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Contents
Productivity App Module 6: Illustrating Documents with
Graphics................................. Word 129
Productivity Apps for School
Insert a Graphic .......................................... W
Word 130
and Work ........................................ PA-1
Introduction to OneNote 2016 ............................PA-2
P
PA-2 Correcting pictures, changing colors,
and applying artistic effects
Introduction to Sway............................................PA-6
Size and Scale a Graphic.............................. Word 132
Introduction to Office Mix.................................PA-10
Cropping graphics
Introduction to Microsoft Edge..........................PA-14
Position a Graphic....................................... Word 134
Removing the background from a picture
Word 2016
Create a Text Box......................................... Word 136
Module 5: Creating and Formatting Linking text boxes

Tables..................................... Word 105 Create WordArt............................................ Word 138
Insert a Table ............................................... W
Word 106 Enhancing graphic objects with styles
Converting text to a table and a table and effects
to text Draw Shapes ................................................ Word 140
Insert and Delete Rows and Columns......... Word 108 Creating an illustration in a drawing canvas
Copying and moving rows and Create a Chart ............................................. Word 142
columns
Creating SmartArt graphics
Modify Rows and Columns......................... Word 110
Finalize Page Layout .................................... Word 144
Setting advanced table properties
Inserting online videos and online pictures
Sort Table Data............................................. Word 112 in a document
Sorting lists and paragraphs Practice ........................................................ W
Word 146
Split and Merge Cells................................... Word 114
Changing cell margins Module 7: Working with Themes and Building
Using tables to lay out a page Blocks..................................... Word 153
Perform Calculations in Tables.................... Word 116 Apply Styles to Text..................................... W
Word 154
Working with formulas Saving a document as a webpage
Apply a Table Style ..................................... Word 118 Apply a Theme ............................................ Word 156
Customize a Table Format .......................... Word 120 Changing the style set
Drawing a table Changing the default theme
Practice ........................................................ W
Word 122 Customize a Theme..................................... Word 158
CONTENTS iii
Insert a Sidebar ............................................ W
Word 160 Consolidate Data Using a Formula ............. Excel 110
Insert Quick Parts ........................................ Word 162 Linking data between workbooks
Add a Cover Page......................................... Word 164 Check Formulas for Errors........................... Excel 112
Create Building Blocks ................................ Word 166 Correcting circular references
Renaming a building block and editing Construct Formulas Using Named
other properties Ranges.......................................................... Excel 114
Insert Building Blocks.................................. Word 168 Consolidating data using named ranges
Practice ........................................................ W
Word 170 Managing workbook names
Build a Logical Formula with the
IF Function .................................................. Excel 116
Module 8: Merging Word
Documents ........................... Word 177 Build a Logical Formula with the
AND Function ............................................. Excel 118
Understand Mail Merge............................... W
Word 178
Using the OR and NOT logical functions
Create a Main Document ............................ Word 180
Calculate Payments with the PMT
Using a mail merge template Function ...................................................... Excel 120
Design a Data Source................................... Word 182 Calculating future value with the
FV function
Merging with an Outlook data source
Practice ........................................................ Excel 122
Enter and Edit Records ................................ Word 184
Add Merge Fields ......................................... Word 186
Module 6: Managing Workbook
Matching fields Data ........................................ Excel 129
Merge Data .................................................. W
Word 188 View and Arrange Worksheets..................... Excel 130
Create Labels................................................ W
Word 190 Splitting the worksheet into
Printing individual envelopes and labels multiple panes
Sort and Filter Records................................. Word 192 Protect Worksheets and

Workbooks................................................... Excel 132
Inserting individual merge fields
Freezing rows and columns
Practice ........................................................ W
Word 194
Save Custom Views of a
Worksheet.................................................... Excel 134
Excel 2016 Using Page Break Preview
Add a Worksheet Background ..................... Excel 136
Module 5: Analyzing Data Using
Formulas ................................. Excel 105 Working with screenshots in Excel
Format Data Using Text Functions.............. Excel 106 Prepare a Workbook for Distribution.......... Excel 138
Working with text in other ways Sharing a workbook using OneDrive
Sum a Data Range Based on Insert Hyperlinks ......................................... Excel 140

Conditions................................................... Excel 108 Working with Headers and Footers
Entering date and time functions Using research tools
iv CONTENTS
Save a Workbook for Distribution............... Excel 142 Look Up Values in a Table ........................... Excel 186
Saving a workbook in other formats Using other LOOKUP functions
Group W
Worksheets ....................................... Excel 144 Summarize Table Data................................. Excel 188
Practice ........................................................ Excel 146 Validate Table Data...................................... Excel 190
Restricting cell values and data length
Module 7: Managing Data Using Adding input messages and error alerts
Tables...................................... Excel 153 Create Subtotals........................................... Excel 192
Plan a Table.................................................. Excel 154 Practice ........................................................ Excel 194
Create and Format a TTable........................... Excel 156
Changing table style options
Integration
Add Table Data ............................................ Excel 158
Selecting table elements Module 4: Integrating Word and
Excel................................Integration 49
Find and Replace Table Data ....................... Excel 160
Use Paste Special to Modify
Using Find and Select features Formatting............................................Integration 50
Delete Table Data......................................... Excel 162 Create a Hyperlink Between W Word and
Sort Table Data............................................. Excel 164 Excel.....................................................Integration 52
Sorting conditionally formatted data Editing and removing a hyperlink
Specifying a custom sort order Create an Excel Spreadsheet in

Word ....................................................Integration 54
Use Formulas in a Table............................... Excel 166
Embed an Excel File in W
Word ...............Integration 56
Print a Table................................................. Excel 168
Formatting pasted, embedded, and linked
Setting a print area objects
Practice ........................................................ Excel 170 Change Link Sources ...........................Integration 58
Reestablishing links
Module 8: Analyzing Table Data ......... Excel 177 Practice .................................................Integration 60
Filter a Table ................................................ Excel 178
Create a Custom Filter................................. Excel 180 Access 2016
Using more than one rule when conditionally
formatting data Module 5: Modifying the Database
Filter a Table with the Structure...............................Access 105
Advanced Filter............................................ Excel 182 Examine Relational Databases ...................Access 106
Saving time with conditional formatting Using many-to-many relationships
Extract Table Data........................................ Excel 184 Enforcing referential integrity
Understanding the criteria range and Design Related Tables .................................Access 108
the copy-to location
Specifying the foreign key field data type
CONTENTS v
Create One-to-Many Relationships............Access 110 Align Control Edges ...................................Access 168
More on enforcing referential integrity Anchoring, margins, and padding
Create Lookup Fields ..................................Access 112 Add a Combo Box for Data Entry ..............Access 170
Creating multivalued fields Choosing between a combo box

and a list box
Modify Short Text Fields ............................Access 114
Add a Combo Box to Find
Working with the Input Mask property Records .......................................................Access 172
Modify Number and Currency Fields.........Access 116 Add Command Buttons .............................Access 174
Modifying fields in Datasheet View Shape effects

Add Option Groups....................................Access 176
Modify Date/Time Fields ............................Access 118
Protecting data
Using Smart Tags
Add Tab Controls........................................Access 178
Modify Validation Properties .....................Access 120
Practice .......................................................Access 180
Create Attachment Fields ...........................Access 122
Working with database file types
Module 8: Analyzing Data with
Practice .......................................................Access 124 Reports .................................Access 189
Use Report Design View ............................Access 190
Module 6: Improving Queries............Access 137 Create Parameter Reports ...........................Access 192
Create Multitable Queries .........................Access 138 Parameter criteria
Deleting a field from the query grid Apply Conditional Formatting...................Access 194
Conditional formatting using data bars
Apply Sorts and View SQL..........................Access 140
Add Lines....................................................Access 196
Specifying a sort order different from
the field order in the datasheet Line troubles
Develop AND Criteria.................................Access 142 Use the Format Painter and
Themes .......................................................Access 198
Develop OR Criteria ...................................Access 144
Add Subreports ...........................................Access 200
Using wildcard characters in query criteria
Modify Section Properties ..........................Access 202
Create Calculated Fields .............................Access 146
Create Summary Reports............................Access 204
Build Summary Queries..............................Access 148
Practice .......................................................Access 206
Build Crosstab Queries ...............................Access 150
Using query wizards
Create a Report on a Query........................Access 152 Integration
Practice .......................................................Access 154
Module 5: Integrating Word and
Access .............................Integration 65
Module 7: Enhancing Forms..............Access 163
Merge from Access to Word..................Integration 66
Use Form Design View................................Access 164
Export an Access Report
Add Subforms .............................................Access 166 to Word.................................................Integration 68
Linking the form and subform Practice .................................................Integration 70
vi CONTENTS
Powerpoint 2016 Embed an Excel Chart ....................... PowerPoint 132
Embedding a worksheet
Module 5: Working with Advanced Tools and
Link an Excel Worksheet ................... PowerPoint 134
Masters .......................... PowerPoint 97
Update a Linked Excel
Draw and Format Connectors............. PowerPoint 98
Worksheet.......................................... PowerPoint 136
Changing page setup and slide orientation
Editing links
Use Advanced
Formatting Tools ............................... PowerPoint 100 Practice .............................................. PowerPoint 138
Creating columns in a text box
Customize Animation Effects............ PowerPoint 102 Module 7: Inserting Graphics, Media, and
Understanding animation timings Objects......................... PowerPoint 145
Create Custom Slide Layouts ............ PowerPoint 104 Create a Custom Table ...................... PowerPoint 146
Restoring the slide master layout Design a SmartArt Graphic................ PowerPoint 148
Format Master Text............................ PowerPoint 106 Creating mathematical equations
Organizing slides into sections Enhance a SmartArt Graphic............. PowerPoint 150
Change Master Text Indents ............. PowerPoint 108 Saving a presentation in PDF, XPS, or
Adjust Text Objects............................ PowerPoint 110 other fixed file formats
Changing text direction Insert and Edit Digital Video............. PowerPoint 152
Use Templates and Trimming a video
Add Comments ................................. PowerPoint 112
Insert and Trim Audio ....................... PowerPoint 154
Understanding PowerPoint templates
and themes Recording a narration on a slide
Practice .............................................. PowerPoint 114 Edit and Adjust a Picture................... PowerPoint 156
Compressing pictures
Module 6: Enhancing Charts .... PowerPoint 121 Add Action Buttons ........................... PowerPoint 158
Work with Charts in PowerPoint ...... PowerPoint 122 Changing the transparency of a picture
Using Paste Special Insert Hyperlinks ............................... PowerPoint 160
Change Chart Design Inserting a screenshot
and Style ............................................ PowerPoint 124
Practice .............................................. PowerPoint 162
Using AutoFit Options to divide and fit
body text
Customize a Chart ............................ PowerPoint 126 Module 8: Using Advanced
Features ....................... PowerPoint 169
Using the Insights task pane
Customize Handout and
Format Chart Elements ..................... PowerPoint 128 Notes Masters .................................... PowerPoint 170
Changing PowerPoint options Creating handouts in Microsoft Word
Animate a Chart ................................ PowerPoint 130 Send a Presentation for Review........... PowerPoint 172
Inserting a picture as a slide background Packaging a presentation
CONTENTS vii
Combine Reviewed Integration
Presentations ..................................... PowerPoint 174
Coauthoring a presentation Module 6: Integrating Word, Excel, Access, and
Set Up a Slide Show .......................... PowerPoint 176 PowerPoint .....................Integration 73
Installing and using Office Add-ins Insert an Access Table into

PowerPoint ...........................................Integration 74
Create a Custom Show ...................... PowerPoint 178
Insert Word Objects into
Linking to a custom slide show PowerPoint ...........................................Integration 76
Prepare a Presentation for Link an Excel File into
Distribution ....................................... PowerPoint 180 PowerPoint ...........................................Integration 78
Recording a slide show Create PowerPoint Handouts
in Word ................................................Integration 80
Create a Photo Album ....................... PowerPoint 182
Embed a PowerPoint Slide
Publishing slides to a Slide Library
in Word.................................................Integration 82
Deliver a Presentation Online ........... PowerPoint 184
Practice .................................................Integration 84
Mastering PowerPoint features and online
presentations Glossary.............................................. Glossary 1
Practice .............................................. PowerPoint 186 Index ..................................................... Index 32
viii CONTENTS
Productivity Apps for
OneNote
Sway
Office Mix
School and Work Edge
Corinne Hoisington
Lochlan keeps track of

his class notes, football
plays, and internship Zoe is using the annotation
meetings with OneNote. features of Microsoft Edge
to take and save web notes
for her research paper.
Nori is creating a Sway

site to highlight this year’s
activities for the Student
Government Association. Hunter is adding interactive
videos and screen recordings
to his PowerPoint resume.
© Rawpixel/Shutterstock.com
Being computer literate no longer means mastery of only Word, Excel,

PowerPoint, Outlook, and Access. To become technology power users, Hunter,
Nori, Zoe, and Lochlan are exploring Microsoft OneNote, Sway, Mix, and Edge in
Office 2016 and Windows 10.
Introduction to OneNote 2016 ................. 2

Module
Learn to use productivity apps!

In this
Introduction to Sway .................................. 6

Links to companion Sways, featuring
Introduction to Office Mix ....................... 10 videos with hands-on instructions, are
Introduction to Microsoft Edge .............. 14 located on www.cengagebrain.com.
Productivity Apps for School and Work PA-1
Introduction to OneNote 2016
notebook | section tab | To Do tag | screen clipping | note | template | Microsoft OneNote
Bottom Line Mobile app | sync | drawing canvas | inked handwriting | Ink to Text
• OneNote is a note-taking
app for your academic and As you glance around any classroom, you invariably see paper notebooks and notepads
professional life. on each desk. Because deciphering and sharing handwritten notes can be a challenge,
• Use OneNote to get organized Microsoft OneNote 2016 replaces physical notebooks, binders, and paper notes with a
by gathering your ideas, searchable, digital notebook. OneNote captures your ideas and schoolwork on any device
sketches, webpages, photos, so you can stay organized, share notes, and work with others on projects. Whether you
videos, and notes in one place. are a student taking class notes as shown in Figure 1 or an employee taking notes in
company meetings, OneNote is the one place to keep notes for all of your projects.
Figure 1: OneNote 2016 notebook
Each notebook is divided into Use To Do tags, icons that

sections, also called section help you keep track of your
tabs, by subject or topic. assignments and other tasks.
Type on a page Personalize a page Write or draw

to add a note, a with a template, or directly on the
small window stationery. page using
that contains drawing tools.
text or other
types of
information. Pages can include
pictures such as Attach files and
screen clippings, enter equations
images from any part so you have
of a computer screen. everything you
need in one place.
Creating a OneNote Notebook

OneNote is divided into sections similar to those in a spiral-bound notebook. Each
OneNote notebook contains sections, pages, and other notebooks. You can use One-
Note for school, business, and personal projects. Store information for each type of
project in different notebooks to keep your tasks separate, or use any other organiza-
tion that suits you. OneNote is flexible enough to adapt to the way you want to work.
When you create a notebook, it contains a blank page with a plain white background
Learn to use OneNote! by default, though you can use templates, or stationery, to apply designs in categories
Links to companion Sways, such as Academic, Business, Decorative, and Planners. Start typing or use the buttons
featuring videos with hands-on on the Insert tab to insert notes, which are small resizable windows that can contain
instructions, are located on text, equations, tables, on-screen writing, images, audio and video recordings, to-do
www.cengagebrain.com. lists, file attachments, and file printouts. Add as many notes as you need to each page.
Syncing a Notebook to the Cloud

OneNote saves your notes every time you make a change in a notebook. To make sure
you can access your notebooks with a laptop, tablet, or smartphone wherever you
are, OneNote uses cloud-based storage, such as OneDrive or SharePoint. Microsoft
OneNote Mobile app, a lightweight version of OneNote 2016 shown in Figure 2, is
available for free in the Windows Store, Google Play for Android devices, and the
AppStore for iOS devices.
If you have a Microsoft account, OneNote saves your notes on OneDrive auto-
matically for all your mobile devices and computers, which is called syncing. For
example, you can use OneNote to take notes on your laptop during class, and then
PA-2 Productivity Apps for School and Work
open OneNote on your phone to study later. To use a notebook stored on your com-
puter with your OneNote Mobile app, move the notebook to OneDrive. You can
quickly share notebook content with other people using OneDrive.
Figure 2: Microsoft OneNote Mobile app
Notes synced to
OneDrive and
displayed on a
smartphone
Taking Notes
Use OneNote pages to organize your notes by class and topic or lecture. Beyond sim-
ple typed notes, OneNote stores drawings, converts handwriting to searchable text and On the Job Now
mathematical sketches to equations, and records audio and video. OneNote is ideal for taking notes
OneNote includes drawing tools that let you sketch freehand drawings such as bio- during meetings, whether you are
logical cell diagrams and financial supply-and-demand charts. As shown in Figure 3, the recording minutes, documenting
Draw tab on the ribbon provides these drawing tools along with shapes so you can insert a discussion, sketching product
diagrams and other illustrations to represent your ideas. When you draw on a page, One- diagrams, or listing follow-up
Note creates a drawing canvas, which is a container for shapes and lines. items. Use a meeting template
to add pages with content
appropriate for meetings.
Figure 3: Tools on the Draw tab
Draw tab
Pens and
highlighters
are in the
Tools group.
Insert rectangles Lines and shapes are
and lines from the in the Shapes group.
Shapes group.
Make drawings
using pens in
Insert text the Tools group.
using the Type
button in the
Tools group.
Converting Handwriting to Text

When you use a pen tool to write on a notebook page, the text you enter is called
inked handwriting. OneNote can convert inked handwriting to typed text when
you use the Ink to Text button in the Convert group on the Draw tab, as shown in
Figure 4. After OneNote converts the handwriting to text, you can use the Search box
to find terms in the converted text or any other note in your notebooks.
Figure 4: Converting handwriting to text
Ink to Text button
Handwriting
Writing inserted converted to
with a fingertip searchable text
On the Job Now Recording a Lecture

If your computer or mobile device has a microphone or camera, OneNote can record the
Use OneNote as a place to brain- audio or video from a lecture or business meeting as shown in Figure 5. When you record
storm ongoing work projects. If
a notebook contains sensitive
a lecture (with your instructor’s permission), you can follow along, take regular notes at
material, you can password-pro- your own pace, and review the video recording later. You can control the start, pause, and
tect some or all of the notebook stop motions of the recording when you play back the recording of your notes.
so that only certain people can
open it.
Figure 5: Video inserted in a notebook
Record Video Audio & Video

button Recording tab
Video recording
Math Lecture
video file
© iStock.com/petrograd99
Try This Now Learn to use OneNote!
Links to companion Sways,
1: Taking Notes for a Week
featuring videos with hands-on
As a student, you can get organized by using OneNote to take detailed notes in your
instructions, are located on
classes. Perform the following tasks:
www.cengagebrain.com.
a. Create a new OneNote notebook on your Microsoft OneDrive account (the
default location for new notebooks). Name the notebook with your first name
followed by “Notes,” as in Caleb Notes.
b. Create four section tabs, each with a different class name.
c. TTake detailed notes in those classes for one week. Be sure to include notes, drawings, and other types of content.
d. Sync your notes with your OneDrive. Submit your assignment in the format specified by your instructor.
2: Using OneNote to Organize a Research Paper

You have a research paper due on the topic of three habits of successful students. Use OneNote to organize your research.
Perform the following tasks:
a. Create a new OneNote notebook on your Microsoft OneDrive account. Name the notebook Success Research.
b. Create three section tabs with the following names:
• Take Detailed Notes
• Be Respectful in Class
• Come to Class Prepared
c. On the web, research the topics and find three sources for each section. Copy a sentence from each source and paste
the sentence into the appropriate section. When you paste the sentence, OneNote inserts it in a note with a link to the
source.
d. Sync your notes with your OneDrive. Submit your assignment in the format specified by your instructor.
3: Planning Your Career

Note: This activity requires a webcam or built-in video camera on any type of device.
Consider an occupation that interests you. Using OneNote, examine the responsibilities, education requirements, potential
salary, and employment outlook of a specific career. Perform the following tasks:
a. Create a new OneNote notebook on your Microsoft OneDrive account. Name the notebook with your first name
ffollowed by a career title, such as Kara - App Developer.
b. Create four section tabs with the names Responsibilities, Education Requirements, Median Salary, and Employment
Outlook.
c. Research the responsibilities of your career path. Using OneNote, record a short video (approximately 30 seconds) of
yourself explaining the responsibilities of your career path. Place the video in the Responsibilities section.
d. On the web, research the educational requirements for your career path and find two appropriate sources. Copy a para-
graph from each source and paste them into the appropriate section. When you paste a paragraph, OneNote inserts it
in a note with a link to the source.
e. Research the median salary for a single year for this career. Create a mathematical equation in the Median
Salary section that multiplies the amount of the median salary times 20 years to calculate how much you will
possibly earn.
f. For the Employment Outlook section, research the outlook for your career path. Take at least four notes about what you
find when researching the topic.
g. Sync your notes with your OneDrive. Submit your assignment in the format specified by your instructor.
Introduction to Sway
Sway site | responsive design | Storyline | card | Creative Commons license | animation
Bottom Line emphasis effects | Docs.com
• Drag photos, videos, and
Expressing your ideas in a presentation typically means creating PowerPoint slides
files from your computer and
or a Word document. Microsoft Sway gives you another way to engage an audience.
content from Facebook and
Sway is a free Microsoft tool available at Sway.com or as an app in Office 365.
Twitter directly to your Sway
Using Sway, you can combine text, images, videos, and social media in a website
presentation.
called a Sway site that you can share and display on any device. To get started,
• Run Sway in a web browser or
you create a digital story on a web-based canvas without borders, slides, cells, or
as an app on your smartphone,
page breaks. A Sway site organizes the text, images, and video into a responsive
and save presentations as
design, which means your content adapts perfectly to any screen size as shown in
webpages.
Figure 6. You store a Sway site in the cloud on OneDrive using a free Microsoft
account.
Figure 6: Sway site with responsive design
You can display a

Sway presentation
in a web browser.
© iStock.com/marinello, © iStock.com/marekuliasz
Sway uses
responsive
design to make
sure pages fit
perfectly on
any device.
Creating a Sway Presentation

Learn to use Sway! You can use Sway to build a digital flyer, a club newsletter, a vacation blog, an informa-
tional site, a digital art portfolio, or a new product rollout. After you select your topic
and sign into Sway with your Microsoft account, a Storyline opens, providing tools
and a work area for composing your digital story. See Figure 7. Each story can include
text, images, and videos. You create a Sway by adding text and media content into a
Storyline section, or card. To add pictures, videos, or documents, select a card in the
left pane and then select the Insert Content button. The first card in a Sway presenta-
tion contains a title and background image.
Figure 7: Creating a Sway site
Design and create

Sway presentations. Share and play
published Sway sites.
Arrange content in a Storyline,

which contains all the text,
pictures, videos, and other
media in a Sway presentation.
To add content, select a

card, which is designed After selecting a card,
to hold a particular type click the Insert Content
of information. button to add the content
to the Sway presentation.
Adding Content to Build a Story

As you work, Sway searches the Internet to help you find relevant images, videos,
On the Job Now
tweets, and other content from online sources such as Bing, YouTube, Twitter, and
Facebook. You can drag content from the search results right into the Storyline. In If you have a Microsoft Word
addition, you can upload your own images and videos directly in the presentation. document containing an outline
For example, if you are creating a Sway presentation about the market for commer- of your business content, drag the
outline into Sway to create a card
cial drones, Sway suggests content to incorporate into the presentation by displaying for each topic.
it in the left pane as search results. The search results include drone images tagged
with a Creative Commons license at online sources as shown in Figure 8. A Creative
Commons license is a public copyright license that allows the free distribution of an
otherwise copyrighted work. In addition, you can specify the source of the media. For
example, you can add your own Facebook or OneNote pictures and videos in Sway
without leaving the app.
Figure 8: Images in Sway search results
Information about Creative

Select the source Commons licenses
of media objects
Storyline title
Drag an image to the

picture placeholder box
Suggested images in
the search results
Designing a Sway
Sway professionally designs your Storyline content by resizing background images and
On the Job Now fonts to fit your display, and by floating text, animating media, embedding video, and
If your project team wants to col-
removing images as a page scrolls out of view. Sway also evaluates the images in your
laborate on a Sway presentation, Storyline and suggests a color palette based on colors that appear in your photos. Use
click the Authors button on the the Design button to display tools including color palettes, font choices, animation
navigation bar to invite others to emphasis effects, and style templates to provide a personality for a Sway presentation.
edit the presentation. Instead of creating your own design, you can click the Remix button, which randomly
selects unique designs for your Sway site.
Publishing a Sway
Use the Play button to display your finished Sway presentation as a website. The
Address bar includes a unique web address where others can view your Sway site. As
the author, you can edit a published Sway site by clicking the Edit button (pencil icon)
on the Sway toolbar.
Sharing a Sway
When you are ready to share your Sway website, you have several options as shown in
Figure 9. Use the Share slider button to share the Sway site publically or keep it private.
If you add the Sway site to the Microsoft Docs.com public gallery, anyone worldwide can
use Bing, Google, or other search engines to find, view, and share your Sway site. You can
also share your Sway site using Facebook, Twitter, Google+, Yammer, and other social
media sites. Link your presentation to any webpage or email the link to your audience.
Sway can also generate a code for embedding the link within another webpage.
Figure 9: Sharing a Sway site
Share button
Drag the slider button to

Just me to keep the Sway
site private
Post the Sway

site on Docs.com
Options differ depending

on your Microsoft account
Send friends a link

to the Sway site
Try This Now Learn to use Sway!
1: Creating a Sway Resume
Sway is a digital storytelling app. Create a Sway resume to share the skills, job experi-
ences, and achievements you have that match the requirements of a future job interest.
Perform the following tasks:
a. Create a new presentation in Sway to use as a digital resume. Title the Sway
Storyline with your full name and then select a background image.
b. Create three separate sections titled Academic Background, Work Experience, and Skills, and insert text, a picture,
and a paragraph or bulleted points in each section. Be sure to include your own picture.
c. Add a fourth section that includes a video about your school that you find online.
d. Customize the design of your presentation.
e. Submit your assignment link in the format specified by your instructor.
2: Creating an Online Sway Newsletter

Newsletters are designed to capture the attention of their target audience. Using Sway, create a newsletter for a club, organiza-
tion, or your favorite music group. Perform the following tasks:
a. Create a new presentation in Sway to use as a digital newsletter for a club, organization, or your favorite music group.
Provide a title for the Sway Storyline and select an appropriate background image.
b. Select three separate sections with appropriate titles, such as Upcoming Events. In each section, insert text, a picture,
and a paragraph or bulleted points.
c. Add a fourth section that includes a video about your selected topic.
3: Creating and Sharing a Technology Presentation

