Table of Contents iii Table of Contents Word Starting Word What is word processing? 2 Starting Word 2 Exploring the Start screen 4 Creating a blank document 4 Exploring the Word document window 5 Exploring the ribbon 6 Examining the types of buttons on the ribbon 10 Examining dialogue boxes and task panes 12 Exiting Word 14 Creating a Document Creating a document 16 Saving a document 18 Closing a document 20 Creating a new document 21 Using the AutoComplete and AutoFormat features 22 Updating a document 23 Using the Tab key 24 Entering the current date 25 Using the Click and Type feature 26 Opening and Viewing a Document Opening a document 30 Opening a document recently worked on 31 Pinning a document to the Recent Documents list 32 Switching between open documents 33 Converting a document 34 Viewing a document at different magnifications 35 Using the mouse wheel 35 Using the Zoom tools 35 Using the buttons in the Zoom group 37 Moving the insertion point 38 Moving the insertion point using the mouse 38 Using the mouse wheel 39 Moving the insertion point using the keyboard 40 Resume reading 41 Chapter 4 Editing Text Inserting text 44 Deleting text 44 Using keystrokes to delete text 44 Selecting text 46 Using additional methods to select text 48 Selecting and replacing text 49 Undoing and redoing an action 49 Undoing several actions 50 Keeping words together 51 Using keystrokes 51 Using the Symbol dialogue box 52 Changing the case of letters 53 Correcting words automatically 54 Correcting spelling and grammar 54 Using the Navigation pane 56 Using the Navigation pane to search for desired text 56 Saving a document under another name 58 Opening and editing a PDF file 59 Chapter 5 Printing a Document Previewing and printing a document 64 Exploring Print Preview 65 Exploring the Print tools 67 Printing the current page 67 Printing multiple copies 67 Printing a custom range 68 Chapter 6 Character Formatting Defining character formatting 72 Deactivating the AutoFormat As You Type options 72
iv Office 2016 Simple and Easy Changing the font and font size 73 Applying font colour and gradient 76 Applying bold, italic, strikethrough, subscript, and superscript 78 Applying Underline 80 Highlighting text 81 Applying text effects 82 Using other methods to apply character formatting 83 Using the Font dialogue box 83 Using the shortcut menu and the Mini Toolbar 86 Activating or deactivating the Mini Toolbar 87 Removing character formatting 88 Copying character formatting using the Format Painter 90 Changing the default font and font size 92 Chapter 7 Paragraph Formatting What is a paragraph? 98 What is paragraph formatting? 98 Selecting paragraphs for formatting 99 Changing paragraph alignment 99 Controlling the spacing within, before, and after paragraphs 101 Changing the line spacing 101 Changing the spacing between paragraphs 104 Joining two paragraphs 106 Inserting line breaks 107 Copying paragraph formatting 108 Removing paragraph formatting 109 Creating a numbered or bulleted list 110 Using the Numbering and Bullets buttons 110 Inserting a line of text in a list 112 Restarting or continuing list numbering 113 Starting a list at a certain number 114 Changing the style of bullets and numbers 115 Adding borders and shading 117 Using the Borders and Shading dialogue box 117 Using the Border button 119 Adding shading 120 Chapter 8 Setting Tabs and Indents Understanding the ruler 126 Displaying/hiding the rulers 126 Using tabs 127 Setting tab stops using the Tabs dialogue box 127 Removing and changing tab stops using the Tabs dialogue box 130 Setting custom tab stops using the ruler 131 Indenting paragraphs 132 Setting left and right indents 133 Setting first line indents 135 Setting hanging indents 137 Using hanging indents to offset headings 138 Combining first line and hanging indents 139 Using the indent markers on the ruler 140 Chapter 9 Document Formatting and Sections Introduction 146 Inserting page breaks 146 Deleting manual page breaks 148 Controlling text flow 149 Inserting a cover page 151 Deleting a cover page 153 Defining the page setup 154 Setting the margins 154 Changing paper size 156 Changing page orientation 157 Changing the default page setup 159 Using sections 159 Viewing a document with several sections 160 Creating sections 163 Using the Break button to insert section breaks 163 Using the Page Setup dialogue box to create a new section 166 Using the options in the Apply to drop-down list 167 Deleting section breaks 168
