Office 2016 Part 2 by Peter Weverka
Introduction... 1 About This Book... 1 Foolish Assumptions... 2 Icons Used in This Book... 2 Beyond the Book... 2 Where to Go from Here... 3 Book VI Outlook 2016... 5 Chapter 1 Outlook Basics... 7 Learning Objectives... 7 Introduction... 7 What Is Outlook, Anyway?... 7 Navigating the Outlook Folders... 8 Categorizing Items... 9 Creating a category... 9 Assigning items to categories... 10 Arranging items by category in folders... 10 Searching for Stray Folder Items... 11 Conducting an instant search... 11 Refining a search... 12 Conducting an advanced search... 12 Deleting Email Messages, Contacts, Tasks, and Other Items... 13 Finding and Backing Up Your Outlook File... 13 Cleaning Out Your Folders... 15 Archiving the old stuff... 15 Running the Mailbox Cleanup command... 17 Review Questions... 19 Review Answers... 20 Chapter 2 Maintaining the Contacts Folder... 23 Learning Objectives... 23 Introduction... 23 Maintaining a Happy and Healthy Contacts Folder... 23 Entering a new contact in the Contacts folder... 23 Changing a contact s information... 25 Contact Groups for Sending Messages to Groups... 26 Creating a contact group... 26 Addressing email to a contact group... 27 Editing a contact group... 28 Finding a Contact in the Contacts Folder... 28 Printing the Contacts Folder... 28 Different ways to print contact information... 29 Changing the look of printed pages... 30 Review Questions... 31 Review Answers... 32 Chapter 3 Handling Your Email... 33 Learning Objectives... 33 Introduction... 33 Setting Up an Email Account... 33 Addressing and Sending Email Messages... 34 The basics: Sending an email message... 34 Addressing an email message... 35 Sending copies and blind copies of messages... 36
Replying to and forwarding email messages... 37 Sending Files and Photos... 38 Sending a file along with a message... 38 Including a photo in an email message... 39 Receiving Email Messages... 40 Getting your email... 40 Being notified that email has arrived... 40 Reading Your Email in the Inbox Window... 41 Handling Files That Were Sent to You... 42 Opening a file you received... 42 Saving a file you received... 43 Techniques for Organizing Email Messages... 43 Flagging email messages... 44 Being reminded to take care of email messages... 45 Rules for earmarking messages as they arrive... 46 All about Email Folders... 47 Moving email messages to different folders... 47 Creating a new folder for storing email... 48 Yes, You Can Prevent Junk Mail (Sort of)... 48 Defining what constitutes junk email... 49 Preventive medicine for junk email... 49 Review Questions... 51 Review Answers... 52 Chapter 4 Managing Your Time and Schedule... 53 Learning Objectives... 53 Introduction... 53 Introducing the Calendar... 53 The Different Kinds of Activities... 53 Seeing Your Schedule... 54 Going to a different day, week, or month... 54 Rearranging the Calendar window... 55 Scheduling Appointments and Events... 55 Scheduling an activity: The basics... 55 Scheduling a recurring appointment or event... 56 Scheduling an event... 57 Canceling, Rescheduling, and Altering Activities... 57 Review Questions... 59 Review Answers... 60 Chapter 5 Tasks, Reminders, and Notes... 61 Learning Objectives... 61 Introduction... 61 Tasks: Seeing What Needs to Get Done... 61 Entering a task in the Tasks window... 62 Examining tasks in the Tasks window... 62 Handling and managing tasks... 63 Reminders for Being Alerted to Activities and Tasks... 63 Handling reminder messages... 63 Scheduling a reminder message... 64 Making reminders work your way... 64 Making Notes to Yourself... 65 Review Questions... 67 Review Answers... 68 ii
Book VII Access 2016... 69 Chapter 1 Introducing Access... 71 Learning Objectives... 71 Introduction... 71 What Is a Database, Anyway?... 71 Tables, Queries, Forms, and Other Objects... 73 Database tables for storing information... 73 Forms for entering data... 73 Queries for getting the data out... 74 Reports for presenting and examining data... 75 Macros and modules... 75 Creating a Database File... 75 Creating a blank database file... 76 Getting the help of a template... 77 Finding Your Way Around the Navigation Pane... 77 Designing a Database... 78 Deciding what information you need... 79 Separating information into different database tables... 79 Choosing fields for database tables... 80 Deciding on a primary key field for each database table... 81 Mapping the relationships between tables... 81 Review Questions... 83 Review Answers... 84 Chapter 2 Building Your Database Tables... 85 Learning Objectives... 85 Introduction... 85 Creating a Database Table... 85 Creating a database table from scratch... 85 Creating a database table from a template... 86 Importing a table from another database... 87 Opening and Viewing Tables... 88 Entering and Altering Table Fields... 89 Creating a field... 89 All about data types... 90 Designating the primary key field... 91 Moving, renaming, and deleting fields... 93 Field Properties for Making Sure That Data Entries Are Accurate... 93 A look at the Field Properties settings... 94 Creating a lookup data-entry list... 97 Indexing for Faster Sorts, Searches, and Queries... 99 Indexing a field... 100 Indexing based on more than one field... 100 Establishing Relationships Between Database Tables... 101 Types of relationships... 102 Handling tables in the Relationships window... 103 Forging relationships between tables... 104 Editing table relationships... 105 Review Questions... 106 Review Answers... 107 Chapter 3 Entering the Data... 109 Learning Objectives... 109 Introduction... 109 The Two Ways to Enter Data... 109 Entering the Data in Datasheet View... 109 Entering data... 110 iii
Two tricks for entering data quicker... 111 Changing the appearance of the datasheet... 112 Entering the Data in a Form... 113 Creating a form... 113 Entering the data... 114 Finding a Missing Record... 114 Finding and Replacing Data... 115 Review Questions... 117 Review Answers... 118 Chapter 4 Sorting, Querying, and Filtering for Data... 119 Learning Objectives... 119 Introduction... 119 Sorting Records in a Database Table... 119 Ascending vs. descending sorts... 119 Sorting records... 119 Filtering to Find Information... 120 Different ways to filter a database table... 121 Unfiltering a database table... 121 Filtering by selection... 122 Filtering for input... 122 Filtering by form... 123 Querying: The Basics... 124 Creating a new query... 125 Viewing queries in Datasheet and Design view... 125 Finding your way around the Query Design window... 126 Choosing which database tables to query... 126 Choosing which fields to query... 126 Sorting the query results... 127 Choosing which fields appear in query results... 127 Entering criteria for a query... 128 At last saving and running a query... 130 Six Kinds of Queries... 131 Select query... 131 Top-value query... 131 Summary query... 131 Calculation query... 132 Delete query... 133 Update query... 133 Review Questions... 135 Review Answers... 136 Chapter 5 Presenting Data in a Report... 137 Learning Objectives... 137 Introduction... 137 Creating a Report... 137 Opening and Viewing Reports... 138 Tweaking a Report... 138 Review Questions... 141 Review Answers... 142 Book VIII Working with Charts and Graphics... 143 Chapter 1 Creating a Chart... 145 Learning Objectives... 145 Introduction... 145 The Basics: Creating a Chart... 145 Choosing the Right Chart... 147 iv
Providing the Raw Data for Your Chart... 148 Positioning Your Chart in a Workbook, Page, or Slide... 149 Changing a Chart s Appearance... 150 Changing the chart type... 150 Changing the size and shape of a chart... 150 Choosing a new look for your chart... 151 Changing the layout of a chart... 152 Handling the gridlines... 153 Changing a chart element s color, font, or other particular... 154 Saving a Chart as a Template So That You Can Use It Again... 154 Saving a chart as a template... 154 Creating a chart from a template... 155 Chart Tricks for the Daring and Heroic... 155 Decorating a chart with a picture... 155 Annotating a chart... 156 Displaying the raw data alongside the chart... 157 Placing a trendline on a chart... 158 Troubleshooting a Chart... 158 Review Questions... 160 Review Answers... 161 Chapter 2 Making a SmartArt Diagram... 163 Learning Objectives... 163 Introduction... 163 The Basics: Creating SmartArt Diagrams... 163 Choosing a diagram... 163 Making the diagram your own... 164 Creating the Initial Diagram... 165 Creating a diagram... 165 Swapping one diagram for another... 166 Changing the Size and Position of a Diagram... 166 Laying Out the Diagram Shapes... 167 Selecting a diagram shape... 167 Removing a shape from a diagram... 167 Moving diagram shapes to different positions... 167 Adding shapes to diagrams apart from hierarchy diagrams... 167 Adding shapes to hierarchy diagrams... 168 Adding shapes to Organization charts... 169 Promoting and demoting shapes in hierarchy diagrams... 171 Handling the Text on Diagram Shapes... 172 Entering text on a diagram shape... 172 Entering bulleted lists on diagram shapes... 172 Changing a Diagram s Direction... 173 Choosing a Look for Your Diagram... 173 Changing the Appearance of Diagram Shapes... 174 Changing the size of a diagram shape... 174 Exchanging one shape for another... 174 Changing a shape s color, fill, or outline... 175 Changing fonts and font sizes on shapes... 176 Creating a Diagram from Scratch... 176 Review Questions... 178 Review Answers... 179 Chapter 3 Handling Graphics and Photos... 181 Learning Objectives... 181 Introduction... 181 All about Picture File Formats... 181 Bitmap and vector graphics... 181 v
