What s New in Office 2016

Transcription

1 Contents What s New in Office Best new features that do not require Office Word, Excel, and PowerPoint 2016: Smart Lookup... 3 Word, Excel, and PowerPoint 2016: Tell Me... 3 Outlook 2016: Recent documents... 3 Excel 2016: New charts... 3 All Programs: New Colorful theme and other Ribbon changes... 3 Best new features that do require Office Word 2016: Real-time co-authoring... 4 Outlook 2016: Cloud attachments... 4 Outlook 2016: Office 365 Groups... 5 What's new in Word Improved Backstage... 5 Do things quickly with Tell Me... 6 Work together in real time... 6 Collaborate on Word documents with real-time co-authoring... 6 Save a document online and invite others to work on it with you... 7 Start working together in a document... 8 Options for sharing changes: Ask me, Always, and Never... 9 Share a PDF or copy of your document by Smart Lookup Insights into what you're working on Ink equations Insert a built-in equation Convert ink to an equation Improved Document Management To restore to an autosaved version Faster shape formatting What's new in Excel Six new chart types Get and transform (Query) Page 1

2 One click forecasting D Maps Create your first 3D Map Financial templates Using the My Cashflow template Open the My Cashflow template Enter your own cash flow data Calendar Insights Template Manage Your Calendar with the Calendar Insights template for Excel Using the Calendar Insights template Open the Calendar Insights template PivotTable enhancements Quick Shape Formatting Insert pictures with the correct orientation Do things quickly with Tell Me What's new in Outlook attachments What s New in Power Point Improved conflict resolution in PowerPoint Morph Transition PowerPoint Designer Screen recording Better video resolution Improved Smart Guides Page 2

3 What s New in Office 2016 Best new features that do not require Office 365 First up, here are the key features that don't need an Office 365 subscription. Word, Excel, and PowerPoint 2016: Smart Lookup The new Smart Lookup feature lets you find facts and such through the Bing search engine. It can see the context of selected text by examining surrounding content and then try to provide relevant results. I usually jump out to a browser to do a search, but I can see how this adjustment might make work a little easier. Word, Excel, and PowerPoint 2016: Tell Me Sometimes you don't want help, you only want answers. You want the exact tool you need, not instructions on where to find it. The new Tell Me feature lets you type a few words and get the exact one-click link to the relevant tool. Don't teach me how to fish; hand me the fishing pole, Outlook 2016: Recent documents Have you ever finished a document (an invoice, a spreadsheet, a PowerPoint presentation) that you want to , but it's buried who knows where in your PC's folder structure? Until you find it, you can't attach it to that . The new recent-documents feature in Outlook 2016 shows you the documents you've recently worked on in the Office apps, so you don't have to hunt for them on your PC. When I saw this feature, I asked myself, "Why didn't they think of this years ago?" I'm happy it's here now. Excel 2016: New charts It's always good to have a few new visual features in Excel, especially for charts. Excel 2013 brought some new PivotChart features, Slicers, and Flash Fill. Excel 2016 goes further, adding six new chart types: Waterfall, Pareto, Treemap, Histogram, Box & Whisker, and Sunburst. I've spent a lot of effort making waterfall financial charts in my day, and that option is a real timesaver. All Programs: New Colorful theme and other Ribbon changes The default theme of Office 2013 got quite a bit of negative feedback since the color scheme basically lacked, well.., color. Page 3

4 The new default theme of Office 2016 is called Colorful and the Ribbon and other accent colors for each Office application match their icon color. The White theme is also still there and the Dark Gray theme has become a bit darker in some areas to more closely match the Dark/Black themes that are common with design software suites like Photoshop and AutoCAD. To change the theme use: File-> Office Account Other small UI changes to the Ribbon are: There is no more icon in the top left corner of the window. The first icon is now whatever you have set as the first icon in the Quick Access Toolbar (QAT). The tab headers aren t in all CAPS anymore. The question mark icon for help has been removed and replaced with a Light Bulb icon with a search field: Tell me what you want to do Best new features that do require Office 365 Here are the most useful new features that need Office 365 or additional Microsoft servers such as SharePoint. Word 2016: Real-time co-authoring If you have documents shared through OneDrive, OneDrive for Business, or SharePoint Online, you can now group-edit them in real time, such as seeing Word changes reflected in real time to all users who've opened the document. And Word 2016 makes it easier to share those documents to others in the first place. Outlook 2016: Cloud attachments When attaching files saved in OneDrive, OneDrive for Business, or SharePoint, you can now send documents as attachments (the traditional method) or as links to saved files. If you send links, you avoid the sprawl of document copies, and you create a one-stop location for edits to a document. If the documents are stored in OneDrive or SharePoint, you can assign various permission levels to them. Page 4