To place a Sway presentation in the hands of your entire audience, you can share a link to the Sway presentation. Create a Sway
presentation on a new technology and share it with your class. Perform the following tasks:
a. Create a new presentation in Sway about a cutting-edge technology topic. Provide a title for the Sway Storyline and
select a background image.
b. Create four separate sections about your topic, and include text, a picture, and a paragraph in each section.
c. Add a fifth section that includes a video about your topic.
e. Share the link to your Sway with your classmates and submit your assignment link in the format specified by your
instructor.
Introduction to Office Mix
add-in | clip | slide recording | Slide Notes | screen recording | free-response quiz
Bottom Line
• Office Mix is a free PowerPoint To enliven business meetings and lectures, Microsoft adds a new dimension to pre-
add-in from Microsoft that adds sentations with a powerful toolset called Office Mix, a free add-in for PowerPoint. (An
features to PowerPoint. add-in is software that works with an installed app to extend its features.) Using Office
• The Mix tab on the PowerPoint Mix, you can record yourself on video, capture still and moving images on your desk-
ribbon provides tools for creat- top, and insert interactive elements such as quizzes and live webpages directly into
ing screen recordings, videos, PowerPoint slides. When you post the finished presentation to OneDrive, Office Mix
interactive quizzes, and live provides a link you can share with friends and colleagues. Anyone with an Internet
webpages. connection and a web browser can watch a published Office Mix presentation, such as
the one in Figure 10, on a computer or mobile device.
Figure 10: Office Mix presentation
You can view a published

Office Mix presentation in a
browser on any device, even
if PowerPoint is not installed.
Click to continue
to the next slide.
Display a list of
slides with titles.
Adding Office Mix to PowerPoint

Learn to use Office Mix! To get started, you create an Office Mix account at the website mix.office.com using an
email address or a Facebook or Google account. Next, you download and install the Office
Mix add-in (see Figure 11). Office Mix appears as a new tab named Mix on the PowerPoint
ribbon in versions of Office 2013 and Office 2016 running on personal computers (PCs).
Figure 11: Getting started with Office Mix
Download the Office Mix free

add-in from mix.office.com.
Click the Get Office Mix

button to download Office
Mix and install it as a tab
on the PowerPoint ribbon.
Capturing Video Clips
A clip is a short segment of audio, such as music, or video. After finishing the content
on a PowerPoint slide, you can use Office Mix to add a video clip to animate or illus- On the Job Now
trate the content. Office Mix creates video clips in two ways: by recording live action Companies are using Office Mix to
on a webcam and by capturing screen images and movements. If your computer has a train employees about new prod-
webcam, you can record yourself and annotate the slide to create a slide recording as ucts, to explain benefit packages
shown in Figure 12. to new workers, and to educate
interns about office procedures.
Figure 12: Making a slide recording
Record your Use the Slide Notes

voice; also button to display
record video if notes for your
For best results,
your computer narration.
look directly at
has a camera.
your webcam
while recording
video.
Choose a video
and audio device
Use inking tools to write to record images
and draw on the slide as and sound.
you record.
When you are making a slide recording, you can record your spoken narration at
the same time. The Slide Notes feature works like a teleprompter to help you focus
on your presentation content instead of memorizing your narration. Use the Inking On the Job Now
tools to make annotations or add highlighting using different pen types and colors.
To make your video recordings
After finishing a recording, edit the video in PowerPoint to trim the length or set
accessible to people with hearing
playback options. impairments, use the Office Mix
The second way to create a video is to capture on-screen images and actions with or closed-captioning tools. You can
without a voiceover. This method is ideal if you want to show how to use your favorite also use closed captions to sup-
website or demonstrate an app such as OneNote. To share your screen with an audi- plement audio that is difficult to
ence, select the part of the screen you want to show in the video. Office Mix captures understand and to provide an aid
for those learning to read.
everything that happens in that area to create a screen recording, as shown in Figure 13.
Office Mix inserts the screen recording as a video in the slide.
Figure 13: Making a screen recording
Record the action on

the screen within the
red dashed outline.
Record audio while
capturing your
on-screen actions.
Select Area
button
Inserting Quizzes, Live Webpages, and Apps
To enhance and assess audience understanding, make your slides interactive by
adding quizzes, live webpages, and apps. Quizzes give immediate feedback to the
user as shown in Figure 14. Office Mix supports several quiz formats, including a
free-response quiz similar to a short answer quiz, and true/false, multiple-choice,
and multiple-response formats.
Figure 14: Creating an interactive quiz
Mix tab on the

Quizzes Videos PowerPoint
Apps button ribbon
Green checkmark
identifies the
correct answer
Randomly shuffle
quiz responses
Sharing an Office Mix Presentation

When you complete your work with Office Mix, upload the presentation to your per-
sonal Office Mix dashboard as shown in Figure 15. Users of PCs, Macs, iOS devices,
and Android devices can access and play Office Mix presentations. The Office Mix
dashboard displays built-in analytics that include the quiz results and how much time
viewers spent on each slide. You can play completed Office Mix presentations online or
download them as movies.
Figure 15: Sharing an Office Mix presentation
Office Mix dashboard

displays the quiz analytics.
Try This Now Learn to use Office Mix!
1: Creating an Office Mix Tutorial for OneNote
Note: This activity requires a microphone on your computer.
Office Mix makes it easy to record screens and their contents. Create PowerPoint
slides with an Office Mix screen recording to show OneNote 2016 features. Perform
the following tasks:
a. Create a PowerPoint presentation with the Ion Boardroom template. Create
an opening slide with the title My Favorite OneNote Features and enter your name in the subtitle.
b. Create three additional slides, each titled with a new feature of OneNote. Open OneNote and use the Mix tab in
PowerPoint to capture three separate screen recordings that teach your favorite features.
c. Add a fifth slide that quizzes the user with a multiple-choice question about OneNote and includes four responses.
Be sure to insert a checkmark indicating the correct response.
d. UUpload the completed presentation to your Office Mix dashboard and share the link with your instructor.
2: Teaching Augmented Reality with Office Mix

Note: This activity requires a webcam or built-in video camera on your computer.
A local elementary school has asked you to teach augmented reality to its students using Office Mix. Perform the
following tasks:
a. Research augmented reality using your favorite online search tools.
b. Create a PowerPoint presentation with the Frame template. Create an opening slide with the title Augmented Reality
and enter your name in the subtitle.
c. Create a slide with four bullets summarizing your research of augmented reality. Create a 20-second slide recording of
yourself providing a quick overview of augmented reality.
d. Create another slide with a 30-second screen recording of a video about augmented reality from a site such as YouTube
or another video-sharing site.
e. Add a final slide that quizzes the user with a true/false question about augmented reality. Be sure to insert a checkmark
indicating the correct response.
f. U
Upload the completed presentation to your Office Mix dashboard and share the link with your instructor.
g. Submit your assignment link in the format specified by your instructor.
3: Marketing a Travel Destination with Office Mix

Note: This activity requires a webcam or built-in video camera on your computer.
To convince your audience to travel to a particular city, create a slide presentation marketing any city in the world using a slide
recording, screen recording, and a quiz. Perform the following tasks:
a. Create a PowerPoint presentation with any template. Create an opening slide with the title of the city you are marketing
as a travel destination and your name in the subtitle.
b. Create a slide with four bullets about the featured city. Create a 30-second slide recording of yourself explaining why
this city is the perfect vacation destination.
c. Create another slide with a 20-second screen recording of a travel video about the city from a site such as YouTube or
another video-sharing site.
d. Add a final slide that quizzes the user with a multiple-choice question about the featured city with five responses. Be
sure to include a checkmark indicating the correct response.
e. U
Upload the completed presentation to your Office Mix dashboard and share your link with your instructor.
f. Submit your assignment link in the format specified by your instructor.
Introduction to Microsoft Edge
Reading view | Hub | Cortana | Web Note | Inking | sandbox
Bottom Line
• Microsoft Edge is the name of Microsoft Edge is the default web browser developed for the Windows 10 operating
the new web browser built into system as a replacement for Internet Explorer. Unlike its predecessor, Edge lets you
Windows 10. write on webpages, read webpages without advertisements and other distractions,
• Microsoft Edge allows you to and search for information using a virtual personal assistant. The Edge interface is
search the web faster, take web clean and basic, as shown in Figure 16, meaning you can pay more attention to the
notes, read webpages without webpage content.
distractions, and get instant
assistance from Cortana.
Figure 16: Microsoft Edge tools
Forward New tab Web address in Add to favorites or

button button the Address bar reading list button
Back button Reading view button More button
Share Web
Note button
Hub (Favorites, reading list,
Refresh (F5) history, and downloads) Make a Web
button button Note button
Browsing the Web with Microsoft Edge

Learn to use Edge! One of the fastest browsers available, Edge allows you to type search text directly in the
Address bar. As you view the resulting webpage, you can switch to Reading view, which
is available for most news and research sites, to eliminate distracting advertisements.
For example, if you are catching up on technology news online, the webpage might
be difficult to read due to a busy layout cluttered with ads. Switch to Reading view to
refresh the page and remove the original page formatting, ads, and menu sidebars to
read the article distraction-free.
Consider the Hub in Microsoft Edge as providing one-stop access to all the things
you collect on the web, such as your favorite websites, reading list, surfing history, and
On the Job Now downloaded files.
Businesses started adopting Locating Information with Cortana

Internet Explorer more than Cortana, the Windows 10 virtual assistant, plays an important role in Microsoft Edge.
20 years ago simply to view After you turn on Cortana, it appears as an animated circle in the Address bar when
webpages. Today, Microsoft you might need assistance, as shown in the restaurant website in Figure 17. When you
Edge has a different purpose: click the Cortana icon, a pane slides in from the right of the browser window to display
to promote interaction with the
web and share its contents with detailed information about the restaurant, including maps and reviews. Cortana can
colleagues. also assist you in defining words, finding the weather, suggesting coupons for shop-
ping, updating stock market information, and calculating math.
Figure 17: Cortana providing restaurant information
Cortana circle icon

in the Address bar
Cortana provides a map,

address, location details,
phone number, type of
food, rating, and menu.
Annotating Webpages
One of the most impressive Microsoft Edge features are the Web Note tools, which
you use to write on a webpage or to highlight text. When you click the Make a Web On the Job Now
Note button, an Inking toolbar appears, as shown in Figure 18, that provides writing To enhance security, Microsoft
and drawing tools. These tools include an eraser, a pen, and a highlighter with differ- Edge runs in a partial sandbox,
ent colors. You can also insert a typed note and copy a screen image (called a screen an arrangement that prevents
clipping). You can draw with a pointing device, fingertip, or stylus using different pen attackers from gaining control
colors. Whether you add notes to a recipe, annotate sources for a research paper, or of your computer. Browsing within
select a product while shopping online, the Web Note tools can enhance your produc- the sandbox protects computer
resources and information from
tivity. After you complete your notes, click the Save button to save the annotations to hackers.
OneNote, your Favorites list, or your Reading list. You can share the inked page with
others using the Share Web Note button.
Figure 18: Web Note tools in Microsoft Edge
Inking toolbar
with Web Note
tools for making
annotations
Highlighted text Save a copy of
the webpage
Writing and with annotations
drawing created
with the Pen tool
Typed note
Try This Now Learn to use Edge!
1: Using Cortana in Microsoft Edge
Note: This activity requires using Microsoft Edge on a Windows 10 computer. instructions, are located on
Cortana can assist you in finding information on a webpage in Microsoft Edge. Per- www.cengagebrain.com.
form the following tasks:
a. Create a Word document using the Word Screen Clipping tool to capture the
following screenshots.
• Screenshot A—Using Microsoft Edge, open a webpage with a technology news article. Right-click a term in the
article and ask Cortana to define it.
• Screenshot B—Using Microsoft Edge, open the website of a fancy restaurant in a city near you. Make sure the
Cortana circle icon is displayed in the Address bar. (If it’s not displayed, find a different restaurant website.) Click the
Cortana circle icon to display a pane with information about the restaurant.
• Screenshot C—Using Microsoft Edge, type 10 USD to Euros in the Address bar without pressing the Enter key.
Cortana converts the U.S. dollars to Euros.
• Screenshot D—Using Microsoft Edge, type Apple stock in the Address bar without pressing the Enter key. Cortana
displays the current stock quote.
b. Submit your assignment in the format specified by your instructor.
2: Viewing Online News with Reading View

Note: This activity requires using Microsoft Edge on a Windows 10 computer.
Reading view in Microsoft Edge can make a webpage less cluttered with ads and other distractions. Perform the following
tasks:
a. Create a Word document using the Word Screen Clipping tool to capture the following screenshots.
• Screenshot A—Using Microsoft Edge, open the website mashable.com. Open a technology article. Click the Reading
view button to display an ad-free page that uses only basic text formatting.
• Screenshot B—Using Microsoft Edge, open the website bbc.com. Open any news article. Click the Reading view
button to display an ad-free page that uses only basic text formatting.
• Screenshot C—Make three types of annotations (Pen, Highlighter, and Add a typed note) on the BBC article page
displayed in Reading view.
b. Submit your assignment in the format specified by your instructor.
3: Inking with Microsoft Edge

Note: This activity requires using Microsoft Edge on a Windows 10 computer.
Microsoft Edge provides many annotation options to record your ideas. Perform the following tasks:
a. Open the website wolframalpha.com in the Microsoft Edge browser. Wolfram Alpha is a well-respected academic
search engine. Type US$100 1965 dollars in 2015 in the Wolfram Alpha search text box and press the Enter key.
b. Click the Make a Web Note button to display the Web Note tools. Using the Pen tool, draw a circle around the
result on the webpage. Save the page to OneNote.
c. In the Wolfram Alpha search text box, type the name of the city closest to where you live and press the Enter key.
Using the Highlighter tool, highlight at least three interesting results. Add a note and then type a sentence about
what you learned about this city. Save the page to OneNote. Share your OneNote notebook with your instructor.
d. Submit your assignment link in the format specified by your instructor.
Word 2016 Module 5
Creating and
Formatting Tables
You are preparing a summary budget for an advertising campaign aimed at the
CASE
Boston market. The goal of the ad campaign is to promote winter projects in
tropical destinations. YYou decide to format the budget information as a table so that it is easy to
read and analyze.
Module Objectives
After completing this module, you will be able to:
• Insert a table • Split and merge cells
• Insert and delete rows and columns • Perform calculations in tables
• Modify rows and columns • Apply a table style
• Sort table data • Customize a table format
Files You Will Need

WD 5-1.docx WD 5-2.docx
Word 2016
Module 5 Insert a Table
Learning A table is a grid made up of rows and columns of cells that you can fill with text and graphics. A cell is
Outcomes the box formed by the intersection of a column and a row. The lines that divide the columns and rows
• Insert a table
• Type text in a table and help you see the grid-like structure of a table are called borders. You
Y can create a table in a document
• Add rows by using the Table
T command in the Tables
T group on the Insert tab. Once you have created a table, you
can add text and graphics to it. CASE YYou begin by inserting a blank table and adding text to it.
STEPS
QUICK TIP 1. Start Word, click Blank document, click the View tab, then click the Page Width button
If the rulers are not in the Zoom group
displayed, click the
Ruler check box in 2. Click the Insert tab, then click the Table button in the Tables group
the Show group on The Table menu opens. It includes a grid for selecting the number of columns and rows you want the table
the View tab.
to contain, as well as several commands for inserting a table. TABLE 5-1 describes these commands. As you
move the pointer across the grid, a preview of the table with the specified number of columns and rows
appears in the document at the location of the insertion point.
3. Point to the second box in the fourth row to select 2x4 Table, then click
A table with two columns and four rows is inserted in the document, as shown in FIGURE 5-1. Black borders
surround the table cells. The insertion point is in the first cell in the first row.
4. Type Location, then press [Tab]
Pressing [Tab] moves the insertion point to the next cell in the row.
5. Type Cost, press [Tab], then type The Boston Globe
Pressing [Tab] at the end of a row moves the insertion point to the first cell in the next row.
6. Press [Tab], type 28,900, press [Tab], then type the following text in the table, pressing
[Tab] to move from cell to cell
Boston.com 26,000
Taxi tops 16,000
7. Press [Tab]
Pressing [Tab] at the end of the last cell of a table creates a new row at the bottom of the table, as shown in
FIGURE 5-2. The insertion point is located in the first cell in the new row.
TROUBLE 8. TType the following, pressing [Tab] to move from cell to cell and to create new rows
If you pressed [Tab]
after the last row, Cambridge Chronicle 17,460
click the Undo button Wickedlocal.com 5,750
on the Quick
Access toolbar to MBTA stops 12,000
remove the new Boston Magazine 11,400
blank row.
9. Click the Save button on the Quick Access toolbar, then save the document as
WD 5-Boston Ad Budget to the location where you store your Data Files
The table is shown in FIGURE 5-3.
TABLE 5-1: Table menu commands
command use to
Insert Table Create a table with any number of columns and rows and select an AutoFit behavior
Draw Table Create a complex table by drawing the table columns and rows
Convert Text to Table Convert text that is separated by tabs, commas, or another separator character into a table
Excel Spreadsheet Insert a blank Excel worksheet into the document as an embedded object
Quick Tables Insert a preformatted table template and replace the placeholder data with your own data
Word 106 Creating and Formatting Tables
FIGURE 5-1: Blank table
Column
Table move handle Table Tools Design tab
Insertion point
Row Cell
FIGURE 5-2: New row in table
New row
Word 2016
FIGURE 5-3: Text in the table
Converting text to a table and a table to text

Starting with a blank table is just one way to create a table. You to a table, select the text, click the Table button in the Tables
can also convert text that is separated by a tab, a comma, or group on the Insert tab, and then click Convert Text to Table. In
another separator character into a table. For example, to create the Convert Text to Table dialog box, select from the options for
a two-column table of last and first names, you could type the structuring and formatting the table, and then click OK to
names as a list with a comma separating the last and first name create the table.
in each line, and then convert the text to a table. The separator Conversely you can convert a table to text that is separated
Conversely,
character—a comma in this example—indicates where you want by tabs, commas, or some other character by selecting the table,
to divide the table into columns, and a paragraph mark clicking the Table Tools Layout tab, and then clicking the Convert
indicates where you want to begin a new row. To convert text to Text button in the Data group.
Creating and Formatting Tables Word 107
Word 2016
Module 5 Insert and Delete Rows
and Columns
Learning
Outcomes:
Outcomes
• Select rows and
columns
• Insert and delete You can easily modify the structure of a table by adding and removing rows and columns. First, you must
rows and columns click or select an existing row or column in the table to indicate where you want to insert or delete. You
Y
can select any element of a table using the Select command on the Table
T T
Tools Layout tab, but it is often
easier to select, add, and delete rows and columns using the mouse. CASE YYou add new rows and
columns to the table, and delete unnecessary rows.
STEPS
1. Click the Home tab, click the Show/Hide ¶ button in the Paragraph group to display
formatting marks, then move the pointer up and down the left edge of the table
QUICK TIP
You can also insert a An end of cell mark appears at the end of each cell and an end of row mark appears at the end of each row.
row by right-clicking When you move the pointer to the left of two existing rows, an Insert Control appears outside the table.
a row, clicking the
Insert button on the 2. Move the pointer to the left of the border above the Wickedlocal.com row, then click
Mini toolbar, and the Insert Control
then clicking Insert
Above or Insert Below.
Below A new row is inserted directly above the Wickedlocal.com row, as shown in FIGURE 5-4.
3. Click the first cell of the new row, type Bostonherald.com, press [Tab], then type 15,300
QUICK TIP 4. Place the pointer in the margin to the left of the Boston.com row until the pointer
If the end of row changes to , click to select the row, press and hold the mouse button, drag down to
mark is not selected,
you have selected select the Taxi tops row
row, then release the mouse button
only the text in The two rows are selected, including the end of row marks.
the row not the
the row,
row itself. 5. Click the Table Tools Layout tab, then click the Insert Below button in the Rows &
Columns group
Two new rows are added below the selected rows. To insert multiple rows, you select the number of rows you
want to insert before inserting the rows, and then click an Insert Control or use the buttons on the Ribbon.
QUICK TIP 6. Click the Cambridge Chronicle row
row, click the Delete button in the Rows & Columns
If you select a row group, click Delete Rows, select the two blank rows, click the Delete button on the Mini
and press [Delete],
you delete only the toolbar, then click Delete Rows
contents of the row, The Cambridge Chronicle row and the two blank rows are deleted.
not the row itself.
7. Place the pointer over the top border of the Location column until the pointer changes
to , then click
The entire column is selected.
QUICK TIP 8. Click the Insert Left button in the Rows & Columns group, then type Type
To select a cell, place A new column is inserted to the left of the Location column, as shown in FIGURE 5-5.
the pointer near the
left border of the 9. Place the pointer over the border between the Location and Cost columns at the top of
cell, then click.
the table, click the Insert Control, then type Details in the first cell of the new column
A new column is added between the Location and Cost columns.
10. Press [ ] to move the insertion point to the next cell in the Details column, click the
Home tab, click to turn off the display of formatting marks, enter the text shown in
FIGURE 5-6 in each cell in the Details and Type columns, then save your changes
You can use the arrow keys to move the insertion point from cell to cell. Notice that text wraps to the next
line in the cell as you type. Compare your table to FIGURE 5-6.
FIGURE 5-4: Inserted row
End of cell mark

End of row
mark
Insert Control
New row is selected

by default
FIGURE 5-5: Inserted column

New column
Word 2016
FIGURE 5-6: Text in Type and Details columns
Copying and moving rows and columns

You can copy and move rows and columns within a table in the button to paste the selection. Rows are inserted above the row
same manner you copy and move text. Select the row or column containing the insertion point; columns are inserted to the left of
you want to move, then use the Copy or Cut button to place the the column containing the insertion point. You can also copy or
selection on the Clipboard. Place the insertion point in the location move columns and rows by selecting them and using the pointer
where you want to insert the row or column, then click the Paste to drag them to a new location in the table.
Word 2016
Module 5 Modify Rows and Columns
Learning Once you create a table, you can easily adjust the size of columns and rows to make the table easier
Outcomes:
Outcomes to read. You can change the width of columns and the height of rows by dragging a border,
border by using
• Resize columns
• Select a table the AutoFit command, or by setting precise measurements in the Cell Size group on the Table T
• Align text in cells T
Tools Layout tab. CASE YYou adjust the size of the columns and rows to make the table more
attractive and easier to read. You also center the text vertically in each table cell.
STEPS
QUICK TIP 1. Position the pointer over the border between Type and Location until the pointer changes
Press [Alt] as you to , then drag the border to approximately the ½" mark on the horizontal ruler
drag a border to
display the column The dotted line that appears as you drag represents the border. Dragging the column border changes the
width or row height width of the first and second columns: the first column is narrower and the second column is wider. When
measurements on dragging a border to change the width of an entire column, make sure no cells are selected in the column.
the ruler.
You can also drag a row border to change the height of the row above it.
2. Position the pointer over the right border of the Location column until the pointer
changes to , then double-click
Double-clicking a column border automatically resizes the column to fit the text.
3. Double-click the right border of the Details column with the pointer, then double-
click the right border of the Cost column with the pointer
The widths of the Details and Cost columns are adjusted.
4. Move the pointer over the table, then click the table move handle that appears
outside the upper-left corner of the table
Clicking the table move handle selects the entire table. You can also use the Select button in the Table group
on the Table Tools Layout tab to select an entire table.
5. With the table still selected, click the Table Tools Layout tab, click the Distribute Rows
button in the Cell Size group, then click in the table to deselect it
All the rows in the table become the same height, as shown in FIGURE 5-7. You can also use the Distribute
Columns button to make all the columns the same width, or you can use the AutoFit button to make the
QUICK TIP width of the columns fit the text, to adjust the width of the columns so the table is justified between the
Quickly resize a table margins, or to set fixed column widths.
by dragging the
table resize handle to 6. Click in the Details column, click the Table Column Width text box in the Cell Size
a new location. group, type 3.5, then press [Enter]
The width of the Details column changes to 3.5".
QUICK TIP 7. Click the Select button in the Table group, click Select Table, click the Align Center
Quickly center a Left button in the Alignment group, deselect the table, then save your changes
table on a page by
selecting the table The text is centered vertically in each table cell, as shown in FIGURE 5-8. You can use the alignment buttons
and clicking the in the Alignment group to change the vertical and horizontal alignment of the text in selected cells or in the
Center button in the entire table.
Paragraph group on
the Home tab.
FIGURE 5-7: Resized columns and rows
Table move handle:

click to select
the table; drag to
move the table
Rows are all

the same
height
Table resize handle; drag

to change the size of all
the rows and columns
FIGURE 5-8: Text centered vertically in cells
Text is centered Column is widened

vertically in the cell
Word 2016
Setting advanced table properties
When you want to wrap text around a table, indent a table, or FIGURE 5-9: Table Properties dialog box
set other advanced table properties, you click the Properties
command in the Table group on the Table Tools Layout tab to
open the Table Properties dialog box, shown in FIGURE 5-9.
Using the Table tab in this dialog box, you can set a precise width
for the table, change the horizontal alignment of the table
between the margins, indent the table, and set text wrapping
options for the table. You can also click Options on the Table
tab to open the Table Options dialog box, which you use to
customize the table’s default cell margins and the spacing
between table cells. Alternatively, click Borders and Shading on
the Table tab to open the Borders and Shading dialog box, which
you can use to create a custom format for the table.
The Column, Row, and Cell tabs in the Table Properties dialog
box allow you to set an exact width for columns, to specify an
exact height for rows, and to indicate an exact size for individual
cells. The Alt Text tab is used to add alternative text for a table
that will appear on a Web page, such as a title and a description.
Word 2016
Module 5 Sort Table Data
Learning Tables are often easier to interpret and analyze when the data is sorted, which means the rows are
Outcomes:
Outcomes organized in alphabetical or sequential order based on the data in one or more columns. When you sort a
• Sort table data
by one or more table, Word
W arranges all the table data according to the criteria you set. You
Y set sort criteria by specifying
criteria the column (or columns) you want to sort by and indicating the sort order—ascending or descending—
• Sort lists and
you want to use. Ascending order lists data alphabetically or sequentially (from A to Z, 0 to 9, or earliest
paragraphs
to latest). Descending order lists data in reverse alphabetical or sequential order (from Z to A, 9 to 0, or
latest to earliest). You
Y can sort using the data in one column or multiple columns. When you sort by
multiple columns you must select primary,
primar secondary,
secondar and tertiary
tertiar sort criteria. You
Y use the Sort command
in the Data group on the Table
T T
Tools Layout tab to sort a table. CASE You sort the table so that all ads
of the same type are listed together. You also add secondary sort criteria so that the ads within each type are
listed in descending order by cost.
STEPS
1. Place the insertion point anywhere in the table
To sort an entire table, you simply need to place the insertion point anywhere in the table. If you want to
sort specific rows only, then you must select the rows you want to sort.
2. Click the Sort button in the Data group on the Table Tools Layout tab
The Sort dialog box opens, as shown in FIGURE 5-10. You use this dialog box to specify the column or
columns you want to sort by by, the type of information you are sorting (text, numbers, or dates), and the sort
order (ascending or descending). Column 1 is selected by default in the Sort by list box. Since you want to
sort your table first by the information in the first column—the type of ad (Print, Web, or Misc.)—you don’t
change the Sort by criteria.
QUICK TIP 3. Click the Header row option button in the My list has section to select it
To repeat the header The table includes a header row, which is the first row of a table that contains the column headings. You
row on every page
of a table that spans must select the Header row option button first when you do not want the header row included in the sort.
multiple pages, click
the Repeat Header
4. Click the Descending option button in the Sort by section
Rows button in the The information in the Type column will be sorted in descending—or reverse alphabetical—order, so that
Data group on the the “Web” ads will be listed first, followed by the “Print” ads, and then the “Misc.” ads.
T
Table Tools Layout
tab. 5. Click the Then by list arrow in the first Then by section, click Cost, verify that Number
appears in the Type list box, then click the Descending option button
Within the Web, Print, and Misc. groups, the rows will be sorted by the cost of the ad, which is the informa-
tion contained in the Cost column. The rows will appear in descending order within each group, with the
most expensive ad listed first.
6. Click OK, then deselect the table
The rows in the table are sorted first by the information in the Type column and second by the information
in the Cost column, as shown in FIGURE 5-11. The first row of the table, which is the header row, is not
included in the sort.
7. Save your changes to the document
FIGURE 5-10: Sort dialog box
Select the type of data
Select the primary in the sort column
sort column
Choose the sort order
Include or exclude the

header row in the sort
FIGURE 5-11: Sorted table
Header row is
not included
in the sort
Word 2016
First, rows are Second, within each
sorted by type type, rows are
in descending sorted by cost in
order descending order
Sorting lists and paragraphs

