MS Office 2016-Tips and tricks Notes
TIPS & TRICKS
MS OFFICE
2016
MS Office 2016-Tips and tricks Notes
Contents
Word: Explore Word 2016 .................................................................................................................... 1
Explore the ribbon .............................................................................................................................. 1
Learn about the Tell Me box........................................................................................................... 2
Take a tour of Word 2016................................................................................................................ 2
Create a document in Word 2016 ................................................................................................ 3
Save a document ................................................................................................................................ 4
Save your document as a PDF ....................................................................................................... 5
Select a different file format ........................................................................................................... 5
Use Quick Parts and AutoText in Word ........................................................................................... 7
Add a Quick Part to a document .................................................................................................. 7
Change the Content of a Quick Part ............................................................................................ 7
Delete a Quick Part ............................................................................................................................ 8
Excel: Basic tasks in Excel 2016 ............................................................................................................ 9
Create a new workbook.................................................................................................................... 9
Use AutoSum to add your data ..................................................................................................... 9
Create a simple formula .................................................................................................................10
Apply a number format ..................................................................................................................10
Put your data in a table ..................................................................................................................11
Show totals for your numbers......................................................................................................14
Add meaning to your data ............................................................................................................14
Show your data in a chart ..............................................................................................................15
Powerpoint: Creating dazzling presentation in Powerpoint 2016..................................................16
Select a theme ...................................................................................................................................16
Select a Template .............................................................................................................................16
Adding multimedia elements to presentation .....................................................................................17
Add audio ............................................................................................................................................17
Add recorded audio .........................................................................................................................17
Add animation to an object ....................................................................................................................18
Change the speed of the animation effect ..............................................................................19
Change how the animation effect starts ..................................................................................19
Change the order of the animation effects on a slide ........................................................19
Remove an animation effect .........................................................................................................20
Apply multiple animation effects to a single object ............................................................20
MS Office 2016-Tips and tricks Notes
Word: Explore Word 2016
Explore the document gallery
The document gallery is where you can create a blank document or use a pre-designed
template. The gallery is available when you open Word, or you can get to it by choosing
File > New if you're working on an existing document.
Explore the ribbon
The ribbon options above are used in this Getting Started training course.
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MS Office 2016-Tips and tricks Notes
Learn about the Tell Me box
Tell Me is a new search tool available in Word, PowerPoint, and Excel 2016. It serves up
the commands you need when you type what you want to do. For example, type “font
settings” in the Tell me what you want to do box. Then, either choose one of the
suggestions that comes up, or choose Get Help on "font settings" to open the Help
viewer.
Take a tour of Word 2016
When Word opens, click Take a tour or type "Welcome to Word" in the Search for
online templates box. The Welcome to Word template opens.
This document lets you explore five areas:
• Use live layout and alignment guides
• Collaborate in Simple Markup View
• Insert Online Pictures and Video
• Enjoy the Read
• Edit PDF content in Word
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MS Office 2016-Tips and tricks Notes
Create a document in Word 2016
Word includes many professional-looking templates for you to choose from. To get
started, select one and save it as a document.
Create a blank document
1. Open Word.
Or if Word is already open, select File > New.
2. Select Blank document.
Create a document using a template
1. Select File > New to find a Word template
2. Enter a template type, such as business, resume, or invoice, in the Search for online
templates box. Look online if you don’t see a template that suits you.
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MS Office 2016-Tips and tricks Notes
3. Select a template thumbnail to see a larger preview. Use the arrows on either side of
the preview to scroll through related templates
4. Select Create when you find a template you like.
NOTE: If you frequently use a particular template, pin it so that it’s always there when
you start Word. Point to the template in the list of templates, and select the pin icon
that appears below the thumbnail in the list of templates.
Save a document
1. Select File > Save or Ctrl + S. This will go to Save As if this is the first time saving the
document.
2. Select the location where you want to save the file:
NOTE: Depending on the accounts already set up in Office, you might not see all of
these options.
o OneDrive - Organization: Save a business document that you might later want to
share with partners outside of your team or organization.
o Sites - Organization: Save a business document to a shared library.
o OneDrive - Personal: Save a personal document to the cloud or that you want to share
with friends or family members.
o This PC: Save a document to a folder on your computer.
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MS Office 2016-Tips and tricks Notes
o Add a Place: Add a new online location.
3. Enter a descriptive name for the file, and select Save.
Save your document as a PDF
1. Select File > Export.
2. Select Create PDF/XPS.
3. Select Publish.
Word creates the PDF and opens it.