Resolution... 182 Compression... 182 Color depth... 183 Choosing file formats for graphics... 183 Inserting a Picture in an Office File... 184 Inserting a picture of your own... 184 Obtaining a picture online... 185 Touching Up a Picture... 186 Softening and sharpening pictures... 187 Correcting a picture s brightness and contrast... 187 Recoloring a picture... 188 Choosing an artistic effect... 188 Selecting a picture style... 189 Cropping off part of a picture... 190 Removing the background... 191 Compressing Pictures to Save Disk Space... 192 Review Questions... 194 Review Answers... 195 Chapter 4 Drawing and Manipulating Lines, Shapes, and Other Objects... 197 Learning Objectives... 197 Introduction... 197 The Basics: Drawing Lines, Arrows, and Shapes... 197 Handling Lines, Arrows, and Connectors... 199 Changing the length and position of a line or arrow... 199 Changing the appearance of a line, arrow, or connector... 199 Attaching and handling arrowheads on lines and connectors... 200 Connecting shapes by using connectors... 201 Handling Rectangles, Ovals, Stars, and Other Shapes... 202 Drawing a shape... 203 Changing a shape s symmetry... 204 Using a shape as a text box... 204 WordArt for Embellishing Letters and Words... 205 Creating WordArt... 205 Editing WordArt... 206 Manipulating Lines, Shapes, Art, Text Boxes, and Other Objects... 206 Selecting objects so that you can manipulate them... 207 Hiding and displaying the rulers and grid... 208 Changing an Object s Size and Shape... 208 Changing an Object s Color, Outline Color, and Transparency... 209 Filling an object with color, a picture, or a texture... 210 Making a color transparent... 211 Putting the outline around an object... 212 Moving and Positioning Objects... 213 Tricks for aligning and distributing objects... 213 When objects overlap: Choosing which appears above the other... 215 Rotating and flipping objects... 217 Grouping objects to make working with them easier... 218 Review Questions... 219 Review Answers... 220 Book IX Office 2016: One Step Beyond... 221 Chapter 1 Customizing an Office Program... 223 Learning Objectives... 223 Introduction... 223 Customizing the Ribbon... 223 Displaying and selecting tab, group, and command names... 224 vi
Moving tabs and groups on the Ribbon... 225 Adding, removing, and renaming tabs, groups, and commands... 225 Creating new tabs and groups... 226 Resetting your Ribbon customizations... 227 Customizing the Quick Access Toolbar... 227 Adding buttons to the Quick Access toolbar... 227 Changing the order of buttons on the Quick Access toolbar... 228 Removing buttons from the Quick Access toolbar... 229 Placing the Quick Access toolbar above or below the Ribbon... 229 Customizing the Status Bar... 230 Changing the Screen Background and Office Theme... 230 Customizing Keyboard Shortcuts in Word... 231 Review Questions... 234 Review Answers... 235 Chapter 2 Ways of Distributing Your Work... 237 Learning Objectives... 237 Introduction... 237 Printing the Old Standby... 237 Distributing a File in PDF Format... 238 About PDF files... 238 Saving an Office file as a PDF... 238 Sending Your File in an Email Message... 239 Saving an Office File as a Web Page... 239 Choosing how to save the component parts... 240 Turning a file into a web page... 240 Opening a web page in your browser... 241 Blogging from inside Word... 242 Describing a blog account to Word... 242 Posting an entry to your blog... 243 Taking advantage of the Blog Post tab... 243 Review Questions... 244 Review Answers... 245 Chapter 3 Working with Publisher... 247 Learning Objectives... 247 Introduction... 247 A Print Shop in a Can... 247 Introducing Frames... 248 Creating a Publication... 248 Redesigning a Publication... 249 Choosing a different template... 249 Choosing a color scheme... 249 Setting up your pages... 250 Getting a Better View of Your Work... 250 Zooming in and out... 250 Viewing single pages and two-page spreads... 251 Going from page to page... 251 Entering Text on the Pages... 251 Making Text Fit in Text Frames... 252 Fitting overflow text in a single frame... 252 Making text flow from frame to frame... 253 Making Text Wrap around a Frame or Graphic... 254 Replacing the Placeholder Pictures... 255 Inserting, Removing, and Moving Pages... 256 Master Pages for Handling Page Backgrounds... 256 Switching to Master Page view... 256 Changing the look of a master page... 257 vii
Applying (or unapplying) a master page to publication pages... 257 Running the Design Checker... 257 Commercially Printing a Publication... 258 Review Questions... 259 Review Answers... 260 Book X File Sharing and Collaborating... 261 Chapter 1 Up and Running on OneDrive... 263 Learning Objectives... 263 Introduction... 263 Signing In to OneDrive... 263 Exploring the OneDrive Window... 264 Managing Your OneDrive Folders... 265 Creating a folder... 265 Viewing and locating folders in the OneDrive window... 265 Going from folder to folder in OneDrive... 267 Deleting, moving, and renaming folders... 267 Uploading Files to a Folder on OneDrive... 268 Saving a File from Office 2016 to OneDrive... 269 Opening a File from OneDrive... 269 Starting in an Office 2016 application... 270 Starting in OneDrive... 270 Downloading Files from OneDrive to Your Computer... 270 Review Questions... 271 Review Answers... 272 Chapter 2 File Sharing and Collaborating... 273 Learning Objectives... 273 Introduction... 273 Sharing Files: The Big Picture... 273 Sharing Your Files and Folders with Others... 274 Inviting people by email... 274 Generating a link to shared files... 275 Generating HTML code... 276 Seeing Files and Folders Others Shared with You... 277 Investigating and Changing How Files and Folders Are Shared... 277 Review Questions... 279 Review Answers... 280 Glossary... 281 Index... 285 viii