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 contents

office Share a File

Program Options
O1-31
O1-32
INTRO CHAPTER: WINDOWS 10, Intro. 6—Using the Ribbon, Tabs, and Quick Access
OFFICE 2016, AND FILE MANAGEMENT O1-1 Toolbar O1-33
The Ribbon, Tabs, and Groups O1-33
Chapter Overview O1-1 Ribbon Display Options O1-33
Student Learning Outcomes (SlOs) O1-1 Buttons, Drop-Down Lists, and Galleries O1-33
Dialog Boxes, Task Panes, and Launchers O1-34
Case Study O1-1 ScreenTips O1-35
Intro. 1—Using Windows 10 O1-2 Radio Buttons, Check Boxes, and Text Boxes O1-35
Windows 10 O1-2 Quick Access Toolbar O1-35
Microsoft Account O1-2 Customize the Quick Access Toolbar O1-36
Windows Desktop and Taskbar O1-3 Intro. 7—Using Context Menus, the Mini Toolbars,
Start Menu O1-3 and Keyboard Shortcuts O1-37
Add Apps O1-4 Context Menu O1-37
Customize the Start Menu O1-4 Mini Toolbar O1-37
Customize the Taskbar O1-5 Keyboard Shortcuts O1-37
File Explorer O1-6 Function Keys on a Laptop O1-38
OneDrive O1-7
Cortana O1-8 Pause & Practice: Intro-2 O1-38
Task View O1-9 Intro. 8—Organizing and Customizing Folders
Settings O1-9 and Files O1-42
Action Center O1-10 Create a Folder O1-42
Intro. 2—Using Office 2016 O1-10 Move and Copy Files and Folders O1-42
Office 2016 and Office 365 O1-10 Rename Files and Folders O1-43
Office Desktop Apps, Office Universal Apps, Delete Files and Folders O1-43
and Office Online O1-11 Create a Zipped (Compressed) Folder O1-44
Open an Office Desktop Application O1-12 Extract a Zipped (Compressed) Folder O1-45
Office Start Page O1-13 Pause & Practice: Intro-3 O1-46
Backstage View O1-14 Chapter Summary O1-48
Office Help—Tell Me O1-14
Check for Understanding O1-50
Mouse and Pointers O1-15
Touch Mode and Touch Screen Gestures O1-15 Using Microsoft Windows 10 and Office 2016 O1-51
Guided Project Intro-1 O1-51
Intro. 3—Creating, Saving, Closing, and
Guided Project Intro-2 O1-54
Opening Files O1-17
Independent Project Intro-3 O1-56
Create a New File O1-17
Independent Project Intro-4 O1-57
Save a File O1-18
Challenge Project Intro-5 O1-59
Create a New Folder When Saving a File O1-19
Challenge Project Intro-6 O1-59
Save As a Different File Name O1-20
Office 2016 File Types O1-20
Close a File O1-20 word
Open an Existing File O1-21
Pause & Practice: Intro-1 O1-22 CHAPTER 1: CREATING AND EDITING
Intro. 4—Working with Files O1-25
DOCUMENTS W1-2
File Views O1-25 Chapter Overview W1-2
Change Display Size O1-26
Manage Multiple Open Files and Windows O1-26 Student Learning Outcomes (SLOs) W1-2
Snap Assist O1-27 Case Study W1-2
Intro. 5—Printing, Sharing, and Customizing Files O1-28 1.1—Creating, Saving, and Opening Documents W1-3
Print a File O1-29 Create a New Document W1-3
Export as a PDF File O1-29 Save a Document W1-4
Document Properties O1-30 Save As a Different File Name W1-5

Contents vii
 Open a Document W1-6 Chapter Summary W1-42
Pin a Frequently Used Document W1-6 Check for Understanding W1-43
Share and Export Options W1-7
Using Microsoft Word 2016 W1-44
1.2—Entering and Selecting Text W1-7 Guided Project 1-1 W1-44
Type Text and Use Word Wrap W1-7 Guided Project 1-2 W1-48
Show/Hide Formatting Symbols W1-7 Guided Project 1-3 W1-51
Select Text W1-8 Independent Project 1-4 W1-55
AutoComplete W1-9 Independent Project 1-5 W1-57
AutoCorrect and AutoFormat W1-9 Independent Project 1-6 W1-59
AutoCorrect Smart Tag W1-9 Improve It Project 1-7 W1-61
Add Custom AutoCorrect Entry W1-10 Challenge Project 1-8 W1-63
1.3—Using Paragraph Breaks, Line Breaks, Challenge Project 1-9 W1-63
and Non-Breaking Spaces W1-10 Challenge Project 1-10 W1-64
Paragraph Breaks W1-10
Line Breaks W1-11
Spaces and Non-Breaking Spaces W1-11 CHAPTER 2: FORMATTING
Pause & Practice: Word 1-1 W1-12 AND CUSTOMIZING DOCUMENTS W2-65
1.4—Moving and Copying Text W1-15 Chapter Overview W2-65
Move Text W1-15 Student Learning Outcomes (SLOs) W2-65
Copy Text W1-15
Paste Text and Paste Options W1-16 Case Study W2-65
Clipboard Pane W1-17 2.1—Customizing Margins and Page Layout W2-66
Undo Change W1-17 Page Layout Settings W2-66
Redo and Repeat Change W1-18 Margin Settings W2-66
1.5—Changing Fonts, Font Sizes, and Attributes W1-18 Page Setup Dialog Box W2-67
Font and Font Size W1-18 Page Orientation W2-67
Bold, Italic, and Underline Font Styles W1-19 Paper Size W2-68
Other Font Style Buttons W1-20 Vertical Alignment W2-68
Change Case W1-20 Use the Ruler W2-69
Font Dialog Box W1-21 2.2—Setting, Using, and Editing Tab Stops W2-69
»» Font Color W1-21 Set a Tab Stop W2-70
»» Underline Style and Color W1-22 »» Set a Tab Stop Using the Tabs Dialog Box W2-70
»» Font Effects W1-22 »» Set a Tab Stop Using the Ruler W2-71
»» Character Spacing W1-23 Move a Tab Stop W2-71
Text Effects W1-23 Remove a Tab Stop W2-72
Format Painter W1-24 Add a Tab Leader W2-72
Clear All Formatting W1-25 Change Default Tab Stops W2-73
Change Default Font and Font Size W1-25 2.3—Using Indents W2-74
Pause & Practice: Word 1-2 W1-26 Left and Right Indents W2-74
1.6—Changing Text Alignment, Line Spacing, First Line and Hanging Indents W2-75
and Paragraph Spacing W1-28 Remove Indents W2-76
Default Settings W1-29 Pause & Practice: Word 2-1 W2-77
Paragraph Alignment W1-29 2.4—Inserting Page Numbers, Headers, and Footers W2-79
Line Spacing W1-29 Page Numbering W2-79
Paragraph Spacing W1-30 »» Insert Page Number W2-79
Paragraph Dialog Box W1-31 »» Edit Page Number in the Header or Footer W2-79
Change Default Line and Paragraph Spacing W1-32 »» Different First Page W2-80
1.7—Using Smart Lookup and Proofreading Tools W1-32 »» Page Number Format W2-80
Smart Lookup and the Smart Lookup Pane W1-32 »» Remove Page Number W2-81
Automatic Spelling and Grammar Notifications W1-33 Insert Header and Footer Content W2-81
Spelling and Grammar Panes W1-34 »» Number of Pages Field W2-82
Customize the Dictionary W1-34 »» Date and Time W2-82
The Thesaurus W1-35 »» Document Properties W2-83
Word Count W1-36 Built-In Headers, Footers, and Page Numbers W2-84
1.8—Customizing Document Properties W1-36 Pause & Practice: Word 2-2 W2-84
Document Properties W1-37
2.5—Using Page and Section Breaks W2-86
Advanced Properties W1-37
Page Breaks W2-87
Print Document Properties W1-38
Section Breaks W2-87
Pause & Practice: Word 1-3 W1-38 Edit Page and Section Breaks W2-88

