Teach Yourself Office 2016 by learn-new-skills-from-home

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DISCLAIMER LEARN NEW SKILLS FROM HOME is an independent provider and distributor of quality training guides. We are not associated, partnered or accredited with the British Computer Society (BCS), ECDL Foundation or ITQ related awarding bodies. All trademarks used herein are the property of their respective owners. The use of any trademark in this text does not rest in the author or publisher any trademark ownership rights in such trademarks, nor does the use of such trademarks imply any affiliation with or endorsement of this book by such owners. Microsoft product screenshots are reprinted with permission from the Microsoft Corporation.

TERMS OF USE © LEARN NEW SKILLS FROM HOME 2009. Please note that no part of this document may be reproduced in any form or by any means (including photocopying or storing it in any medium) without written permission from Paul Buggs.

GUIDE FORMAT The TEACH YOURSELF ADVANCED OFFICE 2016 guide was created in the following format: HEADING 1 STYLE – Cambria 18pt HEADING 2 STYLE - Cambria 14pt BODY TEXT - Cambria 12pt SCREEN RESOLUTION – 1360x768 MICROSOFT OFFICE – 2016 OPERATING SYSTEM – Windows 7 or higher

Although operating systems (Windows 7, Windows 8 or higher) and text style requirements will not encumber the completion of this guide, it is advised that learners use the recommended (by Microsoft) 1024x768 or higher screen resolution when using Microsoft Office 2016; this is due to a dynamic ribbon being used, which adjusts the amount of options displayed depending on visible space. PUBLISHED BY: Paul Buggs 37 Balmoral Road Sutton-At-Hone Dartford Kent DA4 9EZ UK Web: www.learn-new-skills-from-home.com Email#1: admin@learn-new-skills-from-home.com Email#2: paulbuggs73@googlemail.com Tel: (+44) 0796-3291694 THIRD EDITION: Data Files:www.learn-new-skills-from-home.com/our-courses/resources/work-files.html Updates: www.learn-new-skills-from-home.com/our-courses/resources/updates.html Second Site: https://sites.google.com/site/learnnewskillsfromhome All reasonable precautions have been made in the preparation of this document, including both technical and non-technical proofing. At LEARN NEW SKILLS FROM HOME we work to the highest quality, if a learner finds any discrepancies within this document, please do not hesitate to contact us.

TEACH YOURSELF ADVANCED OFFICE 2016 BY PAUL BUGGS

THIRD EDITION

CONTENTS INTRODUCTION TEACH YOURSELF  Teach Yourself via Visual Learning ............................................................................................................. 13  Units covered within this Guide ................................................................................................................... 13  About the Author ................................................................................................................................................ 13  Acknowledgements ........................................................................................................................................... 14 QUALIFICATIONS  Overview ............................................................................................................................................................... 14  ECDL (ICDL) Advanced Modules .................................................................................................................. 14  ECDL (ICDL) Expert........................................................................................................................................... 14  ITQ Advanced ...................................................................................................................................................... 15  Testing Centres ................................................................................................................................................... 15  Sample Tests ........................................................................................................................................................ 15  British Computer Society Associate Membership (AMBCS).............................................................. 15 GUIDE  How to use this Guide ....................................................................................................................................... 15  Software Requirements ................................................................................................................................... 16  Office 365 .............................................................................................................................................................. 16  Updates .................................................................................................................................................................. 16  Marking Schemes ............................................................................................................................................... 16  Downloading Work-Files ................................................................................................................................ 17  Members’ Area .................................................................................................................................................... 17  FREE Bonus Unit ................................................................................................................................................ 17  Key Symbols ......................................................................................................................................................... 17

ADVANCED WORD-PROCESSING UNIT WORD 2016  Layout ..................................................................................................................................................................... 19  Standard View ..................................................................................................................................................... 20  The Microsoft Office Button ........................................................................................................................... 21  Ribbon .................................................................................................................................................................... 22  Quick Access Toolbar........................................................................................................................................ 22 SYLLABUS  Areas Covered .................................................................................................................................................... 23 OVERVIEW  History .................................................................................................................................................................... 24  File Formats ......................................................................................................................................................... 24  Extensions ............................................................................................................................................................. 24  Templates.............................................................................................................................................................. 25  Shortcuts................................................................................................................................................................ 25

FORMATTING  Style Types ............................................................................................................................................................ 26  Image Manipulation .......................................................................................................................................... 26  Page Breaks .......................................................................................................................................................... 29  Text Formatting .................................................................................................................................................. 33  Table Formatting ................................................................................................................................................ 38  Indent and Spacing ............................................................................................................................................ 39  Character Styles .................................................................................................................................................. 41  Sort Data Alphabetically .................................................................................................................................. 44  Paragraph Styles ................................................................................................................................................. 46  Column Layouts .................................................................................................................................................. 50  Column Widths and Spacing .......................................................................................................................... 52  Column Lines ....................................................................................................................................................... 56 REFERENCING  Captions ................................................................................................................................................................. 57  Bookmarks ............................................................................................................................................................ 60  Footnotes............................................................................................................................................................... 62  Table of Contents ............................................................................................................................................... 64  Mark Index Entry ............................................................................................................................................... 68  Convert Table to Text ....................................................................................................................................... 73 ENHANCE PRODUCTIVITY  FileSize Fields ...................................................................................................................................................... 75  Drop-Down Fields .............................................................................................................................................. 77  Check Box Fields ................................................................................................................................................. 81  Link and Embed External Data via Microsoft Excel .............................................................................. 86  Mail-Merge ............................................................................................................................................................ 89  Modify Template ................................................................................................................................................ 97  Delete/Add Automatic Text Entries .........................................................................................................100 COLLABORATIVE EDITING  Document Security ..........................................................................................................................................105  Track Changes ...................................................................................................................................................108  Macros ..................................................................................................................................................................111  Master Document .............................................................................................................................................116 PREPARE OUTPUTS  Delete Section Breaks .....................................................................................................................................123  Page Setup...........................................................................................................................................................126  Watermarks........................................................................................................................................................128 TEST AREA  Practice Tests.....................................................................................................................................................132  Completed Criteria ..........................................................................................................................................133  Test Structure ....................................................................................................................................................134  Advanced Word-Processing Unit Test#1................................................................................................135  Advanced Word-Processing Marking Scheme Test#1 ......................................................................138  Advanced Word-Processing Unit Test#2................................................................................................139  Advanced Word-Processing Unit Marking Scheme Test#2 .............................................................141