5 Outlook 2016: Office 365 Groups The new Office Groups option is aimed at teams. You can create your own groups in Outlook 2016, then use those groups across other applications for collaboration. It's like having a project folder accessible to all team members across their Office apps, available from within the client you likely have open all day anyway. Office Groups already existed in Outlook Web App, but now you can use it in the Outlook 2016 desktop client as well. (Mobile users need to use the separate Office 365 Groups app.) What's new in Word 2016 Word 2016 has all the functionality and features you're used to, plus some new enhancements. Here are some of the top new features. Improved Backstage The Backstage screen received an update that makes saving, opening, and browsing for files easier and faster. The Recent files list is now categorized by document modification date and the Browse button has been elevated for improved visibility and now provides quicker access to the File Explorer. Page 5

6 Do things quickly with Tell Me You'll notice a text box on the ribbon in Word 2016 that says Tell me what you want to do. This is a text field where you can enter words and phrases about what you want to do next and quickly get to features you want to use or actions you want to perform. You can also use Tell Me to find help about what you're looking for, or to use Smart Lookup to research or define the term you entered. Try it Click above the ribbon where it says Tell me what you want to do. Click on or type in leave a comment. In the comment box that opens Type this is my comment and click outside the comment box. You will see an icon representing your comment. Click on the icon again to see your comment. Work together in real time If you store your document online at OneDrive or SharePoint, and then share it with colleagues who use Word 2016 or Word Online, you can see each other s' changes to the document as they happen. After you save the document online, click Share to generate a link or an invitation. When your teammates open the document and agree to automatically share changes, you'll see their work in real time. Collaborate on Word documents with real-time co-authoring When you and your colleagues want to collaborate on a document, use real time co-authoring to see everyone s changes as they happen. First you save the document to OneDrive or SharePoint Online, so others can work in it. Next, you invite people to edit it with you. When they open and work on the document in Word 2016 or Word Online, you'll see each other s changes as soon as they're made. Page 6

7 Save a document online and invite others to work on it with you 1. Click Save >, select the OneDrive or SharePoint Online location and folder you want, and click Save. You only have to do this once for each document. The next time you open it, it ll save back to the same location automatically. Note If you ve never saved a document online before, click Add a Place, and then add your OneDrive or SharePoint service by signing in. 2. In the Share pane, do either of these: o To have Word send people a link to your document, type their addresses in the Invite people box. Set their permissions to Can edit, and add a message if you want to. Make sure the Automatically share changes box is set to either Ask me or Always, and then click Share. Page 7

8 o To invite them yourself, click Get a sharing link at the bottom of the Share pane, and paste that link into or an instant message. (Get a sharing link won t be available if you re using SharePoint Online and your site admin has disabled that option.) Start working together in a document 1. Open and edit the document in Word 2016 or Word Online. There s no special coauthoring mode or command to begin co-authoring. 2. If you re using Word 2016 and haven t already agreed to let others see your changes, say Yes to automatic sharing. When people follow the link you sent them, your doc will open in their version of Word, or in their web browser (Word Online). If they re also using Word Online or Word 2016 and have agreed to automatically share changes, you ll see their work as it happens. Colored flags will show you exactly where in the document each person is working. Page 8

