click Home on the ribbon to open the Home tab
• Click the Copy to button to display the Copy to menu
• Click Choose location on the Copy to menu to display the Copy items dialog box
• Click OneDrive to select it
• Click the Copy button to copy the selected folder to OneDrive

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 Screen Resolution (Slide 4 of 4)

• To Unlink a OneDrive Account

• Click the ‘Show hidden icons’ button on the Windows taskbar to show a menu of
hidden icons
• Right-click the OneDrive icon to display a shortcut menu
• Click the Settings tab
• Click the Unlink OneDrive button to unlink the OneDrive account
• When the Microsoft OneDrive dialog box appears with w Welcome to OneDrive
message, click the Close button
• Minimize the File Explorer window

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 Additional Microsoft Office Apps (Slide 1 of 17)

• PowerPoint is a full-featured presentation app that allows you to produce

compelling presentations to deliver and share with an audience

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 Additional Common Features of Office Apps (Slide 2 of 17)

• To Run an App Using the Search Box

• Type the app name as the search text in the Search box
• Click the desired search result

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 Additional Common Features of Office Apps (Slide 3 of 17)

• To Enter Content in a Title Slide

• Click the ‘Click to add title’ label located inside the title text placeholder to select the
placeholder
• Type the presentation title in the title text placeholder
• Do not press the ENTER key because you do not want to create a new line of text

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 Additional Common Features of Office Apps (Slide 4 of 17)

• To Create a New Document from the Backstage View

• Click FILE on the ribbon to open the Backstage view
• Click the New tab in the Backstage view to display the New gallery
• Click the Blank Document thumbnail in the New gallery to create a new document

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 Additional Common Features of Office Apps (Slide 5 of 17)

• To Close a File Using the Backstage View

• Click FILE on the ribbon to open the Backstage view
• Click Close in the Backstage view to close the open file without exiting the active app

• To Open a Recent File Using the Backstage View

• Click FILE on the ribbon to open the Backstage view
• Click the Open tab in the Backstage view to display the Open gallery
• Click the desired file name in the Recent Documents list to open the file

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 Additional Common Features of Office Apps (Slide 6 of 17)

• Excel is a powerful spreadsheet app that allows users to organize data,

complete calculations, make decisions, graph data, develop
professional-looking reports, publish organized data to the Web, and access
real-time data from websites
• Workbooks and worksheets
• Charts
• Tables
• Web Support

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 Additional Common Features of Office Apps (Slide 7 of 17)

• To Create a New Blank Document from File Explorer

• Click the File Explorer button on the taskbar to make the folder window the active
window
• Double-click the Documents folder in the navigation pane to expand the Documents
folder
• Click the Excel folder in the navigation pane to display its contents in the file list
• With the Excel folder selected, right-click an open area in the file list to display a
shortcut menu
• Point to New on the shortcut menu to display the New submenu
• Click ‘Microsoft Excel Worksheet’ on the New submenu to display an icon and text
box for a new file in the current folder window with the file name, New Microsoft
Excel Worksheet, selected
• Type desired text in the text box and then press the ENTER key

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 Additional Common Features of Office Apps (Slide 8 of 17)

• To Run an App from File Explorer and Open a File

• Display the folder window containing the file you wish to open
• Right-click the file icon or file name to display a shortcut menu
• Click Open on the shortcut menu to open the selected file in the app used to create
the file

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Additional Common Features of Office Apps (Slide 9 of 17)

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 Additional Common Features of Office Apps (Slide 10 of 17)

• Unique Features of Excel

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 Additional Common Features of Office Apps (Slide 11 of 17)

• To Enter a Worksheet Title

• Click cell A1 to make it the active cell
• Type the worksheet title in the cell
• Click the Enter box to complete the entry

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 Additional Common Features of Office Apps (Slide 12 of 17)

• To Save an Existing Office File with the Same File Name

• Click the Save button on the Quick Access Toolbar to overwrite the previously saved
file

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 Additional Common Features of Office Apps (Slide 13 of 17)

• ACCESS
• The term database describes a collection of data organized in a manner that
allows access, retrieval, and use of that data
• Access is a database management system
• Software that allows you to use a computer to create a database; add, change, and
delete data in the database; create queries that allow you to ask questions concerning
the data in the database; and create forms and reports using the data in the database

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Additional Common Features of Office Apps (Slide 14 of 17)

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 Additional Common Features of Office Apps (Slide 15 of 17)

• Unique Elements in Access

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 Additional Common Features of Office Apps (Slide 16 of 17)

• To Create an Access Database

• Click the ‘Blank desktop database’ thumbnail to select the database type
• Type the desired database name in the File Name box
• Click the ‘Browse for a location to put your database’ button to display the File
New Database dialog box
• Navigate to the desired save location
• Click the OK button to select the save location
• Click the Create button in the Backstage view to create the database

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 Additional Common Features of Office Apps (Slide 17 of 17)

• To Open an Existing Office File

• Click FILE on the ribbon to open the Backstage view and then click Open in the
Backstage view to display the Open gallery
• Click Computer to display recent folders accessed on your computer
• Click the Browse button to display the Open dialog box
• Navigate to the location of the file to be opened
• Click the file to be opened to select the file
• Click the Open button to open the file

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 Other Office Apps

• Outlook is a powerful communications and scheduling app that helps you

communicate with others, keep track of contacts, and organize your calendar
• Email is the transmission of messages and files over a computer network
• Publisher is a powerful desktop publishing (DTP) app that assists you in
designing and producing professional-quality documents that combine text,
graphics, illustrations, and photos
• OneNote is a note taking app that assists you in entering, saving, organizing,
searching, and using notes

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 Renaming, Moving, and Deleting Files (Slide 1 of 3)

• To Rename a File
• Navigate to the location of the file to be renamed
• Right-click the file to be renamed to display a shortcut menu that presents a list of
commands related to files
• Click Rename on the shortcut menu to place the current file name in a text box
• Type the new file name in the text box and then press the ENTER key

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 Renaming, Moving, and Deleting Files (Slide 2 of 3)

• To Move a File
• Navigate to the location of the file to be moved
• Display the folder in the navigation pane to which you want to move the file
• Drag the file from the right pane to the desired folder in the navigation pane

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 Renaming, Moving, and Deleting Files (Slide 3 of 3)

• To Delete a File
• Navigate to the location of the file to be deleted
• Right-click the file to be deleted to display a shortcut menu
• Click Delete on the shortcut menu to delete the file
• If a dialog box appears, click the Yes button to delete the file

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 Microsoft Office and Windows Help (Slide 1 of 6)

• To Open the Help Window in an Office App

• Press F1 to open the Word Help window

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 Microsoft Office and Windows Help (Slide 2 of 6)

• To Move a Window by Dragging

• Drag the window title bar to the desired location

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 Microsoft Office and Windows Help (Slide 3 of 6)

• To Resize a Window by Dragging

• If you are using a mouse, point to the lower-right corner of the window until the
mouse pointer changes to a two-headed arrow
• Drag the bottom border to display more of the active window

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 Microsoft Office and Windows Help (Slide 4 of 6)

• To Obtain Help Using the Search Text Box

• Type the search text in the Search text box at the top of the Word Help window
• Click the ENTER button to display the search results
• Click the desired link to open the Help document
• Click the Home button in the Help window to clear the search results and redisplay
the Help home page

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 Microsoft Office and Windows Help (Slide 5 of 6)

• To Obtain Help Using the Tell Me Box

• Type the search text in the Tell Me box at the top of the Word Help window
• Point to the desired submenu to display the various option
• Click an empty area of the document window to close the search results
• Exit Microsoft Word

© 2017 Cengage Learning. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part, except for use as permitted in a license distributed with a certain product or service or otherwise on a 57
password-protected website for classroom use.
 Microsoft Office and Windows Help (Slide 6 of 6)

• To Use the Windows Search Box

• Type the desired text in the search box to display the search results
• Click an empty area of the desktop to close the search results

© 2017 Cengage Learning. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part, except for use as permitted in a license distributed with a certain product or service or otherwise on a 58
password-protected website for classroom use.