In addition to sorting table data, you can use the Sort command When sorting text information in a document, the term
to alphabetize text or sort numerical data. When you want to sort “fields” refers to text or numbers that are separated by a character,
data that is not formatted as a table, such as lists and paragraphs, such as a tab or a comma. For example, you might want to sort a
you use the Sort command in the Paragraph group on the Home list of names alphabetically. If the names you want to sort are
tab. To sort lists and paragraphs, select the items you want listed in “Last name, First name” order, then last name and first
included in the sort, then click the Sort button. In the Sort Text name are each considered a field. You can choose to sort the list
dialog box, use the Sort by list arrow to select the sort by criteria in alphabetical order by last name or by first name. Use the
(such as paragraphs or fields), use the Type list arrow to select the Options button in the Sort Text
T dialog box to specify the character
type of data (text, numbers, or dates), and then click the that separates the fields in your lists or paragraphs, along with
Ascending or Descending option button to choose a sort order. other sort options.
Word 2016
Module 5 Split and Merge Cells
Learning A convenient way to change the format and structure of a table is to merge and split the table cells. When
Outcomes you merge cells, you combine adjacent cells into a single larger cell. When you split a cell, you divide an
• Split cells
• Merge cells existing cell into multiple cells. You Y can merge and split cells using the Merge Cells and Split Cells
commands in the Merge group on the Table T T
Tools Layout tab. CASE YYou merge cells in the first column
to create a single cell for each ad type—W
type—Web, Print, and Misc. You also add a new row to the bottom of the
table, and split the cells in the row to create three new rows with a different structure.
STEPS
TROUBLE 1. Drag to select the two Print cells in the first column of the table, click the Merge Cells
If you click below button in the Merge group on the Table Tools Layout tab, then deselect the text
the table to deselect
it, the active tab The two Print cells merge to become a single cell. When you merge cells, Word converts the text in each cell
changes to the Home into a separate paragraph in the merged cell.
tab. If necessary, click
in the table, then click 2. Select the first Print in the cell, then press [Delete]
the Table Tools
Layout tab to con- 3. Select the three Web cells in the first column, click the Merge Cells button, type Web,
tinue with the steps select the two Misc. cells, click the Merge Cells button, then type Misc.
in this lesson.
The three Web cells merge to become one cell and the two Misc. cells merge to become one cell.
4. Click the MBTA stops cell, then click the Insert Below button in the Rows & Columns
group
A row is added to the bottom of the table.
5. Select the first three cells in the new last row of the table, click the Merge Cells button,
then deselect the cell
The three cells in the row merge to become a single cell.
QUICK TIP 6. Click the first cell in the last row
row, then click the Split Cells button in the Merge group
To split a table in The Split Cells dialog box opens, as shown in FIGURE 5-12. You use this dialog box to split the selected cell or
two, click the row
you want to be the cells into a specific number of columns and rows.
first row in the sec-
ond table, then click
7. Type 1 in the Number of columns text box, press [Tab], type 3 in the Number of rows
the Split Table button text box, click OK, then deselect the cells
in the Merge group. The single cell is divided into three rows of equal height. When you split a cell into multiple rows, the width
of the original column does not change. When you split a cell into multiple columns, the height of the
original row does not change. If the cell you split contains text, all the text appears in the upper-left cell.
8. Click the last cell in the Cost column, click the Split Cells button, repeat Step 7, then
save your changes
The cell is split into three rows, as shown in FIGURE 5-13. The last three rows of the table now have only
two columns.
Changing cell margins

By default, table cells have .08” left and right cell margins with no the dialog box, or select the Allow spacing between cells check
spacing between the cells, but you can adjust these settings for a box and then enter a setting in the Cell spacing section to increase
table using the Cell Margins button in the Alignment group on the the spacing between table cells. You can also deselect the
T
Table Tools Layout tab. First, place the insertion point in the table, Automatically resize to fit contents check box in the Options
and then click the Cell Margins button to open the Table Options section of the dialog box to turn off the setting that causes table
dialog box. Enter new settings for the top, bottom, left, and right cells to widen to fit the text as you type. Any settings you change
cell margins in the text boxes in the Default cell margins section of in the Table Options dialog box are applied to the entire table.
FIGURE 5-12: Split Cells dialog box
Merged cells
created by using
the Merge Cells
button in the
Merge group on
the Table Tools
Layout tab
FIGURE 5-13: Cells split into three rows
Word 2016
Cells are split
into three rows
Using tables to lay out a page

Tables are often used to display information for quick reference it can be helpful to display the table gridlines on screen while you
and analysis, but you can also use tables to structure the layout of work. Gridlines are dotted lines that show the boundaries of cells,
a page. You can insert any kind of information in the cell of a but do not print. If your document will be viewed online—for
table—including graphics, bulleted lists, charts, and other tables example, if you are planning to e-mail your résumé to potential
(called nested tables). For example, you might use a table to lay employers—you should turn off the display of gridlines before you
out a résumé, a newsletter, or a Web page. When you use a table distribute the document so that it looks the same online as it looks
to lay out a page, you generally remove the table borders to hide when printed. To turn gridlines off or on, click the View Gridlines
the table structure from the reader. After you remove borders, button in the Table group on the Table Tools Layout tab.
Word 2016
Module 5 Perform Calculations in Tables
Learning If your table includes numerical information, you can perform
per simple calculations in the table. The Formula
Outcomes:
Outcomes command allows you to quickly total the numbers in a column or row, row and to perform
per other standard
• Sum numbers in
a table calculations, such as averages. When you calculate data in a table using formulas, you use cell references to
• Update a field refer to the cells in the table. Each cell has a unique cell reference composed of a letter and a number;
• Insert a formula
the letter represents its column and the number represents its row. For example, the cell in the third row of
the fourth column is cell D3. FIGURE 5-14 shows the cell references in a simple table. CASE YYou use the
Formula command to calculate the total cost of the Boston ad campaign. You also add information about the
budgeted cost, and create a formula to calculate the difference between the total and budgeted costs.
STEPS
QUICK TIP 1. Click the first blank cell in column 1, type Total Cost, press [Tab], then click the Formula
You must type a zero button in the Data group on the Table Tools Layout tab
in any blank cell in a
row or column The Formula dialog box opens, as shown in FIGURE 5-15. The SUM function appears in the Formula text box
before using the followed by the reference for the cells to include in the calculation, (ABOVE). The formula =SUM(ABOVE)
SUM function. indicates that Word will sum the numbers in the cells above the active cell.
2. Click OK
Word totals the numbers in the cells above the active cell and inserts the sum as a field. You can use the
SUM function to quickly total the numbers in a column or a row. If the cell you select is at the bottom of a
column of numbers, Word totals the column. If the cell is at the right end of a row of numbers, Word totals
the row.
3. Select 12,000 in the cell above the total, then type 15,200
If you change a number that is part of a calculation, you must recalculate the field result.
QUICK TIP 4. Press [ ], right-click the cell, then click Update Field
To change a field The information in the cell is updated. When the insertion point is in a cell that contains a formula, you
result to regular text,
click the field to can also press [F9] or [Fn][F9], depending on your keyboard, to update the field result.
select it, then press
[Ctrl][Shift][F9].
5. Press [Tab], type Budgeted, press [Tab], type 118,320, press [Tab], type Difference, then
press [Tab]
The insertion point is in the last cell of the table.
6. Click the Formula button
The Formula dialog box opens. Word proposes to sum the numbers above the active cell, but you want to
insert a formula that calculates the difference between the total and budgeted costs. You can type simple
custom formulas using a plus sign (+) for addition, a minus sign (–) for subtraction, an asterisk (*) for multi-
plication, and a slash (/) for division.
QUICK TIP 7. Select =SUM(ABOVE) in the Formula text box, then type =B9–B10
Cell references are You must type an equal sign (=) to indicate that the text following the equal sign (=) is a formula. You want
determined by the
number of columns to subtract the budgeted cost in the second column of row 10 from the total cost in the second column of
in each row, not row 9; therefore, you type a formula to subtract the value in cell B10 from the value in cell B9.
by the number of
columns in the table. 8. Click OK, then save your changes
Rows 9 and 10 have The difference appears in the cell, as shown in FIGURE 5-16.
only two columns:
A and B.
FIGURE 5-14: Cell references in a table
Column D (fourth column)
Cell reference indicates

Row 3 the cell’s column and row
FIGURE 5-15: Formula dialog box
Suggested formula
Suggested
range of cells
FIGURE 5-16: Difference calculated
Word 2016
Cell A9 Cell B9
Cell A10 Cell B10
B9-B10=230
Working with formulas

In addition to the SUM function, Word includes formulas for average the values in cells A1, B3, and C4, enter the formula
averaging, counting, and rounding data, to name a few. To use =A
=AVERAGE(A1,B3,C4). You must separate cell ranges by a colon.
a W formula, delete any text in the Formula text box, type =,
a Word For example, to total the values in cells A1 through A9, enter the
click the Paste function list arrow in the Formula dialog box, formula =SUM(A1:A9). To display the result of a calculation in a
select a function, and then insert the cell references of the cells particular number format, such as a decimal percentage (0.00%),
you want to include in the calculation in parentheses after the click the Number format list arrow in the Formula dialog box and
name of the function. When entering formulas, you must sepa- select a number format. Word inserts the result of a calculation as
rate cell references by a comma. For example, if you want to a field in the selected cell.
Word 2016
Module 5 Apply a Table Style
Learning Adding shading and other design elements to a table can help give it a polished appearance and make
Outcomes:
Outcomes the data easier to read. Word includes predefined, built-in table styles that you can apply to a table to
• Customize a
table style format it quickly. Table
T styles include borders, shading, fonts, alignment, colors, and other formatting
• Change theme effects. You
Y can apply a table style to a table using the buttons in the Table
T Styles group on the Table
T T
Tools
colors
Design tab. CASE You want to enhance the appearance of the table with shading, borders, and other
formats, so you apply a table style to the table. After applying a style, you change the theme colors.
STEPS
1. Click the Table Tools Design tab
The Table Tools Design tab includes buttons for applying table styles and for adding, removing, and custom-
izing borders and shading in a table.
2. Click the More button in the Table Styles group
The gallery of table styles opens, as shown in FIGURE 5-17. You point to a table style in the gallery to preview
the style applied to the table.
3. Move the pointer over the styles in the galler
gallery, then click the Grid Table 4 – Accent 5 style
The Grid Table 4 – Accent 5 style is applied to the table, as shown in FIGURE 5-18. Because of the structure of
the table, this style neither enhances the table nor helps make the data more readable.
QUICK TIP 4. Click the More button in the Table Styles group, scroll down, then click the List
Click Clear in the Table 3 – Accent 5 style
galler of table styles
gallery
to remove all borders, This style works better with the structure of the table, and makes the table data easier to read.
shading, and other
style elements from
5. In the TTable Style Options group, click the First Column check box to clear it, then click
the table. the Banded Columns check box to select it
The bold formatting is removed from the first column, and column borders are added to the table. When
the banded columns or banded rows setting is active, the odd columns or rows are formatted differently
from the even columns or rows to make the table data easier to read.
TROUBLE 6. Click the Design tab, click the Colors list arrow in the Document Formatting group, then
The Colors button Is scroll down and click Slipstream in the gallery that opens
located on the
Design tab, not the The color palette for the document changes to the colors used in the Slipstream theme, and the table color
T
Table Tools Design changes to orange.
tab.
7. Click the Table Tools Design tab, then click the List Table 3 – Accent 6 style in the Table
Styles group
The table color changes to red.
TROUBLE 8. Click the Table Tools Layout tab, click the table move handle , click the Align Center
When you select the Left button in the Alignment group, select the Type column, click the Align Center
T column, the first
Type
column in the last button , select the Cost column, then click the Align Center Right button
three rows is First, the data in the table is left-aligned and centered vertically, then the data in the Type column is
also selected.
centered, and finally the data in the Cost column is right-aligned.
9. Select the last three rows of the table, click the Bold button on the Mini toolbar,
then click the Align Center Right button in the Alignment group on the Table Tools
QUICK TIP
You can also use the Layout tab on the Ribbon
alignment buttons in The text in the last three rows is right-aligned and bold is applied.
the Paragraph group
on the Home tab to 10. Select the first row of the table, click the Center button on the Mini toolbar, click the
change the alignment Font Size list arrow on the Mini toolbar, click 14, deselect the row, then save your changes
of text in a table.
The text in the header row is centered and enlarged, as shown in FIGURE 5-19.
FIGURE 5-17: Gallery of table styles
Gallery of table styles
Options for Grid Table 4,

customizing Accent 5 style
table style
settings
Modify an existing
table style
Remove a table
style from a table
Create a new
table style
Word 2016
FIGURE 5-18: Grid Table 4, Accent 5 style applied to table
The shading applied

to the merged cells
is confusing
FIGURE 5-19: List Table 3, Accent 6 style (Slipstream theme) applied to table
Word 2016
Module 5 Customize a Table Format
Learning You can also use the formatting tools available in Word
W to create your own table designs. For example, you
Outcomes:
Outcomes can add or remove borders and shading; vary var the line style, thickness, and color of borders; and change the
• Add shading and
borders to a table orientation of text from horizontal to vertical. In addition, if a table is located at the top of a document, you can
• Rotate text press [Enter] at the beginning of a table to move the table down one line in the document. CASE You
adjust the text direction, shading, and borders in the table to make it easier to understand at a glance.
STEPS
1. Select the Type and Location cells in the first row, click the Merge Cells button in the
Merge group on the Table Tools Layout tab, then type Ad Location
The two cells are combined into a single cell containing the text “Ad Location.”
2. Select the Web, Print, and Misc. cells, click the Bold button on the Mini toolbar, click
the Text Direction button in the Alignment group twice, then deselect the cells
The text is rotated 270 degrees.
3. Position the pointer over the right border of the Web cell until the pointer changes
to , then drag the border to approximately the ¼" mark on the horizontal ruler
The width of the column containing the vertical text narrows.
QUICK TIP 4. Place the insertion point in the Web cell, click the Table Tools Design tab, then click the
In cells with vertical Shading list arrow in the Table Styles group
text, the I-beam
pointer is rotated The gallery of shading colors for the Slipstream theme opens.
90 degrees, and the
buttons in the Align-
5. Click Blue, Accent 1 in the gallery as shown in FIGURE 5-20, click the Print cell, click the
ment group change Shading list arrow
arrow, click Orange, Accent 5, click the Misc. cell, click the Shading list
to vertical alignment. arrow, then click Green, Accent 3
arrow
Shading is applied to each cell.
6. Drag to select the Nine white cells in the Web rows (rows 2, 3, and 4), click the Shading
list arrow
arrow, then click Blue, Accent 1, Lighter 40%
7. Repeat Step 6 to apply Orange, Accent 5, Lighter 40% shading to the Print rows and
TROUBLE Green, Accent 3, Lighter 40% shading to the Misc. rows
If gridlines appear, Shading is applied to all the cells in rows 1–8.
click the Borders list
arrow then click
arrow, 8. Select the last three rows of the table, click the Borders list arrow in the Borders group,
View Gridlines to
turn off the display.
click No Border on the Borders menu, then click in the table to deselect the rows
The top, bottom, left, and right borders are removed from each cell in the selected rows. You use the Borders
menu to both add and remove borders.
QUICK TIP 9. Select the Total Cost row
row, click the Borders list arrow
arrow, click Top Border
Border, click the 118,320
To change the color, cell, click the Borders list arrow
arrow, then click the Bottom Border
line weight, line
style, or border style The active border color is black. You can use the buttons in the Borders group to change the active color,
of an existing border, line weight, line style, and border style settings before adding a border to a table. A black top border is added
adjust the active to the Total Cost row, and a black bottom border is added below 118,320.
settings in the Borders
group, click the 10. Select the Total Cost row
row, click the Borders list arrow
arrow, click Borders and Shading, click the
Border Painter button,
then click the border
Color list arrow, click Red, Accent 6, click the top border button in the Preview area, then
with the Border click OK
Painter pointer . The top border changes to red. The completed table is shown in FIGURE 5-21.
11. Press [Ctrl][Home], press [Enter] to move the table down one line, type your name,
save, submit the document, close the document, then exit Word
FIGURE 5-20: Gallery of shading colors from the Slipstream theme
Blue, Accent 1; use

ScreenTips as needed
to identify colors
Merged cell
Shading
applied to cell
Text rotated
in cell
FIGURE 5-21: Completed table
Word 2016
Bottom border
added to cell
Red top border added

to Total Cost row
Drawing a table
The Word Draw Table feature allows you to draw table cells you draw are added using the active line style, line weight, and
exactly where you want them. To draw a table, click the Table pen color settings found in the Borders group on the Table Tools
button on the Insert tab, and then click Draw Table. If a table Design tab.
is already started, you can click the Draw Table button in the If you want to remove a border from a table, click the Eraser
Draw group on the Table Tools Layout tab to turn on the Draw button in the Draw group to activate the Eraser pointer ,
pointer , and then click and drag to draw a cell. Using the same and then click the border you want to remove. Click the Eraser
method, you can draw borders within the cell to create columns button to turn off the erase feature. You can use the Draw pointer
and rows, or draw additional cells attached to the first cell. Click and the Eraser pointer to change the structure of any table, not
the Draw Table button to turn off the draw feature. The borders just the tables you draw from scratch.
Practice
Concepts Review
Label each element shown in FIGURE 5-22.
FIGURE 5-22
3 4
Match each term with the statement that best describes it.
6. Cell a. Sort order that organizes text from A to Z

7. Descending order b. The box formed by the intersection of a column and a row
8. Ascending order c. An object inserted in a table cell
9. Header row d. The first row of a table that contains the column headings
10. Cell reference e. To combine two or more adjacent cells into one larger cell
T
11. Borders f. Lines that separate columns and rows in a table that print
12. Split g. To divide an existing cell into multiple cells
T
13. Merge h. Lines that show columns and rows in a table that do not print
14. Gridlines i. A cell address composed of a column letter and a row number
15. Nested table j. Sort order that organizes text from Z to A
Select the best answer from the list of choices.

16. Which of the following is the cell reference for the third cell in the second column?
a. C2 c. 3B
b. 2C d. B3
17. Which button do you use to change the alignment of text in a cell?
a. c.
b. d.
18. Which of the following is not a valid way to add a new row to the bottom of a table?
a. Click in the bottom row
row, then click the Insert Below button in the Rows & Columns group on the Table Tools
Layout tab.
b. Click in the bottom row
row, open the Properties dialog box, then insert a new row using the options on the
Row tab.
c. Place the insertion point in the last cell of the last row
row, then press [Tab].
d. Right-click the bottom row
row, point to Insert, then click Insert Rows Below.
19. Which of the following is not a correct formula for adding the values in cells A1, A2, and A3?
a. =SUM(A1,A2,A3) c. =A1+A2+A3
b. =SUM(A1~A3) d. =SUM(A1:A3)
20. What happens when you double-click a column border?
a. The column width is adjusted to fit the text. c. A new column is added to the left.
b. The columns in the table are distributed evenly. d. A new column is added to the right.
Skills Review
1. Insert a table.
a. Start W
Word, then save a new blank document as WD 5-Investments to the drive and folder where you
store your Data Files. FIGURE 5-23
b. T
Type your name, press [Enter] three times, type Mutual Funds
Performance, then press [Enter].
c. Insert a table that contains four columns and four rows.
d. T
Type the text shown in FIGURE 5-23, pressing [Tab] to add rows
Word 2016
as necessary. (Note: Do not format the text or the table at this time.)
e. Save your changes.
2. Insert and delete rows and columns.
a. Insert a row above the Health Care row
row, then type the following text in the new row:
Canada 7.26 10.54 9.75
b. Delete the Europe row.

c. Insert a column to the right of the 10 YYear column, type Date Purchased in the header row, then enter
a date in each cell in the column using the format MM/DD/YY (for example, 11/27/04).
d. Move the Date Purchased column to the right of the Fund Name column, then save your changes.
3. Modify rows and columns.
a. Double-click the border between the first and second columns to resize the columns.
b. Drag the border between the second and third columns precisely to the 2¼" mark on the horizontal ruler.
c. Double-click the right border of the 1 YYear, 5 Year, and 10 Year columns.
d. Select the 1 Y
Year, 5 Year, and 10 Year columns, then distribute the columns evenly.
e. Select rows 2–7, set the row height to exactly .3", then save your changes.
4. Sort table data.
Perform three separate sorts, making sure to select that your list has a header row, as follows:
a. Sort the table data in descending order by the information in the 1 Y Year column, then click OK.
b. Sort the table data in ascending order by date purchased, then click OK.
c. Sort the table data by fund name in alphabetical order
order, click OK, then save your changes.
5. Split and merge cells.
a. Insert a row above the header row
row, then merge the first cell in the new row with the Fund Name cell.
b. Merge the second cell in the new row with the Date Purchased cell.
c. Merge the three remaining blank cells in the first row into a single cell, then type Average Annual Returns
in the merged cell.
Skills Review (continued)
d. Add a new row to the bottom of the table.
e. Merge the first two cells in the new row row, then type Average Return in the merged cell.
f. Select the first seven cells in the first column (from Fund Name to Natural Resources), open the Split Cells dialog
box, clear the Merge cells before split check box, then split the cells into two columns.
g. Type
T Trading Symbol as the heading for the new column, then enter the following text in the remaining cells
in the column: FINX, CAND, COMP, FINS, HCRX, NARS.
h. Double-click the right border of the first column to resize the column, then save your changes.
6. Perform calculations in tables.
a. Place the insertion point in the last cell in the 1 Y Year column.
b. Open the Formula dialog box, delete the text in the Formula text box, type =average(above), click the Number
format list arrow, scroll down, click 0.00%, then click OK.
c. Repeat Step b to insert the average return in the last cell in the 5 Y Year and 10 Year columns.
d. Change the value of the 1-year return for the Natural Resources fund to 11.25.
e. Recalculate the average return for 1 yearyear,, then save your changes. ((Hint
Hint: Right-click the cell and select Update Field,
or use [F9].)
7. Apply a table style.
a. Click the T Table Tools Design tab, preview table styles applied to the table, and then apply an appropriate style.
Was the style you chose effective?
b. Apply the Grid T Table 1 Light style to the table, then remove the style from First Column and Banded Rows.
c. Apply bold to the 1 Y Year, 5 Year, and 10 Year column headings, and to the bottom row of the table.
d. Center the table between the margins, center the table title Mutual Funds Performance, increase the font
size of the title to 14 points, apply bold, then save your changes.
8. Customize a table format.
a. Select the entire table, then use the Align Center button in the Alignment group on the T Table Tools Layout tab to
center the text in every cell vertically and horizontally.
b. Center right-align the dates in column 3 and the numbers in columns 4–6.
c. Center left-align the fund names and trading symbols in columns 1 and 2, but not the column headings.
d. Center right-align the text in the bottom row. Make sure the text in the header row is still centered.
e. Change the theme colors to Marquee.
f. Select all the cells in the header row
row, including the 1 Year, 5 Year, and 10 Year column headings, apply Green, Accent 2
shading, then change the font color to White, Background 1.
g. Apply Green, Accent 2, Lighter 40% shading to the cells containing the fund names and trading symbols, and Green,
Accent 2, Lighter 60% shading to the cells containing the purchase dates.
h. T
To the cells containing the 1 Year, 5 Year, and 10 Year data (excluding the Average Return data), apply Gold, Accent 5,
Lighter 40% shading; Orange, Accent 3, Lighter 40% shading; and Green, Accent 2, Lighter 40% shading, respectively.
i. Apply Green, Accent 2 shading to the last row of the table, then change the font color to White, Background 1.
j. Add a 1/2-point white bottom border to the A Average
FIGURE 5-24
Annual Returns cell in the header row. ((Hint: Click in the
cell, then, using the buttons in the Borders group on the
Table Tools Design tab, verify that the line style is a single
line, verify that the weight is ½ pt, change the pen color
to white, click the Border Painter button to turn off the
Border Painter, then use the Borders button to apply the
bottom border.)
k. Compare your table to FIGURE 5-24, make any necessary
adjustments, save your changes, submit a copy to your
instructor, close the file, then exit Word.
Independent Challenge 1
You are the director of sales for a publishing company with branch offices in six cities around the globe. In preparation
for the upcoming sales meeting, you create a table showing your sales projections for the fiscal year 2019.
a. Start WWord, then save a new blank document as WD 5-2019 Sales to the location where you store your
Data Files.
b. T
Type the table heading Projected Sales in Millions, Fiscal Year 2019 at the top of the document,
then press [Enter] twice.
c. Insert a table with five columns and four rows, then enter the data shown in FIGURE 5-25 into the table, adding rows as
necessary. ((Note: Do not format the text or the table at this time.)
FIGURE 5-25
d. Resize the columns to fit the text.
e. Sort the table rows in alphabetical order by Office.
f. Add a new row to the bottom of the table, type Total in the first cell,
then enter a formula in each remaining cell in the new row to calculate
the sum of the cells above it.
g. Add a new column to the right side of the table, type Total in the
first cell, then enter a formula in each remaining cell in the new col-
umn to calculate the sum of the cells to the left of it. ((Hint: Make sure
the formula you insert in each cell sums the cells to the left, not the cells above. In the last cell in the last
column, you can sum the cells to the left or the cells above; either way the total should be the same.)
h. Apply a table style to the table. Select a style that enhances the information contained in the table, and adjust
the TTable Style Options to suit the content.
i. Center the text in the header row row, left-align the remaining text in the first column, then right-align the numerical
Word 2016
data in the table.
j. Enhance the table with fonts, font colors, shading, and borders to make the table attractive and easy to read at a glance.
k. Increase the font size of the table heading to 18 points, then center the table heading and the table on the page.
l. Press [Ctrl][End], press [Enter], type your name, save your changes, submit the file to your instructor
instructor, close the file,
then exit Word.
You have been invited to speak to your local board of realtors about the economic benefits of living in your city. To
illustrate some of your points, you want to distribute a handout comparing the cost of living and other economic
indicators in the U.S. cities that offer features similar to your city. You decide to format the data as a table.
a. Start W
Word, open the file WD 5-1.docx, then save it as WD 5-Cost of Living to the location where you
store your Data Files.
b. Center the table heading, then increase the font size to 18 points.
c. T
Turn on formatting marks, select the tabbed text in the document, then convert the text to a table.
d. Add a row above the first row in the table, then enter the following column headings in the new header row:
City, Cost of Living, Median Income, Average House Cost, Bachelor Degree Rate.
e. Apply an appropriate table style to the table. Add or remove the style from various elements of the table using
the options in the TTable Style Options group, as necessary.
f. Adjust the column widths so that the table is attractive and readable. ((Hint: Allow the column headings to wrap
to two lines.)
g. Make the height of each row at least .25".
h. Center left-align the text in each cell in the first column, including the column head.
i. Center right-align the text in each cell in the remaining columns, including the column heads.
j. Center the entire table on the page.
Independent Challenge 2 (continued)
k. Sort the table by cost of living in descending order.
l. Add a new row to the bottom of the table, then type Average in the first cell in the new row.
m. In each subsequent cell in the A Average row, insert a formula that calculates the averages of the cells above it.
(
(Hint : For each cell, replace SUM with AVERAGE in the Formula text box, but do not make other changes. For the
Bachelor Degree Rate, be sure the number format is set to 0%.)
n. Format the A Average row with borders, shading, fonts, and other formats, as necessary to enhance the data, then
adjust the formatting of the table so it fits on one page.
o. On the blank line below the table, type Note: The average cost of living in the United States is 100.,
italicize the text, then use a tab stop and indents to align the text with the left side of the table if it is not aligned.
p. Enhance the table with borders, shading, fonts, and other formats, if necessary, to make it attractive and readable.
q. T
Type your name at the bottom of the document or in the footer, save your changes, submit a copy of the table to
your instructor, close the document, then exit Word.
You work in the advertising department at a magazine. Your boss has asked you to create a fact sheet on the ad dimensions
for the magazine. The fact sheet should include the dimensions for each type of ad. As a bonus, you could also add a visual
representation of the different ad shapes and sizes, shown in FIGURE 5-26. You’ll use tables to lay out the fact sheet, present
the dimension information, and then illustrate the ad shapes and sizes.
Word, open the file WD 5-2.docx from the location where FIGURE 5-26
a. Start W
you store your Data Files, then save it as WD 5-Ad Fact
Sheet. Turn on the display of gridlines, then read the
document to get a feel for its contents.
b. Drag the border between the first and second columns to
approximately the 2¾" mark on the horizontal ruler ruler, resize the
second and third columns to fit the text, then make the height
of each row in the table .5".
c. Change the alignment of the text in the first column to center left,
then change the alignment of the text in the second and third
columns to center right.
d. Remove all the borders from the table, then apply a 2¼ point,
Green, Accent 6 dotted line, inside horizontal border to the
entire table. This creates a green dotted line between each row.
(
(Hint : Change the Pen Color to Green, Accent 6 before selecting
the line style.)
e. In the second blank paragraph under the table heading, insert a
new table with three columns and four rows, then merge the
cells in the third column of the new blank table.
f. Drag the border between the first and second columns of the
new blank table to the 1¼" mark on the horizontal ruler. Drag the border between the second and third columns to
the 1½" mark.
g. Select the table that contains text, cut it to the Clipboard, then paste it in the merged cell in the blank table. The
table with text is now a nested table in the main table.
h. Split the nested table above the Unit Size (Bleed) row.. ((Hint: Place the insertion point in the Unit Size (Bleed) row,
then use the Split Table button.)
i. Scroll up, merge the four cells in the first column of the main table, then merge the four cells in the second column.
j. Split the first column into one column and seven rows.
k. Using the Height text box in the Cell Size group, change the row height of each cell in the first column so that
the rows alternate between exactly 1.85" and .25" in height; that is, make sure the height of the first, third, fifth,
and seventh rows is 1.85".
l. Add Green, Accent 6 shading to the first, third, fifth, and seventh cells in the first column, remove all the
borders from the main table, then turn off the display of gridlines. The green dotted line borders in the nested table
remain.
m. In the first green cell, type Full Page, change the font color to White, Background 1, then center the text
horizontally and vertically in the cell.
n. In the Borders group on the T Table Tools Design tab, change the Line Style to a single line, change the Line
Weight to 2¼ pt, then change the Pen Color to White, Background 1.
o. Click the TTable Tools Layout tab, click the Draw Table button in the Draw group to activate the Draw Table
pointer, then, referring to FIGURE 5-26, draw a vertical border that divides the second green cell into 2/3 and 1/3.
p. Label the cells and align the text as shown in the figure. ((Hint: Change the font color, text direction, and align-
ment before typing text. Take care not to change the size of the cells when you type. If necessary, press [Enter] to
start a new line of text in a cell, or reduce the font size of the text.)
q. Referring to FIGURE 5-26, divide the third and fourth green cells, then label the cells as shown in the figure.
r. Examine the document for errors, then make any necessary adjustments.
s. T
Type your name under the table or in the footer, save your changes to the document, preview it, submit the file
to your instructor, close the file, then exit Word.
Independent Challenge 4: Explore
Word 2016
A well-written and well-formatted résumé gives you an advantage when it comes to getting a job interview. In a
winning résumé, the content and format support your career objective and effectively present your background and
qualifications. One simple way to create a résumé is to lay out the page using a table. In this exercise you research
guidelines for writing and formatting résumés. Y
You then create your own résumé using a table for its layout.
a. Use your favorite search engine to search the web for information on writing and formatting résumés. Use the
keywords resume advice.
b. Find helpful advice on writing and formatting résumés from at least two websites.
c. Think about the information you want to include in your résumé. The header should include your name,
address, telephone number
number, and e-mail address. The body should include your career objective and information
on your education, work experience, and skills. You may want to add additional information.
d. Sketch a layout for your résumé using a table as the underlying grid. Include the table rows and columns in
your sketch.
e. Start W
Word, open a new blank document, then save it as WD 5-My Resume to the location where you store
your Data Files.
f. Set appropriate margins, then insert a table to serve as the underlying grid for your résumé. Split and merge
cells, and adjust the size of the table columns as necessary.
g. T
Type your résumé in the table cells. Take care to use a professional tone and keep your language to the point.
h. Format your résumé with fonts, bullets, and other formatting features. Adjust the spacing between sections by
resizing the table columns and rows.
i. When you are satisfied with the content and format of your résumé, remove the borders from the table, then
hide the gridlines if they are visible. Y
You may want to add some borders back to the table to help structure the
résumé for readers.
j. Check your résumé for spelling and grammar errors.
k. Save your changes, preview your résumé, submit a copy to your instructor
Visual Workshop
Create the calendar shown in FIGURE 5-27 using a table to lay out the entire page. ((Hints: The top and bottom margins are .8",
the left and right margins are 1", and the font is Californian FB. The photograph is inserted in the table. The photograph is
an online image found using the keyword mountain. Use a different online image or font if the ones shown in the
Type your name in the last table cell, save the calendar with the file name WD 5-June 2017
figure are not available.) T
to the location where you store your Data Files, then print a copy.
FIGURE 5-27
Source: Pixabay
Word 2016 Module 6
Illustrating Documents
with Graphics
You are preparing a flyer advertising Reason2Go add-on destination tours in
CASE
Mexico. You use the graphics features in Word to illustrate the flyer.
Module Objectives
• Insert a graphic • Create WordArt
• Size and scale a graphic • Draw shapes
• Position a graphic • Create a chart
• Create a text box • Finalize page layout
Files You Will Need