ADVANCED SPREADSHEET UNIT EXCEL 2016  Layout ...................................................................................................................................................................143  Worksheets .........................................................................................................................................................144  The Microsoft Office Button .........................................................................................................................145  Ribbon ..................................................................................................................................................................146  Quick Access Toolbar......................................................................................................................................146 SYLLABUS  Areas Covered ...................................................................................................................................................147 OVERVIEW  History ................................................................................................................................................................. 148  File Formats .......................................................................................................................................................148  Extensions ...........................................................................................................................................................148  VBA ........................................................................................................................................................................149  Popular Functions ............................................................................................................................................149  Shortcuts..............................................................................................................................................................150  Worksheet/Workbook Specifications & Limits ...................................................................................151 FORMATTING  Freeze Panes ......................................................................................................................................................152  Move/Copy Worksheets ................................................................................................................................154  Hide Data .............................................................................................................................................................157  Merge Spreadsheets ........................................................................................................................................159  Split Windows ...................................................................................................................................................164  Absolute Cell Reference .................................................................................................................................166  Conditional Formatting .................................................................................................................................170  Custom Number Format ................................................................................................................................172 FUNCTIONS AND FORMULAS  DATE Function ..................................................................................................................................................174  IF Function ..........................................................................................................................................................177  PAYMENT (PMT) Function ...........................................................................................................................181  DCOUNT Function ............................................................................................................................................185  CONCATENATE Function ..............................................................................................................................188  UPPER Function ................................................................................................................................................191  VLOOKUP Function .........................................................................................................................................194  HLOOKUP Function .........................................................................................................................................198  ROUND Function ..............................................................................................................................................202  DSUM Function .................................................................................................................................................206  DIM Function .....................................................................................................................................................209  DAVERAGE Function.......................................................................................................................................212  COUNTA Function ............................................................................................................................................215  3D Sum .................................................................................................................................................................217 CHARTS  Chart Data ...........................................................................................................................................................220  Chart Formatting ..............................................................................................................................................225  Chart Elements ..................................................................................................................................................231 © www.learn-new-skills-from-home.com

ANALYSIS  Sort Data Range ................................................................................................................................................236  Filtering Data .....................................................................................................................................................239  Scenarios .............................................................................................................................................................242  Table Formatting ..............................................................................................................................................247  Manipulate Pivot Table ..................................................................................................................................250  Advanced Filtering ..........................................................................................................................................253 VALIDATING AND EDITING  Comments ...........................................................................................................................................................257  Show Formulas .................................................................................................................................................259  Validation Criteria............................................................................................................................................261  Input Messages and Error Alerts ...............................................................................................................264  Missing Dependents ........................................................................................................................................268 ENHANCING PRODUCTIVITY  Define Cell Name ..............................................................................................................................................272  Macros ..................................................................................................................................................................274  Paste Special.......................................................................................................................................................281 COLLABORATIVE EDITING  Document Security ..........................................................................................................................................284  Hyperlinks...........................................................................................................................................................288  Track Changes ...................................................................................................................................................291  Accept & Reject Changes in a Worksheet ...............................................................................................294  Trace Precedents & Dependent Cells .......................................................................................................299 TEST AREA  Practice Tests.....................................................................................................................................................302  Completed Criteria ..........................................................................................................................................303  Test Structure ....................................................................................................................................................304  Advanced Spreadsheets Unit Test#1........................................................................................................305  Advanced Spreadsheets Unit Marking Scheme Test#1 .....................................................................307  Advanced Spreadsheets Unit Test#2........................................................................................................308  Advanced Spreadsheets Unit Marking Scheme Test#2 .....................................................................310

ADVANCED DATABASE UNIT ACCESS 2016  Layout ...................................................................................................................................................................312  The Microsoft Office Button .........................................................................................................................313  Ribbon ..................................................................................................................................................................314  Quick Access Toolbar......................................................................................................................................314 SYLLABUS  Areas Covered ...................................................................................................................................................315 OVERVIEW  History ..................................................................................................................................................................316  VBA .......................................................................................................................................................................316  Shortcuts..............................................................................................................................................................316 © www.learn-new-skills-from-home.com