viii Contents
2.6—Using Bulleted, Numbered, and Multilevel Lists W2-88 Pause & Practice: Word 3-1 W3-142
Create a Bulleted List W2-88 3.3—Using Footnotes and Endnotes W3-144
Customize a Bulleted List W2-89 Insert a Footnote W3-144
Create a Numbered List W2-90 Insert an Endnote W3-145
Customize a Numbered List W2-90 View Footnotes and Endnotes W3-145
Multilevel Lists W2-91 Customize Footnotes and Endnotes W3-146
2.7—Using Styles and Themes W2-92 »» Modify Footnote and Endnote Format W3-147
Style Gallery W2-92 »» Modify Footnote and Endnote Styles W3-147
Apply a Built-In Style W2-93 Convert Footnotes and Endnotes W3-147
Modify a Style W2-93 Move Footnotes and Endnotes W3-149
Apply a Theme W2-94 Delete Footnotes and Endnotes W3-149
Pause & Practice: Word 2-3 W2-95 3.4—Creating a Bibliography and
Inserting Citations W3-149
2.8—Using Find and Replace W2-97
Report Styles W3-150
Find W2-97
Bibliography Styles W3-150
Find and Replace W2-98
Add a New Source W3-151
Go To W2-99
Insert a Citation W3-152
2.9—Using Borders, Shading, and Hyperlinks W2-100 Insert a Placeholder W3-153
Apply Built-In Borders W2-100 Manage Sources W3-153
Customize Borders W2-100 Edit Citations and Sources W3-155
Apply Shading W2-101 Insert a Bibliography W3-155
Apply a Page Border W2-102
Pause & Practice: Word 3-2 W3-156
Insert a Horizontal Line W2-103
3.5—Inserting a Table of Contents W3-161
Create a Hyperlink W2-104
Use Heading Styles for a Table of Contents W3-161
Edit or Remove a Hyperlink W2-105
Insert a Built-In Table of Contents W3-162
Pause & Practice: Word 2-4 W2-106 Insert a Custom Table of Contents W3-162
Chapter Summary W2-109 Modify a Table of Contents W3-163
Check for Understanding W2-110 Update a Table of Contents W3-163
Remove a Table of Contents W3-164
Using Microsoft Word 2016 W2-111
Guided Project 2-1 W2-111 3.6—Inserting a Cover Page W3-164
Guided Project 2-2 W2-115 Insert a Built-In Cover Page W3-164
Guided Project 2-3 W2-118 Customize Cover Page Content W3-164
Independent Project 2-4 W2-122 »» Customize Document Property Content W3-165
Independent Project 2-5 W2-125 »» Add or Remove Document Property Fields W3-165
Independent Project 2-6 W2-127 »» Customize Content Control Fields W3-166
Improve It Project 2-7 W2-129 Remove a Cover Page W3-166
Challenge Project 2-8 W2-130 3.7—Using Advanced Headers and Footers W3-167
Challenge Project 2-9 W2-131 Page and Section Breaks W3-167
Challenge Project 2-10 W2-132 Built-In Headers, Footers, and Page Numbers W3-168
Customize Header and Footer Content W3-168
CHAPTER 3: COLLABORATING WITH Different First Page Header and Footer W3-169
OTHERS AND WORKING WITH REPORTS W3-133 Different Odd and Even Pages W3-170
Link to Previous Header or Footer W3-170
Chapter Overview W3-133 Format Page Numbers W3-171
Student Learning Outcomes (SLOs) W3-133 Navigate between Headers and Footers W3-172
Case Study W3-133 Remove a Header or Footer W3-172
3.1—Using Comments W3-134 Pause & Practice: Word 3-3 W3-172
Insert a Comment W3-134 Chapter Summary W3-178
Change User Name W3-135 Check for Understanding W3-179
Review Comments W3-135 Using Microsoft Word 2016 W3-180
Reply to a Comment W3-136 Guided Project 3-1 W3-180
Mark Comment Done W3-136 Guided Project 3-2 W3-185
Edit and Delete Comments W3-136 Guided Project 3-3 W3-190
3.2—Using Track Changes and Sharing W3-137 Independent Project 3-4 W3-195
Track Changes W3-137 Independent Project 3-5 W3-198
Display for Review Views W3-138 Independent Project 3-6 W3-201
Accept and Reject Changes W3-138 Improve It Project 3-7 W3-204
Reviewing Pane W3-140 Challenge Project 3-8 W3-207
Share an Online File W3-140 Challenge Project 3-9 W3-207
Create a Sharing Link W3-141 Challenge Project 3-10 W3-208

Contents ix
CHAPTER 4: USING TABLES, Using Microsoft Word 2016 W4-248
COLUMNS, AND GRAPHICS W4-209 Guided Project 4-1 W4-248
Guided Project 4-2 W4-250
Chapter Overview W4-209 Guided Project 4-3 W4-254
Student Learning Outcomes (SLOs) W4-209 Independent Project 4-4 W4-257
Independent Project 4-5 W4-260
Case Study W4-209 Independent Project 4-6 W4-262
4.1—Creating and Editing Tables W4-210 Improve It Project 4-7 W4-264
Tables W4-210 Challenge Project 4-8 W4-266
Navigate within a Table W4-211 Challenge Project 4-9 W4-267
Table Tools Layout Tab W4-211 Challenge Project 4-10 W4-268
Select Table and Text W4-211
Add Rows and Columns W4-212
Merge and Split Cells
Copy or Move Columns and Rows
W4-213
W4-213
excel
Delete Columns and Rows W4-214 CHAPTER 1: CREATING AND EDITING
Delete a Table W4-214 WORKBOOKS E1-2
4.2—Arranging Text in Tables W4-214
Resize Columns and Rows W4-214 Chapter Overview E1-2
AutoFit a Table W4-215 Student Learning Outcomes (SLOs) E1-2
Distribute Rows and Columns W4-215
Case Study E1-2
Text Alignment W4-216
Cell Margins W4-216 1.1—Creating, Saving, and Opening a Workbook E1-3
Table Properties Dialog Box W4-217 Create a New Workbook E1-3
Sort Data in Tables W4-217 Save and Close a Workbook E1-4
Open a Workbook E1-4
Pause & Practice: Word 4-1 W4-218
Save a Workbook with a Different File Name E1-5
4.3—Formatting and Editing Tables W4-220 Workbook File Formats E1-5
Table Tools Design Tab W4-220 1.2—Entering and Editing Data E1-6
Table Borders W4-221 Enter Labels and Values E1-7
View Gridlines W4-222 Edit Cell Contents E1-8
Table Shading W4-222 Replace or Clear Cell Contents E1-8
Table Styles W4-222 Align and Indent Cell Contents E1-9
Table Style Options W4-223 Select Cells E1-10
Insert a Formula in a Table W4-223 The Fill Handle E1-11
Convert Text to a Table W4-224 AutoComplete E1-12
Pause & Practice: Word 4-2 W4-225 Cut, Copy, and Paste Cell Contents E1-13
4.4—Using Columns W4-227 »» Move or Cut Cell Contents E1-13
Preset Column Settings W4-227 »» The Office Clipboard E1-14
Customize Columns W4-228 »» Copy Cell Contents E1-15
Convert Text to Columns W4-228 »» Paste Options E1-16
Insert a Column Break W4-229 Pause & Practice: Excel 1-1 E1-17
Balance Columns W4-229 1.3—Using the SUM Function E1-19
Pause & Practice: Word 4-3 W4-230 Function Syntax E1-19
4.5—Working with Graphics W4-231 Copy the SUM Function E1-20
Pictures and Online Pictures W4-231 Edit the Function Argument E1-21
Arrange a Graphic in a Document W4-233 1.4—Formatting a Worksheet E1-21
»» Resize a Graphic W4-234 Font Face, Size, Style, and Color E1-22
»» Wrap Text around a Graphic W4-234 The Format Painter E1-23
»» Position a Graphic W4-236 Number Formats E1-23
»» Insert a Caption W4-236 Borders and Fill E1-24
»» Group Graphic Objects W4-237 Cell Styles E1-26
Insert and Customize a Shape W4-238 Workbook Themes E1-26
Insert and Customize SmartArt W4-239 Pause & Practice: Excel 1-2 E1-28
Insert and Customize WordArt W4-240 1.5—Modifying Columns and Rows E1-31
Enhance Graphics with Styles W4-241 Adjust Column Width and Row Height E1-31
Insert Symbols and Special Characters W4-241 AutoFit Columns and Rows E1-32
Pause & Practice: Word 4-4 W4-242 Wrap Text, Merge Cells, and Center
Across Selection E1-33
Chapter Summary W4-246 Insert and Delete Columns and Rows E1-34
Check for Understanding W4-247 Hide and Unhide Columns and Rows E1-36

x Contents
1.6—Modifying Worksheets E1-37 Reference E2-94
Insert and Delete Worksheets E1-37 Build and Copy a Formula with a Mixed Reference E2-95
Rename Worksheets and Change Tab Color E1-38 Create a Formula with a 3D Reference E2-96
Move and Copy Worksheets E1-39 Range Names and Formula AutoComplete E2-96
Pause & Practice: Excel 1-3 E1-40 2.4—Using Formula Auditing Tools E2-99
1.7—Modifying the Appearance of the Workbook E1-42 »» The Formula Auditing Group E2-100
Workbook Views E1-42 »» Trace Precedents and Dependents E2-100
Zoom Options E1-43 »» The Formula Correction Message Window E2-101
Freeze Panes E1-44 »» Circular Reference E2-101
Split a Worksheet into Panes E1-44 Pause & Practice: Excel 2-1 E2-102
Hide or Unhide Worksheets E1-45 2.5—Working with Statistical and Date
Switch Windows Command E1-46 & Time Functions E2-106
View Multiple Worksheets E1-46 AVERAGE Function E2-107
1.8—Finalizing a Workbook E1-47 COUNT Functions E2-108
Check Spelling E1-47 MAX and MIN Functions E2-109
Document Properties E1-48 AutoCalculate E2-110
The Properties Dialog Box E1-49 TODAY and NOW Functions E2-111
The Page Setup Dialog Box E1-49 Pause & Practice: Excel 2-2 E2-112
Margins, Page Orientation, and Paper Size E1-50
Headers and Footers E1-51 2.6—Working with Financial, Logical,
Page Breaks E1-54 and Lookup Functions E2-114
»» Preview and Move a Page Break E1-54 The Function Arguments Dialog Box E2-114
»» Remove a Manual Page Break E1-55 PMT Function E2-115
Customize Print Settings E1-55 IF Function E2-116
»» Scale to Fit E1-56 Lookup Functions E2-119
»» Print Area E1-57 2.7—Using Math & Trig Functions E2-122
»» Print a Worksheet or Workbook E1-58 ROUND Function E2-122
Pause & Practice: Excel 1-4 E1-59 SUMIF Function E2-123
SUMPRODUCT Function E2-125
Chapter Summary E1-62
Pause & Practice: Excel 2-3 E2-126
Check for Understanding E1-64
Chapter Summary E2-131
Using Microsoft Excel 2016 E1-65
Guided Project 1-1 E1-65 Check for Understanding E2-132
Guided Project 1-2 E1-69 Using Microsoft Excel 2016 E2-133
Guided Project 1-3 E1-73 Guided Project 2-1 E2-133
Independent Project 1-4 E1-78 Guided Project 2-2 E2-140
Independent Project 1-5 E1-80 Guided Project 2-3 E2-145
Independent Project 1-6 E1-82 Independent Project 2-4 E2-150
Improve It Project 1-7 E1-84 Independent Project 2-5 E2-152
Challenge Project 1-8 E1-86 Independent Project 2-6 E2-155
Challenge Project 1-9 E1-86 Improve It Project 2-7 E2-157
Challenge Project 1-10 E1-87 Challenge Project 2-8 E2-160
Challenge Project 2-9 E2-160
Challenge Project 2-10 E2-161
CHAPTER 2: WORKING WITH
FORMULAS AND FUNCTIONS E2-88
CHAPTER 3: CREATING AND
Chapter Overview E2-88 EDITING CHARTS E3-162
Student Learning Outcomes (SLOs) E2-88
Chapter Overview E3-162
Case Study E2-88
Student Learning Outcomes (SLOs) E3-162
2.1—Building and Editing a Formula E2-89
Type a Formula E2-89 Case Study E3-162
Point and Click to Build a Formula E2-90 3.1—Creating a Chart Object and a Chart Sheet E3-163
Edit a Formula E2-90 Create a Chart Object E3-163
2.2—Setting Mathematical Order of Operations E2-91 Excel Chart Types E3-164
Multiple Operators in a Formula E2-92 Size and Position a Chart Object E3-165
Create a Chart Sheet E3-166
2.3—Using Absolute, Mixed, Relative,
and 3D References E2-93 3.2—Using Quick Layouts and Chart Styles E3-167
Copy a Formula with a Relative Reference E2-94 Apply a Quick Layout E3-167
Build and Copy a Formula with an Absolute Apply a Chart Style E3-168

Contents xi
 Change Chart Colors E3-169 4.1—Creating and Formatting an Excel Table E4-222
Print a Chart E3-169 Create an Excel Table E4-222
Pause & Practice: Excel 3-1 E3-170 Table Styles and Options E4-223
The Table Tools and Properties Groups E4-224
3.3—Editing Chart Elements and Data E3-172 Structured References and Table Formulas E4-227
Add and Remove Chart Elements E3-173
»» Chart and Axes Titles E3-173 4.2—Applying Conditional Formatting E4-228
»» Data Labels E3-175 Highlight Cells Rules E4-228
»» Data Table E3-175 Top/Bottom Rules E4-229
»» Trendlines E3-176 Use a Formula for a Rule E4-229
Switch Row and Column Data E3-177 Data Bars, Color Scales, and Icon Sets E4-230
Change the Chart Type E3-177 Manage Conditional Formatting Rules E4-231
Filter Source Data E3-178 Pause & Practice: Excel 4-1 E4-232
Edit Source Data E3-178 4.3—Sorting Data E4-234
3.4—Formatting Chart Elements E3-179 Sort Options E4-235
Apply a Shape Style E3-179 »» Sort Data by One Column E4-235
Apply Shape Fill, Outline, and Effects E3-180 »» Sort Data by Multiple Columns E4-236
The Format Task Pane E3-182 »» Sort Data by Cell Attribute E4-237
3.5—Using Pictures, Shapes, and Sort Data in an Excel Table E4-238
WordArt in a Chart E3-183 4.4—Filtering Data E4-238
Use a Picture as Shape Fill E3-183 AutoFilters E4-238
Insert Shapes E3-184 Custom AutoFilter E4-239
Use WordArt in a Chart E3-185 Advanced Filter E4-240
Pause & Practice: Excel 3-2 E3-186 4.5—Using Subtotals, Groups, and Outlines E4-242
3.6—Building Pie and Combination Charts E3-188 The Subtotal Command E4-242
Create a 3-D Pie Chart E3-188 Outline Buttons E4-244
Pie Chart Elements and Options E3-189 Create an Auto Outline E4-244
Create a Combination Chart E3-190 Define Groups E4-245
Combination Chart Elements and Options E3-191 Pause & Practice: Excel 4-2 E4-246
3.7—Creating Sunburst and 4.6—Importing Data E4-248
Waterfall Charts E3-191 Text Files E4-248
Create a Sunburst Chart E3-192 Word Documents E4-249
Create a Waterfall Chart E3-193 Access Database Files E4-250
3.8—Inserting and Formatting Sparklines E3-194 Web Site Data E4-251
Insert Sparklines E3-195 Workbook Connections E4-252
Sparkline Design Tools E3-195 Flash Fill E4-253
Clear Sparklines E3-196 4.7—Exporting Data E4-254
Export Data as a Text File E4-254
Pause & Practice: Excel 3-3 E3-196
Export Data via the Clipboard E4-255
Chapter Summary E3-200 SharePoint Lists E4-256
Check for Understanding E3-201 Pause & Practice: Excel 4-3 E4-256
Using Microsoft Excel 2016 E3-202 4.8—Building and Formatting PivotTables E4-258
Guided Project 3-1 E3-202 Create a PivotTable E4-259
Guided Project 3-2 E3-206 The PivotTable Fields Pane E4-259
Guided Project 3-3 E3-209 Field Settings E4-260
Independent Project 3-4 E3-213 Format a PivotTable E4-262
Independent Project 3-5 E3-214 Refresh a PivotTable E4-263
Independent Project 3-6 E3-215 Create a PivotChart E4-263
Improve It Project 3-7 E3-217 Pause & Practice: Excel 4-4 E4-264
Challenge Project 3-8 E3-219
Challenge Project 3-9 E3-219 Chapter Summary E4-267
Challenge Project 3-10 E3-220 Check for Understanding E4-268
Using Microsoft Excel 2016 E4-269
Guided Project 4-1 E4-269
CHAPTER 4: FORMATTING, Guided Project 4-2 E4-273
ORGANIZING, AND GETTING DATA E4-221 Guided Project 4-3 E4-278
Chapter Overview E4-221 Independent Project 4-4 E4-282
Independent Project 4-5 E4-285
Student Learning Outcomes (SLOs) E4-221 Independent Project 4-6 E4-287
Case Study E4-221 Improve It Project 4-7 E4-289

xii Contents
 Challenge Project 4-8 E4-291 1.6—Using Search, Sort, and Filter Tools
Challenge Project 4-9 E4-291 to Find Records in a Table A1-41
Challenge Project 4-10 E4-292 Search Data in a Table A1-41
Sort Data in a Table with Datasheet View A1-43
Word and Excel Capstone Projects »» Sort Data on a Single Field A1-43
See Resources in SIMnet  »» Sort Data on Multiple Fields A1-44
»» Remove Sorting Criteria A1-45
Filter Data in a Table with Datasheet View A1-45
access »» Create a Filter by Selection A1-45
»» Create a Text Filter, Number Filter or Date Filter A1-46
CHAPTER 1: CREATING A DATABASE »» Create Compound Filter Criteria A1-46
AND TABLES A1-2 »» Remove Filter Criteria A1-48

Chapter Overview A1-2 Pause & Practice: Access 1-4 A1-48

Student Learning Outcomes (SLOs) A1-2 Chapter Summary A1-51
Case Study A1-2 Check for Understanding A1-52
1.1—Understanding Database Concepts A1-3 Using Microsoft Access 2016 A1-53
Organize Data A1-3 Guided Project 1-1 A1-53
The Access Interface A1-4 Guided Project 1-2 A1-57
»» Examine Access Objects A1-4 Guided Project 1-3 A1-62
»» Use the Navigation Pane A1-5 Independent Project 1-4 A1-67
»» Use Datasheet and Design View of a Table A1-6 Independent Project 1-5 A1-69
Independent Project 1-6 A1-71
Pause & Practice: Access 1-1 A1-7
Improve It Project 1-7 A1-74
1.2—Creating and Managing a Database A1-11 Challenge Project 1-8 A1-76
Templates A1-11 Challenge Project 1-9 A1-77
Database Properties A1-12 Challenge Project 1-10 A1-77
Create a Blank Desktop Database A1-13
Access Naming Rules A1-13
Data Types A1-14 CHAPTER 2: USING DESIGN VIEW, DATA
Create and Save Database Objects A1-15 VALIDATION, AND RELATIONSHIPS A2-78
Close and Open a Database A1-16
Back Up a Database A1-17 Chapter Overview A2-78
1.3—Creating and Using a Table Student Learning Outcomes (SLOs) A2-78
in Datasheet View A1-18 Case Study A2-78
Create a New Table in Datasheet View A1-18
2.1—Creating a Table in Design View A2-79
Edit the Default Primary Key A1-19
Create a New Table in Design View A2-79
Add New Fields A1-19
Add New Fields A2-80
»» Add New Fields by Entering Data A1-20
Property Update Options Smart Tag A2-81
»» Add New Fields by Entering Field Names A1-20
Define a Primary Key A2-81
Delete Fields A1-22
Delete Fields in a Table A2-82
Edit Properties in Datasheet View A1-22
Save, Close, and Open a Table A2-82
Save a Table A1-23
Switch between Datasheet and Design Views A2-83
Close a Table A1-24
Open a Table A1-24 2.2—Setting Field Properties A2-83
Add, Edit, and Delete Records A1-24 Set the Field Size A2-84
Pause & Practice: Access 1-2 A1-26 The Format Property A2-85
»» Number and Currency Field Formats A2-85
1.4—Importing Data Records from Excel A1-29
»» Date/Time Field Formats A2-85
1.5—Exploring Datasheet View A1-31 »» Yes/No Field Formats A2-85
Navigation Buttons A1-31 »» Short Text and Long Text Field Formats A2-85
Refine the Datasheet Layout A1-32 The Caption Property A2-86
»» Modify the Field Order A1-32 Set the Default Value A2-86
»» Select a Display Font Face and Font Size A1-33 The Required Property A2-86
»» Modify the Row Height A1-33
»» Modify the Field Width A1-34 Pause & Practice: Access 2-1 A2-87
»» Modify the Field Alignment A1-36 2.3—Understanding Data Integrity and Data
»» Display Gridlines A1-36 Validation A2-90
»» Display Alternate Row Colors A1-36 2.4—Integrating Data Validation in Tables A2-91
»» Use the Datasheet Formatting Dialog Box A1-36 Field Validation Rules A2-91
»» Save Changes A1-37 Record Validation Rules A2-93
Pause & Practice: Access 1-3 A1-37 Test Validation Rules A2-95

Contents xiii
 Create Validation Text A2-96 Open a Saved Query A3-157
Create a Lookup Field A2-97 Create a Query Based
Define an Input Mask A2-101 on Multiple Tables A3-158
2.5—Changing Field Properties after Records Edit Fields in Query Design A3-158
are Added into a Table A2-104 3.3—Adding a Criterion to a Query A3-159
Pause & Practice: Access 2-2 A2-106 Single Criterion A3-160
Comparison Operators A3-161
2.6—Understanding and Designing Relational
Use Wildcards in Criteria A3-161
Databases A2-110
»» The ? Wildcard Character A3-162
Relational Principles A2-110
»» The * Wildcard Character A3-162
The Steps to Design a Relational Database A2-111
»» The # Wildcard Character A3-163
Three Types of Relationships A2-112
»» One-to-One Relationship A2-113 Pause & Practice: Access 3-1 A3-163
»» One-to-Many Relationship A2-113 3.4—Controlling the Display of Query Results A3-165
»» Many-to-Many Relationship A2-113 Unique Values Property A3-165
»» Understand a Foreign Key A2-114 Show Option for Query Fields A3-166
Create Relationships between Tables A2-115 Apply Sorting A3-167
»» Define a Relationship Using the 3.5—Defining Multiple Criteria in a Query A3-168
Relationships Window A2-115 The AND Operator A3-168
»» Enforce Referential Integrity A2-117 The OR Operator A3-169
»» Cascade Updates A2-118 Combine the AND and OR Operators A3-170
»» Cascade Deletes A2-118
Pause & Practice: Access 3-2 A3-172
»» Save a Relationship A2-118
Delete a Relationship between Tables A2-118 3.6—Creating and Using a Simple Parameter Query A3-174
Edit a Relationship between Tables A2-119 Create a Parameter A3-174
The Parameter Data Type A3-176
2.7—Printing the Contents of a Table A2-120
Use Wildcards in a Parameter Query A3-177
Preview the Data Records A2-120
Print the Data Records without Previewing A2-121 3.7—Adding Calculated Fields to a Query A3-179
Enter a Formula in a Calculated Field A3-179
2.8—Using the Compact & Repair Database
Troubleshoot Calculated Fields A3-180
Utility A2-122
Functions in a Calculated Field A3-181
Pause & Practice: Access 2-3 A2-123
Pause & Practice: Access 3-3 A3-182
Chapter Summary A2-127 3.8—Creating and Using a Summary Query A3-184
Check for Understanding A2-128 Aggregate Functions A3-184
Using Microsoft Access 2016 A2-129 Build a Summary Query A3-185
Guided Project 2-1 A2-129 Pause & Practice: Access 3-4 A3-188
Guided Project 2-2 A2-132 Chapter Summary A3-190
Guided Project 2-3 A2-135
Independent Project 2-4 A2-139 Check for Understanding A3-191
Independent Project 2-5 A2-142 Using Microsoft Access 2016 A3-192
Independent Project 2-6 A2-145 Guided Project 3-1 A3-192
Improve It Project 2-7 A2-147 Guided Project 3-2 A3-194
Challenge Project 2-8 A2-149 Guided Project 3-3 A3-199
Challenge Project 2-9 A2-150 Independent Project 3-4 A3-201
Challenge Project 2-10 A2-151 Independent Project 3-5 A3-203
Independent Project 3-6 A3-205
Improve It Project 3-7 A3-207
CHAPTER 3: CREATING Challenge Project 3-8 A3-210
AND USING QUERIES A3-152 Challenge Project 3-9 A3-210
Challenge Project 3-10 A3-211
Chapter Overview A3-152
Student Learning Outcomes (SLOs) A3-152 CHAPTER 4: CREATING AND USING
Case Study A3-152 FORMS AND REPORTS A4-212
3.1—Understanding Queries and Using
the Simple Query Wizard A3-153 Chapter Overview A4-212
Student Learning Outcomes (SLOs) A4-212
3.2—Creating, Running, and Editing
a Query in Design View A3-154 Case Study A4-212
Create a Query Based on a Single Table A3-154 4.1—Creating and Working with a Simple Form A4-213
Add Fields into a Query A3-155 The Form Wizard A4-213
Run a Query A3-156 The Form Button A4-215
Save and Close a Query A3-157 The Split Form A4-216

xiv Contents
 Modify a Form A4-217 Check for Understanding A4-261
Save a Form A4-218 Using Microsoft Access 2016 A4-262
Open a Saved Form A4-219 Guided Project 4-1 A4-262
Delete a Form A4-219 Guided Project 4-2 A4-265
Pause & Practice: Access 4-1 A4-219 Guided Project 4-3 A4-269
4.2—Creating and Customizing a Form Independent Project 4-4 A4-272
in Layout View A4-221 Independent Project 4-5 A4-274
Create a Form Using the Blank Form Button A4-221 Independent Project 4-6 A4-278
Form Controls A4-221 Improve It Project 4-7 A4-281
Form Control Layouts A4-222 Challenge Project 4-8 A4-282
Add Fields to a Control Layout A4-223 Challenge Project 4-9 A4-283
Delete Fields from a Control Layout A4-224 Challenge Project 4-10 A4-284
Customize a Form in Layout View A4-224
»» Change Control Layouts A4-224 Word, Excel, and Access Capstone Projects
»» Adjust Control Widths and Heights A4-224 See Resources in SIMnet
»» Add and Delete Rows and Columns in
a Control Layout A4-225
»» Move a Control Within a Layout A4-226 powerpoint
Add a Title, Date, and Logo to a Form A4-226
CHAPTER 1: CREATING AND EDITING
4.3—Facilitating Data Input with a Form A4-227
PRESENTATIONS P1-2
Restrict a Form to Data Entry A4-228
Limit Edits and Deletions on a Form A4-228 Chapter Overview P1-2
Add a Command Button A4-229
Student Learning Outcomes (SLOs) P1-2
Test a Form A4-231
Case Study P1-2
Pause & Practice: Access 4-2 A4-231
1.1—Creating, Opening, and Saving Presentations P1-3
4.4—Creating and Working with a Simple Report A4-234
Create a Presentation P1-3
The Report Wizard A4-234
Views P1-7
View or Modify a Report A4-239
Save and Close a Presentation P1-10
Save a Report A4-241
Share and Export Options P1-13
Open a Saved Report A4-241
»» Share P1-13
Delete a Report A4-242
»» Export P1-14
4.5—Creating and Customizing a Report
1.2—Working with Slides, Layouts, Placeholders,
in Layout View A4-242
and Text P1-14
The Blank Report Button A4-242
Add Slides and Choose Layouts P1-14
Report Controls A4-242
Enter Text in Placeholders P1-15
Report Control Layouts A4-243
Align, Move, and Resize Placeholders P1-17
Add and Delete Fields in a Control Layout A4-243
Edit Text P1-19
Customize a Report in Layout View A4-244
Change Text Case P1-20
»» Change Control Layouts A4-244
Change List Bullet Symbols P1-20
»» Adjust Column Widths A4-245
The Format Painter P1-21
»» Add and Delete Rows and Columns
Reuse Slides from Another Presentation P1-21
in a Control Layout A4-245
Check Spelling and Word Usage P1-22
»» Move a Control Within a Layout A4-246
Add a Title, a Date, or Page Numbers to a Report A4-247 1.3—Navigating between Slides and Organizing
Content P1-23
Pause & Practice: Access 4-3 A4-248
Navigate between Slides P1-24
4.6—Adding Grouping, Sorting, and Totals A4-250 Copy, Paste, and Duplicate Slides P1-24
Sorting A4-250 Select Multiple Slides P1-25
Add a Group to a Report A4-251 Rearrange Slide Order P1-25
Group and Sort Options A4-252 Delete Slides P1-26
Add Totals to a Report A4-253
Pause & Practice: PowerPoint 1-1 P1-27
4.7—Using Conditional Formatting in a Report A4-254
1.4—Changing Theme Colors and Fonts P1-29
Conditional Formatting Rules A4-254
Change Theme Colors P1-31
Add Conditional Formatting to a Report A4-255
Change Theme Fonts P1-31
Manage Conditional Formatting Rules A4-256
Use the Slide Master to Change Theme Colors
4.8—Printing a Report A4-256 and Fonts P1-32
Preview a Report A4-256 1.5—Inserting Headers and Footers P1-33
Print a Report without Print Preview A4-257 Create a Slide Footer P1-33
Pause & Practice: Access 4-4 A4-258 Create a Notes and Handouts Header P1-34
Chapter Summary A4-260 Pause & Practice: PowerPoint 1-2 P1-35

Contents xv
1.6—Working with a Picture from a File P1-37 2.5—Formatting a Table P2-96
Insert a Picture P1-38 Table Style Options and Effects P2-96
Resize a Picture P1-39 Shading and Border Colors P2-97
Align a Picture P1-39 Cell Alignment P2-98
1.7—Applying and Modifying Transitions P1-40 Cell Margins and Text Direction P2-98
Select Effect Options P1-41 Pause & Practice: Powerpoint 2-2 P2-99
1.8—Exploring Print Options P1-42 2.6—Creating a SmartArt Graphic P2-101
Preview a Presentation P1-42 SmartArt Layouts P2-102
Print a Slide P1-43 Add Text P2-103
Print a Handout P1-43
2.7—Formatting a SmartArt Graphic P2-104
Print an Outline P1-44
SmartArt Styles P2-104
1.9—Applying Properties P1-45 Change Colors P2-104
Pause & Practice: PowerPoint 1-3 P1-46 Change Layouts P2-105
Chapter Summary P1-50 Add Shapes P2-105
Check for Understanding P1-51 Pause & Practice: Powerpoint 2-3 P2-106
Using Microsoft PowerPoint 2016 P1-52 2.8—Creating a Chart P2-108
Guided Project 1-1 P1-52 Enter Data and Edit P2-111
Guided Project 1-2 P1-54 Change Chart Type P2-113
Guided Project 1-3 P1-57 2.9—Formatting a Chart P2-113
Independent Project 1-4 P1-59 Chart Styles and Colors P2-113
Independent Project 1-5 P1-61 Format Chart Elements P2-114
Independent Project 1-6 P1-63 Legends and Labels P2-115
Improve It Project 1-7 P1-65 Explode a Pie Slice P2-117
Challenge Project 1-8 P1-67
Pause & Practice: Powerpoint 2-4 P2-118
Challenge Project 1-9 P1-68
Challenge Project 1-10 P1-68 Chapter Summary P2-122
Check for Understanding P2-123
CHAPTER 2: ILLUSTRATING WITH Using Microsoft PowerPoint 2016 P2-124
Guided Project 2-1 P2-124
PICTURES AND INFORMATION GRAPHICS P2-70 Guided Project 2-2 P2-126
Chapter Overview P2-70 Guided Project 2-3 P2-130
Independent Project 2-4 P2-133
Student Learning Outcomes (SLOs) P2-70 Independent Project 2-5 P2-136
Case Study P2-70 Independent Project 2-6 P2-139
2.1—Working with Shapes, Colors, and Styles P2-71 Improve It Project 2-7 P2-141
Shapes and Text Boxes P2-71 Challenge Project 2-8 P2-143
Style Galleries and Effect Options P2-73 Challenge Project 2-9 P2-144
Adjust Outline Weight and Style P2-74 Challenge Project 2-10 P2-145
Themes and Standard Colors P2-75
»» Change Solid and Gradient Fill Colors P2-75 CHAPTER 3: PREPARING FOR DELIVERY
»» Select Custom Colors P2-77 AND USING A SLIDE PRESENTATION P3-146
»» Use the Eyedropper for Color Matching p2-78
»» Apply Picture, Texture, or Pattern Fills p2-79 Chapter Overview P3-146
2.2—Applying WordArt Styles and Text Effects P2-80 Student Learning Outcomes (SLOs) P3-146
2.3—Working with Pictures P2-82 Case Study P3-146
Apply Picture Styles P2-82 3.1—Creating Custom Theme and Background
Crop a Picture P2-83 Colors P3-147
Change Picture Colors P2-84 Custom Theme Colors P3-147
Set a Transparent Color P2-84 Custom Background Colors P3-150
Compress Pictures P2-85 »» Format a Background with Pattern and
Insert Online Pictures and Illustrations P2-85 Gradient Fills P3-150
Creative Commons Licensing P2-87 »» Format a Background with Picture and
Pause & Practice: Powerpoint 2-1 P2-87 Texture Fills P3-152
2.4—Creating a Table P2-91 3.2—Applying Animation P3-155
Insert and Draw Methods P2-91 Add Entrance, Exit, and Emphasis Effects P3-155
Move and Select P2-93 Effect Options, Timing, and Duration P3-156
Insert and Delete Rows and Columns P2-94 3.3—Linking to an Online Video P3-158
Merge and Split Cells P2-95 Play the Online Video P3-158
Adjust Sizing P2-95 Obtain Permission P3-160

xvi Contents
Pause & Practice: PowerPoint 3-1 P3-160 Check for Understanding P3-186
3.4—Using Rehearsal Techniques P3-164 Using Microsoft PowerPoint 2016 P3-187
Speaker Notes P3-164 Guided Project 3-1 P3-187
Rehearse Timings P3-165 Guided Project 3-2 P3-190
Set Timings Manually P3-166 Guided Project 3-3 P3-194
Prepare for Mishaps P3-167 Independent Project 3-4 P3-196
3.5—Controlling Display Options P3-167 Independent Project 3-5 P3-199
Adjust Slide Size P3-167 Independent Project 3-6 P3-201
Presenter View P3-168 Improve It Project 3-7 P3-204
Challenge Project 3-8 P3-206
Pause & Practice: PowerPoint 3-2 P3-171
Challenge Project 3-9 P3-207
3.6—Presenting Using Projection Equipment P3-173 Challenge Project 3-10 P3-207
Position Equipment P3-173
Navigate in a Slide Show P3-173 Word, Excel, Access, and PowerPoint Capstone Projects
Control Slide Display P3-174 See Resources in SIMnet 
»» Blank Slides P3-174
»» Hide and Reveal Slides P3-174
»» Use Keyboard Shortcuts P3-175 appendices
Remote Control and Laser Pointer P3-176
3.7—Using Annotation Pens P3-176 Appendix A: Office 2016 Shortcuts
Pause & Practice: PowerPoint 3-3 P3-178 See Resources in SIMnet for:
3.8—Preparing a Self-Running Presentation P3-179 Appendix B: Business Document Formats (online resource)
Record a Slide Show with Narration P3-179
Set Up a Kiosk Presentation with Looping P3-180
3.9—Packaging a Presentation to a CD or Folder P3-181
GLOSSARY
Pause & Practice: PowerPoint 3-4 P3-182 INDEX
Chapter Summary P3-185

Contents xvii
 about the authors

randy nordell, ed.d.

Randy Nordell is a professor of business technology at American River College in Sacramento, California. He has
been an educator for over 25 years and has taught at the high school, community college, and university levels. He
holds a bachelor’s degree in business administration from California State University, Stanislaus, a single-subject
teaching credential from Fresno State University, a master’s degree in education from Fresno Pacific University,
and a doctorate in education from Argosy University. Randy is the lead author of the Microsoft Office 2013:
In Practice and Microsoft Office 2016: In Practice series of texts. He is also the author of 101 Tips for Online
Course Success and Microsoft Outlook 2010. Randy speaks regularly at conferences on the integration of technol-
ogy into the curriculum. When not teaching and writing, he enjoys spending time with his family, cycling, skiing,
swimming, backpacking, and enjoying the California weather and terrain.

kathleen stewart, m.s. ed., m.b.a.

Kathleen Stewart is retired from her role as professor and department chairperson for the Information Management
Systems Department at Moraine Valley Community College in Palos Hills, Illinois. She has a master’s degree in
occupational education from Southern Illinois University in Carbondale and an MBA from Loyola University in
Chicago. She has authored Microsoft Office texts for many years for McGraw-Hill and has been involved in corpo-
rate training in the Chicago area. When not occupied by a writing project, she enjoys traveling, working on her golf
game, literacy tutoring, and exploring cultural activities in the city.

annette easton, Ph.d.

Annette Easton is department chair and associate professor of management information systems at San Diego
State University. She has been an educator for over 25 years at the university level and served as a School
Board Trustee for eight years. She holds a bachelor’s degree in business administration from California State
University, Fresno, and a doctorate in management information systems from the University of Arizona. Annette
has published articles on information technology education, electronic meeting systems, and integrating new
technologies into the information systems curriculum. She co-authored Cases for Modern Systems Development,
and she presents regularly at conferences. When not teaching, she enjoys spending time with her family, traveling,
and cooking.

About the Authors xviii

 pat graves, ed.d.
Pat Graves is a professor emeritus at Eastern Illinois University in Charleston, Illinois. She taught at the high
school level before receiving her doctorate in education from the University of Memphis. At Eastern Illinois
University, she taught in the School of Business for 20 years. Pat has been an author of PowerPoint textbooks for
McGraw-Hill Education since 2002. When not writing, she travels, spends time with family and friends, enjoys
the music city of Nashville, and appreciates the peacefulness of the Tennessee mountains.

About the Authors xix

 preface

What We’re About

We wrote Microsoft Office 2016: In Practice to meet the diverse needs of both students and instructors.
Our approach focuses on presenting Office topics in a logical and structured manner, teaching concepts
in a way that reinforces learning with practice projects that are transferrable, relevant, and engaging.
Our pedagogy and content are based on the following beliefs.

Students Need to Learn and Practice Transferable Skills

Students must be able to transfer the concepts and skills learned in the text to a variety of projects, not
simply follow steps in a textbook. Our material goes beyond the instruction of many texts. In our con-
tent, students practice the concepts in a variety of current and relevant projects and are able to transfer
skills and concepts learned to different projects in the real world. To further increase the transferability
of skills learned, this text is integrated with SIMnet so students also practice skills and complete proj-
ects in an online environment.

Your Curriculum Drives the Content

The curriculum in the classroom should drive the content of the text, not the other way around. This book
is designed to allow instructors and students to cover all the material they need to in order to meet the cur-
riculum requirements of their courses no matter how the courses are structured. Microsoft Office 2016: In
Practice teaches the marketable skills that are key to student success. McGraw-Hill’s Custom Publishing
site, Create, can further tailor the content material to meet the unique educational needs of any school.

Integrated with Technology

Our text provides a fresh and new approach to an Office applications course. Topics integrate seam-
lessly with SIMnet with 1:1 content to help students practice and master concepts and skills using
SIMnet’s interactive learning philosophy. Projects in SIMnet allow students to practice their skills and
receive immediate feedback. This integration with SIMnet meets the diverse needs of students and
accommodates individual learning styles. Additional textbook resources found in SIMnet (Resources
and Library sections) integrate with the learning management systems that are widely used in many
online and onsite courses.

Reference Text
In addition to providing students with an abundance of real-life examples and practice projects, we
designed this text to be used as a Microsoft Office 2016 reference source. The core material, unclut-
tered with exercises, focuses on real-world use and application. Our text provides clear step-by-step
instructions on how readers can apply the various features available in Microsoft Office in a variety of
contexts. At the same time, users have access to a variety of both online (SIMnet) and textbook practice
projects to reinforce skills and concepts.

xx Preface
 instructor walkthrough
Textbook Learning Approach
Microsoft Office 2016: In Practice uses the T.I.P. approach:
• Topic
• Instruction
• Practice

Topic
• Each Office application section begins with foundational skills and builds to more complex topics
as the text progresses.
• Topics are logically sequenced and grouped by topics.
• Student Learning Outcomes (SLOs) are thoroughly integrated with and mapped to chapter
content, projects, end-of-chapter review, and test banks.
• Reports are available within SIMnet for displaying how students have met these Student Learning
Outcomes.

Instruction (How To)

• How To guided instructions about chapter topics provide transferable and adaptable instructions.
• Because How To instructions are not locked into single projects, this textbook functions as a
reference text, not just a point-and-click textbook.
• Chapter content is aligned 1:1 with SIMnet.

Practice (Pause & Practice and End-of-Chapter Projects)

• Within each chapter, integrated Pause & Practice projects (three to five per chapter) reinforce
learning and provide hands-on guided practice.
• In addition to Pause & Practice projects, each chapter has 10 comprehensive and practical
practice projects: Guided Projects (three per chapter), Independent Projects (three per chapter),
Improve It Project (one per chapter), and Challenge Projects (three per chapter). Additional
projects can also be found in the Library or Resources section of SIMnet.
• Pause & Practice and end-of-chapter projects are complete content-rich projects, not small
examples lacking context.
• Select auto-graded projects are available in SIMnet.

Instructor Walkthrough xxi

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