9 Word will alert you when people enter or leave. Note If someone who didn t opt in to real-time co-authoring is working on the document when you are, you ll see that they re in the document, but you won t see their changes until they save the document. Options for sharing changes: Ask me, Always, and Never Here s what the options in the Automatically share changes list mean: Always: If you choose this option, others who have agreed to share their changes will always be able to see yours. Ask me: If you ve never used real-time co-authoring before, you ll be asked whether you want to automatically share your changes as they happen. Choose Yes to always allow automatic sharing when you're working with others. Uncheck the Don t ask me again box if you do want to be asked the next time you open a document in which someone else is sharing their changes. Never: By selecting Never you opt out of real-time co-authoring for this and all other documents. No one but you will be able to see your changes until you save your document back to its online location. Nor will you see theirs as they happen. You will, however, be able to see who else has a document open. Note Each of these settings affects Word, not just the document you're working on. To change them, go to File > Options > General, and under Real-time collaboration options, choose the setting you want. Share a PDF or copy of your document by Notes 1. To send your document as a copy or a PDF, select Share in the top-right corner of the ribbon. 2. Near the bottom of the Share pane, select Send as attachment. 3. Select either Send a copy or Send a PDF. Page 9

10 4. A new message will open in your default client, with a PDF or copy of your document already attached. Just add the address and a message, and send it. Smart Lookup Insights into what you're working on Smart Lookup, powered by Bing, brings research directly into your Word When you select a word or phrase, right-click it, and choose Smart Lookup, the Insights pane opens with definitions, Wiki articles, and top related searches from the web. Page 10

11 Ink equations Including math equations has gotten much easier. Now you can go to Insert > Equation > Ink Equation any time you want to include a complex math equation in your document. If you have a touch device, you can use your finger or a touch stylus to write math equations by hand, and Word 2016 will convert it to text. (If you don't have a touch device, you can use a mouse to write, too). You can also erase, select, and correct what you've written as you go. Word includes equations that you can drop into your documents no formatting required. If the built-in equations don t meet your needs, you can modify them or you can build your own sophisticated equation from scratch. With the ink-to-math feature in Word 2016, you can also write out equations with your stylus, finger, or mouse, and have Word convert them to text. Insert a built-in equation 1. Click Insert > Equation and choose the equation you want from the gallery. 2. If you d rather start from scratch, type Alt+= or choose Insert New Equation at the bottom of the gallery. Type equation here. Page 11

12 3. After you insert the equation or the placeholder for your new equation, the Equation Tools Design tab opens with many symbols and options for customizing and adding to your equation. Select the equation whenever you want the tab to reappear. Note You can also select the equation and then select the arrow next to it to save it as a new equation, move it from inline to center. Convert ink to an equation 1. Click Insert > Equation and then click Ink Equation at the bottom of the gallery. 2. Use a stylus or your finger to write a math equation by hand. If you're not using a touch device, use your mouse to write out the equation. You can select portions of the equation and edit them as you go, and use the preview box to make sure Word is correctly interpreting your handwriting. Page 12

13 3. When you're satisfied, click Insert to convert the ink equation to an equation in your document. 4. As with built-in equations, once you insert the equation, the Equation Tools Design tab opens with many symbols and options for customizing and adding to your equation. Select the equation Improved Document Management Now you can go to File > Manage Document to see a complete list of changes that have been made to your document and to access earlier versions that have been auto saved. To restore to an autosaved version 1. Click Restore in the message bar at the top of the opened version. Page 13

14 Restore will save your current file as a new version and then replace your current file with the contents of the version you chose to restore. Faster shape formatting When you insert shapes from the Shapes gallery, you can choose from a collection of preset fills as well as theme colors to quickly get the look you want. Page 14

15 What's new in Excel 2016 Excel 2016 has all the functionality and features you're used to, with some added features and enhancements. Here are some of the top new and improved features. Some of these features are only available to Office 365 subscribers. If you want to make sure you always have the latest and greatest features in Office, sign up for an Office 365 subscription. Six new chart types Visualizations are critical to effective data analysis as well as compelling storytelling. In Excel 2016, we've added six new charts with the same rich formatting options that you are familiar with to help you create some of the most commonly used data visualizations of financial or hierarchal information or for revealing statistical properties in your data. Excel recommends charts that are best suited for your data and gives you a preview of how your data will look. The addition of six new, modern charts and graphs gives you more ways to explore and tell compelling stories with your business data. They are particularly good for visualizing sets of related data, by department or area, as well as making it easier for you to discover meaning from the data, and then communicate insights to others. These new charts provide a rich set of capabilities across Word, Excel, and PowerPoint. Click Insert Hierarchy Chart on the Insert tab to use the Treemap or Sunburst chart, click Insert Waterfall or Stock Chart for Waterfall, or click Insert Statistical Chart for Histogram, Pareto, or Box and Whisker. Page 15