ACCESS SPECIFICATIONS & LIMITS  General – Attributes ........................................................................................................................................317  Query – Attributes ...........................................................................................................................................318  Table – Attributes ............................................................................................................................................318  Form & Report – Attributes .........................................................................................................................319  Macro Attributes ..............................................................................................................................................319 DATABASE CONCEPTS  Development & Use .........................................................................................................................................320  Models ..................................................................................................................................................................320  Structured Query Language .........................................................................................................................320 TABLES & RELATIONSHIPS  Primary Keys......................................................................................................................................................320  Foreign Keys ......................................................................................................................................................321  Join Types ............................................................................................................................................................321  Relationship Types ..........................................................................................................................................321  Referential Integrity........................................................................................................................................321  Input Masks ........................................................................................................................................................322  Formatting Fields .............................................................................................................................................327  Relationships .....................................................................................................................................................330 QUERIES  Query Criteria ....................................................................................................................................................343  Duplicate Records Query...............................................................................................................................347  Query Date Formula ........................................................................................................................................351  Sort Data ..............................................................................................................................................................355  Query Profit Formula ......................................................................................................................................359  Delete Query ......................................................................................................................................................363  Wildcards ............................................................................................................................................................368  Crosstab Query ..................................................................................................................................................372  Show Highest Range of Values in a Query ..............................................................................................376  Query SUM Function .......................................................................................................................................381  Lookup Query ....................................................................................................................................................384  Update Query .....................................................................................................................................................389  Append Query ....................................................................................................................................................393  Make Table Query ............................................................................................................................................398 FORMS  Form Themes .....................................................................................................................................................404  Command Buttons ...........................................................................................................................................409  Add Subform ......................................................................................................................................................413  Add Control Properties ..................................................................................................................................420  Form Controls ....................................................................................................................................................424  Form Tab Controls ...........................................................................................................................................434  Form Properties ...............................................................................................................................................439 REPORTS  Report Fields ......................................................................................................................................................444  Delete Subreport ..............................................................................................................................................448  Report Calculations .........................................................................................................................................450  Report Fields ......................................................................................................................................................454 © www.learn-new-skills-from-home.com

 Report Page Breaks .........................................................................................................................................457 ENHANCING PRODUCTIVITY  Macros ..................................................................................................................................................................460  Print Screen ........................................................................................................................................................463  Print Specific Records ....................................................................................................................................467  Delete Data..........................................................................................................................................................469  Exporting Data ..................................................................................................................................................471  Importing Data ..................................................................................................................................................473 TEST AREA  Practice Tests.....................................................................................................................................................477  Completed Criteria ..........................................................................................................................................478  Test Structure ....................................................................................................................................................479  Advanced Database Unit Test#1 ................................................................................................................480  Advanced Database Unit Marking Scheme Test#1 .............................................................................483  Advanced Database Unit Test#2 ................................................................................................................484  Advanced Database Unit Marking Scheme Test#2 .............................................................................487

ADVANCED PRESENTATION UNIT POWERPOINT 2016  Layout ...................................................................................................................................................................489  Slide Layouts ......................................................................................................................................................490  Normal View ......................................................................................................................................................490  The Microsoft Office Button .........................................................................................................................491  Ribbon ..................................................................................................................................................................492  Quick Access Toolbar......................................................................................................................................492 SYLLABUS  Areas Covered ...................................................................................................................................................493 OVERVIEW  History ..................................................................................................................................................................494  Extensions ...........................................................................................................................................................494  Templates............................................................................................................................................................494  Shortcuts..............................................................................................................................................................495  Image Types .......................................................................................................................................................497  VBA ........................................................................................................................................................................497  File Formats .......................................................................................................................................................497 PRESENTATION PLANNING  Audience and Environment ........................................................................................................................497  Design, Content and Layout ........................................................................................................................498  Presenter View ..................................................................................................................................................498 SLIDE MASTER & TEMPLATES  Slide Master ........................................................................................................................................................498  Templates............................................................................................................................................................503

FORMATTING DRAWN OBJECTS  Shape Effects ......................................................................................................................................................506  Fill Colour ............................................................................................................................................................509  Transparencies .................................................................................................................................................511 FORMATTING PICTURES, IMAGES  Image Manipulation ........................................................................................................................................513 HANDLING GRAPHICAL OBJECTS  Image Cropping .................................................................................................................................................516  Image Positioning ............................................................................................................................................519  Omit Background .............................................................................................................................................522 USING CHARTS  Chart Types ........................................................................................................................................................525  Chart Tools..........................................................................................................................................................528  Chart Formatting ..............................................................................................................................................533 USING DIAGRAMS  Smart Art .............................................................................................................................................................536  Illustrations ........................................................................................................................................................538 MOVIES, SOUND  Inserting Movie .................................................................................................................................................541 ANIMATION  Custom Animations ........................................................................................................................................545 LINK EMBEDDING  Hyperlinks...........................................................................................................................................................549  Import Document in Outline View ............................................................................................................552  Link and Embed External Data via Microsoft Excel ............................................................................554  Action Buttons ...................................................................................................................................................557  Action Settings ..................................................................................................................................................560 IMPORTING, EXPORTING  Save Image ..........................................................................................................................................................562 CUSTOM SHOWS  Named Show ......................................................................................................................................................564 SLIDE SHOW SETTINGS  Timings.................................................................................................................................................................568  Transition ............................................................................................................................................................569 SLIDE SHOW CONTROL  Pen Annotations ...............................................................................................................................................571  Display Presentation in Black and White ...............................................................................................574 PRINTING  Handouts .............................................................................................................................................................578 © www.learn-new-skills-from-home.com