WD 6-1.docx Playa.jpg
WD 6-2.docx Stone Barn.jpg
WD 6-3.docx
Word 2016
Module 6 Insert a Graphic
Learning You can insert graphic images, including photos taken with a digital camera, scanned art, and graphics
Outcomes created in other graphics programs, into a Word
W document. To
T insert a graphic file into a document, you
• Insert a bitmap
graphic use the Pictures command in the Illustrations group on the Insert tab. Once you insert a graphic, you can
• Add a shadow apply a Picture style to it to enhance its appearance. CASE YYou have written and formatted the text for
• Wrap text
the Mexico add-ons flyer, and now you want to add a photograph. You insert a photo file in the document,
apply a shadow to the photo, and then wrap text around it to make it a floating graphic.
STEPS
1. Start Word, open the file WD 6-1.docx from the location where you store your Data
Files, save it as WD 6-Volunteer Mexico, change the zoom level to 120%, click the
Show/Hide ¶ button in the Paragraph group to display formatting marks, read
the flyer to get a feel for its format and contents, then press [Ctrl][Home]
The flyer is divided into five sections. It includes a hard page break and several inline graphics. The second
and fourth sections are formatted in three columns.
2. Click the Insert tab, then click the Pictures button in the Illustrations group
The Insert Picture dialog box opens. You use this dialog box to locate and insert graphic files. Most graphic
files are bitmap graphics, which are often saved with a .bmp, .png, .jpg, .tif, or .gif file extension.
3. Navigate to the location where you store your Data Files, click the file Playa.jpg, then
click Insert
The photo is inserted as an inline graphic at the location of the insertion point. When a graphic is selected,
white circles, called sizing handles, appear on the sides and corners of the graphic, a white rotate
handle appears at the top, and the Picture Tools Format tab appears on the Ribbon. You use this tab
to size, crop, position, wrap text around, format, and adjust a graphic.
4. Click the Picture Effects button in the Picture Styles group, point to Shadow
Shadow, move the
pointer over the shadow styles in the gallery to preview them in the document, then
click Offset Diagonal Bottom Right in the Outer section
A drop shadow is applied to the photo. You can use the Picture Effects button to apply other visual effects to
a graphic, such as a glow, soft edge, reflection, bevel, or 3-D rotation.
5. Click the Picture Effects button, point to Shadow
Shadow, then click Shadow Options
The Format Picture pane opens with the Effects category active and the Shadow section expanded, as shown
in FIGURE 6-1. You use this pane to adjust the format settings applied to graphic objects.
6. Click the Distance up arrow four times until 7 pt appears, then click the Close button in
the task pane
QUICK TIP The distance of the shadow from the picture is increased to 7 points. Notice that as you adjust the settings
Change a floating in the Format Picture pane, the change is applied immediately in the document.
graphic to an inline
graphic by changing 7. Click the Wrap Text button in the Arrange group, then click Tight
the text-wrapping
The text wraps around the sides of the graphic, as shown in FIGURE 6-2, making the graphic a floating object.
style to In Line
with T
with Text. You can also use the Layout Options button to change the text wrapping style applied to a graphic. A floating
object is part of the drawing layer in a document and can be moved anywhere on a page, including in front
QUICK TIP of or behind text and other objects. Notice the anchor that appears in the upper-left corner of the photo.
To position a graphic The anchor indicates the floating graphic is anchored to the nearest paragraph, in this case the Volunteer
anywhere on a page,
you must apply text
Mexico paragraph, which means the graphic moves with the paragraph if the paragraph is moved. The
wrapping to it even anchor is a non-printing symbol that appears when an object is selected.
if there is no text on
the page. 8. Deselect the graphic, then click the Save button on the Quick Access toolbar
Word 130 Illustrating Documents with Graphics
FIGURE 6-1: Format Picture pane
Picture
Tools
Format tab
Format Picture pane

Rotate handle Effects
category
active
Shadow effect options
Distance
up arrow
Sizing handles
Courtesy Jennifer Duffy

Other effects you can
apply to a graphic
FIGURE 6-2: Floating graphic
Layout Options button;

Photo is use to change the
anchored to text-wrapping style of
the paragraph the graphic
next to it
Word 2016
Text wraps
around the

shape of the
graphic
Correcting pictures, changing colors, and applying artistic effects

The Corrections command in the Adjust group allows you to adjust a picture’s other artistic medium. To experiment with
relative lightness (brightness), alter the difference between its darkest and lightest applying an artistic effect, select a photo,
areas (contrast), and change the sharpness of an image. To make these adjustments, click the Artistic Effects button, and then point
select the image and then click the Corrections button to open a gallery of preset to each effect to preview it applied to the photo.
percentages applied to the selected picture. Point to an option in the gallery to After you adjust a picture, you can undo any
preview it in the document; click an option in the gallery to apply it. You can changes by clicking the Reset Picture button in
also fine-tune brightness, contrast, or sharpness by clicking Picture Corrections the Adjust group. This command discards all
Options in the Corrections gallery, and then using the sliders in the Picture formatting changes made to a picture, including
Corrections section of the Format Picture pane to adjust the percentage. size, cropping, borders, and effects.
The Color command in the Adjust group is used to change the vividness and FIGURE 6-3: Artistic effect applied to a photograph
intensity of color in an image (color saturation), and to change the “tempera-
ture” of a photo by bringing out the cooler blue tones or the warmer orange tones
(color tone). The Color command is also used to recolor a picture to give it a styl-
ized effect, such as sepia tone, grayscale, or duotone (using theme colors).
T
To make changes to the colors in a picture, select it, click the Color button, and
then select one of the color modes or variations in the gallery

galler that opens, or click
Picture Color Options to fine tune color settings using the Picture Format pane.
The Artistic Effects command in the Adjust group allows you to make a photo
look like a drawing, a painting, a photocopy,
photocopy a sketch (see FIGURE 6-3), or some
Illustrating Documents with Graphics Word 131
Word 2016
Module 6 Size and Scale a Graphic
Learning Once you insert a graphic into a document, you can change its shape or size. YouY can use the mouse to
Outcomes drag a sizing handle, you can use the Shape Width and Shape Height text boxes in the Size group on the
• Resize a graphic
• Scale a graphic Picture Tools
T Format tab to specify an exact height and width for the graphic, or you can change the scale
of the graphic using the Size tab in the Layout dialog box. Resizing a graphic with the mouse allows you
to see how the image looks as you modify it. Using the text boxes in the Size group or the Size tab in the
Layout dialog box allows you to set precise measurements. CASE You enlarge the photograph.
STEPS
TROUBLE 1. Double-click the photo to select it and activate the Picture Tools Format tab, place the
Click the Ruler check pointer over the middle-right sizing handle, when the pointer changes to , drag to
box in the Show
group on the View the right until the graphic is about 5" wide
tab to display the You can refer to the ruler to gauge the measurements as you drag. When you release the mouse button, the
rulers if they are not image is stretched to be wider. Dragging a side, top, or bottom sizing handle changes only the width or
already displayed.
height of a graphic.
2. Click the Undo button on the Quick Access toolbar, place the pointer over
the lower-right sizing handle, when the pointer changes to , drag down and to the
right until the graphic is about 2¾" tall and 4" wide, then release the mouse button
The image is enlarged. Dragging a corner sizing handle resizes the photo proportionally so that its width and
height are reduced or enlarged by the same percentage. TABLE 6-1 describes ways to resize objects using the mouse.
3. Click the launcher in the Size group
The Layout dialog box opens with the Size tab active, as shown in FIGURE 6-4. The Size tab allows you to enter
precise height and width measurements for a graphic or to scale a graphic by entering the percentage you want
to reduce or enlarge it by. When a graphic is sized to scale (or scaled), its height to width ratio remains the same.
QUICK TIP 4. Select the measurement in the Height text box in the Scale section, type 150, then click
Deselect the Lock the Width text box in the Scale section
aspect ratio check
box if you want to The scale of the width changes to 150% and the Absolute measurements in the Height and Width sections
change a photo’s increase proportionally. When the Lock aspect ratio check box is selected, you need to enter only a height
proportions. or width measurement. Word calculates the other measurement so that the resized graphic is proportional.
5. Click OK
The photo is enlarged to 150% of its original size.
6. Type 4.6 in the Shape Width text box in the Size group, press [Enter], then save
your changes
The photo is enlarged to be 4.6" wide and close to 3.06" tall, as shown in FIGURE 6-5. Because the Lock aspect
ratio check box is selected on the Size tab in the Layout dialog box for this graphic, the photo is sized
proportionally when you adjust a setting in either the Shape Height or the Shape Width text box.
TABLE 6-1: Methods for resizing an object using the mouse
do this to
Drag a corner sizing handle Resize a clip art or bitmap graphic and maintain its proportions
Press [Shift] and drag a corner sizing handle Resize any graphic object and maintain its proportions
Press [Ctrl] and drag a side, top, or bottom sizing handle Resize any graphic object vertically or horizontally while keeping the center
position fixed
Press [Ctrl] and drag a corner sizing handle Resize any graphic object diagonally while keeping the center position fixed
Press [Shift][Ctrl] and drag a corner sizing handle Resize any graphic object while keeping the center position fixed and
maintaining its proportions
FIGURE 6-4: Size tab in the Layout dialog box
Set specific height and

width measurements
(yours may differ)
Change the scale

of an object
Select to keep height

and width proportional
Select to make scaled Click to reset image

measurements relative to its original size
to the original size
FIGURE 6-5: Enlarged photo
Word 2016
Shape Height and Width
text boxes show the size
of the selected object
(your height may differ
slightly)
Cropping graphics
If you want to use only part of a picture in a document, you can When you finish adjusting the parameters of the graphic, click the
crop the graphic to trim the parts you don’t want to use. To crop Crop button again to turn off the crop feature.
a graphic, select it, then click the Crop button in the Size group Y can also crop a graphic to fit a shape, such as an oval,
You
on the Picture Tools Format tab. Cropping handles (solid black a star a sun, or a triangle, or you can crop a graphic to conform
a star,
lines) appear on all four corners and sides of the graphic. To crop to a certain aspect ratio, so that its height and width are
one side of a graphic, drag a side cropping handle inward to proportionate to a ratio, such as 3:5. To apply one of these
where you want to trim the graphic. To crop two adjacent sides cropping behaviors to a graphic, select it, click the Crop list arrow
at once, drag a corner cropping handle inward to the point in the Size group, point to Crop to Shape or to Aspect Ratio on
where you want the corner of the cropped image to be. the menu that opens, and then select the option you want.
Word 2016
Module 6 Position a Graphic
Learning Once you insert a graphic into a document and make it a floating graphic, you can move it by dragging it
Outcomes with the mouse, nudging it with the arrow keys, or setting an exact location for the graphic using the
• Change text
wrapping Position command. CASE You experiment with different positions for the photo, and then you move an
• Move an anchor inline graphic from page 2 to page 1 using Cut and Paste.
STEPS
QUICK TIP 1. Select the photo if it is not already selected, click the Position button in the Arrange
Press an arrow key to group, then click Position in Middle Center with Square Text Wrapping
nudge a selected
object in small The photo is centered vertically and horizontally on the page and the text wraps around the graphic.
increments. Moving an inline graphic using the Position button is a fast way to make it a floating graphic and position
it so it is centered or aligned with the margins.
QUICK TIP 2. Scroll to position the section break at the top of your screen, then use the pointer to
You can place a drag the photo up and to the right as shown in FIGURE 6-6
floating graphic
anywhere on a page, The text wrapping around the photo changes as you drag it. When you release the mouse button, the photo
including outside the is moved. Notice that the anchor symbol moved when you moved the graphic. The photo is now anchored
margins. to the section break. You want to anchor it to the first body paragraph.
3. Drag the anchor symbol down the left margin and release it near the top of the first
body paragraph
Dragging the anchor symbol to a different paragraph anchors the selected graphic to that paragraph.
4. Click the Position button, then click More Layout Options
The Layout dialog box opens with the Position tab displayed. You use it to specify an exact position for a
graphic relative to some aspect of the document, such as a margin, column, or paragraph.
5. Type 2.44 in the Absolute position text box in the Horizontal section, then type 2.25 in
the Absolute position text box in the Vertical section
The left side of the photo will be positioned exactly 2.44" to the right of the left margin, and the top of
the photo will be positioned precisely 2.25" below the top margin.
6. Click the Text Wrapping tab, type .1 in the Bottom text box, then click OK
The position of the photo is adjusted, and the amount of white space under the photo is increased to .1".
You use the Text Wrapping tab to change the text-wrapping style, to wrap text around only one side of a
graphic, and to change the distance between the edge of the graphic and the edge of the wrapped text.
7. Click the View tab, click the Multiple Pages button in the Zoom group, click the flag
photo at the top of page 3, drag it to the blank paragraph above the Reason2Go
Mexico… heading in the first column on the first page, then release the mouse button
The inline graphic is moved to the bottom of column 1 on page 1, and the document changes to two pages.
8. Double-click the flag photo, click the Position button, click Position in Bottom Left with
QUICK TIP Square Text Wrapping, then drag the anchor symbol to the margin left of the first body
Use the Change paragraph in the column
Picture button in the
Adjust group to The flag photo becomes a floating graphic aligned in the lower-left corner of the first page and anchored to
replace the current the first body paragraph. Dragging the anchor symbol to a different paragraph anchors the selected graphic
picture with another to that paragraph. Both photos are now anchored to the same paragraph.
picture while
preser
preserving the 9. Click the Playa photo, click the Home tab, click the Format Painter button in the
formatting and size of Clipboard group, click the flag photo with the pointer, then click
the current picture.
The shadow format settings are copied from the Playa photo to the flag photo, as shown in FIGURE 6-7.
FIGURE 6-6: Dragging a graphic to move it
Right edge
of graphic
aligns with
right margin
Anchor symbol
moves with
the graphic
Text wraps
Move pointer around the

graphic
FIGURE 6-7: Repositioned photos
Selected
Word 2016
photo is
anchored to
Courtesy Jennifer Duffy; Source: StockSnap;

the first Same shadow
paragraph format
of body text applied to
both photos
Unsplash.com; Pixabay
Removing the background from a picture
When you want to call attention to a detail in a picture or group on the Picture Tools Background Removal tab. Clicking
remove a distracting element, you can use the Remove these buttons activates a pointer that you use to click an area
Background command to remove all or part of the picture of the picture to mark for removal (make it pink) or keep
background. To do this, select the picture, then click the (remove the pink). When you are finished, click Keep Changes
Remove Background button in the Adjust group on the Picture in the Close group to remove the background. FIGURE 6-8
T
Tools Format tab. The background of the photo is highlighted shows a photo of a sea turtle and the same photo with the
automatically in pink, four marquee lines appear on the photo background removed.
in the shape of a rectangle, and the Picture Tools Background FIGURE 6-8: Background removed from photo
Removal tab is activated. You can drag a handle on the
marquee lines to indicate the areas of the photo you want to
keep. The area within the marquee lines is the area that will be
kept when the pink background is removed, and the area
Source: Unsplash.com
outside the marquee lines will be removed. To fine-tune the

background area (the pink area) you use the Mark Areas to
Keep and Mark Areas to Remove commands in the Refine
Word 2016
Module 6 Create a Text Box
Learning When you want to illustrate your documents with text, you can create a text box. A text box is a container
Outcomes that you can fill with text and graphics. Like other drawing objects, a text box can be resized, formatted
• Draw a text box
• Format a text box with colors, lines, and text wrapping, and positioned anywhere on a page. You Y can choose to insert a
• Add a drop cap preformatted text box that you customize with your own text, draw an empty text box and then fill it with
text, or select existing text and then draw a text box around it. YouY use the Text
T Box button in the Text
T
group on the Insert tab, or the Shapes button in the Illustrations group on the Insert tab to create a
text box. CASE YYou draw a text box around the Reason2Go Mexico Add-on Destinations information,
resize and position the text box on the page, and then format it using a text box style.
STEPS
1. Change the zoom level to 100%, scroll to see all the text at the bottom of page 1, select
QUICK TIP
all the text in columns 2 and 3 on page 1, including the heading and the last paragraph
To draw an empty mark before the section break, click the View tab, then click the Multiple Pages button
text box, click the in the Zoom group
T Box button,
Text
click Draw Text Box,
The text in columns 2 and 3 is selected on page 1, and both pages of the flyer appear in the document
then click and drag window.
the pointer to create
the text box. 2. Click the Insert tab, then click the Text Box button in the Text group
A gallery of preformatted text boxes and sidebars opens.
TROUBLE 3. Click Draw Text Box
Don’t be concerned The selected text is formatted as a text box on a new page 2, as shown in FIGURE 6-9. Your text box might
if your text box
appears on page 1.
appear on page 1 instead. In either case, notice the text box is anchored to the section break. When you draw
Simply proceed with a text box around existing text or graphics, the text box becomes part of the drawing layer (a floating object).
steps 4, 5, and 6.
4. Click the Drawing Tools Format tab, click the Position button in the Arrange group, then
click Position in Bottom Right with Square Text Wrapping
The text box is moved to the lower-right corner of the page.
5. Type 4.1 in the Shape Height text box in the Size group, type 4.65 in the Shape Width
text box, then press [Enter]
The text box is resized to be exactly 4.1" tall and 4.65" wide.
QUICK TIP
Always verify that a 6. Locate the anchor symbol next to the section break, then drag the anchor symbol to the
text box is sized so
that all the text fits.
left margin of the first body paragraph on the first page
The text box is anchored to the first body paragraph and is located in the lower-right corner of page 1.
TROUBLE 7. Click the More button in the Shape Styles group, then click Subtle Effect – Gray-50%,
If the position of the Accent 3
text box shifts, drag
it to position it back A style that includes gray shading and a thin gray border is applied to the text box. You can also create your
in the lower-right own designs using the Shape Fill and Shape Outline buttons in the Shape Styles group.
corner
corner.
8. Place the insertion point in the first body paragraph above the flag photo, click the
Insert tab, click the Drop Cap button in the Text group, click Dropped, then deselect the
drop cap
A drop cap is added to the paragraph.
9. Click the Home tab, click the Show/Hide ¶ button in the Paragraph group, then save
your work
Compare your document to FIGURE 6-10.
QUICK TIP
FIGURE 6-9: Text formatted as a text box
Text box frame is

selected (yours
might appear on
page 1)

Text box is
anchored to the
section break
FIGURE 6-10: Formatted text box and drop cap in flyer
Word 2016
Drop cap

Text box is resized,
positioned, and
formatted
with a style
Linking text boxes

If you are working on a longer document, you might want text group on the Drawing Tools Format tab to activate the
to begin in a text box on one page and then continue in a text pointer, and then click the second text box with the
box on another page. By creating a link between two or more pointer. Any overflow text from the first text box flows
text boxes, you can force text to flow automatically from one seamlessly into the second text box. As you resize the first text
text box to another, allowing you to size and format the text box, the flow of text adjusts automatically between the two
boxes any way you wish. To link two or more text boxes, you linked text boxes. If you want to break a link between two
must first create the original text box, fill it with text, and then linked text boxes so that all the text is contained in the original
create a second, empty text box. Then, to create the link, text box, select the original text box, and then click the Break
select the first text box, click the Create Link button in the Text Link button in the Text group.
Word 2016
Module 6 Create WordArt
Learning Another way to give your documents punch and flair is to use WordArt.
W WordArt is a drawing object that
Outcomes contains decorative text. You
Y create WordArt
W using the WordArt
W button in the Text
T group on the Insert tab.
• Transform WordArt
W
• Create a gradient Once you have created a WordArt
W object, you can change its font, colors, borders, shadows, shape, and
fill other effects to create the impact you desire. CASE YYou use WordArt to create an impressive heading for
the flyer
flyer.
STEPS
QUICK TIP 1. Press [Ctrl][Home], click the View tab, click the Page Width button in the Zoom group,
Triple-clicking a triple-click Volunteer to select Volunteer Mexico, click the Insert tab, then click the
word selects the
entire paragraph,
WordArt button in the Text group
including the The WordArt Gallery opens. It includes styles you can choose for your WordArt.
paragraph mark.
2. Click Fill – Gold, Accent 4, Soft Bevel (the fifth style in the first row)
The WordArt object appears at the location of the insertion point, and the Drawing Tools Format tab
becomes the active tab. The WordArt object is inserted as a floating graphic with square text wrapping.
QUICK TIP
You can change the 3. Type 1.3 in the Shape Height text box in the Size group, type 7 in the Shape Width text
font or font size of box, then press [Enter]
W
WordArt text using
the Mini toolbar. The WordArt object is enlarged to span the page between the left and right margins. To change the
appearance of the W
WordArt text, you must apply format settings to it.
QUICK TIP 4. Click the Text Effects button in the WordArt Styles group, then point to Transform
You can also use the The Text Effects button is used to apply a shadow, reflection, glow, bevel, or 3-D rotation to the text. It is
T Effects and
Text
T
Typography button also used to change the shape of the text. The Transform gallery shows the available shapes for WordArt text.
in the Font group on
the Home tab to
5. Click Square in the Warp section (the first warp in the first row)
apply text effects to The shape of the WordArt text changes to fill the object, as shown in FIGURE 6-11.
regular text.
6. Click the Text Fill list arrow in the WordArt Styles group, point to Gradient, then
click More Gradients
The Format Shape pane opens with the Text Fill options expanded. You use this pane to change the fill
colors and effects of W
WordArt and other graphic objects. Using the Text Fill options, you can select a preset
gradient effect or choose colors and shading styles to create your own gradient effect. You will create a green
and blue gradient.
7. Click the Gradient fill option button
You can choose to use a preset gradient, or you can create your own gradient effect using the type, direction,
angle, color, and other options available in the Text Fill section of the Format Shape pane. The Stop 1 of 4
slide is selected on the Gradient stops slide. You can create a custom gradient by adding, removing, or
changing the position or color of a gradient stop.
8. Click the Color list arrow
arrow, click Blue, Accent 5, click the Stop 4 of 4 slide on the Gradient
stops slide, click the Color list arrow
arrow, click Green, Accent 6, click the Stop 3 of 4 slide,
click the Remove gradient stop button, click the Stop 2 of 3 slide, click the Color list
arrow click Green, Accent 6, Lighter 40%, then drag the Stop 2 of 3 slide right to
arrow,
approximately the 90% position on the Gradient stops slide
The customized gradient settings and the new fill effects applied to the WordArt are shown in FIGURE 6-12.
9. Close the Format Shape pane, deselect the object, then save your changes
FIGURE 6-11: WordArt object
Square
warp style
applied to
WordArt
FIGURE 6-12: Format Shape pane and completed WordArt object
Customized Format Shape pane
Word 2016
WordArt style
Remove
gradient stop
Text fill
button
options
Gradient
options