16 Or click Recommended Charts > All Charts to see all the new charts. Get and transform (Query) Before analysis can begin, you must be able to bring in the data relevant to the business question you are trying to answer. Excel 2016 now comes with built-in functionality that brings ease and speed to getting and transforming your data allowing you to find and bring all the data you need into one place. These new capabilities, previously only available as a separate add-in called Power Query, can be found natively within Excel. Access them from the Get & Transform group on the Data tab. Page 16

17 One click forecasting In previous versions of Excel, only linear forecasting had been available. In Excel 2016, the FORECAST function has been extended. This functionality is available as a new one-click forecasting button. On the Data tab, click the Forecast Sheet button to quickly create a forecast visualization of your data series. From the wizard, you can also find options to adjust common forecast parameters, like seasonality, which is automatically detected by default and confidence intervals. Page 17

18 3D Maps Our popular 3D geospatial visualization tool, Power Map, has been renamed and is now available to all Excel 2016 customers and is built into Excel. This innovative set of storytelling capabilities has been renamed 3D Maps and can be found along with other visualization tools by clicking 3D Map on the Insert tab. Page 18

19 With 3D Maps, you can plot geographic and temporal data on a 3-D globe or custom map, show it over time, and create visual tours you can share with other people. You ll want to use 3D Maps to: Map data Plot more than a million rows of data visually on Bing maps in 3-D format from an Excel table or Data Model in Excel. Discover insights Gain new understandings by viewing your data in geographic space and seeing time-stamped data change over time. Share stories Capture screenshots and build cinematic, guided video tours you can share broadly, engaging audiences like never before. Or export tours to video and share them that way as well. You ll find the 3D Map button in the Tours group, on the Insert tab of the Excel ribbon, as shown in this picture. Page 19

20 Create your first 3D Map When you have Excel data that has geographic properties in table format or in a Data Model for example, rows and columns that have names of cities, states, counties, zip codes, countries/regions, or longitudes and latitudes you re ready to get started. Here s how: 1. In Excel, open a workbook that has the table or Data Model data you want to explore in 3D Maps. 2. Use the sample workbook Chicago Narcotics.xlsx. 3. Click any cell in the table. 4. Click Insert > 3D Map. (Clicking 3D Map for the first time automatically enables 3D Maps.) 3D Maps uses Bing to geocode your data based on its geographic properties. After a few seconds, the globe will appear next to the first screen of the Layer Pane. 5. In the Layer Pane, verify that fields are mapped correctly and click the drop-down arrow of any incorrectly mapped fields to match them to the right geographic properties. Financial templates Take advantage of the new My Cashflow template, and the Stock Analysis template. These templates track what you earn, how much you spend, and where your spending occurs. Plus, quickly analyze and compare the performance of selected stocks over time. Page 20

21 Using the My Cashflow template The My Cashflow template is a simple example of how Excel 2016 and analyze, model, and present data to you interesting and insightful ways. The template is a great way to become familiar with the data analysis capabilities of Excel 2016, and to demonstrate how the built-in templates in Excel can make data analysis easy. In this article, you learn how to do the following with Excel 2016: 1. Perform data modeling, using the built-in modeling capabilities of Excel. 2. Put some of Excel's time intelligence functionality to work. 3. Learn how the My Cashflow template was created, using powerful calculations called Measures that you can use in your workbooks as well. Open the My Cashflow template Once the template is open, you see the first workbook tab, titled Start. Select the Lets' get started button to begin. Page 21