Table of Contents v Effect of inserting or deleting a section break on the page layout 168 Aligning text vertically on the page 169 Adding a page border 171 Using headers and footers 173 Creating a header or footer 173 Inserting a predefined header or footer 173 Creating a personalized header or footer 175 Creating headers and footers in a multi-section document 177 Creating a different header/footer for each section 179 Inserting page numbers 182 Inserting a page number 182 Inserting a page number at the current position 183 Modifying the format of the page number 184 Excel Using Excel Using an electronic spreadsheet 2 Starting Excel 2 Exploring the Start screen 4 Creating a blank workbook 4 Understanding the worksheet area 5 Moving within the worksheet 7 Using the mouse pointer 7 Using the keyboard 8 Moving to a specific cell 8 Types of data 10 Entering data 10 Entering text 10 Observing the contents of a cell 12 Entering long text entries 12 Entering numbers 13 Saving a workbook 14 Closing a workbook 15 Creating a blank workbook 16 Entering repetitive data AutoComplete 17 Updating a workbook 18 Entering dates 19 Entering text entries that look like dates 20 Using AutoFill feature 22 Using AutoFill to enter a series of text with numbers 23 Using AutoFill to enter a series of days or months 24 Using AutoFill to enter a series of dates 25 Using AutoFill to enter a series of numbers 26 Using AutoFill to input a series incremented by more than one 27 Exiting Excel 28 Modifying a Worksheet Opening a workbook 30 Opening a workbook recently worked on 31 Converting a workbook 31 Viewing a worksheet at different magnifications 32 Modifying the contents of a cell 33 Deleting the contents of a cell 34 Understanding ranges 35 Selecting a range 35 Selecting an element of a table 37 Copying and moving data 39 Using the drag-and-drop method 39 Using the Cut, Copy, and Paste commands 41 Inserting rather than overwriting cells 44 Using Flash Fill 46 Entering Basic Formulas and Functions Understanding formulas 50 Determining the formula 51 Entering a formula 51 Entering formulas containing several operators 55 Viewing and editing the structure of a formula 56
vi Office 2016 Simple and Easy Copying a formula 57 Using relative cell references 57 Using absolute cell references 60 Moving a formula 65 Using AutoSum 66 Other functions of the AutoSum drop-down list 67 Using Quick Analysis to calculate totals 69 Pasting values instead of formulas 70 Transposing data 74 Using the Paste Options button 74 Chapter 4 Modifying the Structure of a Worksheet Adjusting column width 80 Automatically adjusting a column width to its longest entry 80 Setting the column width to a precise value 82 Changing the standard column width 84 Adjusting row height 85 Adjusting the row height to a precise value 85 Inserting columns and rows 87 Inserting one column or one row 87 Inserting several columns or rows at once 90 Using the Insert Options button 91 Deleting columns and rows 92 Chapter 5 Formatting the Worksheet Changing the font, font size and font attributes 98 Aligning data 99 Changing horizontal alignment 99 Changing vertical alignment 101 Changing text orientation 102 Merging cells 103 Splitting a merged cell 105 Changing the format of numbers 107 Applying number formats using the buttons of the Number group 107 Applying number formats using the Format Cells dialogue box 112 Adding cell borders 114 Using the Borders button 114 Using the Format Cells dialogue box 116 Adding Background Color 117 Clearing all formatting 119 Chapter 6 Printing the Worksheet Previewing and printing a worksheet 124 Using the Print tools 125 Printing specific pages 125 Printing multiple copies 125 Shrinking the output to fit on one page 126 Examining the Page Layout view 127 Controlling how the worksheet will be printed 129 Modifying the page setup options 129 Changing the margins 129 Centring the worksheet between the margins 132 Changing page orientation and paper size 133 Scaling a worksheet to fit 134 Printing gridlines and column and row headings 135 Creating headers and footers 136 Inserting a predefined header and/or footer 136 Customizing the header or footer 138 Printing multiple-page reports 141 Repeating row or column titles 141 Controlling the paging of the worksheet 143 Chapter 7 Entering Functions Using functions 150
Table of Contents vii Entering functions 150 Using the Insert Function button 150 Using the buttons in the Function Library group 154 Using the Formula AutoComplete 155 Using statistical functions 157 Using the AVERAGE function 157 Using the MAX and MIN functions 158 Using the COUNT, COUNTA and COUNTBLANK functions 159 PowerPoint Using PowerPoint What is PowerPoint? 2 Starting PowerPoint 3 Exploring the Start screen 4 Creating a blank presentation 4 Opening a presentation 5 Examining the presentation in Normal view 6 Changing the view of a presentation 7 Viewing an on-screen slide show 9 Scrolling through a presentation 10 Viewing a slide at different magnifications 11 Exiting PowerPoint 11 Creating a Presentation Planning a presentation 14 Creating a presentation 16 Inserting text using a text placeholder 17 Saving a presentation 18 Updating a presentation 20 Inserting a new slide 20 Inserting text in a bulleted list 21 Adding an item to a bulleted list 22 Creating a multi-level bulleted list 23 Inserting a new slide using another layout 24 Creating a presentation from a template 26 Using built-in templates 26 Using online templates 27 Working with Slides Adding and deleting text 34 Selecting text 35 Changing the slide layout 37 Manipulating the slides 38 Reordering slides 38 Deleting slides 39 Adding slides from a different presentation 39 Using themes 41 Applying a theme to a presentation 41 Modifying the current theme 43 Changing the theme colours 43 Changing the theme fonts 43 Changing the background style 44 Creating a customized theme 45 Creating a presentation from a customized template 46 Changing the background of a slide 47 Examining the Format Background pane 47 Resetting the background 50 Hiding the background graphic 50 Chapter 4 Working with Slide and Layout Masters What is the slide master? 54 Viewing the slide master 54 Modifying the slide master 56 Changing the theme 57 Modifying the theme colour, theme font and background 58 Applying text and paragraph formatting 59 Modifying a layout master 61 Creating a layout master 62 Renaming a layout master 64 Chapter 5 Inserting Pictures Inserting pictures 68
viii Office 2016 Simple and Easy Inserting a picture in a content placeholder 68 Inserting a picture using the Online Pictures and Pictures buttons 71 Using PowerPoint Designer 72 Selecting a picture 73 Resizing a picture 74 Cropping a picture 74 Resizing a picture using the mouse 76 Resizing a picture using the buttons of the Size group 77 Positioning a picture 78 Positioning a picture using the mouse 78 Positioning a picture precisely on a slide 78 Arranging pictures 80 Formatting a picture 82 Adjusting the colour 82 Adjusting the brightness, contrast, or sharpness of a picture 84 Applying a predefined style 85 Applying a shape to a picture 86 Applying a border 87 Applying a picture effect 88 Resetting a picture 88 Inserting a picture as a background graphic 89 Chapter 6 Adding Transitions and Animation Effects Using transition 94 Applying a transition effect 94 Viewing the transition effects 94 Applying an Effect Option 95 Automatically advancing the slides in a slide show 96 Adjusting the timing 97 What is animation? 98 Adding an animation effect 98 Viewing the list of animation effects 100 Changing the animation effects 101 Adding multiple animation effects 102 Changing the animation order 103 Applying various animation options 104 Modifying the start and duration of the animation effect 104 Adding options to text 105 Removing animation 106 Chapter 7 Preparing the Presentation for Delivery Introduction 110 Using sections 110 Creating a section 110 Renaming a section 111 Working with sections 112 Applying a theme to a section 114 Creating speaker notes 115 Entering speaker notes 115 Printing speaker notes 116 Creating handouts 117 Printing handouts in PowerPoint 117 Hiding and unhiding slides 119 Access Introduction to Databases and Access 2016 Using electronic databases 2 Understanding database concepts and terminology 2 Starting Access 2016 3 Exploring the Start screen 4 Opening a database 4 Exploring the Navigation Pane 6 Opening an object 8 Closing an object 8 Closing a database 10 Opening a recently-used database 11 Exiting Access 11 Verifying your macro security setting 12 Examining a table 13 Using the navigation buttons 13 Using the keyboard 14 Using the scroll bars 15 Examining a form 17 Examining a query 18 Examining a report 19
Table of Contents ix Entering Data Defining the table structure 22 Defining fields 22 Defining the primary key field 23 Entering data in a table 24 Changing the layout of a table 27 Resizing columns 27 Keeping fields in view 28 Entering data in AutoNumber and Hyperlink data type fields 29 Entering data in an Attachment data type field 31 Switching between Datasheet view and Design view 32 Using a form to enter data 33 Viewing data entered using a form 35 Previewing the data 36 Using the Print Preview tab 37 Hiding and displaying fields 39 Editing Data in a Table Editing table data 44 Replacing a field value 44 Editing a field value 45 Editing data in a Long Text field 48 Editing data in Hyperlink and Attachment data type fields 48 Undoing a modification 50 Deleting a record 51 Searching for information 52 Using the Find command 52 Sorting 54 Sorting on a single field 54 Clearing a sort 55 Sorting on multiple fields 55 Chapter 4 Creating Select Queries Using queries 60 Creating a Select query 60 Saving a query 62 Running a Select query 63 Moving and deleting columns 64 Saving a query under a different name 65 Sorting records using a query 66 Sorting on multiple fields 67 Using criteria to locate records 68 Using a specific value 68 Using wildcard characters 69 Preventing fields from being displayed 70 Using operators 71 Using criteria in multiple fields 75 Using fields from multiple tables 77 Viewing data in linked tables 80 Chapter 5 Creating a Report What is a report? 86 Creating a report using the Report button 86 Opening a report 88 Switching between Layout View and Report View 88 Previewing a report 89 Using the buttons of the Print Preview tab 91 Printing a report 92 Creating a report using the Report Wizard 93 Creating a report from multiple tables 96 Outlook Starting Outlook and Sending Emails What is Outlook? 2 Starting Outlook 2 Exploring the Outlook window 3 Exploring the panes of the Outlook window 3 Switching among Outlook views 4 Accessing the Notes and Journal views 6 What is email? 7 Viewing the email accounts in Outlook 7 Exploring the Mail view 8 Creating and sending an email message 9
x Office 2016 Simple and Easy Receiving and reading an email message 11 Replying to an email message 13 Forwarding an email message 15 Saving a draft of an email message 15 Deleting an email message 15 Retrieving a deleted message 16 Emptying the Deleted Items folder 16 Sending a message with an attachment 17 Receiving a message with an attachment 19 Previewing, opening, and saving an email attachment 19 Using Contacts What is a contact? 24 Creating contacts 24 Creating a contact from scratch 24 Adding a contact from the same company 27 Adding a contact from an incoming message 29 Viewing the contact list in different layouts 30 Modifying contact information 32 Modifying information using the People card 32 Modifying information using the contact window 33 Sending messages from the People view 34 Sending a message from the People card 34 Sending a message to several contacts 35 Accessing email addresses from the Mail view 36 Adding a photo to a contact 37 Using the Calendar Using the calendar 40 Exploring the Calendar view 40 Changing how the Calendar page is arranged 41 Using the Weather Bar 42 Navigating the calendar 43 What is an appointment? 45 Creating an appointment 45 Modifying an appointment 48 Creating a recurring appointment 49 Modifying or deleting a recurring appointment 51 Assigning a category to an appointment 52 Displaying the appointments grouped by category 54 Creating an event 55 Index