TEST AREA  Practice Tests.....................................................................................................................................................501  Completed Criteria ..........................................................................................................................................582  Test Structure ....................................................................................................................................................583  Advanced Presentation Unit Test#1.........................................................................................................584  Advanced Presentation Unit Marking Scheme Test#1 ......................................................................588  Advanced Presentation Unit Test#2.........................................................................................................589  Advanced Presentation Unit Marking Scheme Test#2 ......................................................................592 REFERENCE  Glossary ...............................................................................................................................................................593  Index......................................................................................................................................................................612

INTRODUCTION www.learn-new-skills-from-home.com

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TEACH YOURSELF VIA VISUAL LEARNING Visual learning is a teaching and learning style in which images, pictures or colours are used to gain information for studying. Visual learning forms part of the three basic learning styles which includes the Kinesthetic (learning that takes place via physical activity as opposed to listening or watching) and Auditory (learning that takes place via listening) learning styles. Generally, visual learners also have a good sense of spatial awareness (sense of direction) and often like to draw and scribe. At LEARN NEW SKILLS FROM HOME, we strive to help self-study learners achieve their goals by providing affordable learning materials without compromising on quality. All our study materials are designed for the VISUAL LEARNER and use easy-to-follow, step-by-step instructions, illustrated throughout via screen shots. This easy-to-use visual guide covers advanced features in popular Microsoft Office 2016 applications and incorporates FOUR UNITS IN ONE book, Word, Excel, Access and PowerPoint. Additional learning support supplied includes examination checks, shortcut tips, test structures and underpinning knowledge. Learners will also have FREE access to our online Members’ Area (12 months access), which has additional question and answer snippets, job search facilities, qualification updates and a learner’s forum. The Advanced (level 3) units covered within this guide incorporate the globally recognised v.2.0 syllabuses for the “European Computer Driving Licence” (ECDL) and “International Computer Driving Licence” (ICDL) qualifications.

UNITS COVERED WITHIN THIS GUIDE Units covered within this guide include some of the world’s most popular ICT (Information Communication Technology) applications, which utilise the Microsoft Office suite of programs. Units covered:    

ECDL / ICDL Advanced Word-Processing ECDL / ICDL Advanced Spreadsheets ECDL / ICDL Advanced Databases ECDL / ICDL Advanced Presentations

ABOUT THE AUTHOR Paul Buggs is a certified Microsoft Office Master Instructor who has delivered ICT (Information Communication Technology) training materials for both private and public educational providers for over a decade. In 2009, Paul founded LEARN NEW SKILLS FROM HOME to help self-study learner's achieve their educational goals using quality study guides that incorporate both maximum learning flexibility and cost-effectiveness.

ACKNOWLEDGMENTS - www.ecdlexpert.co.uk - www.bcsitq.co.uk -www.ecdl.org - www.learn-new-skills-from-home.com - www.office.microsoft.com - www.bcs.org - en.wikipedia.org - https://products.office.com/en-GB/try

QUALIFICATION OVERVIEW The ECDL Foundation offers globally recognised ICT (Information Communication Technology) certifications, which many leading corporations/governments (IBM, IKEA, Ministry of Defence, Post Office, Bank of England, Shell and Pfizer) have adopted as their prerequisite ICT benchmark for employees. The quality and reputation of the Foundation has been built on over a decade of experience in successfully delivering ICT certification to over 9 million people, in 41 languages, covering 148 countries around the world. The ECDL (European Computer Driving Licence) qualification was established in 1997 and due to its success, the ICDL (International Computer Driving Licence) was established shortly after in 1999 for the international market outside Europe. Both the ECDL and ICDL certifications are global recognised qualifications and have the same syllabus and test structures, the only difference being the ECDL is designated for European (ECDL) countries the ICDL for regions outside Europe. Further information including qualification news and updates can be found on the ECDL Foundation website - www.ecdl.org

ECDL (ICDL) ADVANCED MODULES ECDL Advanced (Word-Processing, Spreadsheets, Databases and Presentations) units/modules are set as level 3 (A-Level) qualifications in the UK by QCF (Qualifications and Credit Framework). Advanced units/modules are designed for learners who have intermediate/advanced skills in ICT and wish to gain a worldwide recognised certification.

ECDL (ICDL) EXPERT Learners who successfully pass four ECDL Advanced units/modules can claim the “ECDL (ICDL) Expert” certification at no extra cost. Further information can be found on the ECDL Expert website - www.ecdlexpert.co.uk

TESTING CENTRES ECDL (ICDL) Advanced examinations incur no registration fees but examinations cost approximately £70 per exam (prices may vary). Candidate identification is required usually in the form of a utility bill and passport or driving licence. Learners are advised to book their desired examination date 10-14 days prior. In September 2012, manual tests for ECDL Advanced units/modules were replaced with industry standard e-assessments. E-assessments offer many advantages over manual tests, including instant results and a breakdown of a candidate’s strengths and weaknesses. There are literary 1000's of ECDL Advanced and ICDL Advanced test centres around the UK and 10,000’s globally. Please visit the BCS website to find your nearest test centre http://apps.bcs.org/fac/

SAMPLE TESTS Additional ECDL Advanced and ICDL Advanced sample tests are available for FREE via the ECDL website: http://www.ecdl.org

BRITISH COMPUTER SOCIETY ASSOCIATE MEMBERSHIP (AMBCS) Learners who gain all four ECDL Advanced certifications can apply for “British Computer Society Associate Membership (AMBCS)”. Associate Membership is aimed at those who are at the start of their career in IT and taking their first step on the ladder to full Professional membership. Once approved, learners can use the letters AMBCS after their name on CV / resumes and business cards, enhancing their job/career prospects. For further information, please visit -www.bcs.org

HOW TO USE THIS GUIDE This guide covers Advanced (level 3) features using popular Microsoft Office 2016 applications. As this guide is set at level 3 (A-Level) it is aimed at learners who have some prior knowledge of the application/s they wish to study. Learners can use this guide to complete individual or several (Word-Processing, Spreadsheets, Databases or PowerPoint) units/modules. Learners who wish to complete all four units/modules can study them in any order enabling them to concentrate on areas of most importance first.