22 The My Cashflow workbook tab is selected, showing you the cashflow report for the selected year. This cashflow graph displays a year-over-year cashflow comparison of the current year (selected by the buttons in the upper right corner of the workbook) and the previous year. This is considered a time intelligence calculation. You can select a different year using the buttons in the upper right corner of the worksheet. Notice how the bar graph changes when you select a different year. Enter your own cash flow data It's interesting to see the sample data that was included with the template, but it's much more interesting with your own data. To enter your own numbers - whether real numbers, or just experimenting with the template to get a feel for how it works - select the Sample Data worksheet tab. Notice the TRY IT instructions, to the right of the table, that provide guidance and a button to enter your own sample data. Page 22

23 Once you select Add a new sample row, the template highlights a new row at the bottom of the table, and fills in the four columns with the following information: Transaction Type - this first column is either Income or Expense. By using only those two categories, the graph on the My Cashflow worksheet can consistently compare income to expenses. In this example the bonus is Income. Date - this is the date of the transaction. The template automatically inserts 4/1/2015, but you can apply whichever data you choose. The graph in the My Cashflow sheet groups income and expenses by month and year, based on the value in this column. Category - this column lets you categorize your income and expenses. There are quite a few categories already included, which you can choose from. You can also create a new category, especially if you expect to get lots of bonus checks, which is always nice. You can view income and expenses by category too, so entering information into this category consistently will help ensure any subsequent analysis goes smoothly. Amount - this is the amount of the income or expense. You enter positive numbers into this column (rather than using negative numbers for expenses, for example), because the calculations associated with the data model knows how to properly handle income and expenses, based on positive numbers in this column. Page 23

24 Once the data is entered, and we go back to the chart and select the Update now button (which refreshes the data model), we can see the changes reflected in the cashflow chart. With the additional $1500 income we added in the TRY IT instructions, the month of April went from being down 38.94% compared to the previous year, to being up 68.48% over the previous year. Page 24

25 Calendar Insights Template Manage Your Calendar with the Calendar Insights template for Excel 2016 With Excel 2016, you can use the Calendar Insights template to gain extensive, insightful, and customizable information about your calendar. The template surfaces how much time you spend in meetings, whom you meet with the most (and whom you ignore), which part of the day you usually meet with people, and much more. With the Calendar Insights template you can see your calendar as a dashboard, and interact with it to drill into specific time periods, or types of meetings, you re interested in. You can use the Calendar Insights template to get a better handle on your meetings, your free time, and your life. Let s get started. Using the Calendar Insights template To use the Calendar Insights template you need Excel 2016 or later, or a subscription to Office 365. To access your calendar using the template, you need an active account on an Exchange Server, or on Exchange Online as part of your Office 365 subscription. Open the Calendar Insights template To open the Calendar Insights template, in Excel select New > Calendar Insights. If you can't see the template, use the search box and type calendar insights, and then select the magnifying glass button to begin the search (or click the Enter key). The Calendar Insights template appears. Once the template is open, you see the first workbook tab, titled Start. Select the Let s Get Started button to begin. Page 25

26 The Import Your Calendar tab is selected, providing steps about how to connect to the Exchange Server and import your calendar. When you select the Sign in button, Excel displays a dialog that lets you enter your address and password, so Excel can connect to your Exchange Server and load your calendar information into the workbook. The process can take a few minutes, depending on how many meetings Excel has to download. Once complete, the Meeting Insights worksheet appears and displays a populated dashboard that contains a collection of detailed analytics based on your calendar. View your calendar as a dashboard and drill into the data. You'll get a better handle on how you spend your time, and identify ways to get more out of your days. Page 26

27 PivotTable enhancements Excel is known for its flexible and powerful analysis experiences, through the familiar PivotTable authoring environment. With Excel 2010 and Excel 2013, this experience was significantly enhanced with the introduction of Power Pivot and the Data Model, bringing the ability to easily build sophisticated models across your data, augment them with measures and KPIs, and then calculate over millions of rows with high speed. Here are some of the enhancements we made in Excel 2016, so that you can focus less on managing your data and more on uncovering the insights that matter. Automatic relationship detection discovers and creates relationships among the tables used for your workbook s data model, so you don t have to. Excel 2016 knows when your analysis requires two or more tables to be linked together and notifies you. With one click, it does the work to build the relationships, so you can take advantage of them immediately. Creating, editing and deleting custom measures can now be done directly from the PivotTable fields list, saving you a lot of time when you need to add additional calculations for your analysis. Automatic time grouping helps you to use your time-related fields (year, quarter, month) in your PivotTable more powerfully, by auto-detecting and grouping them on your behalf. Once grouped together, simply drag the group to your PivotTable in one action and immediately begin your analysis across the different levels of time with drilldown capabilities. PivotChart drill-down buttons allow you to zoom in and out across groupings of time and other hierarchical structures within your data. Search in the PivotTable field list helps you get to the fields that are important to you across your entire data set. Smart rename gives you the ability to rename tables and columns in your workbook s data model. With each change, Excel 2016 automatically updates any related tables and calculations across your workbook, including all worksheets and DAX formulas. Multiple usability improvements have also been made. For example, delayed updating allows you to perform multiple changes in Power Pivot without the need to wait until each is propagated across the workbook. The changes will be propagated at one time, once the Power Pivot window is closed. Page 27

28 Quick Shape Formatting This feature increases the number of default shape styles by introducing new preset styles in Excel. Insert pictures with the correct orientation With automatic image rotation, once you insert an image into Excel, it automatically rotates the picture to match the camera s orientation. You can manually rotate the image to any position after insertion. Note that this only affects newly inserted images and does not apply to pictures in existing documents. Page 28

29 Do things quickly with Tell Me You'll notice a text box on the ribbon in Excel 2016 that says Tell me what you want to do. This is a text field where you can enter words and phrases related to what you want to do next and quickly get to features you want to use or actions you want to perform. You can also choose to get help related to what you're looking for, or perform a Smart Lookup on the term you entered. What's new in Outlook 2016 Outlook 2016 for Windows has all the tools and functionality you've used before, as well as new and improved features for professional , calendar, contacts, and task management to help you communicate faster and easier. attachments With Outlook 2016, you can save time by easily attaching documents that you most recently used to your s from the Ribbon. While you are composing , select Attach File and select a recent document from the dropdown list. Page 29

30 When you attach files from OneDrive, OneDrive for Business or SharePoint, you can share them as View only, or give the recipients Edit permissions, which helps them collaborate easily on one copy that everyone works on. What s New in Power Point 2016 Improved conflict resolution in PowerPoint Easily choose between edits with improved conflict resolution in PowerPoint When you save a presentation that someone else has been working on at the same time, PowerPoint automatically displays a dialog box to let you choose which changes to save. Page 30

31 There is nothing to turn on or to opt into. This functionality is automatic for any document that is hosted on OneDrive, OneDrive for Business, or Office 365 SharePoint sites. Users can work in any version of PowerPoint to make the changes, but only those using PowerPoint 2016 will have this improved conflict resolution capability. Morph Transition This feature is only available if you have an Office 365 subscription. If you are an Office 365 subscriber, make sure you have the latest version of Office. PowerPoint 2016 comes with a brand-new transition type, Morph, that can help you make smooth animations, transitions, and object movements across the slides in your presentation. To use the morph transition effectively, you'll need to have two slides with at least one object in common the easiest way is to duplicate the slide and then move the object on the second slide to a different place, or copy and paste the object from one slide and add it to the next. Then, with the second slide selected, go to Transitions > Morph to see how morph can automatically animate, move, and emphasize your objects across slides. PowerPoint Designer PowerPoint Designer is a new service that lets you take your content and automatically generate a variety of ideas that you can choose from to make your slides look better. When you add a photo or other unique visual content, the Designer pane will open automatically with a variety of suggested visual treatments you can choose to apply to your slides. Try adding a photo to a title slide to give it a try. Page 31

32 Screen recording Perfect for demonstrations, you can now include screen recordings in your PowerPoint presentations with just a few clicks. Just set up whatever you'd like to record on your screen, then go to Insert > Screen recording, and you'll be able to select a portion of your screen to record, capture what you need, and insert it directly into your presentation in one seamless process. Better video resolution Now, when you export your presentation as a video, you can choose to create a file with resolution as high as 1920 x 1080, which is great for presentations on larger screens. Improved Smart Guides Smart Guides no longer turn off when you insert a table. Now you can use them to make sure everything, tables included, is aligned properly on your slides. Page 32