Stop 2 of 3 slide
in 90% position
Enhancing graphic objects with styles and effects

Another fun way to give a document personality and flair is to bevel, glow, reflection, soft edge, or 3-D rotation. To apply an
apply a style or an effect to a graphic object. To apply a style, effect, select the object, click the Effects command for that type
select the object and then choose from the style options in the of object, point to the type of effect you want to apply, and then
Styles group on the active Format tab for that type of object. select from the options in the gallery that opens. To further
Styles include a preset mixture of effects, such as shading, borders, customize an effect, click the Options command for that type
shadows, and other settings. The Effects command in the Styles of effect at the bottom of the gallery to open the Format Shape
group on the active Format tab gives you the power to apply a pane. The best way to learn about styles and effects is to
customized variety of effects to an object, including a shadow, experiment by applying them to an object and seeing what works.
Word 2016
Module 6 Draw Shapes
Learning One way you can create your own graphics in Word W is to draw shapes. Shapes are the rectangles, ovals,
Outcome lines, callouts, block arrows, stars, and other drawing objects you can create using the Shapes command
• Group and rotate
shapes in the Illustrations group on the Insert tab. Once you draw a shape, you can add colors, borders, fill effects,
shadows, and three-dimensional effects to it. CASE YYou use the Shapes feature to draw a Mayan pyra-
mid in the document.
STEPS
1. Press [Ctrl][End], click the Insert tab, click the Shapes button in the Illustrations group,
then click Bevel in the Basic Shapes section of the Shapes menu
The Shapes menu contains categories of shapes and lines that you can draw. When you click a shape in the
Shapes menu, the pointer changes to .Y
You draw a shape by clicking and dragging with this pointer.
QUICK TIP
To draw a circle, click 2. Position the pointer in the blank area at the bottom of the page, press [Shift], then
the Oval, then press drag down and to the right to create a square bevel that is approximately 2" tall and wide
[Shift] while you drag
with the pointer. Pressing [Shift] as you drag creates a bevel that is perfectly square. When you release the mouse button,
sizing handles appear around the bevel to indicate it is selected, as shown in FIGURE 6-13.
TROUBLE 3. Click the Bevel shape in the Insert Shapes group, place the pointer exactly over the
If the shape is not as inside upper-left corner of the last bevel you drew, press [Shift], drag down and to
expected, click the
Undo button on the the right to create a square bevel that fills the inside of the previous bevel, then repeat
Quick Access toolbar this step to create two more bevel shapes inside the stack of bevels
and try again.
When you are finished, the stack of bevels looks like an aerial view of a pyramid.
4. With the inside bevel still selected, press and hold [Ctrl], click the other three bevel
shapes to select them, click the Group button in the Arrange group, then click Group
Grouping converts multiple shapes into a single object that can be sized, positioned, and formatted together.
QUICK TIP 5. Click the More button in the Shape Styles group, then click Colored Outline – Green,
To add text to a Accent 6
shape, right-click it,
then click Add Text. A different shape style is applied to the graphic.
6. Click the More button in the Insert Shapes group, click Sun in the Basic Shapes
section, place the pointer in the upper-left inside corner of the inside bevel, then
drag down and to the right to create a sun that fills the top of the pyramid
The sun shape includes a yellow adjustment handle.
QUICK TIP 7. Position the pointer over the adjustment handle until it changes to , drag the handle
Drag an adjustment to the right about 1/8", click the More button in the Shape Styles group, click
handle to modify the
shape, but not the Intense Effect – Gold, Accent 4, then deselect the sun
size, of a drawing The sun shape becomes yellow with a shadow, as shown in FIGURE 6-14.
object.
8. Double-click the grouped bevel shape to select it, press and hold [Ctrl], click the sun
shape to select it, click the Group button, then click Group
The pyramid shape and the sun shape are grouped into a single object.
QUICK TIP
9. Click the Rotate button in the Arrange group, then click Rotate Right 90°
Use the Bring The pyramid drawing is rotated 90°. You can also rotate a graphic by dragging the white rotate handle.
Forward and Send
Backward list arrows 10. Change the zoom level to 100%, drag the pyramid drawing up to position it temporarily
to shift the order of over the third column of text, as shown in FIGURE 6-15, then save your changes
the layers in a stack The drawing object is automatically formatted as a floating graphic with the In Front of Text wrapping style
of graphic objects.
applied, making it part of the drawing layer. You will finalize the object’s position in a later lesson.
FIGURE 6-13: Bevel shape
Adjustment Place pointer here to begin to

handle draw the second bevel…
Sizing handles
indicate bevel
is selected …drag to here
FIGURE 6-14: Sun added to pyramid
Stacked bevels
are grouped
Sun shape is narrower

and filled with gold
Word 2016
FIGURE 6-15: Rotated drawing in new position
Drawing is rotated
and moved over
third column
Creating an illustration in a drawing canvas

A drawing canvas is a workspace for creating your own graphics. document, and then create and format your illustration in the
It provides a framelike boundary between an illustration and drawing canvas. When you are finished, right-click the border of
the rest of the document so that the illustration can be sized, the drawing canvas and then click Fit to resize the drawing
formatted, and positioned like a single graphic object. If you are canvas to fit the illustration. You can then resize the illustration by
creating an illustration that includes multiple shapes, such as a dragging a border of the drawing canvas. Once you have resized
flow chart, it is helpful to create the illustration in a drawing a drawing canvas, you can wrap text around it and position it. By
canvas. To draw shapes or lines in a drawing canvas, click the default, a drawing canvas has no border or background so that it
Shapes button in the Illustrations group on the Insert tab, is transparent in a document, but you can add fill and borders to
click New Drawing Canvas to open a drawing canvas in the it if you wish.
Word 2016
Module 6 Create a Chart
Learning Adding a chart can be an attractive way to illustrate a document that includes numerical information.
Outcome A chart is a visual representation of numerical data and usually is used to illustrate trends, patterns, or
• Format a chart
relationships. The Word
W chart feature allows you to create many types of charts, including bar,
bar column,
pie, area, and line charts. To
T create a chart, you use the Chart button in the Illustrations group on the
Insert tab. CASE YYou create a chart that shows the average temperature for each season in the four
geographic areas where R2G Mexico Add-On Destinations tours are located.
STEPS
1. Press [Ctrl][End], click the Insert tab, then click the Chart button in the Illustrations
group
The Insert Chart dialog box opens. You use this dialog box to select the type and style of chart you intend
to create. The chart types are listed in the left pane of the dialog box, and the styles for each chart type are
listed in the right pane. You want to create a simple clustered column chart.
QUICK TIP 2. Click OK
Click the Change A worksheet opens in a Chart in Microsoft Word window, and a column chart appears in the document. The
Chart Type button
in the Type group
worksheet and the chart contain placeholder data that you replace with your own data. The chart is based
on the Chart Tools on the data in the worksheet. Any change you make to the data is made automatically to the chart.
Design tab to
change the type 3. Click any empty cell in the worksheet
of chart. You use the pointer to select the cells in the worksheet. The blue lines in the worksheet indicate the
range of data to include in the chart.
4. Move the pointer over the lower-right corner of the blue box, when the pointer changes
to , drag the corner one column to the right, then release the mouse button
The range is enlarged to include five columns and five rows.
QUICK TIP 5. Click the Category 1 cell, type Baja California, click the Category 2 cell, type Copper
Click the Edit Data Canyon, press [Enter], type Oaxaca, replace the remaining placeholder text with the
button in the Data
group on the Chart data shown in FIGURE 6-16, click an empty cell after all the data is entered, then click the
T
Tools Design tab to Close button in the Chart in Microsoft Word window
open the worksheet
and edit the chart
When you click a cell and type, the data in the cell is replaced with the text you type. As you edit the
data. worksheet, the changes you make are reflected in the chart.
6. Click the chart border to select the Chart Area object, click the Chart Tools Design tab,
then click Style 2 in the Chart Styles group
QUICK TIP
Point to any part of A chart style is applied to the chart.
a chart to see a
ScreenTip that
7. Click the chart border again, click the Change Colors button in the Chart Styles group,
identifies the part. click Color 4 in the Colorful section, click the Chart Tools Format tab, click the More
button in the Shape Styles group, then click Colored Outline – Green, Accent 6
The chart colors change and a green border is added to the chart object.
QUICK TIP 8. Select the Chart Area object, type 2.5 in the Shape Height text box in the Size group, type
To format any chart
element, select it, 4.1 in the Shape Width text box in the Size group, press [Enter], then deselect the chart
then click the Format The chart object is resized. You can click any chart element to select it, or use the Chart Elements list arrow in
Selection button in the Current Selection group on the Chart Tools Format tab to select a chart element.
the Current Selection
group on the Chart 9. Click the Chart Title object to select it, select the text CHART TITLE, click the Decrease
T
Tools Design tab to
open the Format Font Size button on the Mini toolbar two times, type Average Temperature (Celsius),
pane for that chart then save your changes
element. The font size of the chart title is reduced. The completed chart is shown in FIGURE 6-17.
FIGURE 6-16: Chart object and worksheet in Word
Worksheet Blue lines indicate

the range of data to
include in the chart
Chart object
Vertical axis
Chart reflects
data in worksheet
Horizontal axis
Legend
Word 2016
FIGURE 6-17: Completed chart
Title added to
chart and resized
Chart style and

Chart object colors applied
resized to chart object
Creating SmartArt graphics

Diagrams are another way to illustrate concepts in your documents. a diagram category in the left pane, select a specific diagram layout
The powerful Word SmartArt feature makes it easy for you to quickly and design in the middle pane, preview the selected diagram layout
create and format many types of diagrams, including pyramid, in the right pane, and then click OK. The SmartArt object appears in
process, cycle, and matrix diagrams, as well as lists and organization the document with placeholder text, and the SmartArt Tools Design
charts. To insert a SmartArt graphic in a document, click the and Format tabs are enabled. These tabs contain commands and
SmartArt button in the Illustrations group on the Insert tab to open styles for customizing and formatting the SmartArt graphic and for
the Choose a SmartArt Graphic dialog box. In this dialog box, select sizing and positioning the graphic in the document.
Word 2016
Module 6 Finalize Page Layout
Learning When you finish creating the illustrations for a document, it is time to fine-tune the position and formatting
Outcome of the text and graphics on each page. CASE YYou format the Mexico weather information in a text box
• Use gridlines to
position objects and adjust the size and position of the other graphic objects so that the text flows smoothly between the
columns. Finally
Finally, you add a small text box that includes your name.
STEPS
TROUBLE 1. Turn on the display of formatting marks, move the pointer between page 2 and 3,
Scroll as needed to double-click with the pointer to hide the white space, then drag the pointer to select
see both the para-
graph and the chart. the heading When is the best time..., and the chart object
2. Click the Insert tab, click the Text Box button, click Draw Text Box, then scroll as needed
so the text box is visible on your screen
The heading, body text, and chart object are moved into a text box at the top of page 3.
3. Click the chart object, click the Home tab, click the Center button in the Paragraph
group, double-click the text box frame to select the text box and activate the Drawing
Tools Format tab, type 4 in the Shape Height text box, type 4.65 in the Shape Width
text box, then press [Enter]
The chart object is centered in the text box and the text box is resized.
4. Click the View tab, click the Multiple Pages button, double-click the text box, click the
Position button in the Arrange group, click Position in Bottom Left..., then click the
Layout Options button over the text box
The text box is moved to the lower-left corner of page 2. The Layout Options button provides quick access
to the most commonly used text wrapping commands.
5. Click See more, click the Text Wrapping tab in the Layout dialog box, click the Distance
from text Top up arrow three times, click OK, click the More button in the Shape
Styles group, then click Subtle Effect – Gray-50%, Accent 3
The distance of the text wrapping above the text box is increased and a style is applied to the text box.
6. Click the Home tab, turn off formatting marks, click the View tab, click the 100%
button, then click the Gridlines check box in the Show group
QUICK TIP Nonprinting drawing gridlines appear within the document margins in Print Layout view. You use
You can confirm or drawing gridlines to help you size, align, and position objects.
modify the size of
the selected object
7. Double-click the pyramid drawing to select it, scroll down, use the pointer to drag the
by checking the object down onto a blank area of the drawing grid, press [Shift], then with the pointer,
height and width drag the lower-left sizing handle up and to the right until the object is about 1" square
measurements in
the Size group on Use the ruler and the gridlines to help judge the size of the object as you drag.
the Drawing Tools 8. Drag the object to position it as shown in FIGURE 6-18
Format tab.
You can nudge the drawing with the arrow keys if necessary to position it more precisely on the grid.
QUICK TIP 9. Click the Draw Text Box button in the Insert Shapes group, then, with the pointer, draw
To align two or more a text box under the pyramid similar to the one shown in Figure 6-18, type Contact:
objects to each
other select the
other, followed by your name in the text box, click the More button in the Shape Styles
objects, click the group, then click Subtle Effect – Blue, Accent 1
Align button in the
Figure 6-18 shows the pyramid drawing reduced and repositioned and the new text box.
Arrange group, then
select an option. 10. Click the View tab, click the Gridlines check box, click the Multiple Pages button, save
your changes, submit a copy to your instructor, then close the file and exit Word
The completed document is shown in FIGURE 6-19.
FIGURE 6-18: Repositioned object and new text box
Drawing
gridlines are
turned on
Pyramid is
smaller and
centered
Chart is located under text
in text box
Source: StockSnap; Unsplash.com

New text box
FIGURE 6-19: Completed flyer
Word 2016
Inserting online videos and online pictures in a document

You can also illustrate your documents with graphics and media open the Insert Video or Insert Pictures window, type a keyword
found on the web. The Online Video command in the Media or phrase in the search box for the website you want to search,
group on the Insert tab allows you to insert and play videos found and then press [Enter]. Select the video or image you want to
on the web into your Word documents, and the Online Pictures insert from the search results, click Insert to add it to the
command in the Illustrations group allows you to insert online document, and then format the item as you would any other
images. To search the web for videos or images to add to a graphic object. Videos inserted in a document include a play
document, click the appropriate command on the Insert tab to button that you can click to view the video right in Word.
Practice
Concepts Review
Label the elements shown in FIGURE 6-20.

FIGURE 6-20
1
6
2
5
Source: StockSnap; Unsplash.com

3
7. Drawing gridlines a. Nonprinting lines that are used to align, size, and position objects
8. Contrast b. A workspace for creating graphics
9. Text box
T c. A graphic that a text-wrapping style has been applied to
10. Brightness d. A visual representation of numerical data
11. W
WordArt e. The relative lightness of a picture
12. Drawing Canvas f. A graphic object composed of specially formatted text
13. Chart g. A graphic object that is a container for text and graphics
14. Floating graphic h. The difference between the darkest and lightest areas in a picture
15. Which button is used to change a photograph to a pencil sketch?

a. Artistic Effects c. Color
b. Corrections d. Picture Effects
16. Which button is used to change an inline graphic to a floating graphic?
a. Crop c. Corrections
b. Change Picture d. Layout Options
17. What style of text wrapping is applied to a graphic by default?
a. Square c. In front of text
b. In line with text d. Tight
18. Which method do you use to nudge a picture?
a. Select the picture, then press an arrow key.
b. Select the picture, then drag it to a new location.
c. Select the picture, then drag a top, bottom, or side sizing handle.
d. Select the picture, then drag a corner sizing handle.
19. Which is not an example of a Picture Effect?
a. Glow c. Bevel
b. Paintbrush d. Shadow
20. What do you drag to change a drawing object’s shape, but not its size or dimensions?
a. Sizing handle c. Rotate handle
b. Adjustment handle d. Cropping handle
Skills Review
1. Insert a graphic.
a. Start W
Word, open the file WD 6-2.docx from the drive and folder where you store your Data Files, then save it as
Word 2016
WD 6-Stone Barn CSA.
b. Display formatting marks, scroll down, read the document to get a feel for its contents and formatting, then
press [Ctrl][Home].
c. Select the colorful mixed vegetables photo on page 1, apply square text wrapping, apply the picture style Simple
Frame, Black to the photo, then use the Format Painter to copy the picture style settings from the mixed
vegetables photo to the photo of the carrots on page 2 and the photo of the beans on page 3.
d. Press [Ctrl][Home], then apply square text wrapping to the photo of the carrots.
e. Scroll down, place the insertion point at the top of page 2, insert the file Stone Barn.jpg from the location where
you store your Data Files, then save your changes.
2. Size and scale a graphic.
a. With the Stone Barn photo still selected, click the Crop button in the Size group.
b. Drag the bottom-middle cropping handle up approximately 1", drag the top-middle cropping handle down
approximately .7", verify that the photo is approximately 2.8" tall, adjust if necessary using the cropping
handles, then click the Crop button again.
c. Deselect the photo, then scroll to page 1.
d. Resize the mixed vegetables photo proportionally so that it is about 2.7" high and 1.8" wide.
e. Resize the photo of the carrots proportionally so that it is about 1.7" high and 1.1" wide.
f. Scroll to page 2, then resize the photo of the beans proportionally to be precisely 2.7" high.
g. Press [Ctrl][Home], then save your changes.
3. Position a graphic.
a. Drag the mixed vegetables photo up so its top is aligned with the first line of body text and its right side is
aligned with the right margin.
b. Change the view to Multiple Pages, then use the Position command to position the photo of the carrots so it
aligns with the middle left.
c. On page 2, use the Position command to align the beans photo with the bottom and right margins, then save
your changes.
4. Create a text box.
a. Change the zoom level to 120%, then scroll to the top of page 1.
b. Add a drop cap using the default settings for the Dropped option to the first body paragraph.
c. Select the What does Stone Barn Community Farm do? heading, the paragraph under it, and the two paragraph
marks above the page break, then insert a text box.
d. Delete the paragraph mark after 7 p.m. in the last line of the How does it work? paragraph on page 1, then select the
text box.
e. Apply the shape style Colored Outline – Green, Accent 6 to the text box, use the Position command to align it with
the bottom and right margins, click the Layout Options button, click the Fix Position on Page option button, resize
the text box to be approximately 3.3" high and 4.5" wide, change to multiple pages view, then drag the anchor
symbol up to the How does it work? heading. ((Hint: The blue anchor symbol might be over the photo of the carrots.)
f. Return to page width view view, scroll to page 2, then draw a text box that covers the bottom of the Stone Barn photo.
The text box should span the width of the photo and be approximately .4" high.
g. Type
T Welcome to Stone Barn Community Farm – A USDA Certified Organic Farm in the
text box, center the text, change the font to 12-point Arial Rounded MT Bold, then change the font color to Orange,
Accent 2.
h. Remove the shape fill from the text box, adjust the placement of the text box as necessary so the text is attractively
placed over the bottom of the photo, then remove the border from the text box.
i. Scroll down, select all the green text, then insert a text box.
j. T
Turn off paragraph marks, resize the text box to be 2.8" tall and 5.4" wide, then align it with the lower-left corner
of the page.
k. Remove the border from the text box, then save your changes.
5. Create W WordArt.
a. Press [Ctrl][Home], triple-click to select Stone Barn Community Farm, insert a WordArt object, then select the style
Fill - White, Outline - Accent 1, Shadow (in the first row).
b. Resize the W WordArt object to be 7.3" wide and 1" tall.
c. Click the T Text Effects button in the WordArt Styles group, point to Transform, then click the Square warp.
d. Change the T Text Fill color to Green, Accent 6, Darker 25%.
e. Change the T Text Outline color to Green, Accent 6, Darker 50%.
f. Change the shadow color to Green, Accent 6, Lighter 40%, close the Format Shape pane, then save your changes.
(
(Hint : Use the Shape Effects button.)
6. Draw shapes.
a. Scroll down to the middle of page 2, select the three-line address, then draw a text box around it.
b. Move the text box approximately ¾" to the right.
c. Click the Shapes button, then click the Sun shape.
d. In a blank area, draw a sun that is approximately .5" tall and wide.
e. Fill the sun with Gold, Accent 4, Darker 25% apply the gradient style From Center in the Light V Variations section,
change the shape outline color to Gold, Accent 4.
f. Move the sun left of the address text box if necessary, then remove the shape outline from the address text box.
g. Click the Shapes button in the Illustrations group on the Insert tab, then click Rectangle.
h. Draw a rectangle around the sun and the address, remove the fill, then change the shape outline to Green, Accent 6.
i. Adjust the size of the rectangle to resemble an address label, then save your changes.
7. Create a chart.
a. Scroll up, place the insertion point in the text box at the bottom of page 1, press [ ] as many times as necessary to
move the insertion point to the second blank line under the text in the text box.
b. Insert a chart, select Bar chart, select Clustered Bar for the style, then click OK.
c. Type
T the information shown in FIGURE 6-21, adjust the range to include FIGURE 6-21
just the columns and rows that include data, then close the Chart in
Microsoft Word window.
d. Select the text box, use the Position command to align it with the
bottom and right margins, select the chart, resize it to be approximately
2" high and 4.1" wide, center it in the text box, change the colors to
Color 4, then apply the Style 2 chart style to the chart.
e. Select the chart title Series 1, type Harvest Sales, change the font of
the title to 12-point Arial Rounded MT Bold, remove the bold formatting, then change the font color to Green,
Accent 6. ((Hint: To replace and then format the chart title text, select the chart title object, and then start
typing.)
f. Select the legend, then press [Delete] to remove the legend from the chart.
g. Select the Horizontal (V(Value) Axis, click the Format Selection button, scroll down the Format Axis pane, expand
the Number section, then scroll again as needed to see the categories.
h. Click the Category list arrow, select Percentage in the Category list, change the number of decimal places to 0,
press [Enter], then close the Format Axis pane.
i. Resize the chart object to be approximately 2" tall and 3.5" wide, center the chart object in the text box, select
the text box, apply the Intense Effect - Green, Accent 6 shape style, then save your changes.
8. Finalize page layout.
a. Resize the text box that includes the chart to be approximately 3.2" tall and 4.7" wide, change the font size of the
heading in the text box to 14 points, change the font color to Green, Accent 6, Darker 50%, then center the heading.
Word 2016
b. T
Turn on the gridlines in the Show group on the View tab, then change the view to Multiple Pages.
(Note: The gridlines show the margins.)
c. Resize and shift the position of the photographs and the text box until all the text fits on page 1 and the layout
of page 1 of the flyer looks similar to the completed flyer
flyer, which is shown in two-page view in FIGURE 6-22. Your
flyer does not need to match exactly.
d. T
Type your name in the document footer, save your changes, submit a copy to your instructor, close the file,
then exit Word.
FIGURE 6-22
Source: Pixabay; Courtesy Jennifer Duffy
Your company just completed a major survey of its customer base, and your boss has asked you to prepare a summary of the
results for your colleagues. You create a chart for the summary that shows the distribution of customers by gender and age.
a. Start W
Word, then save a blank document as WD 6-Age and Gender to the location where you store your Data Files.
b. Type
T Prepared by followed by your name at the top of the document, press [Enter] twice, then insert a clustered
column chart object into the document. FIGURE 6-23
c. Enter the data shown in FIGURE 6-23 into the work-
sheet. To begin, delete the data in rows 4 and 5 of the
worksheet, and then adjust the range to include
5 columns and 3 rows. When you are finished, close
the Chart in Microsoft Word window.
d. Click the Select Data button in the Data group on the Chart T Tools Design tab, then click Switch Row/Column
button in the Select Data Source dialog box that opens to switch the data so the age groups appear on the
horizontal axis.
e. Apply chart style 6 to the chart, then add the title Customers by Age and Gender above the chart.
f. Add the Primary Horizontal axis title Age Range.. ((Hint: Use the Add Chart Element button.)
g. Select the V
Vertical Value Axis, then click the launcher in the Shape Styles group on the Chart Tools Format tab to
open the Format Axis pane. Click Axis Options to expand the axis options, scroll down, Expand the Number
section, change the Category to Percentage, change the number of decimal places to 0, press [Enter], then close
the Format Axis pane.
h. Use the Change Chart T Type button in the Type group on the Chart Tools Design tab to change to a different type of
column chart, taking care to choose an appropriate type for the data, then format the chart with styles, fills, colors,
outlines, and other effects so it is attractive and readable.
i. Save your changes, submit a copy of the chart to your instructor
You design ads for bestvacations.com, a company that specializes FIGURE 6-24
in custom vacation packages. Your next assignment is to design a
full-page ad for a travel magazine. Your ad needs to contain three
photographs of vacation scenes, such as the photo shown in
FIGURE 6-24, the text “Your vacation begins here.” and the web
address “www.bestvacations.com.”
a. Start W
Word, then save a blank document as WD
6-Vacations Ad to the drive and folder where your
Data Files are located.
Source: Pixabay
b. Change all four page margins to .7".

c. Using keywords such as beach, snowboard, fishing, or
some other vacation-related word, find and insert at
least three appropriate online photographs into the document.
d. Using pencil and paper
paper, sketch the layout for your ad.
e. Change the photos to floating graphics, then format them. Y You can crop, resize, move, and combine them with
other design elements, or enhance them with styles, shapes, borders, and effects.
f. Using text effects or W
WordArt, add the text Your vacation begins here. and the web address
www.bestvacations.com to the ad.
g. Adjust the layout, design, and colors in the ad as necessary. When you are satisfied with your ad, type your name in
the document header, save your changes, submit a copy to your instructor, close the document, then exit Word.
You are a graphic designer. The public library has hired you to design a bookmark for Earth Day. Their only request is
that the bookmark includes the words Earth Day. You’ll create three different bookmarks for the library.
a. Start W
Word, then save a blank document as WD 6-Earth Day to the location where you store your Data Files.
b. Change all four page margins to .7", change the page orientation to landscape, and change the zoom level to
Whole Page.
c. Draw one text box. Resize the text box to be approximately 6.5" tall x 2.5" wide. Copy and paste the text box
two times for a total of three text boxes, then move the text boxes so they do not overlap. Each text box will
become a bookmark.
d. Use clip art, W
WordArt or text effects, and a photograph (either a personal photograph or one you find on the
web) at least one time as you create the bookmarks. ((Hints: When you insert a graphic in a text box, you cannot
wrap text around it, so you must design bookmarks that use inline graphics. Alternatively, you can insert an
online image in the document and then crop it and resize it to be the shape and size of a bookmark. You can
also nest text boxes inside text boxes.)
e. Format the bookmarks with fills, colors, borders, styles, shadows, and other picture effects. Be sure to add the
words Earth Day to each bookmark.
f. T
Type your name in the document header, save your changes, submit a copy to your instructor, close the
document, then exit W Word.

One way to find graphic images to use in your documents is to download them from the web. Many websites feature
Word 2016
images that are in the public domain, which means they have no copyright restrictions and permission is not required
to use the images. You are free to download these images and use them in your documents, although you must
acknowledge the artist or identify the source. Other websites include images that are copyrighted and require written
permission, and often payment, to use. Before downloading and using graphics from the web, it’s important to research
and establish their copyright status and permission requirements. In this exercise, you download photographs from the
web and research their copyright restrictions.
a. Start W
Word, then save a blank document as WD 6-Copyright Images to the drive and folder where you
b. T
Type your name at the top of the page, press [Enter], then create a table with four rows and three columns. Type
the following column headings in the header row: Photo, URL, Copyright Restrictions. You will fill
this table with photos you find on the web and the copyright restrictions for those photos.
c. Use your favorite search engine to search the web for photographs that you might use for your work or a
personal project. Use the keywords free photo archives or free public domain photos. You can
also add a keyword that describes the subject of the photos you want to find.
d. Find at least three websites that contain photos you could use in a document. Save a photo from each website to
your computer. To save an image from a webpage, right-click the image, then click the appropriate command on
the shortcut menu.
e. Go to your W Word document, and insert each photo you saved from the web in the Photo column of the table.
Resize the photos proportionally so that they are about 1.5" tall or 1.5" wide. Wrap text around the photos, and
center them in the table cells.
f. For each photo in column 1, enter its URL in column 2 and its copyright restrictions in column 3. In the
Copyright Restrictions column, indicate if the photo is copyrighted or in the public domain, and note the
requirements for using that photo in a document.
g. Adjust the formatting of the table so it is easy to read, save your changes, submit a copy to your instructor
instructor, close
the file, then exit Word.
Visual Workshop
Using the file WD 6-3.docx (located where you store your Data Files), create the flyer shown in FIGURE 6-25. ((Hints: Change
the margins to .8". For the WordArt object, use the Fill - Blue, Accent 1, Outline - Background 1, Hard Shadow, Accent 1
style, apply a Square warp and apply a gradient effect using shades of Blue, Accent 1.) Type your name in the footer, save
the flyer as WD 6-Surf Safe, then submit a copy to your instructor.
FIGURE 6-25
Source: Pixabay
Word 2016 Module 7
Working with Themes

and Building Blocks
You are preparing a project summary report for a new R2G project in Kenya. You
CASE
create a customized theme for the report and simplify the process of designing
the layout by using predesigned building blocks. Once the project report is finished, you save the
theme and several reusable pieces of customized content to use in other project reports.
Module Objectives
• Apply styles to text • Insert Quick Parts
• Apply a theme • Add a cover page
• Customize a theme • Create building blocks
• Insert a sidebar • Insert building blocks
Files You Will Need

WD 7-5.docx Cheetah.jpg
WD 7-6.docx R2G Logo.jpg
Word 2016
Module 7 Apply Styles to Text
Learning Applying a style to text allows you to apply multiple format settings to text in one easy step. A style is a
Outcomes set of format settings, such as font, font size, font color, paragraph spacing, and alignment, that are
• Apply a style
• Modify text named and stored together. Word includes many Style sets—groups of related styles that share common
formatted with fonts, colors, and formats, and are designed to be used together in a document—that you can use to give
a style
your documents a polished and cohesive look. Each Style set includes styles for a title, subtitle, headings,
body text, lists, quotes, and other text elements. CASE You apply styles to the project summary report
to help organize the text attractively and make the report easy to read at a glance.
STEPS
1. Start Word, open the file WD 7-1.docx from the drive and folder where you store your
Data Files, save it as WD 7-Kenya Project, scroll the document to get a feel for its
contents, then press [Ctrl][Home]
The three-page document includes text, photographs, and a chart.
QUICK TIP 2. Select Savannah Conservation and Safari, click the More button in the Styles group,
To change the active then move the pointer over the styles in the Styles gallery
Style set, click the
Design tab, click the As you move the pointer over a style in the gallery, a preview of that style is applied to the selected text.
More button in the
Document
3. Click Title
Formatting group, The Title style is applied to the selected text.
then select a
different style set. 4. Select Four weeks, Nairobi to Mombasa, click Subtitle in the Styles group, click the Font
Color list arrow in the Font group, then click Blue, Accent 5, Darker 25%
The Subtitle style is applied to the paragraph under the title, and then the font color is changed to blue.
You can modify the format of text to which a style has been applied without changing the style itself.
QUICK TIP 5. Select Project Highlights, click Heading 1 in the Styles group, then deselect the text
To change the color
The Heading 1 style is applied to the Project Highlights heading, as shown in FIGURE 7-1.
scheme or fonts used
in the active Style set, 6. Apply the Heading 1 style to each red heading in the document, scrolling down as
click the Design tab,
then click the Colors needed
or Fonts buttons in The Heading 1 style is applied to the Project Highlights, Project Summary, Planning Your Trip, and What to
the Document Bring headings in the report.
Formatting group,
and select from 7. Scroll to page 2, select Climate, then click Heading 2 in the Styles group
the options.
The Heading 2 style is applied to the Climate subheading. The style seems too similar to the Heading 1 style
for your purposes.
8. Select Climate if necessary, click Heading 3 in the Styles group, click the Font Color list
arrow , click Orange, Accent 2, then deselect the text
The Heading 3 style is applied to the Climate subheading, and the font color is changed to Orange, Accent 2,
as shown in FIGURE 7-2.
9. Use the Format Painter to apply the Heading 3 style and the Orange, Accent 2 font color
to each purple subheading in the document, scrolling down as needed, then save your
changes
The Heading 3 style and the Orange, Accent 2 font color are applied to the Climate, Visa and Vaccination
Requirements, Luggage, Clothing and Footwear, and Equipment subheadings in the report.
Word 154 Working with Themes and Building Blocks
FIGURE 7-1: Styles applied to the report
Title style applied
Subtitle style applied

and font color
changed to blue
Heading 1 style
applied
Word 2016
FIGURE 7-2: Heading 3 style applied and modified
Heading 3 style
applied and font
color changed
to orange
Saving a document as a webpage

Creating a webpage and posting it on the Internet or an then insert text and graphics in the table cells in order to be
intranet is a powerful way to share information with other able to position text and graphics precisely.
people. You can design a webpage from scratch in Word, or To save a document as a webpage, open the Save As dialog
you can use the Save As command to save an existing box, and then select a Web Page format in the Save as type list
document in HTML format so it can be viewed with a browser. box. You have the option of saving the document in Single File
When you save an existing document as a webpage, Word Web Page (.mht or .mhtml) format, or in Web Page or Web Page,
converts the content and formatting of the Word file to HTML Filtered (.htm or .html) format. In a single file webpage, all the
and displays the webpage in Web Layout view, which shows elements of the webpage, including the text and graphics, are
the webpage as it will appear in a browser. Any formatting that saved together in a single MIME encapsulated aggregate HTML
is not supported by web browsers is either converted to similar (MHTML) file, making it simple to publish your webpage or send
supported formatting or removed from the webpage. For it via e-mail. By contrast, if you choose to save a webpage as an
example, if you save a document that contains a floating .htm file, Word automatically creates a supporting folder in the
graphic in HTML format, the graphic will be left- or same location as the .htm file. This folder has the same name as
right-aligned on the webpage. In a document you plan to save the .htm file plus the suffix_files, and it houses the supporting files
as a webpage, it’s best to create a table in the document, and associated with the webpage, such as graphics.
Working with Themes and Building Blocks Word 155
Word 2016
Module 7 Apply a Theme
Learning Changing the theme applied to a document is another quick way to set the tone of a document and give it
Outcomes a polished and cohesive appearance, particularly if the text and any tables, charts, shapes, SmartArt objects,
• Preview themes
• Apply a theme or text boxes in the document are formatted with styles. A theme is a set of unified design elements, including
• Change the theme colors, theme fonts for body text and headings, and theme effects for graphics. By default, all
style set
documents that you create in WWord are formatted with the Office theme, but you can easily apply a different
built-in theme to a document. To apply a theme to a document, you use the Themes command in the
Document Formatting group on the Design tab. CASE You experiment with different built-in themes and
then apply a theme that more closely suits the message you want to convey with the project summary report.
STEPS
1. Press [Ctrl][Home], click the Design tab, click the Themes button in the Document
Formatting group, then point to Facet
A gallery of built-in themes opens. When you point to the Facet theme in the gallery, a preview of the
theme is applied to the document, as shown in FIGURE 7-3.
2. Move the pointer over each theme in the gallery
When you point to a theme in the gallery, a preview of the theme is applied to the document. Notice that
the font colors and the fonts for the body text and headings to which a style has been applied change when
you preview each theme.
QUICK TIP 3. Scroll down, then click Metropolitan
To restore the A complete set of new theme colors, fonts, styles, and effects is applied to the document. Notice that while the
document to the
default theme for the font of the body text changed, the bold formatting applied to the text under the Project Highlights heading at
template on which the top of page 1 remains. Changing the document theme does not affect the formatting of text to which font
the document is formatting has been applied. Only document content that uses theme colors, text that is formatted with a
based, click the
Themes button,
style (including default body text), and table styles and graphic effects change when a new theme is applied.
and then click 4. Click the View tab, then click the Multiple Pages button in the Zoom group
Reset to Theme
from Template. The fill effect in the chart at the bottom of the last page is a fill effect from the Metropolitan theme, as
shown in FIGURE 7-4.
5. Click the Design tab, click the Themes button, then point to each built-in theme in
TROUBLE the gallery
Your gallery might Notice how each theme affects the formatting of the chart, and, in some cases, the pagination of the
show two Wisp document. It’s important to choose a theme that not only mirrors the tone, content, and purpose of
themes. Be sure to
your document, but also meets your goal for document length.
select the Wisp
theme shown in 6. Click Wisp
FIGURE 7-3.
The Wisp theme is applied to the document.
7. Click the View tab, click the 100% button in the Zoom group, press [Ctrl][Home], then
save your changes
Changing the style set
Applying a different style set is another quick way to change the Home tab. YYou apply a style set using the style sets available in
look of an entire document. Style sets include font and paragraph the Document Formatting group on the Design tab.
settings for headings and body text so that when you apply a You can also save a group of font and paragraph settings as a
new style set to a document, all the body text and all the new style set. To do this, click the More button in the Document
headings that have been formatted with a style change to the Formatting group, and then click Save as a New Style Set. If you
format settings for the active style set. YYou apply styles to a want to return a document to its original style set, click the More
document using the styles available in the Styles group on the button, and then click Reset to the (default) Style Set.
FIGURE 7-3: Facet theme previewed in document
Themes gallery
Facet theme
Preview of Facet
theme applied
to document
Wisp theme
FIGURE 7-4: Metropolitan theme applied to document
Word 2016
Fonts and colors used
in Metropolitan theme
Chart shows fill effects

from Metropolitan theme
Source: Pixabay
Changing the default theme

By default, all new documents created in Word are formatted and Effects buttons in the Document Formatting group to
with the Office theme, but you can change your settings to use customize the settings for theme colors, fonts, and effects.
a different theme as the default. To change the default theme to Alternatively, click the More button in the Document Formatting
a different built-in theme, press [Ctrl][N] to open a new blank group and then select a new style set to use in the new default
document, click the Themes button in the Document theme. When you are satisfied with the settings for the new
Formatting group on the Design tab, and then click the theme default theme, click the Set as Default button in the Document
you want to use as the default. If you want to customize the Formatting group. The Themes gallery will be updated to reflect
theme before saving it as the new default, use the Colors, Fonts, your changes.
Word 2016
Module 7 Customize a Theme
Learning When one of the built-in Word themes is not quite right for your document, you can customize the theme
Outcomes by changing the theme colors, selecting new theme fonts for headings and body text, and changing the
• Customize theme
colors, fonts, or theme effects. You can then save the customized theme as a new theme that you can apply to other
effects documents. CASE You tweak the theme colors, fonts, and effects in the active theme to create a new
• Save a custom
theme that uses the colors of Kenya and is easy to read. You then save the settings as a new theme so you can
theme
apply the theme to all documents related to Kenya projects.
STEPS
1. Click the Design tab, then click the Colors button in the Document Formatting group
The gallery of theme colors opens. You can select a new palette of built-in colors or choose to customize the
colors in the active palette. You want a palette that picks up the colors of the Kenyan landscape used in the
photographs in the project report. You decide to tweak the Wisp theme palette.
2. Click Customize Colors
The Create New Theme Colors dialog box opens and shows the color palette from the Wisp theme, as
shown in FIGURE 7-5. You use this dialog box to change the colors in the active palette and to save the set of
colors you create with a new name.
3. Click the Accent 1 list arrow
arrow, click More Colors, click the Custom tab in the Colors dialog
box if it is not the active tab, type 146 in the Red text box, type 169 in the Green text
QUICK TIP box, type 185 in the Blue text box, then click OK
To remove a custom The Accent 1 color changes from dark red to blue-gray.
color scheme from
the gallery, right-click 4. Type Kenya in the Name text box in the dialog box, click Save, then click the Colors button
the scheme, then The new color scheme is saved with the name Kenya, the dark red (Heading 1) headings in the document
click Delete. change to blue-gray, and the Kenya color scheme appears in the Custom section in the Colors gallery. The
Kenya colors can now be applied to any document.
QUICK TIP 5. Click the document to close the Colors gallery if necessary, click the Fonts button in the
To change the line Document Formatting group, point to several options in the gallery of theme fonts to
and paragraph
spacing applied to preview those fonts applied to the document, then click Customize Fonts
a document, click The Create New Theme Fonts dialog box opens, as shown in FIGURE 7-6. You use this dialog box to select
the Paragraph different fonts for headings and body text, and to save the font combination as a new theme font set.
Spacing button in
the Document 6. Click the Heading font list arrow
arrow, scroll down, click Trebuchet MS, click the Body font
Formatting group,
and then click a
list arrow
arrow, scroll down, click Perpetua, type Project Reports in the Name text box in the
Built-In style or click dialog box, then click Save
Custom Paragraph The font of the headings in the report changes to Trebuchet MS, the font of the body text changes to
Spacing to enter
custom settings in Perpetua, and the Project Reports theme font set is added to the Custom section of the Fonts gallery.
the Manage Styles 7. Press [Ctrl][End], scroll down to see the chart, click the Effects button in the Document
dialog box.
Formatting group, point to each effect in the gallery to see it previewed in the chart,
then click Milk Glass
The Milk Glass effect is applied to the document.
8. Click the Themes button, click Save Current Theme, type Kenya Project Report in the
File name text box in the Save Current Theme dialog box, then click Save
QUICK TIP
To remove a custom
The Kenya theme colors, Project Reports theme fonts, and theme effects from the Milk Glass theme are
theme from the saved together as a new theme called Kenya Project Report in the default location for document themes.
gallery, right-click
the theme, then
9. Save your changes, then click the Themes button
click Delete. The new theme appears in the Custom section of the Themes gallery, as shown in FIGURE 7-7.
FIGURE 7-5: Create New Theme Colors dialog box
Use list arrow to

change the color
Type name for new

palatte of theme colors
FIGURE 7-6: Create New Theme Fonts dialog box

Select font Preview fonts
for headings
Select font
Type name
for body text
for new set of
Word 2016
theme fonts
FIGURE 7-7: Custom theme in the Themes gallery
New Kenya Project

Report theme
Milk Glass
theme effect
applied to chart
Word 2016
Module 7 Insert a Sidebar
Learning Building blocks are the reusable pieces of formatted content or document parts that are stored in
Outcomes galleries, including headers and footers, cover pages, and text boxes. Sidebars and pull quotes are text box
• Format a sidebar
• Insert a text file building blocks that are used to jazz up a page. A sidebar is a text box that is positioned adjacent to the
• Position a sidebar auxiliary information. A pull quote is a text box that contains an
body of a document and contains auxiliar
excerpt from an article, formatted in a larger font size and placed on the same page. You use the Text Box
command on the Insert tab to insert sidebars and pull quotes. CASE You create a sidebar to display the
Project Highlights information on page 1 and a second sidebar to display information for travelers on page 2.
STEPS
1. Click the document to close the Themes gallery if necessary, press [Ctrl][Home], click the
Insert tab, then click the Text Box button in the Text group
The Text Box gallery opens. It includes built-in styles for sidebars and pull quotes.
QUICK TIP 2. Scroll down the gallery, then click the Retrospect Sidebar
The sidebar is The Retrospect Sidebar is inserted on the right side of the page. It is composed of an orange text box and a
anchored to the
paragraph where the blue-gray shadow. You can type to replace the placeholder text, or you can paste text into the text box.
insertion point is 3. Select Project Highlights, press [Ctrl][X] to cut the text, click the [Sidebar Title]
located.
placeholder press [Ctrl][V] to paste the text, select the bulleted list, press [Ctrl][X],
placeholder,
click the body text placeholder in the sidebar, press [Ctrl][V], then press [Backspace]
The text is cut from the body of the document and pasted in the sidebar.
4. Click the Drawing Tools Format tab, click the Position button in the Arrange group, click
Position in Top Left with Square Text Wrapping, type 2.1 in the Shape Height text box
in the Size group, type 6.9 in the Shape Width text box, then press [Enter]
The sidebar moves to the upper left corner of the page and, after resizing, spans the width of the page at the top.
QUICK TIP 5. Select Project Highlights, click the Font Color list arrow on the Mini toolbar, click
You can change the Blue-gray, Accent 1, Darker 50%, click the title Savannah Conservation..., click the
format of a sidebar
by applying a shape Layout tab, type 20 in the Before text box in the Paragraph group, then press [Enter]
style or by using the The font color of Project Highlights changes to a darker blue-gray and the spacing above the title is increased,
other commands
on the Drawing
Tools Format tab. 6. Scroll to page 2, place the insertion point in Planning Your Trip, click the View tab, click
the Multiple Pages button in the Zoom group, click the Insert tab, click the Text Box
button, then click Retrospect Sidebar
The Retrospect Sidebar is inserted on the right side of the page and anchored to the Planning Your Trip
heading paragraph. Rather than type text in the sidebar, you will insert text from a file.
7. Press [Delete] twice to delete the Sidebar Title placeholder and the blank paragraph,
QUICK TIP
click the body text placeholder in the new sidebar, click the Insert tab, click the Object
When you insert a list arrow in the Text group, then click Text from File
text file into a text The Insert File dialog box opens. You use this dialog box to select the file you want to insert in the sidebar.
box, verify that all
the text fits. If all the 8. Navigate to the location where you store your Data Files, click the file WD 7-2.docx,
text does not fit in then click Insert
the text box, you
must adjust the size The content of the file WD 7-2.docx is inserted in the sidebar.
of the text box, edit 9. Click the Drawing Tools Format tab, click the Position button in the Arrange group, click
the text, or link the
full text box to an Position in Top Left with Square Text Wrapping, type 9.1 in the Shape Height text box,
empty text box so type 2.7 in the Shape Width text box, press [Enter], deselect the sidebar, then save
that the text flows.
The completed sidebar is shown in FIGURE 7-9.
FIGURE 7-8: Retrospect sidebar at top of page
Retrospect sidebar
resized and
repositioned
Blue-gray
font color
Text pasted
in text box
20 points of
space above title
Word 2016
FIGURE 7-9: Retrospect sidebar on page 2
Text and graphic from

file inserted in sidebar
Source: Pixabay
Word 2016
Module 7 Insert Quick Parts
Learning The Word Quick Parts feature makes it easy to insert reusable pieces of content into a document. Quick Parts
Outcomes items include fields, such as for the date or a page number; document properties, such as the document title
• Insert headers and
footers or author; and building blocks. You insert a Quick Part into a document using the Quick Parts command on
• Update a docu- the Insert tab or on the Header & Footer Tools Design tab. CASE You finalize the design of the three pages
ment property
by adding a header building block and a footer building block to the document. You then customize the footer by
• Insert and delete a
property control adding a document property to it using the Quick Parts command.
STEPS
1. Click anywhere on page 2, click the View tab, click the 100% button in the Zoom group,
click the Insert tab, then click the Header button in the Header & Footer group
The Header gallery opens and displays the list of predesigned headers.
QUICK TIP 2. Scroll down the Header gallery, then click Semaphore
When you save a file The Semaphore header is added to the document and the Header area opens. The Semaphore header
with a new filename,
the Author property includes two property controls: one for the Author and one for the Document Title. A property control
is the same as that in is a content control that contains document property information, such as title, company, or author. A
the original file. The property control contains either the document property information entered in the Properties area of the
Last Modified By
property indicates the
Info screen in Backstage view, or placeholder text if no document property information is entered on the
computer or account Info screen. The text in the Author property control is the name entered in the Word Options dialog box or
that was used to the Microsoft user account name on the computer on which the document was created. You can assign or
create the new file.
update a document property by typing directly in a property control or by typing in the Properties text
boxes on the Info screen.
QUICK TIP 3. Click the Author property control if necessary, type your name, click the Title property
When you update a control, then type Savannah Conservation and Safari
document property
in the Document Your name and the document title are added to the header. When you assign or update a document property
Properties Panel, the by typing in a property control, all controls of the same type in the document are updated with the change,
property controls in as well as the corresponding property field on the Info screen.
the document are
updated with the 4. Click the Header button in the Header & Footer group, scroll down the gallery, click
new information. Filigree, then click the Header from Top down arrow in the Position group twice
The header design changes to the Filigree design, and the header position is adjusted, as shown in FIGURE 7-10.
QUICK TIP 5. Click the Footer button in the Header & Footer group, scroll down the Footer gallery,
To turn the table click Retrospect, then click the Footer from Bottom down arrow four times
gridlines on and off,
click the Table Tools The Retrospect footer includes an author name property control and a page number field. Notice that this
Layout tab, then footer is formatted as a table.
click the View
Gridlines button in 6. Click your name in the footer
footer, click the Table Tools Layout tab, click the Select button in
the Table group. the Table group, click Select Cell, press [Delete] to delete the Author Name property con-
trol, click the Header & Footer Tools Design tab, click the Quick Parts button in the Insert
group, point to Document Property
Property, then click Company
The Company property control is added to the footer, as shown in FIGURE 7-11.
TROUBLE 7. Type Reason2Go
If your Company The Company property is updated to become REASON2GO.
property control
contains customized 8. Move the pointer over the footer
footer, click the Table move handle to select the table,
text, select the text, click the Font Color button on the Mini toolbar, close the Footer area, then save
then continue with
Step 7. your changes
Dark blue-gray is applied to the text in the footer. The customized footer is shown in FIGURE 7-12.
FIGURE 7-10: Header formatted using the Filigree header style
Header from
Title and author Top down arrow
in header
Document text dimmed when

Header area is open
Source: Pixabay
Word 2016
FIGURE 7-11: Company property control in Retrospect footer
Table move handle Company property

in Footer area control
Source: Pixabay
FIGURE 7-12: Customized footer
Font color of footer

changes to blue-gray
Source: Pixabay
Word 2016
Module 7 Add a Cover Page
Learning To quickly finalize a report with simplicity or flair, you can insert one of the many predesigned cover pages
Outcomes that come with Word. Cover page designs range from conservative and business-like to colorful and
• Insert and
customize a attention grabbing. Each cover page design includes placeholder text and property controls that you can
cover page replace with your own information. CASE You finalize the project report by inserting an eye-catching
cover page that mirrors the design of the report.
STEPS
QUICK TIP 1. Click the Insert tab, then click the Cover Page list arrow in the Pages group
Click the Blank Page The gallery of cover pages opens. Each page design includes placeholder text and property controls.
button in the Pages
group to insert a 2. Scroll down the gallery, then click Motion
blank page at the
The Motion cover page is added at the beginning of the document. Notice that the project name was added
location of the
insertion point. automatically to the Title property control.
3. Click the Year property control, click the Year list arrow
arrow, click Today
The year changes to the current year.
TROUBLE 4. Click the black shape that contains the title to select the shape, click the Drawing Tools
Click the Undo but- Format tab, click the Shape Fill list arrow in the Shape Styles group, click Orange, Accent
ton on the
Quick Access toolbar 2, click the Shape Outline list arrow
arrow, click White, Background 1, click the light blue shape
if the result is not as to the right of the word Safari to select the entire light blue shape, click the Shape Fill
expected, and then
try again. list arrow in the Shape Styles group, then click Blue-gray, Accent 1
The fill color of the title shape changes to orange with a white outline, and the fill color of the shape that
QUICK TIP includes the year changes to blue-gray.
To change the user-
name and initials, 5. Scroll down to view the author
author, company name, and date controls at the bottom of
click the File tab, click the page
Options, then type in
Your name is entered in the Author property control, the company name is entered in the Company
the User name and
Initials text boxes in property control, and today’s date is entered in the date control.
the Word Options
dialog box.
6. Scroll up, right-click the photograph, click Change Picture, click Browse next to From a
file, navigate to the drive and folder where you store data files, click Cheetah.jpg, click
Insert, then scroll until the year is near the top of the document window
QUICK TIP A photograph of a cheetah is inserted in the cover page, as shown In FIGURE 7-13.
To change to a 7. Click the View tab, click the Multiple Pages button in the Zoom group, press [Ctrl][Home],
different cover page
design, simply click the Insert tab, click the Pictures button in the Illustrations group, navigate to the
insert a different location where you store your Data Files, click the file R2G Logo.jpg, then click Insert
cover page.
The R2G logo is added to the cover page.
QUICK TIP 8. Click the Position button in the Arrange group, click Position in Bottom Left with Square
To remove a cover Text Wrapping, type 1 in the Shape Height text box in the Size group, click to deselect
page from a
document, click the the logo, then save your changes
Cover Page list arrow The logo is moved to the lower-left corner of the page. The completed project report is shown in FIGURE 7-14.
in the Pages group,
then click Remove 9. Submit the document to your instructor
Current Cover Page.
FIGURE 7-13: Cover page
Shape is blue-gray
Current year (yours
may differ)
Cheetah photo
is flush with
Title is automatically edge of page
entered; text box is
orange with a white
outline
Source: Pixabay
FIGURE 7-14: Completed project report
Word 2016
Source: Pixabay
Word 2016
Module 7 Create Building Blocks
Learning When you design a piece of content that you want to use again in other documents, you can save it as a
Outcomes building block in one of the Word galleries. For example, you might want to save your company mission
• Save a custom
building block statement or a list of staff names so that you don’t have to type and format the information each time you use
• Create a category it in a document. You save an item as a building block using the Quick Parts command. CASE You save the
for building blocks
R2G logo, the Kenya Travel Information sidebar, the Climate heading and paragraph, and the footer as building
blocks so that you can easily include them in other project reports.
STEPS
1. Click the logo at the bottom of page 1 to select it, click the Insert tab, click the Quick
Parts button in the Text group, then click Save Selection to Quick Part Gallery
The Create New Building Block dialog box opens, as shown in FIGURE 7-15. You use this dialog box to enter
a unique name and a description for the item and to specify the gallery where you want it to appear.
You want the logo to appear in the Quick Part gallery.
2. Type R2G Logo in the Name text box, click the Description text box, type R2G Logo in
bottom-left corner of project report cover page, then click OK
The logo is added to the Quick Part gallery.
TROUBLE 3. Click the edge of the orange sidebar on page 3 two times to select it, click the Quick
If the Save Selection ... Parts button, click Save Selection to Quick Part Gallery
Gallery, type Kenya Travel Info Sidebar in
option is dimmed,
close the gallery, and the Name text box, click the Gallery list arrow
arrow, click Text Boxes, click the Category list
select the sidebar arrow, click Create New Category
arrow Category, type Kenya, click OK, click the Description text box,
again by clicking the
edge two times.
type Generic info for travelers to Kenya, click OK, then deselect the text box
You added the sidebar to the Text Box gallery and created a new category called Kenya. It’s a good idea to
assign a descriptive category name to a building block item so that you can sort, organize, and find your
QUICK TIP building blocks easily.
A text building block 4. Click the Text Box button in the Text group, then scroll to the bottom of the gallery
can also be saved to
the AutoText gallery. The Kenya Travel Info Sidebar building block is displayed in the Text Box gallery in the Kenya category,
QUICK TIP 5. Click the document to close the gallery, select the Climate heading and paragraph on
To store paragraph page 3, click the Quick Parts button, click Save Selection to Quick Part Gallery
Gallery, type
formatting with a
building block, make Kenya Climate Info in the Name text box, click the Category list arrow
arrow, click Create New
sure to also select the Category, type Kenya, click OK, then click OK
Category
final paragraph mark.
The Climate heading and paragraph are saved in the Quick Part gallery in the Kenya category.
TROUBLE 6. Click the Quick Parts button to verify that the item was added to the gallery, then point
If a ScreenTip does to the R2G Logo item in the gallery
not appear, continue
with step 7. The gallery includes the R2G Logo item in the General category and the Kenya Climate Info item in the
Kenya category. When you point to the R2G Logo item in the gallery, the name and description appear in a
ScreenTip, as shown in FIGURE 7-17.
7. Double-click the footer to open it, click the Table move handle to select the table in
the footer, click the Footer button in the Header & Footer group on the Header &
Footer Tools Design tab, then click Save Selection to Footer Gallery
The Create New Building Block dialog box opens with Footers automatically selected as the gallery.
TROUBLE 8. Type Project Report Footer in the Name text box, click OK, then save and close the
Save the building document without closing Word
blocks if prompted
to do so.
The footer is added to the Footer gallery under the General category. In the next lesson, you will insert
the building blocks you created into a different project report document.
FIGURE 7-15: Create New Building Block dialog box
Type name
for item Specify gallery
for item
Select category
for item
FIGURE 7-16: New building block in Text Box gallery
Kenya Travel Info

Sidebar in Kenya
category in Text
Box gallery
Source: Pixabay
Word 2016
FIGURE 7-17: Items in Quick Part gallery
ScreenTip shows name and

description for R2G Logo item
Quick Part gallery
(yours may include
other items)
Source: Pixabay
Selected Climate text is

added to Quick Part gallery
Renaming a building block and editing other properties

You can edit the properties of a building block at any time, item’s name or description, or assign it to a new gallery or
including changing its name, gallery location, category, and category. When you are finished, click OK, and then click Yes in
categor
description. To modify building block properties, simply the warning box that opens. YYou can also modify the properties
right-click the item in a galler
gallery, and then click Edit Properties. of a building block by selecting the item in the Building Blocks
In the Modify Building Block dialog box that opens, edit the Organizer, and then clicking Edit Properties.
Word 2016
Module 7 Insert Building Blocks
Learning Once you have created customized building blocks, it is easy to insert them in your documents. You can
Outcomes insert a building block directly from a gallery, or you can use the Building Blocks Organizer to search for,
• Insert custom
building blocks organize, and insert building blocks. CASE You need to create a project report for a different R2G project
using the Building in Kenya. You open the family project report file, apply the Kenya theme, and then insert the building blocks you
Blocks Organizer
created so that all the Kenya project reports have common content and a consistent look and feel.
STEPS
QUICK TIP 1. Open the file WD 7-3.docx from the location where you store your Data Files, save it as
Zoom in as needed WD 7-Kenya Family Project scroll down, replace Mary Watson with your name at the bot-
to replace the author
name. tom of page 1, click the View tab, then click the Multiple Pages button in the Zoom group
The Kenya Family Project report includes a cover page, two pages of text formatted with styles, a sidebar,
photographs, and a chart.
2. Click the Design tab, click the Themes button in the Document Formatting group, then
click the Kenya Project Report theme in the Custom section of the gallery
The Kenya Project Report theme you created is applied to the document.
3. Press [Ctrl][Home], click the Insert tab, click the Quick Parts button in the Text group,
then click the R2G Logo item in the Quick Part gallery
The logo is added to the lower-left corner of the cover page.
TROUBLE 4. Click anywhere on page 2, click the Footer button in the Header & Footer group, scroll
If the insertion point down the Footer gallery, click Project Report Footer in the General section, zoom as
is located on the
cover page, the needed to examine the footer in the document, click the Footer from Bottom down
footer will appear on arrow in the Position section four times, then close headers and footers
the cover page only.
The custom footer you created is added to the Footer area on pages 2 and 3. The property information that
appears in the footer, in this case the company name, is the property information for the current document.
QUICK TIP 5. Click the Practical Information heading on page 3, click the Insert tab, click the Quick
To edit the content of Parts button in the Text group, then click Building Blocks Organizer
a building block,
insert the item in a The Building Blocks Organizer opens, as shown in FIGURE 7-18. The Building Blocks Organizer includes a
document, edit the complete list of the built-in and customized building blocks from every gallery. You use the Building Blocks
item, then save the Organizer to sort, preview, insert, delete, and edit the properties of building blocks.
selection to the same
Quick Part gallery 6. Click the Category column heading in the list of building blocks
using the same name. The building blocks are sorted and grouped by category.
QUICK TIP 7. Scroll down the list to locate the two items in the Kenya category, click the Kenya Travel
To delete a building Info Sidebar item to select it, then click Insert
block, select it in the
Building Blocks The Kenya Travel Information sidebar is inserted on page 3. The sidebar is anchored to the Practical
Organizer, then Information heading, where the insertion point is located.
click Delete.
8. Click the blank paragraph above the chart, click the Insert tab, click the Quick Parts
button, click the Kenya Climate Info item, then save your changes
TROUBLE The Climate heading and associated paragraph are inserted above the chart. The completed Kenya Family
If you are working
Project report is shown in FIGURE 7-19.
on your personal
computer and you 9. Submit the document, close the file, exit Word, then click Don’t Save in the warning box
want to save the
building blocks you
that opens
created, click Yes to You removed the customized building blocks you created in this session from the Building Blocks Organizer.
save the Building If you wanted to use the customized building blocks at a later time, you would save them when prompted
Blocks.dotx file.
when exiting Word.
FIGURE 7-18: Building Blocks Organizer
Click a column
heading to sort
the building
blocks by that
criterion
Complete list
of building
blocks (your
order may
differ)
Preview of
selected
building block
Word 2016
FIGURE 7-19: Completed Kenya Family Project report
Source: Pixabay
Sidebar added Climate information

Logo added Footer added
added
Practice
Concepts Review
Label each element shown in FIGURE 7-20.
FIGURE 7-20
Source: Pixabay
4
7. Pull quote a. A set of unified design elements, including colors, fonts, and effects that are named
8. Style and stored together
9. Quick Part b. A group of related styles that share common fonts, colors, and formats
10. Building Block c. A set of format settings, such as font, font color
color, and paragraph alignment, that are
11. Sidebar named and stored together
12. Style set d. A text box that contains a quote or excerpt from an article
13. Theme e. A field, document property
property, or other piece of content that can be inserted in a document
f. A text box that contains auxiliary information
g. A reusable piece of formatted content or a document part that is stored in a gallery

14. Changing which of the following does not change the font used for body text in a document?
a. Theme c. Theme fonts
b. Style set d. Theme effects
15. Which of the following is not an example of a building block?
a. Footer c. Pull quote
b. Document property d. Cover page
16. Which of the following elements uses theme effects?
a. Tables
T c. Charts
b. Styles d. Headers and footers
17. Which of the following is not a design element included in a theme?
a. Effects c. Fonts
b. Colors d. Picture styles
Skills Review
1. Apply styles to text.
a. Start WWord, open the file WD 7-4.docx from the location where you store your Data Files, save it as
WD 7-Green Home, set the view to page width, read the document, then press [Ctrl][Home].
b. Apply the Title style to the Greening Your Home heading, click the Increase Font Size button twice, then change
the font color to Green, Accent 6.
c. Apply the Subtitle style to the Reducing your personal greenhouse gas emissions heading, click the Increase Font
Size button twice, then change the font color to Blue, Accent 1, Darker 25%.
d. Apply the Heading 1 style and Green, Accent 6 font color to the red headings: “Small Steps to T Take in Your Home
and Yard” and “Use Green Power”.
e. Apply the Heading 3 style to the purple subheadings, then save your changes.
2. Apply a theme.
a. Change the view to Multiple Pages, then change the Style Set to Basic (Simple). ((Hint: Use the Style Set gallery in
the Document Formatting group on the Design tab.)
b. Open the Themes gallery, apply the Slice theme, then zoom in to view page 3.
c. Apply the Wisp theme, scroll to see it applied to all the pages, zoom out to 50%, then save your changes.
Word 2016
3. Customize a theme.
a. Click the Theme Colors button, then change the theme colors to Green Y Yellow.
b. Click the Theme Colors button again, click Customize Colors, click the Accent 3 list arrow arrow, click More Colors,
click the Custom tab if it is not the active tab, type 5 in the Red text box, type 102 in the Green text box,
type 153 in the Blue text box, then click OK. The Accent 3 color is now dark blue.
c. Name the palette of new theme colors Green Earth, then save it.
d. Change the theme fonts to Corbel, scroll to the end, then change the theme effects to Subtle Solids.
e. Change the paragraph spacing to Open, then save the current theme with the name Green Earth.
f. Press [Ctrl][Home], change the font color of the Title and the Heading 1 headings to Dark Blue, Accent 3, then
save your changes.
4. Insert a sidebar.
a. Place the insertion point in the title, then insert the Ion Quote (Dark) text box.
b. Zoom in to 100%, select the second paragraph of body text on page 1, cut it, paste it in the sidebar
sidebar, click the
Paste Options button, click Merge Formatting (M), press [Backspace], select the pasted text, then click the
Increase Font Size button on the Mini toolbar.
c. Click the Cite your source here placeholder, then type Environmental Protection Agency.
d. Select the sidebar if it is not already selected, click the Drawing T
Tools Format tab, change the Shape Height to
2.5", change the Shape Width to 3", position the pull quote in the top right with square text wrapping, then drag
it straight down so that the Title and Subtitle are each on one line.
e. Apply the Moderate Effect, Green, Accent 2 shape style to the shape, then change the view to One Page.
f. Click the Be green in your yard subheading on page 2, insert the Grid Sidebar
Sidebar, press [Delete] twice to delete the
Sidebar Title placeholder, apply the Moderate Effect, Lime, Accent 1 shape style, change the position to top right
with square text wrapping, then change the shape height to 9" and the shape width to 2.5".
g. Insert the text file WD 7-5.docx from the drive and folder where you store your Data Files, in the sidebar
sidebar, then
zoom in to make sure all the text fits.
h. Scroll to page 3, click the Use Green Power heading, insert the Grid Sidebar
Sidebar, change the position to top left with square
text wrapping, change the shape height to 9", change the shape width to 2.5", then press [Delete] twice to delete the
Sidebar Title placeholder.
i. Click the body text placeholder in the sidebar
sidebar, insert the text file WD 7-6.docx from the location where you store your
Data Files, apply the Moderate Effect, Dark Blue, Accent 3 shape style to the shape, then save your changes. ((Hint: If all
the text does not fit, adjust the sidebar height.)
5. Insert Quick Parts.
a. Change the view to 100%, insert the Sideline header
FIGURE 7-21
from the Header gallery, click the Title property control,
type Greening Your Home, then press [End] to
move the insertion point out of the control.
b. Press [Spacebar], insert a small bullet symbol of your
choice, press [Spacebar], insert an Author property
control, then add your name to the control as the author.
c. Insert the Sideline footer from the Footer gallery, click
the Footer from Bottom down arrow twice, close
headers and footers, then save your changes.
6. Add a cover page.
a. Change the view to Multiple Pages, press [Ctrl][Home],
insert the Whisp cover page, zoom in, click the Subtitle
control, then type Reducing your personal
greenhouse gas emissions.
b. Scroll down, verify that your name appears in the Author
control, then right-click the remaining content controls
and click Remove Content Control to delete them.
c. Zoom out, select the whisp shape, use the More button in
the Shape Styles group to change the Shape Fill to Colored
Fill - Green, Accent 2, change the font color of the title to
Dark Blue, Accent 3, save your changes, then submit the
Source: Pixabay
document to your instructor. The completed document is
7. Create building blocks.
a. Change the view to Multiple Pages, click the edge of the pull quote on page 2 two times to select it, click the Insert tab,
then use the Quick Parts button to save the selection as a Quick Part. (Note: Sizing handles and solid borders appear
around the green box when the sidebar is selected.)
b. Name the building block Intro Pull Quote, assign it to the Text Boxes gallery, create a category called Green
Reports, and then click OK twice.
c. Select the sidebar on page 4, save it as a Quick Part, name the building block Measure Your Impact Sidebar,
assign it to the Text Box gallery, assign it to the Green Reports category, and then click OK.
d. Zoom in, open the Header area, click to the left of the header text to select the entire header
header, then save the header to the
Header Gallery, using the name Green Reports header, creating a Green Reports category, then clicking OK.
e. Close the Header area, save your changes, then close the file without exiting W Word.
8. Insert building blocks.
a. Open the file WD 7-7.docx from the drive and folder where you store your Data Files, save it as WD 7-Green
Work, then apply the Green Earth theme.
b. Scroll to page 2, then insert the Green Reports header from the Green Reports category in the Header gallery and
replace the information in the Author control with your name if necessary.
c. Insert the Sideline footer in the document, then close headers and footers.
d. Click the title on page 2, open the TText Box gallery, then insert the Intro Pull Quote from the Green Reports category.
Adjust the position of the pull quote so that it is flush with the right margin and below the title and subtitle.
e. Zoom in, select the second body paragraph in the document, cut it, select all the pull quote text in the pull quote
except for the final period, paste the text, click the Paste Options button, click Merge Formatting, then press
[Backspace] twice to delete the extra line and period.
f. Scroll to page 3, click On the Road, then open
FIGURE 7-22
the Building Blocks Organizer.
g. Click the Category heading to sort the items by
category, scroll to locate the items in the Green
Reports category, click the Measure Your Impact
Sidebar, then click Insert.
h. Adjust the size and placement of items so that
all the text fits on three pages, save your
changes, then print your document. Pages 2
and 3 of the completed document are shown
in FIGURE 7-22.
Source: Pixabay
i. Close the file and exit WWord, not saving changes
to the Building Blocks.dotx file if prompted.
Word 2016
You volunteer for an organization that promotes literacy in your community. You have written the text for a literacy fact
sheet and now want to format it quickly and attractively. You decide to format the fact sheet using styles, themes, and
preformatted building blocks.
a. Start W
Word, open the file WD 7-8.docx from the location where you store your Data Files, save the file as
WD 7-Facts on Literacy, then read the document to get a feel for its contents.
b. Apply the Title style to the Facts on Literacy title.
c. Apply the Heading 2 style to the Literacy and Poverty
Poverty, Literacy and Children, and How Can You Help? headings.
d. Press [Ctrl][Home], then add a Slice Sidebar (Dark) Sidebar to the document.
e. Select the paragraphs under the How Can Y You Help? heading, press [Ctrl][X], click the Sidebar body text placeholder,
press [Ctrl][V], then select the How Can You Help? heading, cut it, and paste it into the Sidebar Title placeholder by
applying the Keep Text Only formatting when you paste the text.
f. Increase the width of the sidebar so that all the text fits in it. ((Hint: Deselect the sidebar, then click it once to
select it again.)
g. Add the Facet (Odd Page) footer to the document. T Type your name in the Title property control, then For
more information, call 555-8799 in the Subtitle property control.
h. Preview several themes and style sets applied to the document, then select an appropriate theme and style set.
i. If the text flows onto page two or does not all fit in the sidebar
sidebar, change the theme fonts or adjust the paragraph
spacing to allow the text to fit on one page and in the sidebar. Delete the blank page 2 if necessary.
j. Change the theme colors applied to the document elements and adjust other formatting elements as necessary
to make the document attractive and readable.
k. Save your changes, submit the document to your instructor
instructor, then close the file and exit Word, not saving
changes to the Building Blocks.dotx file if prompted.
You work for the Community Relations Department at your local hospital. You have written the text for a report on annual
giving, and now you need to format the report. You decide to start with a report template and then customize the report
with a preformatted text box, a sidebar, a new cover page, and theme elements.
a. Start Word, create a new document using the Report design (blank) template, then save it as WD 7-Annual Report.
b. Insert a Filigree cover page. TType Chester Community Hospital Annual Giving in the Title
property control, then type Invitation to Donors in the Subtitle property control.
c. T
Type your name in the Company property control, then remove the Date and Address property controls.
d. Scroll to page 2, select all the body text on the page under the Heading heading, insert the text file WD 7-9.docx
from the location where you store your Data Files, then scroll down to view the format and content of the report.
e. Press [Ctrl][Home], scroll to page 2, select Title, type Chester Community Hospital Annual Giving,
select Heading, type Invitation to Donors, then format the following headings in the Heading 1 style: Capital
Campaign Exceeds Its Goal, Types of Gifts, Named Endowments Leave Lasting Impressions, and Richard Society.
f. Reduce the font size of the the title to 36 points, then change the style set of the document to Lines Stylish.
g. Experiment by applying the following heading styles to the Annual Fund Gifts subheading under the Types of Gifts
heading on page 3: the Heading 2 style, the Heading 3 style, and then the Heading 4 style.
h. Apply the Heading 4 style to the following subheadings: Memorial or T Tribute Gifts, Charitable Bequests, Charitable
Gift Annuity, Charitable Remainder Trust, Edna and Franklin Richard Society Members.
i. Experiment with different themes, theme colors, theme fonts, theme effects, and paragraph spacing, and then use
these tools to customize the look of the report.
j. Scroll to page 2, click the Capital Campaign Exceeds Its Goal heading, insert a pull quote of your choice, select the
last paragraph of text under the Capital Campaign
FIGURE 7-23
Exceeds Its Goal heading, copy the paragraph, paste
the text in the pull quote, use the Paste Options
button to merge the formatting, delete the Cite your
source placeholder if necessary, adjust the text box as
needed to fit all the text, then reposition the text
box as needed so the page is attractive.
k. Scroll to page 4, click the Richard Society heading,
insert a sidebar of your choice, then cut the Edna
and Franklin Richard Society Members heading and
the list that follows it from the body text, paste it in
the sidebar
sidebar, then use the Paste Options button to
merge the formatting.
l. Using the Cover Page command, remove the current
cover page, then use the Cover Page command again
to insert a different cover page for the report from
the Built-in category. Update or remove the content
and property controls as necessary. ((Hint: Scroll as
needed to see the Built-in options.)
m. Add a footer to the report that includes a
page number and your name.
n. Adjust the elements of the report as necessary to
make sure each page is attractive and the text fits
comfortably on four pages. FIGURE 7-23 shows a sample
finished report.
o. Save your changes to the document, submit the document to your instructor
instructor, close the document, then exit Word.
You are in charge of publicity for the Sydney Triathlon 2017 World Cup. One of your responsibilities is to create a
two-page flyer that captures the spirit of the event and provides the basic details. Y
You format the flyer using styles,
themes, and building blocks. FIGURE 7-24 shows one possible design, but you will create your own two-page design.
a. Start WWord, open the file WD 7-10.docx from FIGURE 7-24

the location where you store your Data Files,
read it, then save it as WD 7-Triathlon.
b. Apply the T Title style to the title and the Heading
1 style to these headings: The Triathlon,
The Course, Best Views, Public Transport and
Road Closures, and The Athletes. Apply other
styles to the text as you see fit.
c. Change the Style Set, apply an appropriate theme,
then change the theme colors or theme fonts.
Source: Pixabay
d. Add a continuous section break before The
Athletes, then format the second section in two
columns using the default column settings.
e. Add a manual page break before the Public Transport and Road Closures heading.
f. Click The T Triathlon heading on page 1, insert a sidebar of your choice on page 1, then cut the Best Views
heading and paragraphs from the document, including the photo of the Sydney Opera House, and paste it in
the sidebar.. ((Hint: Do not cut the page break.) Keep the source formatting for the selection.
g. Click The Athletes heading on page 2, insert a sidebar of your choice on page 2, then cut the Public T Transport
Word 2016
and Road Closures heading and paragraphs from the document and paste them in the sidebar. Keep the source
formatting for the selection.
h. Adjust the size, color
color, alignment, text wrapping, and position of the sidebar text boxes and the photographs so
that the layout of each page is attractive.
i. Adjust the font and paragraph formatting of the document text so that the text is readable and the overall layout
of the flyer is harmonious. All the text should now fit on two pages.
j. Add your name to the header or footer, save your changes, submit the document to your instructor, close the
file, then exit Word.

In this Independent Challenge, you will design and save at least one building block for your work or personal use. Your
building block might be the masthead for a newsletter, a cover page for your reports, a header or footer that includes your
logo, a SmartArt object, a letterhead, a mission statement, or some other item that you use repeatedly in documents.
a. Determine the building block(s) you want to create, start Word, then save a blank document as
WD 7-Building Block 1 to the drive and folder where you store your Data Files.
b. Create your first building block. Whenever possible, insert fields and property controls as appropriate. Format
the item using themes, styles, fonts, colors, borders, fill effects, shadows, and other effects, as necessary.
c. When you are satisfied with the item, select it, including the final paragraph mark, and then save it as a new
building block. Give it a meaningful name, description, and category, and save it to the appropriate gallery.
d. Repeat Steps b and c to create as many building blocks as necessary for your documents.
e. T
Type your name at the top, and then save the document, submit it to your instructor, and close the document.
f. Open a blank document, and then save it as WD 7-Building Block 2 to the location where you store your
Data Files. Type your name, insert the building block(s) you created, and then adjust them appropriately.
appropriately
g. Save the document, submit it to your instructor
instructor, and then close the file and exit Word. If you want to save the
building blocks you created for future use, save the Building Blocks.dotx file when prompted.
Visual Workshop
Create the flyer shown in FIGURE 7-25 using the Integral cover page design, the Metropolitan theme, and the Marquee
colors. Replace the photograph with an online photograph similar to the one shown in the figure, or another kind of image
that illustrates flight. Replace the placeholder text with the text shown in the figure. The font size of the title is 36 points, the
font size of the subtitle and the dates is 16 points, the font size of the text in the Abstract control and the text in the Course
control is 12 points, and the font size of the text in the Author control is 14 points. Add your name to the footer. Save the
document as WD 7-Art of Flight, then submit the document to your instructor. (Note: To complete these steps your
computer must be connected to the Internet.)
FIGURE 7-25
Source: Pixabay
Module 8
Merging Word
Documents
CASE
Module Objectives
• •
• •
• •
• •
Files You Will Need
Word 2016
Module 8 Understand Mail Merge
Learning When you perform a mail merge, you merge a standard Word W document with a file that contains
Outcomes customized information for many individuals or items. The standard document is called the main
• Identify the
elements of a document. The file with the unique data for individual people or items is called the data source.
mail merge Merging the main document with a data source results in a merged document that contains customized
• State the benefits
versions of the main document, as shown in FIGURE 8-1. The Mail Merge pane steps you through the pro-
of performing a
mail merge cess of setting up and performing a mail merge. You
Y can also perform a mail merge using the commands
on the Mailings tab. CASE YYou decide to use the Mail Merge pane to create your form letters and the
commands on the Mailings tab to create your mailing labels. Before beginning, you explore the steps involved in
performing a mail merge.
DETAILS
• Create the main document
The main document contains the text—often called boilerplate text—that appears in every version of the
merged document. The main document also includes the merge fields, which indicate where the customized
information is inserted when you perform the merge. You insert the merge fields in the main document
after you have created or selected the data source. You can create a main document using one of the
following: a new blank document, the current document, a template, or an existing document.
• Create a data source or select an existing data source
The data source is a file that contains the unique information for each individual or item, such as a person’s
name. It provides the information that varies in every version of the merged document. A data source is
composed of data fields and data records. A data field is a category of information, such as last name, first
name, street address, city, or postal code. A data record is a complete set of related information for an
individual or an item, such as one person’s name and address. It is easiest to think of a data source file as a
table: the header row contains the names of the data fields (the field names), and each row in the table is
an individual data record. You can create a new data source, or you can use an existing data source, such as
a data source created in Word, an Outlook contact list, an Access database, or an Excel worksheet.
• Identify the fields to include in the data source and enter the records
When you create a new data source, you must first identify the fields to include, such as first name, last
name, and street address if you are creating a data source that will include addresses. It is also important to
think of and include all the fields you will need (not just the obvious ones) before you begin to enter data.
For example, if you are creating a data source that includes names and addresses, you might need to include
fields for a person’s middle name, title, apartment number, department name, or country, even if some
records in the data source will not include that information. Once you have identified the fields and set up
your data source, you are ready to enter the data for each record.
• Add merge fields to the main document
A merge field is a placeholder that you insert in the main document to indicate where the data from each
record should be inserted when you perform the merge. For example, you insert a ZIP Code merge field in
the location where you want to insert a ZIP Code. The merge fields in a main document must correspond
with the field names in the associated data source. Merge fields must be inserted, not typed, in the main
document. The Mail Merge pane and the Mailings tab provide access to the dialog boxes you use to insert
merge fields.
• Merge the data from the data source into the main document
Once you have established your data source and inserted the merge fields in the main document, you are
ready to perform the merge. You can merge to a new file, which contains a customized version of the main
document for each record in the data source, or you can merge directly to a printer or e-mail message.
Word 178
FIGURE 8-1: Mail merge process
Data source document
Data
record
Field name
Main document
Merge fields
Merged document
Word 2016
Boilerplate
text
Customized
information
Word 179
Word 2016
Module 8 Create a Main Document
Learning The first step in performing a mail merge is to create the main document—the file that contains the
Outcomes boilerplate text. You
Y can create a main document from scratch, save an existing document as a main
• Start a mail merge
• Create a letter document, or use a mail merge template to create a main document. The Mail Merge pane walks you
main document through the process of selecting the type of main document to create. CASE YYou use an existing form
letter for your main document. You begin by opening the Mail Merge pane.
STEPS
TROUBLE 1. Start Word, open a blank document, click the Mailings tab, click the Start Mail Merge
A document, blank button in the Start Mail Merge group, then click Step-by-Step Mail Merge Wizard
or otherwise, must
be open in the The Mail Merge pane opens, as shown in FIGURE 8-2, and displays information for the first step in the mail
program window merge process: Select document type, which is the type of merge document to create.
for the commands
on the Mailings tab 2. Make sure the Letters option button is selected, then click Next: Starting document to
to be available. continue with the next step
The Mail Merge pane displays the options for the second step: Select starting document, which is the main
document. You can use the current document, start with a mail merge template, or use an existing file.
QUICK TIP 3. Select the Start from existing document option button, make sure (More files...) is
If you choose selected in the Start from existing list box, then click Open
“Use the current
document” and the The Open dialog box opens.
current document is
blank, you can create
4. Navigate to the location where you store your Data Files, select the file WD 8-1.docx,
a main document then click Open
from scratch. Either The letter that opens contains the boilerplate text for the main document. Notice the filename in the title
type the boilerplate
text at this step, or bar is Document1. When you create a main document that is based on an existing document, Word gives
wait until the Mail the main document a default temporary filename.
Merge pane prompts
you to do so. 5. Click the Save button on the Quick Access toolbar, then save the main document with
the filename WD 8-Deposit Letter Main to the location where you store your Data Files
It’s a good idea to include “main” in the filename so that you can easily recognize the file as a main document.
6. Select September 24, 2017 in the letter, type today’s date, scroll down, select Mary
Watson, type your name, press [Ctrl][Home], then save your changes
The edited main document is shown in FIGURE 8-3.
7. Click Next: Select recipients to continue with the next step
You continue with Step 3 of 6 in the next lesson.
Using a mail merge template

If you are creating letters or faxes, you can use a mail merge option button, and then click Next. Once you have created the
template to start your main document. Each template includes main document, you can customize the main document with
placeholder text, which you can replace, and merge fields, which your own information: edit the placeholder text; change the
you can match to the field names in your data source. To create a document format; or add, remove, or modify the merge fields.
main document that is based on a mail merge template, click the Before performing the merge, make sure to match the names
File tab, click New, type “mail merge” in the Search for online of the merge fields used in the template with the field names used
templates text box, click the Start searching button, select one of in your data source. To match the field names, click the Match
the mail merge templates to use as your main document, and Fields button in the Write Insert Fields group on the Mailings
then click Create. You can then use the Mail Merge pane or the tab, and then use the list arrows in the Match Fields dialog box
Ribbon to begin a mail merge using the current document. In the to select the field name in your data source that corresponds to
Step 2 of 6 Mail Merge pane, click the Use the current document each address field component in the main document.
Word 180
FIGURE 8-2: Step 1 of 6 Mail Merge task pane
Mail Merge task pane
Types of merge
documents
you can create
Description of
selected
document type
Click to display
the next step
Word 2016
FIGURE 8-3: Main document with Step 2 of 6 Mail Merge task pane
Options for
creating the
Your date main document
will differ
Description of the
selected option
Boilerplate
text
Word 181
Word 2016
Module 8 Design a Data Source
Learning Once you have identified the main document, the next step in the mail merge process is to identify the
Outcomes data source, the file that contains the information that is used to customize each version of the merge
• Create a data
source document. YouY can use an existing data source that already contains the records you want to include in
• Add and remove your merge, or you can create a new data source. When you create a new data source, you must determine
fields in a data
the fields to include—the categories of information, such as a first name, last name, city,
city or ZIP Code—and
source
then add the records. CASE You create a new data source that includes fields for the client name, client
address, and project booked by the client.
STEPS
1. Make sure Step 3 of 6 is displayed at the bottom of the Mail Merge pane
Step 3 of 6 involves selecting a data source to use for the merge. You can use an existing data source, use a
list of contacts created in Microsoft Outlook, or create a new data source.
QUICK TIP 2. Select the Type a new list option button, then click Create
Data sources created The New Address List dialog box opens, as shown in FIGURE 8-4. You use this dialog box both to design your
and saved as an
Access database data source and to enter records. The column headings in the Type recipient information... section of the
use the .accdb file dialog box are fields that are commonly used in form letters, but you can customize your data source by
extension; data adding and removing columns (fields) from this table. A data source can be merged with more than one
sources created and
saved in Word as part main document, so it’s important to design a data source to be flexible. The more fields you include in a
of the Mail Merge data source, the more flexible it is. For example, if you include separate fields for a person’s title, first name,
process use the .mdb middle name, and last name, you can use the same data source to create an envelope addressed to “Mr. John
file extension. Montgomery Smith” and a form letter with the greeting “Dear John”.
3. Click Customize Columns
The Customize Address List dialog box opens. You use this dialog box to add, delete, rename, and reorder
the fields in the data source.
4. Click Company Name in the list of field names, click Delete, then click Yes in the warning
dialog box that opens
Company Name is removed from the list of field names. The Company Name field is no longer a part of the
data source.
5. Repeat Step 4 to delete the following fields: Address Line 2, Home Phone, Work Phone,
and E-mail Address
The fields are removed from the data source.
6. Click Add, type Project in the Add Field dialog box, then click OK
A field called “Project”, which you will use to indicate the project location booked by the client, is added to
the data source.
7. Make sure Project is selected in the list of field names, then click Move Up eight times or
until Project is at the top of the list
The field name “Project” is moved to the top of the list, as shown in FIGURE 8-5. Although the order of field
names does not matter in a data source, it’s convenient to arrange the field names logically to make it easier
to enter and edit records.
8. Click OK
The New Address List dialog box shows the customized list of fields, with the Project field first in the list.
The next step is to enter each record you want to include in the data source. You add records to the data
source in the next lesson.
Word 182
FIGURE 8-4: New Address List dialog box
Column
headings
are the field
names
Enter data
for the first
record
Click to modify
the fields
included in the
data source
FIGURE 8-5: Customize Address List dialog box
Word 2016
Fields in the
data source;
Project field is
listed first
Merging with an Outlook data source

If you maintain lists of contacts in Microsoft Outlook, you can OK to open the Select Contacts dialog box. In this dialog box,
use one of your Outlook contact lists as a data source for a select the contact list you want to use as the data source, and
merge. To merge with an Outlook data source, click the Select then click OK. All the contacts included in the selected folder
from Outlook contacts option button in the Step 3 of 6 Mail appear in the Mail Merge Recipients dialog box. Here you can
Merge pane, then click Choose Contacts Folder to open the refine the list of recipients to include in the merge by sorting
Choose Profile dialog box. In this dialog box, use the Profile and filtering the records. When you are satisfied, click OK in the
Name list arrow to select the profile you want to use, then click Mail Merge Recipients dialog box.
Word 183
Word 2016
Module 8 Enter and Edit Records
Learning Once you have established the structure of a data source, the next step is to enter the records. Each
Outcomes record includes the complete set of information for each individual or item you include in the data
• Add a record
• Edit a record source. CASE You create a record for each new R2G client.
STEPS
QUICK TIP 1. Verify
V the insertion point is in the Project text box in the New Address List dialog box,
Be careful not to add type China, then press [Tab]
spaces or extra
punctuation after an “China” appears in the Project field, and the insertion point moves to the next column, the Title field.
entr in a field, or
entry 2. Type Ms., press [Tab], type Erica, press [Tab], type Bass, press [Tab], type 62 Cloud St.,
these will appear
when the data press [Tab], type Bellevue, press [Tab], type WA, press [Tab], type 83459, press [Tab],
is merged. then type US
Data is entered in all the fields for the first record. You used each field for this record, but it’s okay to leave
a field blank if you do not need it for a record.
3. Click New Entry
The record for Erica Bass is added to the data source, and the New Address List dialog box displays empty
fields for the next record, as shown in FIGURE 8-6.
QUICK TIP 4. Enter the following four records, pressing [Tab] to move from field to field, and clicking
You can also press New Entry at the end of each record except the last:
[T at the end of
[Tab]
the last field to start Project Title First Name Last Name Address Line 1 City State ZIP Code Country
a new record.
Brazil Mr. Paul Beck 23 Plum St. Boston MA 02483 US
China Ms. Kate Gans 456 Elm St. Chicago IL 60603 US
Mexico Ms. Lauren Miller 48 East Ave. Vancouver BC V6F 1AH CANADA
Florida Mr. Owen Bright 56 Pearl St. Cambridge MA 02139 US
5. Click OK
The Save Address List dialog box opens. Data sources are saved by default in the My Data Sources folder in
Microsoft Office Address Lists (*.mdb) format.
TROUBLE 6. Type WD 8-R2G Volunteer Data in the File name text box, navigate to the location
If a check mark where you store your Data Files, then click Save
appears in the blank
record under Owen The data source is saved, and the Mail Merge Recipients dialog box opens, as shown in FIGURE 8-7. The
Bright, click the dialog box shows the records in the data source in table format. You can use the dialog box to sort and filter
check mark to records, and to select the recipients to include in the mail merge. The check marks in the second column
eliminate the record
from the merge. indicate the records that will be included in the merge.
7. Click WD 8-R2G Volunteer Data.mdb in the Data Source list box at the bottom of the
dialog box, then click Edit to open the Edit Data Source dialog box, as shown in FIGURE 8-8
You use this dialog box to edit a data source, including adding and removing fields, editing field names,
adding and removing records, and editing existing records.
QUICK TIP
8. Click Ms. in the Title field of the Kate Gans record to select it, type Dr., click OK in the
If you want to add Edit Data Source dialog box, then click Yes
new records or The data in the Title field for Kate Gans changes from “Ms.” to “Dr.”, and the dialog box closes.
modify existing
records, click Edit 9. Click OK in the Mail Merge Recipients dialog box
recipient list in the The dialog box closes. The file type and filename of the data source attached to the main document now
Mail Merge pane.
appear under Use an existing list heading in the Mail Merge pane.
Word 184
FIGURE 8-6: Record in New Address List dialog box
Data for the

first record in
the data source
Enter the
data for the
second record
Click to add
a new record
FIGURE 8-7: Mail Merge Recipients dialog box
Click to include
all records in
the merge Records
Word 2016
Click to enable
the Edit button
Edit button
FIGURE 8-8: Edit Data Source dialog box
Type edits
directly in
the record
Click to delete
the selected Click to search
record for a record
Word 185
Word 2016
Module 8 Add Merge Fields
Learning After you have created and identified the data source, the next step is to insert the merge fields in the main
Outcomes document. Merge fields serve as placeholders for text that is inserted when the main document and the
• Insert merge fields
• Customize an data source are merged. The names of merge fields correspond to the field names in the data source. You Y
address block or can insert merge fields using the Mail Merge pane or the Address Block, Greeting Line, and Insert Merge
greeting field
Field buttons in the Write Insert Fields group on the Mailings tab. You Y cannot type merge fields into the
main document. CASE You use the Mail Merge pane to insert merge fields for the inside address and
greeting of the letter. You also insert a merge field for the project destination in the body of the letter.
STEPS
1. Click Next: Write
rite your letter in the Mail Merge pane
The Mail Merge pane shows the options for Step 4 of 6: Write your letter. During this step, you write or edit
the boilerplate text and insert the merge fields in the main document. Since your form letter is already
written, you are ready to add the merge fields to it.
QUICK TIP 2. Click the blank line above the first body paragraph, then click Address block in the Mail
You can also click Merge pane
the Address Block
button in the Write The Insert Address Block dialog box opens, as shown in FIGURE 8-9. You use this dialog box to specify the
Insert Fields group fields you want to include in an address block. In this merge, the address block is the inside address of the
on the Mailings tab form letter. An address block automatically includes fields for the recipient’s name, street, city, state, and
to insert an
address block. postal code, but you can select the format for the recipient’s name and indicate whether to include a
company name or country in the address.
3. Scroll the list of formats for a recipient’s name to get a feel for the kinds of formats you
can use, then click Mr. Joshua Randall Jr. if it is not already selected
The selected format uses the recipient’s title, first name, and last name.
4. Make sure the Only include the country/region if different than: option button is
selected, select United States in the text box, then type US
You only need to include the country in the address block if the country is different than the United States,
so you indicate that all entries in the Country field in your data source, except “US”, should be included in
the printed address.
QUICK TIP 5. Deselect the Format address according to the destination country/region check box,
You cannot simply click OK, then press [Enter] twice
type chevrons
around a field name. The merge field AddressBlock is added to the main document. Chevrons (<< and >>) surround a merge field
Y must insert
You to distinguish it from the boilerplate text.
merge fields using
the Mail Merge pane 6. Click Greeting line in the Mail Merge pane
or the buttons in the The Insert Greeting Line dialog box opens. You want to use the format “Dear Mr. Randall:” for a greeting.
Write Insert Fields
The default format uses a comma instead of a colon, so you have to change the comma to a colon.
group on the
Mailings tab. 7. Click the , list arrow
arrow, click :, click OK, then press [Enter]
The merge field GreetingLine is added to the main document.
QUICK TIP 8. In the body of the letter select PROJECT
PROJECT, then click More items in the Mail Merge pane
You can also click the The Insert Merge Field dialog box opens and displays the list of field names included in the data source.
Insert Merge Field
button or list arrow 9. Make sure Project is selected in the dialog box, click Insert, click Close, press [Spacebar]
in the Write Insert to add a space between the merge field and “migratory” if there is no space, then save
Fields group on the
Mailings tab to insert your changes
a merge field. The Project merge field is inserted in the main document, as shown in FIGURE 8-10. You must type spaces
and punctuation after a merge field if you want spaces and punctuation to appear in that location in the
merged documents. You preview the merged data and perform the merge in the next lesson.
Word 186
FIGURE 8-9: Insert Address Block dialog box
Formats for the

recipient’s name
Click to match the

default address
field names to the
field names used
in your data source
FIGURE 8-10: Merge fields in the main document
Word 2016
Merge fields
Matching fields
The merge fields you insert in a main document must correspond the Insert Address Block dialog box, then use the list arrows in
with the field names in the associated data source. If you are the Match Fields dialog box to select the field name in the data
using the Address Block merge field, you must make sure that the source that corresponds to each default address field name.
default address field names correspond with the field names used You can also click the Match Fields button in the Write Insert
in your data source. If the default address field names do not Fields group on the Mailings tab to open the Match Fields
match the field names in your data source, click Match Fields in dialog box.
Word 187
Word 2016
Module 8 Merge Data
Learning Once you have added records to your data source and inserted merge fields in the main document, you
Outcomes are ready to perform the merge. Before merging, it’s a good idea to preview the merged data to make sure
• Preview a merge
• Merge data to a the printed documents will appear as you want them to. You Y can preview the merge using the Mail Merge
new document pane or the Preview Results button in the Preview Results group on the Mailings tab. When you merge the
• Customize a
main document with the data source, you must choose between merging to a new file or directly to
merged document
a printer. CASE Before merging the form letter with the data source, you preview the merge to make sure
the data appears in the letter as you intended. You then merge the two files to a new document.
STEPS
QUICK TIP 1. Click Next: Preview your letters in the Mail Merge pane, then scroll down as necessary
To adjust the main to see the tour name in the document
document, click the
Preview Results The data from the first record in the data source appears in place of the merge fields in the main document,
button in the Preview as shown in FIGURE 8-11. Always preview a document to verify that the merge fields, punctuation, page
Results group on breaks, and spacing all appear as you intend before you perform the merge.
the Mailings tab,
then make any 2. Click the Next Recipient button in the Mail Merge pane
necessar changes.
necessary The data from the second record in the data source appears in place of the merge fields.
Click the Preview
Results button again 3. Click the Go to Record text box in the Preview Results group on the Mailings tab,
to preview the
merged data. type 4, then press [Enter]
The data for the fourth record appears in the document window. The non-U.S. country name, in this case
CANADA is included in the address block, just as you specified. You can also use the First Record , Previous
Record , Next Record and Last Record buttons in the Preview Results group to preview the merged
data. TABLE 8-1 describes other commands on the Mailings tab.
QUICK TIP 4. Click Next: Complete the merge in the Mail Merge pane
If your data source The options for Step 6 of 6 appear in the Mail Merge pane. Merging to a new file creates a document with
contains many
records, you can one letter for each record in the data source. This allows you to edit the individual letters.
merge directly to a
printer to avoid
5. Click Edit individual letters to merge the data to a new document
creating a large file. The Merge to New Document dialog box opens. You can use this dialog box to specify the records to include
in the merge.
6. Make sure the All option button is selected, then click OK
The main document and the data source are merged to a new document called Letters1, which contains a
customized form letter for each record in the data source. You can now further personalize the letters
without affecting the main document or the data source.
7. Scroll to the fourth letter (addressed to Ms. Lauren Miller), place the insertion point
before V6F in the address block, then press [Enter]
The postal code is now consistent with the proper format for a Canadian address.
8. Click the Save button on the Quick Access toolbar to open the Save As dialog box,
then save the merged document as WD 8-Deposit Letter Merge to the location where
you store your Data Files
QUICK TIP
Print only one letter You may decide not to save a merged file if your data source is large. Once you have created the main
if you are required to document and the data source, you can create the letters by performing the merge again.
submit a printed
document to 9. Submit the document to your instructor
instructor, then close all open Word files without closing
your instructor. Word, saving changes to the files if prompted
Word 188
FIGURE 8-11: Preview of merged data
Go to Record
text box
Next Recipient
button
Data from the

data source
replaces the
merge fields
Word 2016
TABLE 8-1: Commands on the Mailings tab
command use to
Envelopes Create and print an individual envelope
Labels Create and print an individual label
Start Mail Merge Select the type of mail merge document to create and start the mail merge process
Select Recipients Attach an existing data source to a main document or create a new data source
Edit Recipient List Edit, sort, and filter the associated data source
Highlight Merge Fields Highlight the merge fields in the main document
Address Block Insert an Address Block merge field in the main document
Greeting Line Insert a Greeting Line merge field in the main document
Insert Merge Field Insert a merge field from the data source in the main document
Rules Set rules to control how Word merges the data in the data source with the main document
Match Fields Match the names of address or greeting fields used in a main document with the field names used in the
data source
Update Labels Update all the labels in a label main document to match the content and formatting of the first label
Preview Results Switch between viewing the main document with merge fields or with merged data
Find Recipient Search for a specific record in the merged document
Check for Errors Check for and report errors in the merge
Finish & Merge Specify whether to merge to a new document or directly to a printer or to e-mail, then complete the merge
Word 189
Word 2016
Module 8 Create Labels
Learning You can also use the Mail Merge pane or the commands on the Mailings tab to create mailing labels or print
Outcomes envelopes for a mailing. When you create labels or envelopes, you must select a label or envelope size to use
• Create a label
main document as the main document, select a data source, and then insert the merge fields in the main document before
• Merge with an per
performing the merge. In addition to mailing labels, you can use mail merge to create labels for CDs, videos,
existing data
and other items, and to create documents that are based on standard or custom label sizes, such as business
source
cards, name tags, and postcards. CASE You decide to use the commands on the Mailings tab to create
mailing labels for the information packet you need to send to participants in upcoming R2G projects. You create a
new label main document and attach an existing data source.
STEPS
1. Click the File tab, click New
New, click Blank document, make sure the zoom level is set
to 120%, then click the Mailings tab
A blank document must be open for the commands on the Mailings tab to be available.
QUICK TIP 2. Click the Start Mail Merge button in the Start Mail Merge group, click Labels, click the
To create an Label vendors list arrow in the Label Options dialog box, then click Microsoft if
envelope mail
merge, click Microsoft is not already displayed
Envelopes to open The Label Options dialog box opens, as shown in FIGURE 8-12. You use this dialog box to select a label size
the Envelope for your labels and to specify the type of printer you plan to use. The name Microsoft appears in the Label
Options dialog box,
and then select from vendors list box. You can use the Label vendors list arrow to select other brand name label vendors, such as
the options. Avery or Office Depot. Many standard-sized labels for mailings, business cards, postcards, and other types of
labels are listed in the Product number list box. The type, height, width, and page size for the selected
product are displayed in the Label information section.
QUICK TIP 3. Click the second instance of 30 Per Page in the Product number list, click OK, click the
If your labels do not Table Tools Layout tab, click View Gridlines in the Table group to turn on the display of
match FIGURE 8-13,
click the Undo gridlines if they are not displayed, then click the Mailings tab
button on the A table with gridlines appears in the main document, as shown in FIGURE 8-13. Each table cell is the size of
Quick Access toolbar, a label for the label product you selected.
then repeat Step 3,
making sure to click 4. Save the label main document with the filename WD 8-Volunteer Labels Main to the
the second instance
of 30 Per Page.
location where you store your Data Files
Next, you need to select a data source for the labels.
5. Click the Select Recipients button in the Start Mail Merge group, then click Use an
QUICK TIP Existing List
To create or change The Select Data Source dialog box opens.
the return address
for an envelope mail 6. Navigate to the location where you store your Data Files, open the file WD 8-2.mdb,
merge, click the File then save your changes
tab, click Options,
click Advanced in the The data source file is attached to the label main document and <<Next Record>> appears in every cell in
left pane of the Word
W the table except the first cell, which is blank. In the next lesson, you sort and filter the records before
Options dialog box, performing the mail merge.
then scroll down the
right pane and enter
the return address in
the Mailing address
text box in the
General section.
Word 190
FIGURE 8-12: Label Options dialog box
Label brand
Description of
Label product selected label
numbers product
Click to preview or adjust Click to create labels with

the label measurements custom measurements
FIGURE 8-13: Label main document
Word 2016
Table format
matches layout
of labels
Printing individual envelopes and labels

The Mail Merge feature enables you to easily print envelopes and labels for FIGURE 8-14: Envelopes and Labels dialog box
mass mailings, but you can also quickly format and print individual
envelopes and labels using the Envelopes or Labels commands in the Create
group on the Mailings tab. Simply click the Envelopes button or Labels
button to open the Envelopes and Labels dialog box. On the Envelopes tab,
shown in FIGURE 8-14, type the recipient’s address in the Delivery address
box and the return address in the Return address box. Click Options to open
the Envelope Options dialog box, which you use to select the envelope size,
change the font and font size of the delivery and return addresses, and
change the printing options. When you are ready to print the envelope, click
Print in the Envelopes and Labels dialog box. The procedure for printing an
individual label is similar to printing an individual envelope: enter the label
text in the Address box on the Labels tab, click Options to select a label
product number, click OK, and then click Print.
Word 191
Word 2016
Module 8 Sort and Filter Records
Learning If you are using a large data source, you might want to sort and or filter the records before performing
Outcomes a merge. Sorting the records determines the order in which the records are merged. For example, you
• Filter a data source
• Sort records in a might want to sort an address data source so that records are merged alphabetically by last name or in
data source order Filtering the records pulls out the records that meet specific criteria and includes only
ZIP Code order.
• Add merge fields
those records in the merge. For instance, you might want to filter a data source to send a mailing only to
to a label main
document people who live in the state of New York.
Y Y can use the Mail Merge Recipients dialog box both to sort
You
and to filter a data source. CASE You apply a filter to the data source so that only United States addresses
are included in the merge. You then sort those records so that they merge in ZIP Code order.
STEPS
1. Click the Edit Recipient List button in the Start Mail Merge group
The Mail Merge Recipients dialog box opens and displays all the records in the data source.
2. Scroll right to display the Country field, then click the Country column heading
The records are sorted in ascending alphabetical order by country, with Canadian records listed first. If you
want to reverse the sort order, you can click the column heading again.
3. Click the Country column heading list arrow
arrow, then click US on the menu that opens
A filter is applied to the data source so that only the records with “US” in the Country field will be merged.
The grayish-blue arrow in the Country column heading indicates that a filter has been applied to the
column. Y You can filter a data source by as many criteria as you like. To remove a filter, click a column
heading list arrow
arrow, then click (All).
QUICK TIP 4. Click Sort in the Refine recipient list section of the dialog box
Use the options on The Filter and Sort dialog box opens with the Sort Records tab displayed. You can use this dialog box to
the Filter Records tab
apply more advanced sort and filter options to the data source.
to apply more than
one filter to the data 5. Click the Sort by list arrow
arrow, click ZIP Code, click the first Then by list arrow
arrow, click Last
source.
Name, then click OK
The Mail Merge Recipients dialog box (shown in FIGURE 8-15) now displays only the records with a U.S.
address sorted first in ZIP Code order, and then alphabetically by last name.
QUICK TIP 6. Click OK
Sorting and filtering The sort and filter criteria you set are saved for the current merge.
a data source does
not alter the records 7. Click the Address Block button in the Write & Insert Fields group, then click OK in the
in a data source; it Insert Address Block dialog box
simply reorganizes
the records for the The Address Block merge field is added to the first label.
current merge only.
8. Click the Update Labels button in the Write & Insert Fields group
The merge field is copied from the first label to every label in the main document.
QUICK TIP 9. Click the Preview Results button in the Preview Results group
To change the font A preview of the merged label data appears in the main document, as shown in FIGURE 8-16. Only U.S.
or paragraph format-
addresses are included, and the labels are organized in ZIP Code order, with recipients with the same
ting of merged data,
format the merge ZIP Code listed in alphabetical order by last name.
fields, including the
chevrons, before 10. Click the Finish & Merge button in the Finish group, click Edit Individual Documents,
performing a merge. click OK in the Merge to New Document dialog box, replace Mr. Daniel Potter with your
name in the first label, save the document as WD 8-Volunteer Labels US Only Zip Code
Merge to the location where you store your Data Files, submit the labels, save and close
all open files, then exit Word
Word 192
FIGURE 8-15: US records sorted in ZIP Code order
Click a column
heading to sort
the records
All records with a US
address are sorted first Click a column
by zip code in ascending heading list arrow
order, then alphabetically to filter the records
by last name
Click Sort or Filter
to sort or filter
the data source
by more than one
criterion
FIGURE 8-16: Merged labels
Word 2016
Labels are
sorted first
by ZIP Code,
and then by
last name
Inserting individual merge fields

You must include proper punctuation, spacing, and blank lines and then selecting the field name from the menu that opens.
between the merge fields in a main document if you want punctua- Alternatively you can click the Insert Merge Field button to
Alternatively,
tion, spaces, and blank lines to appear between the data in the open the Insert Merge Field dialog box, which you can use to
merge documents. For example, to create an address line with a city, insert several merge fields at once by clicking a field name in
state, and ZIP Code, you insert the City merge field, type a comma the dialog box, clicking Insert, clicking another field name,
and a space, insert the State merge field, type a space, and then clicking Insert, and so on. When you have finished inserting the
insert the ZIP Code merge field: City , State ZIP Code . merge fields, click Close to close the dialog box. You can then
You can insert an individual merge field by clicking the add spaces, punctuation, and lines between the merge fields
Insert Merge Field list arrow in the Write Insert Fields group you inserted in the main document.
Word 193
Practice
Concepts Review
Describe the function of each button shown in FIGURE 8-17.
FIGURE 8-17
1 2 3 4 5 6 7
8. Data source a. A placeholder for merged data in the main document
9. Main document b. The standard text that appears in every version of a merged document
10. Data record c. A file that contains boilerplate text and merge fields
11. Boilerplate text d. To pull out records that meet certain criteria
T
12. Data field e. To organize records in a sequence
T
13. Filter f. A file that contains customized information for each item or individual
14. Sort g. A complete set of information for one item or individual
15. Merge field h. A category of information in a data source

16. To
T change the font of merged data, which element should you format?
a. Field name c. Merge field
b. Boilerplate text d. Data record
17. Which command is used to synchronize the field names in a data source with the merge fields
in a document?
a. Match fields c. Rules
b. Highlight Merge Fields d. Update Labels
18. In a mail merge, which type of file contains the information that varies for each individual or item?
a. Filtered document c. Main document
b. Sorted document d. Data source
19. Which action do you perform on a data source to reorganize the order of the records for a merge?
a. Edit records c. