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Excel 2016 Comprehensive
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Series Editor Mary Anne Poatsy Mulbery | Davidson
Series Created by Dr. Robert T. Grauer
(ex•ploring) 1. Investigating in a systematic way: examining. 2. Searching into or ranging over for the purpose of discovery.
S E R I E S
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Library of Congress Control Number: 2015956945
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ISBN 10: 0-13-447944-0 ISBN 13: 978-0-13-447944-6
Dedications
For my husband, Ted, who unselfishly continues to take on more than his share to support me throughout the process; and for my children, Laura, Carolyn, and Teddy, whose encouragement and love have been inspiring.
Mary Anne Poatsy
I dedicate this book to three people who had a significant impact on my career. Penny Sumpter, my high school business teacher, taught me about professionalism and paying attention to details; she inspired me to become a business educator. Dr. Amanda Copeland, the department chair while I completed my bachelor’s degree, was an excellent mentor and visionary. Barbra Hoge, my first department chair at Utah Valley State College, was a strong leader and advocate for her faculty; her leadership serves as a role model for me in my capacity as department chair today.
Keith Mulbery
I dedicate this book in loving memory of my grandfather Laurence L. Leggett. A passionate lifelong educator, gifted musician, and incredible role model. I will never forget our time together. I strive every day to make you proud.
Jason Davidson
To my husband Dan, whose encouragement, patience, and love helped make this endeavor possible. Thank you for taking on the many additional tasks at home so that I could focus on writing.
Amy Rutledge
iv About the Authors
About the Authors
Mary Anne Poatsy, Series Editor, Windows 10 Author Mary Anne is a senior faculty member at Montgomery County Community College, teaching various computer application and concepts courses in face-to-face and online environments. She holds a B.A. in Psychology and Education from Mount Holyoke College and an M.B.A. in Finance from Northwestern University’s Kellogg Graduate School of Management.
Mary Anne has more than 12 years of educational experience. She is currently adjunct faculty at Gwynedd-Mercy College and Montgomery County Community College. She has also taught at Bucks County Community College and Muhlenberg College, as well as conducted personal training. Before teaching, she was Vice President at Shearson Lehman in the Municipal Bond Investment Banking Department.
Dr. Keith Mulbery, Excel Author Dr. Keith Mulbery is the Department Chair and a Professor in the Information Systems and Technology Department at Utah Valley University (UVU), where he currently teaches systems analysis and design, and global and ethical issues in information systems and technology. He has also taught computer applications, C# programming, and management information systems. Keith served as Interim Associate Dean, School of Computing, in the College of Technology and Computing at UVU.
Keith received the Utah Valley State College Board of Trustees Award of Excellence in 2001, School of Technology and Computing Scholar Award in 2007, and School of Technology and Computing Teaching Award in 2008. He has authored more than 17 textbooks, served as Series Editor for the Exploring Office 2007 series, and served as developmental editor on two textbooks for the Essentials Office 2000 series. He is frequently asked to give presentations and workshops on Microsoft Office Excel at various education conferences.
Keith received his B.S. and M.Ed. in Business Education from Southwestern Oklahoma State University and earned his Ph.D. in Education with an emphasis in Business Information Systems at Utah State University. His dissertation topic was computer-assisted instruction using Prentice Hall’s Train and Assess IT program (the predecessor to MyITLab) to supplement traditional instruction in basic computer proficiency courses.
Jason Davidson, Excel Author Jason Davidson is a faculty member in the College of Business at Butler University, where he teaches Advanced Web Design, Data Networks, Data Analysis and Business Modeling, and introductory information systems courses. He is the co-author of Exploring Microsoft Excel 2013 Comprehensive, Exploring Microsoft Office 2013 Volume 2, Exploring Microsoft Office 2013 Plus, and Exploring VBA for Microsoft Office 2013.
With a background in media development, prior to joining the faculty at Butler, he worked in the technical publishing industry. Along with teaching, he currently serves as an IT consultant for regional businesses in the Indianapolis area. He holds a B.A. in Telecommunication Arts from Butler University and an M.B.A. from Morehead State University. He lives in Indianapolis, Indiana, and in his free time enjoys road biking, photography, and spending time with his family.
Amy Rutledge, Common Features Author Amy Rutledge is a Special Instructor of Management Information Systems at Oakland University in Rochester, Michigan. She coordinates academic programs in Microsoft Office applications and introductory management information systems courses for the School of Business Administration. Before joining Oakland University as an instructor, Amy spent several years working for a music distribution company and automotive manufacturer in various corporate roles including IT project
About the Authors v
management. She holds a B.S. in Business Administration specializing in Management Information Systems, and a B.A. in French Modern Language and Literature. She holds an M.B.A from Oakland University. She resides in Michigan with her husband Dan and daughters Emma and Jane.
Dr. Robert T. Grauer, Creator of the Exploring Series Bob Grauer is an Associate Professor in the Department of Computer Information Systems at the University of Miami, where he is a multiple winner of the Outstanding Teaching Award in the School of Business, most recently in 2009. He has written numerous COBOL texts and is the vision behind the Exploring Office series, with more than three million books in print. His work has been translated into three foreign languages and is used in all aspects of higher education at both national and international levels. Bob Grauer has consulted for several major corporations including IBM and American Express. He received his Ph.D. in Operations Research in 1972 from the Polytechnic Institute of Brooklyn.
vi Brief Contents
Brief Contents
Office Office 2016 Common Features 2
Excel CHAPTER 1 Introduction to Excel 68 CHAPTER 2 Formulas and Functions 152 CHAPTER 3 Charts 198 CHAPTER 4 Datasets and Tables 262 CHAPTER 5 Subtotals, PivotTables, and PivotCharts 328 CHAPTER 6 What-If Analysis 396 CHAPTER 7 Specialized Functions 454 CHAPTER 8 Statistical Functions 510 CHAPTER 9 Multiple-Sheet Workbook Management 558 CHAPTER 10 Imports, XML, and Power Add-Ins 616 CHAPTER 11 Collaboration and Workbook Distribution 670 CHAPTER 12 Templates, Styles, and Macros 736
Excel Introductory Capstone Exercise (Chs. 1–4) 792 Excel Comprehensive Capstone Exercise (Chs. 5–12) 795
MICROSOFT OFFICE 2016 SPECIALIST EXCEL 799 GLOSSARY 807 INDEX 817
Application Capstone Exercises
Contents vii
Contents
Microsoft Office 2016 ■ CHAPTER ONE Office 2016 Common Features: Taking the First Step 2 CASE STUDY SPOTTED BEGONIA ART GALLERY 2 GETTING STARTED WITH OFFICE APPLICATIONS 4
Starting an Office Application 4 Working with Files 5 Using Common Interface Components 8 Getting Help 15 Installing Add-ins 17
HANDS-ON EXERCISES 1 Getting Started with Office Applications 19
FORMAT DOCUMENT CONTENT 24 Using Templates and Applying Themes 24 Modifying Text 26 Relocating Text 30 Checking Spelling and Grammar 32 Working with Pictures and Graphics 34
HANDS-ON EXERCISES 2 Format Document Content 37
MODIFY DOCUMENT LAYOUT AND PROPERTIES 42 Using Backstage View 42 Changing the Document View 44 Changing the Page Layout 45 Inserting a Header and Footer 48 Previewing and Printing a File 49
HANDS-ON EXERCISES 3 Modify Document Layout and Properties 51
CHAPTER OBJECTIVES REVIEW 56 KEY TERMS MATCHING 58 MULTIPLE CHOICE 59 PRACTICE EXERCISES 60 MID-LEVEL EXERCISES 64 BEYOND THE CLASSROOM 66 CAPSTONE EXERCISE 67
Microsoft Office Excel 2016 ■ CHAPTER ONE Introduction to Excel: Creating and Formatting
68 CASE STUDY OK OFFICE SYSTEMS 68 INTRODUCTION TO SPREADSHEETS 70
Exploring the Excel Window 70 Entering and Editing Cell Data 73
HANDS-ON EXERCISES 1 Introduction to Spreadsheets 79
MATHEMATICAL OPERATIONS AND FORMULAS 83 Creating Formulas 83 Displaying Cell Formulas 86
HANDS-ON EXERCISES 2 Mathematical Operations and Formulas 88
WORKSHEET STRUCTURE AND CLIPBOARD TASKS 93 Managing Columns and Rows 93 Selecting, Moving, Copying, and Pasting Data 98
HANDS-ON EXERCISES 3 Worksheet Structure and Clipboard Tasks 104
WORKSHEET FORMATTING 110 Applying Cell Styles, Alignment, and Font Options 110 Applying Number Formats 113
HANDS-ON EXERCISES 4 Worksheet Formatting 116
WORKSHEETS, PAGE SETUP, AND PRINTING 121 Managing Worksheets 121 Selecting Page Setup Options 123 Previewing and Printing a Worksheet 129
HANDS-ON EXERCISES 5 Worksheets, Page Setup, and Printing 131
CHAPTER OBJECTIVES REVIEW 135 KEY TERMS MATCHING 137 MULTIPLE CHOICE 138 PRACTICE EXERCISES 139 MID-LEVEL EXERCISES 145 BEYOND THE CLASSROOM 148 CAPSTONE EXERCISE 149
viii Contents
■ CHAPTER TWO Formulas and Functions: Performing Quantitative Analysis 152 CASE STUDY TOWNSEND MORTGAGE COMPANY 152 FORMULA BASICS 154
Using Relative, Absolute, and Mixed Cell References in Formulas 154
HANDS-ON EXERCISES 1 Formula Basics 158
FUNCTION BASICS 161 Inserting a Function 161 Inserting Basic Math and Statistics Functions 163 Using Date Functions 167
HANDS-ON EXERCISES 2 Function Basics 169
LOGICAL, LOOKUP, AND FINANCIAL FUNCTIONS 174 Determining Results with the IF Function 174 Using Lookup Functions 177 Calculating Payments with the PMT Function 180
HANDS-ON EXERCISES 3 Logical, Lookup, and Financial Functions 182
CHAPTER OBJECTIVES REVIEW 187 KEY TERMS MATCHING 188 MULTIPLE CHOICE 189 PRACTICE EXERCISES 190 MID-LEVEL EXERCISES 193 BEYOND THE CLASSROOM 196 CAPSTONE EXERCISE 197
■ CHAPTER THREE Charts: Depicting Data Visually 198 CASE STUDY COMPUTER JOB OUTLOOK 198 CHART BASICS 200
Selecting the Data Source 200 Choosing a Chart Type 202 Moving, Sizing, and Printing a Chart 214
HANDS-ON EXERCISES 1 Chart Basics 218
CHART ELEMENTS 224 Adding, Editing, and Formatting Chart Elements 225
HANDS-ON EXERCISES 2 Chart Elements 235
CHART DESIGN AND SPARKLINES 240 Applying a Chart Style and Colors 240
Modifying the Data Source 241 Creating and Customizing Sparklines 243
HANDS-ON EXERCISES 3 Chart Design and Sparklines 246
CHAPTER OBJECTIVES REVIEW 249 KEY TERMS MATCHING 251 MULTIPLE CHOICE 252 PRACTICE EXERCISES 253 MID-LEVEL EXERCISES 257 BEYOND THE CLASSROOM 260 CAPSTONE EXERCISE 261
■ CHAPTER FOUR Datasets and Tables: Managing Large Volumes of Data 262 CASE STUDY REID FURNITURE STORE 262 LARGE DATASETS 264
Freezing Rows and Columns 265 Printing Large Datasets 266
HANDS-ON EXERCISES 1 Large Datasets 270
EXCEL TABLES 275 Understanding the Benefits of Data Tables 275 Designing and Creating Tables 275 Applying a Table Style 280
HANDS-ON EXERCISES 2 Excel Tables 282
TABLE MANIPULATION 287 Creating Structured References in Formulas 287 Sorting Data 288 Filtering Data 290
HANDS-ON EXERCISES 3 Table Manipulation 295
TABLE AGGREGATION AND CONDITIONAL FORMATTING 302 Adding a Total Row 302 Applying Conditional Formatting 304 Creating a New Rule 309
HANDS-ON EXERCISES 4 Table Aggregation and Conditional Formatting 312
CHAPTER OBJECTIVES REVIEW 317 KEY TERMS MATCHING 318 MULTIPLE CHOICE 319 PRACTICE EXERCISES 320 MID-LEVEL EXERCISES 324 BEYOND THE CLASSROOM 326 CAPSTONE EXERCISE 327
Contents ix
■ CHAPTER FIVE Summarizing and Analyzing Data 328
CASE STUDY IVORY HALLS PUBLISHING COMPANY 328 SUBTOTALS AND OUTLINES 330
Subtotaling Data 330 Grouping and Ungrouping Data 333
HANDS-ON EXERCISES 1 Subtotals and Outlines 335
PIVOTTABLE BASICS 339 Creating a PivotTable 339 Modifying a PivotTable 343
HANDS-ON EXERCISES 2 PivotTable Basics 350
PIVOTTABLE OPTIONS 355 Filtering and Slicing a PivotTable 355 Creating a Calculated Field 359 Changing the PivotTable Design 362
HANDS-ON EXERCISES 3 PivotTable Options 364
DATA MODELING AND PIVOTCHARTS 369 Creating a Data Model 369 Creating a PivotChart 372
HANDS-ON EXERCISES 4 Data Modeling and PivotCharts 374
CHAPTER OBJECTIVES REVIEW 379 KEY TERMS MATCHING 381 MULTIPLE CHOICE 382 PRACTICE EXERCISES 384 MID-LEVEL EXERCISES 389 BEYOND THE CLASSROOM 392 CAPSTONE EXERCISE 393
■ CHAPTER SIX What-If Analysis: Using Decision-Making Tools 396 CASE STUDY PERSONAL FINANCE: BUYING YOUR
FIRST HOME 396 RANGE NAMES 398
Creating and Maintaining Range Names 398
HANDS-ON EXERCISES 1 Range Names 402
ONE- AND TWO-VARIABLE DATA TABLES 406 Creating a One-Variable Data Table 406 Creating a Two-Variable Data Table 410
HANDS-ON EXERCISES 2 One- and Two-Variable Data Tables 413
GOAL SEEK AND SCENARIO MANAGER 418 Determining Optimal Input Values Using Goal Seek 418 Using Scenario Manager 419
HANDS-ON EXERCISES 3 Goal Seek and Scenario Manager 424
SOLVER 428 Loading the Solver Add-In 428 Optimizing Results with Solver 429
HANDS-ON EXERCISES 4 Solver 435
CHAPTER OBJECTIVES REVIEW 440 KEY TERMS MATCHING 441 MULTIPLE CHOICE 442 PRACTICE EXERCISES 443 MID-LEVEL EXERCISES 447 BEYOND THE CLASSROOM 450 CAPSTONE EXERCISE 451
■ CHAPTER SEVEN Specialized Functions: Using Date, Logical, Lookup, 454
CASE STUDY TRANSPAYNE FILTRATION 454 DATE, LOGICAL, AND LOOKUP FUNCTIONS 456
Using Date Functions 456 Creating a Nested Logical Function 457 Using Advanced Lookup Functions 462
HANDS-ON EXERCISES 1 Date, Logical, and Lookup Functions 466
DATABASE FILTERING AND FUNCTIONS 471 Applying Advanced Filtering 471 Manipulating Data with Database Functions 475
HANDS-ON EXERCISES 2 Database Filtering and Functions 478
FINANCIAL FUNCTIONS 482 Using Financial Functions 482 Creating a Loan Amortization Table 484
HANDS-ON EXERCISES 3 Financial Functions 488
CHAPTER OBJECTIVES REVIEW 493 KEY TERMS MATCHING 494 MULTIPLE CHOICE 495 PRACTICE EXERCISES 496 MID-LEVEL EXERCISES 502 BEYOND THE CLASSROOM 506 CAPSTONE EXERCISE 507
x Contents
■ CHAPTER EIGHT Statistical Functions: Analyzing Statistics 510 CASE STUDY EDUCATION EVALUATION 510 MATH AND STATISTICAL FUNCTIONS 512
Using Conditional Math and Statistical Functions 512 Calculating Relative Standing with Statistical Functions 516
HANDS-ON EXERCISES 1 Math and Statistical Functions 520
DESCRIPTIVE STATISTICAL FUNCTIONS 525 Measuring Central Tendency 525
HANDS-ON EXERCISES 2 Descriptive Statistical Functions 531
INFERENTIAL STATISTICS 534 Loading the Analysis ToolPak 534 Performing Analysis Using the Analysis ToolPak 535 Creating a Forecast Sheet 538
HANDS-ON EXERCISES 3 Inferential Statistics 540
CHAPTER OBJECTIVES REVIEW 545 KEY TERMS MATCHING 546 MULTIPLE CHOICE 547 PRACTICE EXERCISES 548 MID-LEVEL EXERCISES 552 BEYOND THE CLASSROOM 555 CAPSTONE EXERCISE 556
■ CHAPTER NINE Multiple-Sheet Workbook Management: 558
CASE STUDY CIRCLE CITY SPORTING GOODS 558 MULTIPLE WORKSHEETS 560
Working with Grouped Worksheets 560 Inserting Hyperlinks 563 Managing Windows 565
HANDS-ON EXERCISES 1 Multiple Worksheets 569
3-D FORMULAS AND LINKED WORKBOOKS 574 Inserting Formulas and Functions with 3-D References 574 Linking Workbooks 577
HANDS-ON EXERCISES 2 3-D Formulas and Linked Workbooks 581
FORMULA AUDITS AND DATA VALIDATION 585 Auditing Formulas 586 Setting Up a Watch Window 589 Validating Data 590
HANDS-ON EXERCISES 3 Formula Audits and Data Validation 594
CHAPTER OBJECTIVES REVIEW 600 KEY TERMS MATCHING 602 MULTIPLE CHOICE 603 PRACTICE EXERCISES 604 MID-LEVEL EXERCISES 609 BEYOND THE CLASSROOM 612 CAPSTONE EXERCISE 613
■ CHAPTER TEN Imports, XML, and Power Add-Ins: Managing Data 616 CASE STUDY STOCK ANALYSIS 616 EXTERNAL DATA 618
Importing Data from External Sources 618 Managing Connections 624
HANDS-ON EXERCISES 1 External Data 627
TEXT MANIPULATION 630 Converting Text to Columns 630 Manipulating Text with Functions 631 Using Flash Fill 633
HANDS-ON EXERCISES 2 Text Manipulation 634
XML 638 Understanding XML Syntax 638 Importing XML Data into Excel 640
HANDS-ON EXERCISES 3 XML 642
POWER ADD-INS 644 Using Power Pivot Functionality 644 Importing Data with Power Query 646 Visualizing Data with Power View 648
HANDS-ON EXERCISES 4 Power Add-Ins 650
CHAPTER OBJECTIVES REVIEW 656 KEY TERMS MATCHING 657 MULTIPLE CHOICE 658 PRACTICE EXERCISES 659 MID-LEVEL EXERCISES 664 BEYOND THE CLASSROOM 666 CAPSTONE EXERCISE 667
Contents xi
Application Capstone Exercises
Excel Introductory Capstone Exercise (Chs. 1–4) 792
Excel Comprehensive Capstone Exercise (Chs. 5–12) 795
MICROSOFT OFFICE 2016 SPECIALIST EXCEL 799
GLOSSARY 807
INDEX 817
■ CHAPTER ELEVEN Collaboration and Workbook Distribution: 670
CASE STUDY MARCHING BAND SENIOR DINNER 670 WORKBOOK CUSTOMIZATION 672
Customizing Excel Options 672 Changing Properties 677
HANDS-ON EXERCISES 1 Workbook Customization 680
COLLABORATION 683 Inserting Comments 683 Sharing and Merging Workbooks 686 Tracking Changes 690
HANDS-ON EXERCISES 2 Collaboration 694
WORKBOOK INFORMATION 701 Checking for Issues 701 Protecting a Workbook 705
HANDS-ON EXERCISES 3 Workbook Information 709
WORKBOOK DISTRIBUTION 713 Saving a Workbook in Different Formats 713 Sending a Workbook to Others 715
HANDS-ON EXERCISES 4 Workbook Distribution 719
CHAPTER OBJECTIVES REVIEW 722 KEY TERMS MATCHING 724 MULTIPLE CHOICE 725 PRACTICE EXERCISES 726 MID-LEVEL EXERCISES 730 BEYOND THE CLASSROOM 733 CAPSTONE EXERCISE 734
■ CHAPTER TWELVE Standardizing Workbooks 736
CASE STUDY STAFF ACCOUNTING SERVICES 736 TEMPLATES, THEMES, AND STYLES 738
Selecting a Template 738 Applying Themes and Backgrounds 739 Applying Cell Styles 741
HANDS-ON EXERCISES 1 Templates, Themes, and Styles 745
CUSTOM TEMPLATES AND WORKBOOK PROTECTION 749 Creating and Using a Template 749 Protecting a Cell, a Worksheet, and a Workbook 750
HANDS-ON EXERCISES 2 Custom Templates and Workbook Protection 755
MACROS 761 Creating a Macro 761 Creating Macro Buttons 764 Setting Macro Security 766
HANDS-ON EXERCISES 3 Macros 768
VISUAL BASIC FOR APPLICATIONS 773 Creating a Sub Procedure 773 Creating a Custom Function 776
HANDS-ON EXERCISES 4 Visual Basic for Applications 778
CHAPTER OBJECTIVES REVIEW 781 KEY TERMS MATCHING 782 MULTIPLE CHOICE 783 PRACTICE EXERCISES 784 MID-LEVEL EXERCISES 788 BEYOND THE CLASSROOM 790 CAPSTONE EXERCISE 791
xii Acknowledgments
The Exploring team would like to acknowledge and thank all the reviewers who helped us throughout the years by providing us with their invaluable comments, suggestions, and constructive criticism.
Acknowledgments
Adriana Lumpkin Midland College
Alan S. Abrahams Virginia Tech
Alexandre C. Probst Colorado Christian University
Ali Berrached University of Houston–Downtown
Allen Alexander Delaware Technical & Community College
Andrea Marchese Maritime College, State University of New York
Andrew Blitz Broward College; Edison State College
Angel Norman University of Tennessee, Knoxville
Angela Clark University of South Alabama
Ann Rovetto Horry-Georgetown Technical College
Astrid Todd Guilford Technical Community College
Audrey Gillant Maritime College, State University of New York
Barbara Stover Marion Technical College
Barbara Tollinger Sinclair Community College
Ben Brahim Taha Auburn University
Beverly Amer Northern Arizona University
Beverly Fite Amarillo College
Biswadip Ghosh Metropolitan State University of Denver
Bonita Volker Tidewater Community College
Bonnie Homan San Francisco State University
Brad West Sinclair Community College
Brian Powell West Virginia University
Carol Buser Owens Community College
Carol Roberts University of Maine
Carolyn Barren Macomb Community College
Carolyn Borne Louisiana State University
Cathy Poyner Truman State University
Charles Hodgson Delgado Community College
Chen Zhang Bryant University
Cheri Higgins Illinois State University
Cheryl Brown Delgado Community College
Cheryl Hinds Norfolk State University
Cheryl Sypniewski Macomb Community College
Chris Robinson Northwest State Community College
Cindy Herbert Metropolitan Community College–Longview
Craig J. Peterson American InterContinental University
Dana Hooper University of Alabama
Dana Johnson North Dakota State University
Daniela Marghitu Auburn University
David Noel University of Central Oklahoma
David Pulis Maritime College, State University of New York
David Thornton Jacksonville State University
Dawn Medlin Appalachian State University
Debby Keen University of Kentucky
Debra Chapman University of South Alabama
Debra Hoffman Southeast Missouri State University
Derrick Huang Florida Atlantic University
Diana Baran Henry Ford Community College
Diane Cassidy The University of North Carolina at Charlotte
Diane L. Smith Henry Ford Community College
Dick Hewer Ferris State College
Don Danner San Francisco State University
Don Hoggan Solano College
Don Riggs SUNY Schenectady County Community College
Doncho Petkov Eastern Connecticut State University
Donna Ehrhart State University of New York at Brockport
Elaine Crable Xavier University
Elizabeth Duett Delgado Community College
Erhan Uskup Houston Community College–Northwest
Eric Martin University of Tennessee
Erika Nadas Wilbur Wright College
Floyd Winters Manatee Community College
Acknowledgments xiii
Frank Lucente Westmoreland County Community College
G. Jan Wilms Union University
Gail Cope Sinclair Community College
Gary DeLorenzo California University of Pennsylvania
Gary Garrison Belmont University
Gary McFall Purdue University
George Cassidy Sussex County Community College
Gerald Braun Xavier University
Gerald Burgess Western New Mexico University
Gladys Swindler Fort Hays State University
Hector Frausto California State University Los Angeles
Heith Hennel Valencia Community College
Henry Rudzinski Central Connecticut State University
Irene Joos La Roche College
Iwona Rusin Baker College; Davenport University
J. Roberto Guzman San Diego Mesa College
Jacqueline D. Lawson Henry Ford Community College
Jakie Brown Jr. Stevenson University
James Brown Central Washington University
James Powers University of Southern Indiana
Jane Stam Onondaga Community College
Janet Bringhurst Utah State University
Jean Welsh Lansing Community College
Jeanette Dix Ivy Tech Community College
Jennifer Day Sinclair Community College
Jill Canine Ivy Tech Community College
Jill Young Southeast Missouri State University
Jim Chaffee The University of Iowa Tippie College of Business
Joanne Lazirko University of Wisconsin–Milwaukee
Jodi Milliner Kansas State University
John Hollenbeck Blue Ridge Community College
John Seydel Arkansas State University
Judith A. Scheeren Westmoreland County Community College
Judith Brown The University of Memphis
Juliana Cypert Tarrant County College
Kamaljeet Sanghera George Mason University
Karen Priestly Northern Virginia Community College
Karen Ravan Spartanburg Community College
Karen Tracey Central Connecticut State University
Kathleen Brenan Ashland University
Ken Busbee Houston Community College
Kent Foster Winthrop University
Kevin Anderson Solano Community College
Kim Wright The University of Alabama
Kristen Hockman University of Missouri–Columbia
Kristi Smith Allegany College of Maryland
Laura Marcoulides Fullerton College
Laura McManamon University of Dayton
Laurence Boxer Niagara University
Leanne Chun Leeward Community College
Lee McClain Western Washington University
Linda D. Collins Mesa Community College
Linda Johnsonius Murray State University
Linda Lau Longwood University
Linda Theus Jackson State Community College
Linda Williams Marion Technical College
Lisa Miller University of Central Oklahoma
Lister Horn Pensacola Junior College
Lixin Tao Pace University
Loraine Miller Cayuga Community College
Lori Kielty Central Florida Community College
Lorna Wells Salt Lake Community College
Lorraine Sauchin Duquesne University
Lucy Parakhovnik California State University, Northridge
Lynn Keane University of South Carolina
Lynn Mancini Delaware Technical Community College
Mackinzee Escamilla South Plains College
Marcia Welch Highline Community College
Margaret McManus Northwest Florida State College
Margaret Warrick Allan Hancock College
Marilyn Hibbert Salt Lake Community College
Mark Choman Luzerne County Community College
Maryann Clark University of New Hampshire
Mary Beth Tarver Northwestern State University
Mary Duncan University of Missouri–St. Louis
Melissa Nemeth Indiana University-Purdue University Indianapolis
Melody Alexander Ball State University
Michael Douglas University of Arkansas at Little Rock
xiv Acknowledgments
Michael Dunklebarger Alamance Community College
Michael G. Skaff College of the Sequoias
Michele Budnovitch Pennsylvania College of Technology
Mike Jochen East Stroudsburg University
Mike Michaelson Palomar College
Mike Scroggins Missouri State University
Mimi Spain Southern Maine Community College
Muhammed Badamas Morgan State University
NaLisa Brown University of the Ozarks
Nancy Grant Community College of Allegheny County– South Campus
Nanette Lareau University of Arkansas Community College–Morrilton
Nikia Robinson Indian River State University
Pam Brune Chattanooga State Community College
Pam Uhlenkamp Iowa Central Community College
Patrick Smith Marshall Community and Technical College
Paul Addison Ivy Tech Community College
Paula Ruby Arkansas State University
Peggy Burrus Red Rocks Community College
Peter Ross SUNY Albany
Philip H. Nielson Salt Lake Community College
Philip Valvalides Guilford Technical Community College
Ralph Hooper University of Alabama
Ranette Halverson Midwestern State University
Richard Blamer John Carroll University
Richard Cacace Pensacola Junior College
Richard Hewer Ferris State University
Richard Sellers Hill College
Rob Murray Ivy Tech Community College
Robert Banta Macomb Community College
Robert Dus̆ek Northern Virginia Community College
Robert G. Phipps Jr. West Virginia University
Robert Sindt Johnson County Community College
Robert Warren Delgado Community College
Rocky Belcher Sinclair Community College
Roger Pick University of Missouri at Kansas City
Ronnie Creel Troy University
Rosalie Westerberg Clover Park Technical College
Ruth Neal Navarro College
Sandra Thomas Troy University
Sheila Gionfriddo Luzerne County Community College
Sherrie Geitgey Northwest State Community College
Sherry Lenhart Terra Community College
Sophia Wilberscheid Indian River State College
Sophie Lee California State University, Long Beach
Stacy Johnson Iowa Central Community College
Stephanie Kramer Northwest State Community College
Stephen Z. Jourdan Auburn University at Montgomery
Steven Schwarz Raritan Valley Community College
Sue A. McCrory Missouri State University
Sumathy Chandrashekar Salisbury University
Susan Fuschetto Cerritos College
Susan Medlin UNC Charlotte
Susan N. Dozier Tidewater Community College
Suzan Spitzberg Oakton Community College
Suzanne M. Jeska County College of Morris
Sven Aelterman Troy University
Sy Hirsch Sacred Heart University
Sylvia Brown Midland College
Tanya Patrick Clackamas Community College
Terri Holly Indian River State College
Terry Ray Rigsby Hill College
Thomas Rienzo Western Michigan University
Tina Johnson Midwestern State University
Tommy Lu Delaware Technical Community College
Troy S. Cash Northwest Arkansas Community College
Vicki Robertson Southwest Tennessee Community
Vickie Pickett Midland College
Weifeng Chen California University of Pennsylvania
Wes Anthony Houston Community College
William Ayen University of Colorado at Colorado Springs
Wilma Andrews Virginia Commonwealth University
Yvonne Galusha University of Iowa
Acknowledgments xv
Special thanks to our content development and technical team:
Barbara Stover
Lori Damanti
Elizabeth Lockley
Joyce Nielsen
Janet Pickard
Steven Rubin
Lhe Smith
Mara Zebest
xvi Preface
The Exploring Series and You Exploring is Pearson’s Office Application series that requires students like you to think “beyond the point and click.” In this edition, we have worked to restructure the Exploring experience around the way you, today’s modern student, actually use your resources.
The goal of Exploring is, as it has always been, to go farther than teaching just the steps to accomplish a task—the series provides the theoretical foundation for you to understand when and why to apply a skill. As a result, you achieve a deeper understanding of each application and can apply this critical thinking beyond Office and the classroom.
The How & Why of This Revision Outcomes matter. Whether it’s getting a good grade in this course, learning how to use Excel so students can be successful in other courses, or learning a specific skill that will make learners successful in a future job, everyone has an outcome in mind. And outcomes matter. That is why we revised our chapter opener to focus on the outcomes students will achieve by working through each Exploring chapter. These are coupled with objectives and skills, providing a map students can follow to get everything they need from each chapter.
Critical Thinking and Collaboration are essential 21st century skills. Students want and need to be successful in their future careers—so we used motivating case studies to show relevance of these skills to future careers and incorporated Soft Skills, Collaboration, and Analysis Cases with Critical Thinking steps in this edition to set students up for success in the future.
Students today read, prepare, and study differently than students used to. Students use textbooks like a tool—they want to easily identify what they need to know and learn it efficiently. We have added key features such as Tasks Lists (in purple), Step Icons, Hands-On Exercise Videos, and tracked everything via page numbers that allow efficient navigation, creating a map students can easily follow.
Students are exposed to technology. The new edition of Exploring moves beyond the basics of the software at a faster pace, without sacrificing coverage of the fundamental skills that students need to know.
Students are diverse. Students can be any age, any gender, any race, with any level of ability or learning style. With this in mind, we broadened our definition of “student resources” to include physical Student Reference cards, Hands-On Exercise videos to provide a secondary lecture-like option of review; and MyITLab, the most powerful and most ADA-compliant online homework and assessment tool around with a direct 1:1 content match with the Exploring Series. Exploring will be accessible to all students, regardless of learning style.
Providing You with a Map to Success to Move Beyond the Point and Click All of these changes and additions will provide students an easy and efficient path to follow to be successful in this course, regardless of where they start at the beginning of this course. Our goal is to keep students engaged in both the hands-on and conceptual sides, helping achieve a higher level of understanding that will guarantee success in this course and in a future career.
In addition to the vision and experience of the series creator, Robert T. Grauer, we have assembled a tremendously talented team of Office Applications authors who have devoted themselves to teaching the ins and outs of Microsoft Word, Excel, Access, and PowerPoint. Led in this edition by series editor Mary Anne Poatsy, the whole team is dedicated to the Exploring mission of moving students beyond the point and click.
Preface
Key Features xvii
The How/Why Approach helps students move beyond the point and click to a true understanding of how to apply Microsoft Office skills.
• White Pages/Yellow Pages clearly distinguish the theory (white pages) from the skills covered in the Hands-On Exercises (yellow pages) so students always know what they are supposed to be doing and why.
• Case Study presents a scenario for the chapter, creating a story that ties the Hands-On Exercises together.
• Hands-On Exercise Videos are tied to each Hands-On Exercise and walk students through the steps of the exercise while weaving in conceptual information related to the Case Study and the objectives as a whole.
The Outcomes focus allows students and instructors to know the higher-level learning goals and how those are achieved through discreet objectives and skills.
• Outcomes presented at the beginning of each chapter identify the learning goals for students and instructors.
• Enhanced Objective Mapping enables students to follow a directed path through each chapter, from the objectives list at the chapter opener through the exercises at the end of the chapter. • Objectives List: This provides a simple list of key objectives covered in the chapter. This includes
page numbers so students can skip between objectives where they feel they need the most help. • Step Icons: These icons appear in the white pages and reference the step numbers in the Hands-
On Exercises, providing a correlation between the two so students can easily find conceptual help when they are working hands-on and need a refresher.
• Quick Concepts Check: A series of questions that appear briefly at the end of each white page section. These questions cover the most essential concepts in the white pages required for students to be successful in working the Hands-On Exercises. Page numbers are included for easy reference to help students locate the answers.
• Chapter Objectives Review: Appears toward the end of the chapter and reviews all important concepts throughout the chapter. Newly designed in an easy-to-read bulleted format.
• MOS Certification Guide for instructors and students to direct anyone interested in prepping for the MOS exam to the specific locations to find all content required for the test.
End-of-Chapter Exercises offer instructors several options for assessment. Each chapter has approximately 11–12 exercises ranging from multiple choice questions to open-ended projects.
• Multiple Choice, Key Terms Matching, Practice Exercises, Mid-Level Exercises, Beyond the Classroom Exercises, and Capstone Exercises appear at the end of all chapters. • Enhanced Mid-Level Exercises include a Creative Case (for PowerPoint and Word), which
allows students some flexibility and creativity, not being bound by a definitive solution, and an Analysis Case (for Excel and Access), which requires students to interpret the data they are using to answer an analytic question, as well as Discover Steps, which encourage students to use Help or to problem-solve to accomplish a task.
• Application Capstone exercises are included in the book to allow instructors to test students on the entire contents of a single application.
Key Features
CREATIVE CASE
Watch the Video for this Hands- On Exercise!
ANALYSIS CASE
GraderHOE1 Training
xviii Resources
Resources
Instructor Resources The Instructor’s Resource Center, available at www.pearsonhighered.com, includes the following:
• Instructor Manual provides one-stop-shop for instructors, including an overview of all available resources, teaching tips, as well as student data and solution files for every exercise.
• Solution Files with Scorecards assist with grading the Hands-On Exercises and end-of-chapter exercises.
• Prepared Exams allow instructors to assess all skills covered in a chapter with a single project. • Rubrics for Mid-Level Creative Cases and Beyond the Classroom Cases in Microsoft Word format
enable instructors to customize the assignments for their classes.
• PowerPoint Presentations with notes for each chapter are included for out-of-class study or review.
• Multiple Choice, Key Term Matching, and Quick Concepts Check Answer Keys • Test Bank provides objective-based questions for every chapter. • Scripted Lectures offer an in-class lecture guide for instructors to mirror the Hands-On Exercises. • Syllabus Templates
• Outcomes, Objectives, and Skills List • Assignment Sheet • File Guide
Student Resources
Student Data Files Access your student data files needed to complete the exercises in this textbook at www.pearsonhighered.com/exploring.
Available in MyITLab • Hands-On Exercise Videos allow students to review and study the concepts taught in the Hands-
On Exercises. • Audio PowerPoints provide a lecture review of the chapter content, and include narration. • Multiple Choice quizzes enable you to test concepts you have learned by answering auto-graded
questions. • Book-specific 1:1 Simulations allow students to practice in the simulated Microsoft Office 2016
environment using hi-fidelity, HTML5 simulations that directly match the content in the Hands-On Exercises.
• eText available in some MyITLab courses and includes links to videos, student data files, and other learning aids.
• Book-specific 1:1 Grader Projects allow students to complete end-of-chapter Capstone Exercises live in Microsoft Office 2016 and receive immediate feedback on their performance through various reports.
Microsoft®
Excel 2016 COMPREHENSIVE
(ex•ploring) 1. Investigating in a systematic way: examining. 2. Searching into or ranging over for the purpose of discovery.
S E R I E S
Common Features
LEARNING OUTCOME
OBJECTIVES & SKILLS:
4 Open a Microsoft Office Application, Change Your Microsoft Account
5 Create a New File, Open a File, Save a File
8 Use the Ribbon, Use a Shortcut Menu, Use Keyboard Shortcuts, Customize the Ribbon, Use the Quick Access Toolbar, Customize the Quick Access Toolbar
Use the Tell me what you want to do Box, Use Enhanced ScreenTips
OBJECTIVE 5: INSTALL ADD-INS Use an Add-in from the Store
HANDS-ON EXERCISE 1:
Open a Template, Apply a Theme
Select Text, Edit Text, Use the Mini Toolbar, Use Format Painter
Cut, Copy, and Paste Text; Use the Office Clipboard
Check Spelling and Grammar 34
Insert Pictures and Graphics, Resize and Format Pictures and Graphics
HANDS-ON EXERCISE 2:
Customize Application Options, Enter Document Properties
44 Change the Document View
45 Change Margins, Change Page Orientation, Use the Page Setup Dialog Box
48 Insert a Footer, Insert a Header
Preview a File, Print a File
HANDS-ON EXERCISE 3:
Office 2016
CASE STUDY You are an administrative assistant for Spotted Begonia, a local art gallery. The gallery does a lot of community outreach and tries to help local artists develop a network of clients and supporters. Local schools are invited to bring students to the gallery for enrichment programs.
As the administrative assistant for Spotted Begonia, you are responsible for overseeing the production of documents, spreadsheets, newspaper articles, and presentations that will be used to increase public awareness of the gallery. Other clerical assistants who are familiar with Microsoft Office will prepare the promotional materials, and you will proofread, make necessary corrections, adjust page layouts, save and print documents, and identify appropri- ate templates to simplify tasks. Your experience with Microsoft Office 2016 is limited, but you know that certain fundamental tasks that are common to Word, Excel, and PowerPoint will help you accomplish your oversight task. You are excited to get started with your work!
3Common Features 2016 3
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FIGURE 1.1 Spotted Begonia Art Gallery Memo and Flyer
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4 CHAPTER 1 • Office 2016 Common Features
As you become familiar with Microsoft Office, you will find that although each soft- ware application produces a specific type of output, all applications share common fea- tures. Such commonality gives a similar feel to each software application so that learning and working with Office software products is easy.
In this section, you will learn how to open an application, log in with your Microsoft account, and open and save a file. You will also learn to identify features common to Office software applications, including interface components such as the Ribbon, Backstage view, and the Quick Access Toolbar. You will experience Live Preview. You will learn how to get help with an application. You will also learn how to search for and install Office add-ins.
Starting an Office Application Microsoft Office applications are launched from the Start menu. Click the Start button, and then click the app tile for the application in which you want to work. If the applica- tion tile is not on the Start menu, you can open the program from All apps, or alterna- tively, you can click in the search box on the task bar, type the name of the program, and press Enter. The program will open automatically.
STEP 1
Getting Started with Office Applications Organizations around the world rely heavily on Microsoft Office software to produce documents, spreadsheets, presentations, and databases. Microsoft Office is a produc- tivity software suite including a set of software applications, each one specializing in a particular type of output. You can use Word to produce all sorts of documents, includ- ing memos, newsletters, forms, tables, and brochures. Excel makes it easy to organize records, financial transactions, and business information in the form of worksheets. With PowerPoint, you can create dynamic presentations to inform and persuade audi- ences. Access is a relational database software application that enables you to record and link data, query databases, and create forms and reports.
You will sometimes find that you need to use two or more Office applications to pro- duce your intended output. You might, for example, find that an annual report docu- ment you are preparing in Word for an art gallery should also include a chart of recent sales stored in Excel. You can use Excel to prepare the summary and then incorporate the worksheet in the Word document. Similarly, you can integrate Word tables and Excel charts into a PowerPoint presentation. The choice of which software applications to use really depends on what type of output you are producing. Table 1.1 describes the major tasks of the four primary applications in Microsoft Office.
TABLE 1.1 Microsoft Office Software Office 2016 Product Application Characteristics
Word Word processing software used with text to create, edit, and format documents such as letters, memos, reports, brochures, resumes, and flyers.
Excel Spreadsheet software used to store quantitative data and to perform accurate and rapid calculations with results ranging from simple budgets to financial and statistical analyses.
PowerPoint Presentation graphics software used to create slide shows for presentation by a speaker, to be published as part of a website, or to run as a stand-alone application on a computer kiosk.
Access
Relational database software used to store data and convert it into information. Database software is used primarily for decision making by businesses that compile data from multiple records stored in tables to produce informative reports.
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Common Features 2016 5
Change Your Microsoft Account Although you can log in to Windows as a local network user, you can also log in using a Microsoft account. When you have a Microsoft account, you can sign in to any Windows computer and you will be able to access the saved settings associated with your Microsoft account. That means the computer will have the same familiar look that you are used to seeing on other computers and devices. Your Microsoft account will automatically sign in to all of the apps and services that use a Microsoft account as the authentication. You can also save your sign-in credentials for other websites that you frequently visit. If you share your computer with another user, each user can have access to his own Microsoft account; you can easily switch between accounts so you can access your own files.
To switch between accounts in an application such as Word, complete the following steps:
1. Click the profile name at the top-right of the application. 2. Select Switch account. Select an account from the list, if the account has already been
added to the computer, or add a new account.
Logging in with your Microsoft account also provides additional benefits such as being connected to all of Microsoft’s resources on the Internet. These resources include a free Outlook email account and access to OneDrive cloud storage. Cloud storage is a technology used to store files and to work with programs that are stored in a central loca- tion on the Internet. OneDrive is an app used to store, access, and share files and folders. It is accessible using an installed desktop app or as cloud storage using a Web address. For Office applications, OneDrive is the default location for saving files. Documents saved in OneDrive are accessible from any computer that has an Internet connection. As long as the document has been saved in OneDrive, the most recent version of the document will be accessible when you log in from any computer connected to the Internet. Moreover, files and folders stored on the computer’s hard drive or saved on a portable storage device can be synced with those on the OneDrive account.
OneDrive enables you to collaborate with others. You can easily share your docu- ments with others or edit a document on which you are collaborating. You can even work with others simultaneously on the same document.
Working with Files When working with an Office application, you can begin by opening an existing file that has already been saved to a storage medium, or you can begin work on a new file. When you open an application within Office, you can select a template to use as you begin work- ing on a new file.
Create a New File After opening an Office application, such as Word, Excel, or PowerPoint, you will be pre- sented with template choices. Click Blank document (workbook, presentation, etc.) to start a new blank file. Perhaps you are already working with a document in an Office application but want to create a new file.
To create a new Office file, complete the following steps:
1. Click the File tab and click New. 2. Click Blank.
6 CHAPTER 1
Open a File You will often work with a file, save it, and then continue the project at a later time. To open an existing file, you can click a location such as This PC or OneDrive and navi- gate to the folder or drive where your document is stored. Once you make your way to the file to be opened, double-click the file name to open the file (see Figure 1.2).
To open a file, complete the following steps:
1. Open the application. 2. Click Open Other Documents (Workbooks, etc.). 3. Click the location for your file (such as This PC or OneDrive). 4. Navigate to the folder or drive and double-click the file to open it.
STEP 2
Open dialog box
FIGURE 1.2 The Open Dialog Box
Office simplifies the task of reopening the file by providing a Recent documents list with links to your most recently opened files. Previously saved files, such as the data files for this book, are available in the Recent documents list, shown in Figure 1.3. If you just opened the application, the recent list displays at the left. If you do not see your file listed, you can click the link to Open Other Documents (or Workbooks, Presentations, etc.)
To access the Recent documents list, complete the following steps:
1. Open the application. 2. Click any file listed in the Recent documents list to open that document.
The list constantly changes to reflect only the most recently opened files, so if it has been quite some time since you worked with a particular file, you might have to browse for your file instead of using the Recent documents list to open the file.
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Common Features 2016 7
TIP: KEEPING FILES ON THE RECENT DOCUMENTS LIST The Recent documents list displays a limited list of only the most recently opened files. You might, however, want to keep a particular file in the list regardless of how recently it was opened. In Figure 1.3, note that the Pin this item to the list icon displays to the right of each file. Click the icon to pin the file to the list. At that point, you will always have access to the file by clicking the File tab and selecting the file from the Recent documents list. The pushpin of the “permanent” file will change direction so that it appears to be inserted, indicating that it is a pinned item. If later you want to remove the file from the list, click the inserted pushpin, changing its direction and allowing the file to be bumped off the list when other, more recently opened, files take its place.
Pin this item to the list
Recent documents list
FIGURE 1.3 Recent Documents List
Save a File Saving a file enables you to later open it for additional updates or reference. Files are saved to a storage medium such as a hard drive, CD, flash drive, or to the cloud on OneDrive.
The first time that you save a file, you should indicate where the file will be saved and assign a file name. Of course, you will want to save the file in an appropriately named folder so that you can find it easily later. Thereafter, you can quickly save the file with the same settings, or you can change one or more of those settings, perhaps saving the file to a different storage device as a backup copy. Figure 1.4 shows a typical Save As pane for Office that enables you to select a location before saving the file.
It is easy to save a previously saved file with its current name and file location; click the Save icon on Quick Access Toolbar. There are instances where you may want to rename the file or save it to a different location. For example, you might reuse an event flyer for another event and simply update some of the details for the new event.
STEP 3
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8 CHAPTER 1
To save a file with a different name and/or file location, complete the following steps:
1. Click the File tab. 2. Click Save As. 3. Select a location or click Browse to navigate to the desired file storage location. 4. Type the file name. 5. Click Save.
Save to OneDrive
Save to your computer
Browse to a desired location
FIGURE 1.4 Save As in Backstage View
As previously mentioned, signing in to your Microsoft account enables you to save files to OneDrive and access them from virtually anywhere. To save a file to your OneDrive account follow the same steps as saving a file to your hard drive but select OneDrive and then the desired storage location on your OneDrive. You must be connected to the Internet in order to complete this action.
Using Common Interface Components When you open any Office application you will first notice the title bar and Ribbon. The title bar identifies the current file name and the application in which you are working. It also includes Ribbon display options and control buttons that enable you to mini- mize, restore down, or close the application window (see Figure 1.5). The Quick Access Toolbar, on the left side of the title bar, enables you to save the file, and undo or redo edit- ing. Located just below the title bar is the Ribbon. The Ribbon is the command center of Office applications. It is the long bar located just beneath the title bar, containing tabs, groups, and commands.
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Common Features 2016 9
Office applications enable you to work with objects such as images, shapes, charts, and tables. When you include such objects in a project, they are considered separate components that you can manage independently. To work with an object, you must select it. When you select an object, the Ribbon is modified to include one or more contextual tabs that contain groups of commands related to the selected object. Figure 1.7 shows a contextual tab related to a selected picture in a Word document. When you click away from the selected object, the contextual tab disappears.
Minimize, Restore Down, Close
Ribbon Display OptionsTitle bar
Quick Access Toolbar Home tab
FIGURE 1.5 The Title Bar and Quick Access Toolbar
Use the Ribbon The Ribbon is composed of tabs. Each tab is designed to appear much like a tab on a file folder, with the active tab highlighted. The File tab is located at the far left of the Ribbon. The File tab provides access to Backstage view which contains Save and Print, as well as additional functions. Other tabs on the Ribbon enable you to modify a file. The active tab in Figure 1.6 is the Home tab.
More
Collapse the Ribbon
Dialog Box Launcher
Home tab is active
Tell me what you want to do box
FIGURE 1.6 The Ribbon
Picture selected
Contextual tab for selected picture
FIGURE 1.7 A Contextual Tab
Word 2016, Windows 10, Microsoft Corporation
Word 2016, Windows 10, Microsoft Corporation
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10 CHAPTER 1
On each tab, the Ribbon displays several task-oriented groups, with each group containing related commands. A group is a subset of a tab that organizes similar tasks together. A command is a button or area within a group that you click to perform tasks. Office is designed to provide the most functionality possible with the fewest clicks. For that reason, the Home tab, displayed when you first open a document in an Office soft- ware application, contains groups and commands that are most commonly used. For example, because you often want to change the way text is displayed, the Home tab in each Office application includes a Font group with commands related to modifying text. Similarly, other tabs contain groups of related actions, or commands, many of which are unique to the particular Office application.
Word, PowerPoint, Excel, and Access all share a similar Ribbon structure. Although the specific tabs, groups, and commands vary among the Office programs, the way in which you use the Ribbon and the descriptive nature of tab titles is the same regardless of which program you are using. For example, if you want to insert a chart in Excel, a header in Word, or a shape in PowerPoint, you will click the Insert tab in any of those programs. The first thing that you should do as you begin to work with an Office applica- tion is to study the Ribbon. Take a look at all tabs and their contents. That way, you will have a good idea of where to find specific commands and how the Ribbon with which you are currently working differs from one that you might have used in another application.
If you are working with a large project, you can maximize your workspace by tempo- rarily hiding the Ribbon.
To hide the Ribbon, complete one of the following steps:
Double-click the active tab to hide the Ribbon. Click Collapse the Ribbon (refer to Figure 1.6), located at the right side of the Ribbon.
To unhide the Ribbon, double-click any tab to redisplay the Ribbon. Some actions do not display on the Ribbon because they are not as commonly used,
but are related to commands displayed on the Ribbon. For example, you might want to change the background of a PowerPoint slide to include a picture. In that case, you will work with a dialog box that provides access to more precise, but less frequently used, commands. Figure 1.8 shows the Font dialog box in Word. Some commands display a dialog box when they are clicked. Other Ribbon groups include a Dialog Box Launcher
that, when clicked, opens a corresponding dialog box (see Figure 1.8).
TIP: GETTING HELP WITH DIALOG BOXES Getting help while you are working with a dialog box is easy. Click the Help button that displays as a question mark in the top-right corner of the dialog box. The subsequent Help window will offer suggestions relevant to your task.
Common Features 2016 11
The Ribbon contains many selections and commands, but some selections are too numerous to include in the Ribbon’s limited space. For example, Word provides far more text styles than it can easily display at once, so additional styles are available in a gal- lery. A gallery also provides a choice of Excel chart styles and PowerPoint transitions. Figure 1.9 shows an example of a PowerPoint Themes gallery. Most often, you can dis- play a gallery of additional choices by clicking the More button (refer to Figure 1.6) that is found in some Ribbon selections.
Font Dialog box
Dialog Box Launcher for Font group
FIGURE 1.8 The Font Dialog Box
Themes gallery
FIGURE 1.9 The Themes Gallery in PowerPoint
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Shortcut menu
FIGURE 1.10 A Shortcut Menu in PowerPoint
When editing a document, worksheet, or presentation, it is helpful to see the results of formatting changes before you make final selections. The feature that displays a pre- view of the results of a selection is called Live Preview. You might, for example, be con- sidering modifying the color of an image in a document or worksheet. As you place the pointer over a color selection in a Ribbon gallery or group, the selected image will tempo- rarily display the color to which you are pointing. Similarly, you can get a preview of how color designs would display on PowerPoint slides by pointing to specific themes in the PowerPoint Themes group and noting the effect on a displayed slide. When you click the item, such as the font color, the selection is applied. Live Preview is available in various Ribbon selections among the Office applications.
Use a Shortcut Menu In Office, you can usually accomplish the same task in several ways. Although the Ribbon provides ample access to formatting and Clipboard commands (such as Cut, Copy, and Paste), you might find it convenient to access the same commands on a shortcut menu. A shortcut menu provides choices related to the object, selection, or area of the document at which you right-click, such as the one shown in Figure 1.10. A shortcut menu is also called a context menu because the contents of the menu vary depending on the location at which you right-clicked.
STEP 4
Use Keyboard Shortcuts You might find that you prefer to use keyboard shortcuts, which are keyboard equivalents for software commands, when they are available. Universal keyboard shortcuts in Office include Ctrl+C (Copy), Ctrl+X (Cut), Ctrl+V (Paste), and Ctrl+Z (Undo). To move to the beginning of a Word document, to cell A1 in Excel, or to the first PowerPoint slide, press Ctrl+Home. To move to the end of those items, press Ctrl+End. There are many other key- board shortcuts. To discover a keyboard shortcut for a commonly used command, press
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Common Features 2016 13
Alt to display Key Tips for commands available on the Ribbon and Quick Access Toolbar. You can press the letter or number corresponding to Ribbon commands to invoke the action from the keyboard. Press Alt again to remove the Key Tips.
TIP: USING RIBBON COMMANDS WITH ARROWS Some commands, such as Paste in the Clipboard group, contain two parts: the main command and an arrow. The arrow may be below or to the right of the command, depending on the command, window size, or screen resolution. Instructions in the Exploring series use the command name to instruct you to click the main command to perform the default action (e.g., Click Paste). Instructions include the word arrow when you need to select the arrow to access an additional option (e.g., Click the Paste arrow).
Customize the Ribbon The Ribbon provides access to commands to develop, edit, save, share, and print docu- ments. Office applications enable users to personalize the Ribbon, giving them easier access to a frequently used set of commands that are unique to them or their business. You can create and name custom tabs on the Ribbon, add groups of commands to cus- tom or existing tabs, and alter the positioning of tabs on the Ribbon (see Figure 1.11). By default, the command list displays popular commands associated with other tabs (e.g. Paste, Delete, Save As), but all available commands can be displayed in the list’s respec- tive menu. The custom tabs are unique to the Office program in which they are created. You can add and remove Ribbon tabs, as well as rename them.
Customize tabs
Reset tabs
Available commands
FIGURE 1.11 Customize the Ribbon in Word
To customize the Ribbon, complete the following steps:
1. Click the File tab and click Options. 2. Click Customize Ribbon. By deselecting a tab name, you can remove it from the
Ribbon. Later, you can select it again to redisplay it. 3. Click a tab name and click Rename to change the name of the tab. 4. Type a new name and press Enter.
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14 CHAPTER 1
To return to showing all of the original tabs, click Reset and click Reset all customiza- tions (refer to Figure 1.11).
Use the Quick Access Toolbar The Quick Access Toolbar, located at the top-left corner of any Office application win- dow (refer to Figure 1.5), provides one-click access to commonly executed tasks such as saving a file or undoing recent actions. By default, the Quick Access Toolbar includes buttons for saving a file and for undoing or redoing recent actions. You can recover from a mistake by clicking Undo on the Quick Access Toolbar. If you click the arrow beside Undo—known as the Undo arrow—you can select from a list of previous actions in order of occurrence. The Undo list is not maintained when you close a file or exit the applica- tion, so you can only erase an action that took place during the current Office session. Similar to Undo, you can also Redo (or Replace) an action that you have just undone. You can also customize the Quick Access Toolbar to include buttons you frequently use for commands such as printing or opening files. Because the Quick Access Toolbar is onscreen at all times, the most commonly accessed tasks are just a click away.
Customize the Quick Access Toolbar There are certain actions in an Office application that you use often, and for more con- venient access, you can add a button for each action to the Quick Access Toolbar (see Figure 1.12). One such action you may want to add is a Quick Print button. Rather than clicking the File tab and selecting print options, you can add a Quick Print icon to the Quick Access Toolbar, and one click will print your document with the default settings of the Print area. Other buttons can also be added such as Spelling & Grammar to quickly check the spelling of the document.
Undo
Repeat (or Redo)
Customize Quick Access ToolbarSave
FIGURE 1.12 Customize the Quick Access Toolbar
To add a command to the Quick Access Toolbar, complete one of the following steps:
Click Customize Quick Access Toolbar and then click More Commands near the bottom of the menu options. Then, select commands from a list and click Add. Right-click the command on the Ribbon and click Add to Quick Access Toolbar.
Similarly, remove a command from the Quick Access Toolbar by right-clicking the icon on the Quick Access Toolbar and clicking Remove from Quick Access Toolbar. If you want to display the Quick Access Toolbar beneath the Ribbon, click Customize Quick Access Toolbar and click Show Below the Ribbon.
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Common Features 2016 15
Getting Help One of the most frustrating things about learning new software is determining how to complete a task. Microsoft includes comprehensive help with Office so that you are less likely to feel such frustration. As you work with any Office application, you can access help online as well as within the current software installation.
Use the Tell me what you want to do Box New to Office 2016 is the Tell me what you want to do box. The Tell me what you want to do box, located to the right of the last tab (see Figure 1.13), not only enables you to search for help and information about a command or task you want to perform, but it will also present you with a shortcut directly to that command and in some instances (like Bold) it will complete the action for you. Perhaps you want to find an instance of a word in your document and replace it with another word but cannot locate the command on the Ribbon. You can type find and replace in the Tell me what you want to do box and a list of commands related to the skill will display. For example, in Figure 1.13, you see that Replace displays as an option in the list. If you click this option, the Find and Replace dialog box opens without you having to locate the button to do so.
STEP 5
Should you want to read about the feature instead of apply it, you can click Get Help on “find and replace” option, which will open Office Help for the feature. Another new fea- ture is Smart Lookup. This feature opens the Insights pane that shows results from a Bing search on the task description typed in the box (see Figure 1.14). Smart Lookup provides information about tasks or commands in Office, and can also be used to search for gen- eral information on a topic such as President George Washington. Smart Lookup is also available on the shortcut menu when you right-click text.
Replace command Help on find and replace
Tell me what you want to do box
Smart Lookup for find and replace
FIGURE 1.13 The Tell me what you want to do Box
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Insights pane
FIGURE 1.14 Smart Lookup
Use Enhanced ScreenTips As you work on your projects you may wonder about the purpose of a specific icon on the Ribbon. For quick summary information on the purpose of a command button, place the pointer over the button. An Enhanced ScreenTip displays, describing the command, and providing a keyboard shortcut, if applicable. Some ScreenTips include a Tell me more option for additional help. The Enhanced ScreenTip, shown for the Format Painter in Figure 1.15, provides context-sensitive assistance. A short description of the feature is shown in addition to the steps that discuss how to use the Format Painter feature.
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Common Features 2016 17
Installing Add-ins Sometimes it is helpful to extend the functionality of Office programs by adding a Microsoft or third-party add-in to the program. An add-in is a custom program or additional command that extends the functionality of a Microsoft Office program (see Figure 1.16). Some add-ins are available for free while others may have a cost associated with them. For example, in PowerPoint you could add a Poll Everywhere poll that enables you to interact with your audience by having them respond to a question you have asked. The audience’s electronic responses will appear on a slide as a real-time graph or word cloud. In Excel, add-ins provide additional functionality that can help with statistics and data mining.
Format Painter
Tell me more
Enhanced ScreenTip for Format Painter
FIGURE 1.15 Enhanced ScreenTip
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To search for and install an add-in from the Microsoft Store, complete the following steps:
1. Click the Insert tab. 2. Click Store (refer to Figure 1.16). Browse the list of add-ins or use the search box. 3. Click the add-in. A box will display with information about the add-in such as its
purpose, the cost (if any), and information it may access. 4. Click Trust It to add the add-in to your application. The newly added add-in will be
available for future use in the My Add-ins list located on the Insert tab.
1. What are the benefits of logging in with your Microsoft account? p. 5
2. What is the purpose of the Quick Access Toolbar? p. 14
3. You are having trouble completing a task in Microsoft Word. What are some of the Office application features you could use to assist you in getting help with that task? pp. 15–17
Quick Concepts
✔
Store
Search box
Add-in
FIGURE 1.16 Add-Ins for Excel
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Hands-On Exercise 1 19
HOE1 TrainingWatch the Video for this Hands-On
Exercise! Hands-On Exercises
1 Getting Started with Office Applications The Spotted Begonia Art Gallery just hired several new clerical assistants to help you develop materials for the various activities coming up throughout the year. A coworker sent you a letter and asked for your assistance in making a few minor formatting changes. The letter is to thank the ABC Arts Foundation for its generous donation to the Discover the Artist in You! program and to invite them to the program’s kickoff party. To begin, you will open Word and then open an existing document. You will use the Shortcut menu to make simple changes to the document. Finally, you will use the Tell me what you want to do box to apply a style to the first line of text.
Skills covered: Open a
Tell me what you want to do Box
a. Start your computer and log into your Microsoft account. On the Start menu, click All apps and click Word 2016.
Microsoft Word displays.
Step a: Microsoft Word opens
FIGURE 1.17 Open Word
STEP 1 OPEN A MICROSOFT OFFICE APPLICATION You start Microsoft Word from the Windows Start menu. Refer to Figure 1.17 as you complete Step 1.
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20 CHAPTER 1
Step a: f01h1Letter opens in Word
FIGURE 1.18 Open the Letter
a. Click Open Other Documents and click Browse. Navigate to the location of your student files. Double-click f01h1Letter to open the file shown in Figure 1.18. Click Enable Content.
The thank-you letter opens.
TROUBLESHOOTING: When you open an file from the student files associated with this book, you will need to enable the content. You may be confident of the trustworthiness of the files for this book.
STEP 2 OPEN A FILE You open a thank-you letter that you will later modify. Refer to Figure 1.18 as you complete Step 2.
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Hands-On Exercise 1 21
Step b: Letter is saved with a new name
FIGURE 1.19 Save the Letter with a New Name
STEP 3 SAVE A FILE You save the document with a different name, to preserve the original file. Refer to Figure 1.19 as you complete Step 3.
a. Click the File tab, click Save As, and then click Browse to display the Save As dialog box. Click This PC or click the location where you are saving your files.
b. Click in the File name box and type f01h1Letter_LastFirst.
When you save files, use your last and first names. For example, as the Common Features author, I would name my document “f01h1Letter_RutledgeAmy”.
TROUBLESHOOTING: If you make any major mistakes in this exercise, you can close the file, open f01h1Letter again, and then start this exercise over.
c. Click Save.
The file is now saved as f01h1Letter_LastFirst. You can check the title bar of the workbook to confirm that the file has been saved with the correct name.
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Step b: Italics applied
FIGURE 1.20
STEP 4 USE A SHORTCUT MENU You would like to apply italics to the Discover the Artist in You! text in the first sentence of the letter. You will select the text and use the shortcut menu to apply italics to the text. Refer to Figure 1.20 as you complete Step 4.
a. Select the text Discover the Artist in You! in the first sentence of the letter that starts with We are pleased.
The text is selected.
b. Right-click the selected text. Click Font on the Shortcut menu. Click Italic under Font style, and click OK.
Italics is applied to the text.
c. Click Save on the Quick Access Toolbar.
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Hands-On Exercise 1 23
a. Triple-click the entire first line of the letter that starts with The Spotted Begonia Art Gallery to select it. Click the Tell me what you want to do box, and type heading 1.
A list of options appears below the box.
b. Click Promote to Heading1 to apply the style to the selected text.
The Heading 1 style is applied to the text.
c. Save the document. Keep the document open if you plan to continue with the next Hands-On Exercise. If not, save and close the workbook, and exit Word.
Step b: Style applied
FIGURE 1.21 Tell me what you want to do Box
STEP 5 USE THE TELL ME WHAT YOU WANT TO DO BOX You would like to apply a style to the first line in the letter. Since you do not know how to complete the task, you use the Tell me what you want to do box to search for and apply the change. Refer to Figure 1.21 as you complete Step 5.
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24 CHAPTER 1
Format Document Content After creating a document, worksheet, or presentation, you will probably want to make some formatting changes. You might prefer to center a title, or maybe you think that certain budget worksheet totals should be formatted as currency. You can change the font so that typed characters are larger or in a different style. You might even want to bold text to add emphasis. In all Office applications, the Home tab provides tools for selecting and editing text. You can also use the Mini toolbar for making quick changes to selected text.
In this section you will explore themes and templates. You will learn to use the Mini toolbar to quickly make formatting changes. You will learn how to select and edit text, as well as check your grammar and spelling. You will learn how to move, copy, and paste text, as well as insert pictures. And, finally, you will learn how to resize and format pictures and graphics.
Using Templates and Applying Themes You can enhance your documents by using a template or applying a theme. A template is a predesigned file that incorporates formatting elements, such as a theme and layouts, and may include content that can be modified. A theme is a collection of design choices that includes colors, fonts, and special effects used to give a consistent look to a docu- ment, workbook, or presentation. Microsoft provides high quality templates and themes, designed by professional designers to make it faster and easier to create high-quality doc- uments. Even if you use a theme to apply colors, fonts, and special effects, they can later be changed individually or to a completely different theme.
Open a Template You can access a template in any of the Office applications (see Figure 1.22). Even if you know only a little bit about the software, you could then make a few changes so that the file would accurately represent your specific needs. The document also would be pre- pared much more quickly than if you designed it yourself from a blank file. For example, you might want to prepare a home budget using an Excel template, such as the Family monthly budget planner template, that is available by typing Budget in the Suggested searches template list.
STEP 1
Common Features 2016 25
Search box with Budget entered as search term
Category pane can be used to narrow search further
Business templates shown as a result of search
FIGURE 1.22 Templates in Excel
The Templates list is comprised of template groups available within each Office appli- cation. The search box enables you to locate other templates that are available online. When you click one of the Suggested searches, additional choices are displayed. Once you select a template, you can view more information about the template including author information, a general overview about the template, and additional views (if applicable).
To search for and use a template, complete the following steps:
1. Open the Microsoft application with which you will be working. 2. Type a search term in the Search for online templates box, or click one of the Suggested
search terms. 3. Scroll through the template options or use the pane at the right to narrow your search
further. 4. Select a template, and review its information in the window that opens. 5. Click Create to open the template in the application.
A Help window may display along with the worksheet template. Read it for more infor- mation about the template, or close it to continue working.
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Apply a Theme Applying a theme enables you to visually coordinate various page elements. Themes are a bit different for each of the Office applications. In Word, a theme is a set of coordinating fonts, colors, and special effects, such as shadowing or glows that are combined into a package to provide a stylish appearance (see Figure 1.23). In PowerPoint, a theme is a file that includes the formatting elements like a background, a color scheme, and slide lay- outs that position content placeholders. Themes in Excel are similar to those in Word in that they are a set of coordinating fonts, colors, and special effects. Themes in Excel will not only change the color of the fill in a cell, but will also affect any SmartArt or charts in the workbook. Access also has a set of themes that coordinate the appearance of fonts and colors for objects such as Forms and Reports. In Word and PowerPoint, themes can be accessed from the Design tab. In Excel they can be accessed from the Page Layout tab. In Access, themes can be applied to forms and reports. To apply a theme, click the Themes arrow, and select a theme from the Themes gallery.
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