Select a different file format
1. Select File > Export.
2. Select Change File Type, and select a file type.
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MS Office 2016-Tips and tricks Notes
3. Select Save As.
4. Browse to the folder where you want to save the file.
5. Enter a name for the file, and select Save.
NOTE: You might be warned that changing the file type may cause formatting,
pictures, and other objects in your document to be lost.
6. Select OK.
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MS Office 2016-Tips and tricks Notes
Use Quick Parts and AutoText in
Word
You can use the Quick Part Gallery to create, store, and reuse pieces of content, including
AutoText, document properties (such as title and author), and fields. These reusable blocks
of content are also called building blocks. AutoText is a common type of building block
that stores text and graphics. You can use the Building Blocks Organizer to find or edit
a building block.
To open the Quick Part Gallery, on the Insert tab, in the Text group, click Quick Parts.
Add a Quick Part to a document
1. Place your cursor where you want to insert a selection from the Quick Parts Gallery.
2. On the Insert tab, in the Text group, click Quick Parts, and then click the sentence,
phrase, or other saved selection you want to reuse.
Note: If you saved the item as AutoText, click Insert > Quick Parts > AutoText to find and
click the selection.
Change the Content of a Quick Part
You can change a Quick Part by replacing the building block. You insert the building block,
make the changes that you want, and then save the building block with the same name.
Important: To replace the original entry in the gallery, the name, category, and gallery
must be the same as the original.
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MS Office 2016-Tips and tricks Notes
1. Click where you want to insert the building block.
2. On the Insert tab, in the Text group, click Quick Parts, and then click Building
Blocks Organizer. If you know the name of the building block, click Name to sort
by name.
3. Click Insert.
Delete a Quick Part
1. Open a document that contains the Quick Part that you want to delete.
2. On the Insert tab, in the Text group, click Quick Parts, and then click Building
Blocks Organizer. If you know the name of the building block, click Name to sort
by name.
3. Select the entry, and then click Delete.
4. When asked whether you are sure you want to delete the building block entry,
click Yes.
The building block that you deleted is no longer available in galleries, although the
content might still appear in the document.
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MS Office 2016-Tips and tricks Notes
Excel: Basic tasks in Excel 2016
Excel is an incredibly powerful tool for getting meaning out of vast amounts of data.
But it also works really well for simple calculations and tracking almost any kind of
information. The key for unlocking all that potential is the grid of cells. Cells can contain
numbers, text, or formulas. You put data in your cells and group them in rows and
columns. That allows you to add up your data, sort and filter it, put it in tables, and
build great-looking charts. Let’s go through the basic steps to get you started.
Create a new workbook
Excel documents are called workbooks. Each workbook has sheets, typically called
spreadsheets. You can add as many sheets as you want to a workbook, or you can
create new workbooks to keep your data separate.
1. Click File, and then click New.
2. Under New, click the Blank workbook.
Enter your data
1. Click an empty cell.
For example, cell A1 on a new sheet. Cells are referenced by their location in the row
and column on the sheet, so cell A1 is in the first row of column A.
2. Type text or a number in the cell.
3. Press Enter or Tab to move to the next cell.
Use AutoSum to add your data
When you’ve entered numbers in your sheet, you might want to add them up. A fast
way to do that is by using AutoSum.
1. Select the cell to the right or below the numbers you want to add.
2. Click the Home tab, and then click AutoSum in the Editing group.
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MS Office 2016-Tips and tricks Notes
AutoSum adds up the numbers and shows the result in the cell you selected.
Create a simple formula
Adding numbers is just one of the things you can do, but Excel can do other math as
well. Try some simple formulas to add, subtract, multiply, or divide your numbers.
1. Pick a cell, and then type an equal sign (=).
That tells Excel that this cell will contain a formula.
2. Type a combination of numbers and calculation operators, like the plus sign (+) for
addition, the minus sign (-) for subtraction, the asterisk (*) for multiplication, or the
forward slash (/) for division.
For example, enter =2+4, =4-2, =2*4, or =4/2.
3. Press Enter.
This runs the calculation.
You can also press Ctrl+Enter if you want the cursor to stay on the active cell.
Apply a number format
To distinguish between different types of numbers, add a format, like currency,
percentages, or dates.
1. Select the cells that have numbers you want to format.
2. Click the Home tab, and then click the arrow in the General box.
3. Pick a number format.
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MS Office 2016-Tips and tricks Notes
If you don’t see the number format you’re looking for, click More Number Formats.