SOFTWARE REQUIREMENTS ECDL and ICDL Units are non vendor-specific, which means examinations can be taken using a variety of software (Lotus Notes, Microsoft Office, OpenOffice etc…) packages. For the purposes of this training guide, we have selected the “Microsoft Office 2016 Suite”. The Office 2016 suite of applications is predominately used within most companies globally and therefore enables learners to maximize their prospects in finding employment and enhancing their careers. Additionally Office 2016 applications can be used virtually via the Office 365 service and are designed to be integrated into Windows 8, utilising touch screen technology. To complete the unit/modules within this guide, learners will need access to a PC (Windows 7 or higher operating system) and Microsoft Office 2016. Free 60-day trials of Microsoft Office 2016 can be downloaded via the Microsoft website at: http://office.microsoft.com

OFFICE 365 Office 365 is a Web-based platform that pairs the Office applications with cloud storage. Users can install Microsoft Office 365 on up to five machines running Windows 7 or higher. Free 60-day trials of Office 365 can be found via the Microsoft website at: https://products.office.com/en-GB/try

UPDATES To reflect any syllabus, exam and guide updates we have supplied an updates page, where learners can access and download any recent changes: http://www.learn-new-skills-from-home.com/our-courses/resources/updates.html (Second Site) https://sites.google.com/site/learnnewskillsfromhome/updates

MARKING SCHEMES Once learners have completed their chosen application (Word, Excel, Access or PowerPoint) unit/module test, they will need to printout the relevant marking scheme which is located in the “Marking Scheme” folder (located in the downloaded files). Learners can cross-reference their answers with the previously studied material within the guide. The Marking Schemes are designed so learners can write in comments regarding their answers. Some questions can be awarded halfmarks (except multiple-choice) if partially completed but it is best practice for learners to only mark completely correct answers as right, this is due to differing marking decisions and testing methods (manual and automated) used. © www.learn-new-skills-from-home.com

DOWNLOADING REQUIRED WORK-FILES All required work-files for this training guide are supplied within the “Advanced” folder of the learners chosen application (Word, Excel, Access and PowerPoint) and are available for 24/7 download at: http://www.learn-new-skills-from-home.com/our-courses/resources/work-files.html (Second Site) https://sites.google.com/site/learnnewskillsfromhome/home

MEMBERS’ AREA Additional learning support supplied within this guide includes examination checks, shortcut tips, test structures and underpinning knowledge. Learners will also have access to our online “Members’ Area”, which has additional question and answer snippets, job search facilities, qualification updates and a learner’s forum. Joining details are supplied at the back of this guide.

FREE BONUS UNIT An additional ITQ (Information Technology Qualification) bonus unit is available to download FREE (RRP £6.99) via the members’ area. The guide covers the “Improving Productivity Using IT” unit (level 3), which was introduced into the UK’s Qualification & Credit Framework (QCF) in 2010 (previously NVQ). The ITQ unit can be mapped to the ECDL portfolio and once added to any four ECDL Advanced (level 3) modules enables learners to claim the “ITQ Level 3 in IT User Skills” certification provided by BCS (British Computer Society). Further information about ITQ Units can be found on the BCS/ITQ website - www.bcsitq.co.uk

KEY SYMBOLS

Exam Checks

Test Structure

Shortcut Tips

Underpinning Knowledge

ADVANCED WORD-PROCESSING UNIT USING WORD 2016 www.learn-new-skills-from-home.com

ADVANCED WORD-PROCESSING UNIT The Advanced Word-Processing Unit covers advanced features, shortcuts, examination checks and underpinning knowledge related to Microsoft Office Word 2016 certifications. The Advanced Word-Processing unit is designed to enable learners to complete complex tasks in a Word-Processor (Microsoft Word) application. Advanced tasks include, using sophisticated typographical, formatting and layout configurations, including tables, forms and graphics, master documents and using macros and advanced mail-merge operations.

WORD 2016 LAYOUT In Office 2016 each application is assigned its own color-coded start screen, blue for Word, green for Excel, red for Access and orange for PowerPoint. When Word 2016 is opened it displays a list of recently opened documents, built in document templates (Blank document template set as default) available, additional online template search facility and Open Other Documents option to search for local documents on disk or in a SkyDrive (Microsoft online storage area) folder. At the top right of the screen login details of any current SkyDrive accounts are displayed. The 2016 layout is designed to help new users find their way around more easily, and more experienced users appreciate having all options in one place at startup.

SKYDRIVE LOGIN DETAILS

BLANK DOCUMENT OPTION

When a Blank (new) Document is created in Word it is opened in Print Layout view as default. The Print Layout view is ideal for users to get the best perspective of designing their document structured.

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STANDARD VIEW Microsoft Office Word 2016 supports the “DOCX” (XML format), which was introduced in Word 2007. The DOCX format took over from the standard “DOC” format used in previous office (2000, XP, 2003) versions. Microsoft Office 2016 is backwards compatible enabling earlier Word versions to be opened in Word 2016 but documents that were originally created in Word 2016 cannot be opened in older applications (excluding Office 2007, 2010), which used the ‘DOC’ format, unless a compatibility program is used (compatibility programs are available from the Microsoft downloads website). Besides the XML format Microsoft Office 2016 has many added features and cosmetic changes compared to some previous Office versions including capitalised ribbon text, general functionality and toolbars.

OFFICE BUTTON

RIBBON TABS GROUPS HIDE RIBBON OPTION BODY AREA

ZOOM PAGE BAR

The Word editor view is generally set as Print Layout as default. Print Layout is ideal for user to get the best perspective of how their document will be displayed when completed. Page views can vary, depending on whichever view the user last edited (Full Screen Reading, Web Layout, Outline and Draft) and save the document in.

THE MICROSOFT OFFICE BUTTON In Office 2016 the Office Button (FILE tab) has been updated both cosmetically (text appears capitalised) and functionally (when selected a new screen appears, making it easier to view commands and menu options). Menu options include New, Open, Save, Save As, Print and the Options button (for accessing additional commands). Once the user has accessed their desired function they can return back to the main screen via the Back button option.

BACK BUTTON OPTION

MENU OPTIONS

COMMAND OPTIONS

OPTIONS BUTTON

Select the Alt + T + O keys to activate the Word Options dialog box.

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RIBBON Microsoft Word 2016 unlike some previous versions (2000, 2003) uses a “Ribbon” interface to issue commands. The Ribbon is located near the top of the window, below the “Quick Access Toolbar”. At the top of the Ribbon are several tabs; clicking a tab will display several related command groups. Within each group are linked command buttons. Additionally a dialog box launcher is located in the bottom-right corner of several groups, clicking the dialog box launcher option will give access to extra commands. It is advised that learners use the recommended (by Microsoft) 1024x768 or higher screen resolution when using Microsoft Office 2016; this is due to a dynamic ribbon being used, which adjusts the amount of options displayed depending on visible space.

QUICK ACCESS TOOLBAR RIBBON TAB

COMMAND BUTTONS/OPTIONS

DIALOG BOX LAUNCHER

QUICK ACCESS TOOLBAR The “Quick Access Toolbar” is located by default at the top of the Word window and provides quick access to tools that are used frequently. The Quick Access Toolbar can be customized by adding and removing commands to it.

QUICK ACCESS TOOLBAR

Before starting any test questions learners should make sure the “Minimize the Ribbon” option is deselected on the quick access toolbar otherwise the Office Ribbon will be minimized every time you click on the document page. Select the Ctrl +F1 keys to activate the Ribbon option.

MORE COMMANDS OPTION

SYLLABUS AREAS COVERED Due to the new ECDL (ICDL) Advanced syllabus version 2.0 overhaul, the four Advanced ECDL and ICDL modules (Word-Processing, Spreadsheets, Databases and Presentations) have been updated, making the questions more relevant for modern day usage. The marking structure for the n ew ECDL (ICDL) Advanced syllabus v2.0 is still the same as in the previous v1.0 syllabus with 20 questions a required pass mark of 15 out of 20 (75%) and 1 hour time limit. The full v2.0 syllabus can be downloaded via the ECDL website – www.ecdl.org  FILE FORMATS  MAIL-MERGE  EXTENSIONS  MODIFY TEMPLATE  TEMPLATES  DELETE/ADD AUTOMATIC TEXT ENTRIES  STYLE TYPES  DOCUMENT SECURITY  IMAGE MANIPULATION  TRACK CHANGES  PAGE BREAKS  MACROS  TEXT FORMATTING  MASTER DOCUMENT  TABLE FORMATTING  DELETE SECTION BREAKS  INDENT AND SPACING  PAGE SETUP  CHARACTER STYLES  WATERMARKS  SORT DATA ALPHABETICALLY  PARAGRAPH STYLES  COLUMN LAYOUTS  COLUMN WIDTHS AND SPACING  COLUMN LINES  CAPTIONS  BOOKMARKS  FOOTNOTES  TABLE OF CONTENTS  CONVERT TABLE TO TEXT  MARK INDEX ENTRY  FILESIZE FIELDS  DROP-DOWN FIELDS  CHECK BOX FIELDS  LINK AND EMBED EXTERNAL DATA VIA MICROSOFT EXCEL

OVERVIEW The following guide covers advanced features, shortcuts, examination checks and underpinning knowledge related to Microsoft Office Word 2016 certifications. Once you have worked your way through the guide and are satisfied that you understand the information provided attempt the Advanced Word-Processing tests located at the end of this unit.

HISTORY Word is a graphical word-processing program that users can add styles to text, add captions to images and text, cross references (headings and figures), add comments to text and images, track changes, embed objects and auto-generate tables and indexes. Word is used primarily for creating documents such as letters, brochures, learning activities, tests and quizzes. Word was first released in 1981 with many of the ideas and features incorporated into it coming from Bravo, the first graphical writing program. Microsoft brought the Bravo program, and changed its name to Microsoft Word. When Word was released it used a feature called WYSIWYG(What You See Is What You Get), which meant that users could change the visual style of writing (e.g. bold, italics), by clicking on buttons, when in other programs like WordPerfect, users had to add special 'codes' to change the style of writing. WYSIWYG is now a common feature of all computer writing programs.

FILE FORMATS Word supports the “DOCX” (XML format). The DOCX format took over from the standard “DOC” format used in previous office (2000, XP, 2003) versions.

EXTENSIONS

XML FILE TYPE

EXTENSION

Document

.docx

Macro-enabled document

.docm

Template

.dotx

Macro-enabled template

.dotm

Web Page

.html

PDF

.pdf

Plain Text

.txt

Rich Text Format

.rtf

TEMPLATES A template is a document type that creates a copy of itself when the user opens it. In Microsoft Office Word users can create a template saving a document as a .dotx file, .dot file, or a .dotm file (a .dotm file type allows you to enable macros in the file).

SHORTCUTS

KEY

GENERAL

ALT+TAB

Switch to the next window.

ALT+SHIFT+TAB

Switch to the previous window.

CTRL+W or CTRL+F4

Close the active window.

ALT+F5

Restore the size of the active window after you maximize it.

SHIFT+F6

Move to a task pane from another pane in the program window (counter clockwise direction).

CTRL+F6

When more than one window is open, switch to the next window.

CTRL+SHIFT+F6

Switch to the previous window.

CTRL+F10

Maximize or restore a selected window.

ALT+PRINT SCREEN

Copy a picture of the selected window to the Clipboard.

CTRL+SHIFT+SPACEBAR

Create a nonbreaking space.

CTRL+SHIFT+HYPHEN

Create a nonbreaking hyphen.

CTRL+B

Make letters bold.

CTRL+I

Make letters italic.

CTRL+U

Make letters underline.

CTRL+SPACEBAR

Remove paragraph or character formatting.

CTRL+C

Copy the selected text or object.

CTRL+V

Paste text or an object.

CTRL+ALT+V

Paste special

CTRL+SHIFT+V

Paste formatting only

CTRL+Z

Undo the last action.

CTRL+Y

Redo the last action.

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STYLE TYPES

STYLE

CHARACTERISTICS

Character

A Character Style is a collection of formatting commands such as font name, size, color, bold, italic, underline, borders, and shading.

Paragraph

A Paragraph Style contains both formatting characteristics such as font name, size, color, bold, italic, underline, borders shading and paragraph characteristics such as line spacing, text alignment, indentation, and tab stops.

List

A List Style is used to determine the look of lists, including characteristics such as bullet style or number scheme, indentation, and any label text.

Table

A Table Styles is used to determine the look of tables, including characteristics such as the text formatting of the header row, gridlines, and accent colors for rows and columns.

IMAGE MANIPULATION Open the Plans document located in the Advanced Word-Processing folder by double clicking it.

If the Document opens in another application (Lotus Notes, OpenOffice etc…) then you may not have Word set as your default Word-Processor (right click the documents icon and select the “Open With, Microsoft Office Word” options) software. Alternatively Microsoft Office Word may not be installed on your machine. Free 30-60 day trials are available for download at:

Double clicking documents will open them automatically in Word.

http://office.microsoft.com

When the Document opens you may see a message stating that this file was downloaded from the internet and the file is currently in PROTECT VIEW. This is a safety standard message built into Microsoft Applications. Select the Enable Editing button to continue.

THE ENABLE EDITING BUTTON

Select the Parking image within the Plans document by clicking on it. The image handles will be displayed around the image to indicate that the image has been selected.

PARKING IMAGE

Word 2016 has a new Layout Options introduced in Word 2013 which allows the user to easily access image positions such as Text Wrapping.

IMAGE HANDLE

When the Plans image is selected the PICTURE TOOLS section will be automatically displayed on the ribbon. Select the FORMAT tab (if required), within the section.

PICTURE TOOLS SECTION FORMAT TAB

Select the Position drop-down option within the Arrange group.

POSITION DROP-DOWN OPTION

ARRANGE GROUP

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The Position drop-down list will be displayed. Select the Top Left with Square Text Wrapping option from the drop-down list.

POSITION DROP-DOWN OPTION

REQUIRED POSITION

Unlike in some older versions of Office (2000, 2003 etc...) the image position will automatically change as each option is rolled-over. This added feature makes it more convenient for the user to edit document alignments.

The text will now wrap around the image.

WRAPPED TEXT

If a Caption was added to the image prior it may also move to the left of the image. In these cases leave the caption in its current position as it does not need to be moved, unless specified within the question criteria.

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Select the Office Button(FILE)tab.

Select the Alt + F keys to activate the FILE tab.

OFFICE BUTTON TAB

Select the Save option from the drop-down list.

Users can also use the Save ( ) option on the Quick Access Bar located in the top left corner of the application.

Select the Ctrl + S keys to activate the Save option.

SAVE OPTION

PAGE BREAKS Open the Plans document (if required) located in the Advanced Word-Processing folder by double clicking it.

PLANS DOCUMENT

Place the cursor at the end of the paragraph “When we have done…” of the document. Select the INSERT tab located on the ribbon.

INSERT TAB

Select the Page Break button within the Pages group.

PAGE BREAK BUTTON PAGES GROUP

A Page Break will create a new page within a document and keep the same general formatting such as text, footers and page sequences as the previous page.

A new page will be displayed. Create two clear spaces (Hard Returns) at the top of the newly created page by using the Enter button located on the keyboard.

The File Size, Date and Time fields displayed may vary depending on the order test questions are completed in. File information fields(dates, time and size) will update automatically, when the document is saved.

A Hard Return creates a paragraph break. To insert a hard return press the Enter key located on the keyboard. Hard returns differ from Soft Returns, which are used to signify the end of a line. To insert a soft return use the Shift+Enter keys located on the keyboard.

NEW PAGE

Open the Addresses document (with the Plans document still open) located in the Advanced Word-Processing folder by double clicking it.

ADDRESSES DOCUMENT

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Double clicking documents will open them automatically in Word.

Select the table within the Addresses document by clicking on the select table square box.

SELECT TABLE SQUARE

Word 2016 has a new feature allowing the user to easily add additional ( ) rows or columns to a table.

Select the HOME tab (if required), from the ribbon. Select the Copy button (with the table still selected), within the Clipboard group.

HOME TAB COPY BUTTON

Select the Ctrl + C keys to activate the Copy option.

CLIPBOARD GROUP

Return back to the Plans document by clicking on the Plans window option located on the Taskbar.

PLANS DOCUMENT

The Taskbar is located at the bottom of the screen. Layouts may vary depending on the operating system being used (Vista, Windows 7, Windows 8 etc…).

Place the cursor at the top of the newly created second page (below the two hard returns previous added). Select the HOME tab (if required) located on the ribbon. Select the Paste button within the Clipboard group.

HOME TAB PASTE BUTTON

Select the Ctrl + V keys to activate the Paste option.

CLIPBOARD GROUP

The table will now be displayed on the second page of the Plans document.

TWO CLEAR SPACES PASTED TABLE

Select the Office Button(FILE)tab.

OFFICE BUTTON TAB

Select the Save option from the drop-down list.

SAVE OPTION

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Select the Ctrl + S keys to activate the Save option.

TEXT FORMATTING Open the Plans document (if required) located in the Advanced Word-Processing folder by double clicking it. Place the cursor above the table located within the second page of the document. Ensure there is one clear space (hard return) between the cursor position and the table (as created in the Page Breaks section earlier).

TOP OF SECOND PAGE

Enter the title text “Development Contact Details”.

TITLE TEXT

You will notice that the text within the document is not consistent in size and font; this is because the newly inserted table is in Times New Roman font, size 10 and the original text within the Plans document is Arial font, size 12. To make the document text consistent (Arial size 12), select the HOME tab (if required) located on the ribbon.

HOME TAB

Click the Select drop-down option within the Editing group.

SELECT DROP-DOWN OPTION EDITING GROUP

Click the Select All option from the drop-down list.

Select the Ctrl + A keys to activate the Select All option. SELECT ALL OPTION

Change the Font(with all the text still highlighted) type in the Font group to Arial and Font Size to 12.

FONT SIZE

Users may need to set the font size and font type options then click back onto the Plans document for them to display within the Font group.

FONT TYPE

All the text within the document (except the footnote) will be changed to Arial size 12.

ARIAL SIZE 12

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With all the text in the document still highlighted select the HOME tab (if required) located on the ribbon.

HOME TAB

Select the Centre Text button within the Paragraph group.

CENTRE TEXT BUTTON

Select the Ctrl + E keys to activate the Centre Align option.

PARAGRAPH GROUP

All the text within the document (except the Footnote) is now Centre aligned.

Ariel is a font (typefaces) type in the SanSerif (does not use small lines at the ends of characters) category. Popular sans serif fonts include Helvetica, Avant Garde, Arial and Geneva. Serif fonts include Times Roman, Courier and New Century Schoolbook.

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Although the table body text has been centre aligned the table position remains Left aligned. Only body text will be centre aligned, other sections of the document (Footers, Headers, Footnotes, Endnotes, Tables etc...) will remain in their original alignments. Data alignment outside the body section should not be changed unless stated in the question criteria.

Select the “Development Contact Details” text within the document by highlighting it.

Click anywhere on the title three times consecutively to highlight it.

HIGHLIGHTED TEXT

Select the HOME tab (if required) located on the ribbon.

HOME TAB

Select the Font dialog box launcher within the Font group.

Select the Ctrl + D keys to activate the Font dialog box option.

FONT DIALOG BOX LAUNCHER

The Font box will be displayed. Select the Font tab (if required).

FONT TAB

Select the double underline option from the Underline style: drop down list. Select the All caps check box from the Effects section. Using the Font color: drop-down option change the font colour of the title to Red. The title changes can be viewed in the Preview section located at the bottom of the Font dialog box. Select the OK button.

DOUBLE UNDERLINE STYLE

FONT COLOR

ALL CAPS CHECK BOX

PREVIEW SECTION

The “Development Contact Details” text has now been formatted with the All caps (capital letters), Shadow, Double Underline and Red effects.

FORMATTED TEXT

Select the Save option located on the Quick Access Toolbar.

SAVE OPTION QUICK ACCESS TOOLBAR

Select the Ctrl + S keys to activate the Save option.

TABLE FORMATTING Open the Plans document (if required) located in the Advanced Word-Processing folder by double clicking it. Select the Development Contact Details table by clicking on the select table square.

SELECT TABLE SQUARE

Select the HOME tab (if required) located on the ribbon.

HOME TAB

Select the Centre Text button within the Paragraph group.

CENTRE TEXT BUTTON

Select the Ctrl + E keys to activate the Centre Align option.

PARAGRAPH GROUP

The table is now centre aligned within the document.

TABLE CENTRE ALIGNED

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Select the Office Button(FILE)tab.

OFFICE BUTTON TAB

Select the Save option from the drop-down list.

Users can also use the Save ( ) option on the Quick Access Bar located in the top left corner of the application.

Select the Ctrl + S keys to activate the Save option.

SAVE OPTION

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