Put your data in a table
A simple way to access Excel’s power is to put your data in a table. That lets you quickly
filter or sort your data.
1. Select your data by clicking the first cell and dragging to the last cell in your data.
To use the keyboard, hold down Shift while you press the arrow keys to select your
data.
2. Click the Quick Analysis button in the bottom-right corner of the selection.
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MS Office 2016-Tips and tricks Notes
3. Click Tables, move your cursor to the Table button to preview your data, and then
click the Table button.
4. Click the arrow in the table header of a column.
5. To filter the data, clear the Select All check box, and then select the data you want to
show in your table.
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MS Office 2016-Tips and tricks Notes
6. To sort the data, click Sort A to Z or Sort Z to A.
7. Click OK.
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MS Office 2016-Tips and tricks Notes
Show totals for your numbers
Quick Analysis tools let you total your numbers quickly. Whether it’s a sum, average,
or count you want, Excel shows the calculation results right below or next to your
numbers.
1. Select the cells that contain numbers you want to add or count.
2. Click the Quick Analysis button in the bottom-right corner of the selection.
3. Click Totals, move your cursor across the buttons to see the calculation results for your
data, and then click the button to apply the totals.
Add meaning to your data
Conditional formatting or sparklines can highlight your most important data or show
data trends. Use the Quick Analysis tool for a Live Preview to try it out.
1. Select the data you want to examine more closely.
2. Click the Quick Analysis button in the bottom-right corner of the selection.
3. Explore the options on the Formatting and Sparklines tabs to see how they affect
your data.
For example, pick a color scale in the Formatting gallery to differentiate high, medium,
and low temperatures.
4. When you like what you see, click that option.
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MS Office 2016-Tips and tricks Notes
Show your data in a chart
The Quick Analysis tool recommends the right chart for your data and gives you a
visual presentation in just a few clicks.
1. Select the cells that contain the data you want to show in a chart.
2. Click the Quick Analysis button in the bottom-right corner of the selection.
3. Click the Charts tab, move across the recommended charts to see which one looks
best for your data, and then click the one that you want.
NOTE: Excel shows different charts in this gallery, depending on what’s
recommended for your data.
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MS Office 2016-Tips and tricks Notes
Powerpoint: Creating dazzling presentation
in Powerpoint 2016
Get off to a fast start by using PowerPoint themes, that provide ready-made designs
with built-in graphics, borders, fonts, and content placeholders. You can also download
templates with content, such as awards and certificates.
Select a theme
Themes are ready-made presentation designs with pre-built colors, fonts, and layouts.
1. Open PowerPoint. Or, if PowerPoint is already open, select File > New.
2. Select one of the Themes.
3. Select a color variant.
4. Browse through More images if you like.
5. Select Create.
6. Select a placeholder to start typing.
The fonts and colors depend on the theme.
7. On the Home tab, select the New Slide drop-down to view other layouts in this theme.
Select a Template
A template gives you a slide that's pre-made with a design theme and content built
right in.
1. Open PowerPoint. Or, if PowerPoint is already open, select File > New.
2. Select Search for online templates and themes and type in a keyword, and select the
magnifying glass.
TIP: You can also select one of the Suggested searches just below the search box.
3. Select a template, and select Create.
Or, double-click the template.
4. Select inside the placeholder text to add or change what you'd like.
5. Select File > Save As, select where you want to save it, type a name, and select Save.
Now whenever you need it, you can open and make changes to use it again.
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MS Office 2016-Tips and tricks Notes
Adding multimedia elements to
presentation
Add or record audio, such as music, narration, or sound bites, to your PowerPoint
presentation.
Add audio
1. Select Insert > Audio.
2. Select how you’d like to add audio:
o Audio on My PC – Insert an audio file already on your PC. o Record Audio –
Record audio from a microphone attached to your computer.
Add recorded audio
1. Select Record Audio.
2. Type in a name for your audio file, select Record, and then speak.
3. To review your recording, select Stop and then select Play.
4. Select Record to re-record your clip, or select OK if you’re satisfied.
5. To move your clip, select and drag the audio icon to where you want it on the slide.
NOTE: If you’re using more than one audio file per slide, it’s advisable to put the
audio icon in the same spot on a slide to find it easily.
6. Select Play.
Adjust recorded audio
1. Select the Audio Tools Playback tab, and then select which options you'd like to use:
o To trim the audio, select Trim and then use the red and green sliders to trim the
audio file accordingly.
o To fade in or fade out audio, change the number in the Fade Duration boxes. o To
adjust volume, select Volume and select the setting you prefer. o To choose how the
audio file starts, select the dropdown arrow and select an option:
On Click – Plays the audio file automatically with a click.
Automatically – Plays automatically once you advance to the slide that the audio file
is on.
o To choose how the audio plays in your presentation, select an option:
Play Across Slides – Plays one audio file across all slides.
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MS Office 2016-Tips and tricks Notes
Loop until Stopped – Plays an audio file on loop until it’s stopped manually by clicking
the Play/Pause button.
o To have the audio play continuously across all slides in the background, select Play in
Background.
Delete audio
To delete audio, select the audio icon on the slide and press Delete.
Add animation to an object
1. Select the object that you want to animate.
An "object" in this context is any thing on a slide, such as a picture, a chart, or a text
box. Sizing handles appear around an object when you select it on the slide. (For
animation purposes, a paragraph within a text box is also an object, but it won't have
sizing handles when you select it; instead the entire text box has sizing handles.)
2. On the Animations tab of the ribbon, in the
Animation group, click the More button, and then select the animation effect
that you want.
o If you do not see the entrance, exit, emphasis, or motion path animation affect that
you want, click More Entrance Effects, More Emphasis Effects, More Exit Effects, or
More Motion Paths.
o Some entrance and exit effects (such as Flip, Drop, and Whip) and some emphasis
effects (such as Brush Color and Wave) are available only for objects that contain text.
If you want to apply an animation effect that isn't available for this reason, try adding
a space inside your object.
o After you have applied an animation to an object or text, the animated items are
labeled on the slide with a non-printing numbered tag, displayed near the text or
object. The tag appears only in Normal view when the Animations tab is selected or
the Animation task pane is visible.
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MS Office 2016-Tips and tricks Notes
Change the speed of the animation effect
The speed of the effect is determined by the Duration setting.
1. On the slide, select the animation effect that you want to change.
2. On the Animations tab, under Timing options, in the Duration box, enter the number
seconds that you want the animation effect to last.
(Maximum: 59 seconds. Minimum: .01 seconds. You can type a duration or use the up
or down arrows to select a standard incremental value.)
Change how the animation effect starts
1. On the slide, select the animation effect that you want to change.
2. On the Animations tab, under Timing options, open the Start list, and choose one of
the three options described below:
To start the animation effect Select
When you click the slide On Click
At the same time as the previous animation effect in the list. (One click With
starts two or more animation effects at the same time.) Previous
Immediately after the previous animation effect in the list finishes After
playing. (No additional click is required to make this animation effect Previous
start.)
3.
Set the time between animation effects
The Delay option determines how much time elapses before a specific animation effect
begins—either after you click or after a prior animation effect concludes.
Change the order of the animation effects on a slide
To reorder a set of animations on a slide:
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MS Office 2016-Tips and tricks Notes
1. Open the Animation pane: On the Animations tab, in the Advanced Animation
group, select Animation Pane.
2. In the Animation pane, select the animation effect that you want to reorder.
3. On the Animations tab of the ribbon, in the Timing group, under Reorder Animation
select one of these options:
o Select Move Earlier to move the effect up one place in the animation order.
o Select Move Later to move the effect down one place in the animation order.
You can select an option multiple times, if necessary, to move your selected effect to
the appropriate place in the animation order.
Remove an animation effect
When you animate an object (such as a bullet point or a picture), a small numeral
appears just to the left of that object. This numeral indicates the presence of an
animation effect and its place in the sequence of animations on the current slide.
To remove an animation
1. Select the numeral of the animation that you want to remove.
2. Press the Delete key on your keyboard.
Apply multiple animation effects to a single object
1. Select the text or object that you want to add multiple animations.
2. On the Animations tab, in the Advanced Animation group, click Add Animation.
View a list of animations currently on the slide
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MS Office 2016-Tips and tricks Notes
You can view the list of all the animations on the slide in the Animation Pane. The
Animation Pane shows important information about an animation effect, such as the
type of effect, the order of multiple effects in relation to one another, the name of the
object affected, and the duration of the effect.
To open the Animation task pane, on the Animations tab, in the Advanced Animation
group, click Animation Pane.
1. In the task pane, numbers indicate the order in which the animation effects play. The
numbers in the task pane correspond to the non-printing numbered tags that are
displayed on the slide.
2. Timelines represent the duration of the effects.
3. Icons represent the type of animation effect. In this example, it is an Exit effect.
4. Select an item in the list to see the menu icon (down arrow), and then click the icon
to reveal the menu.
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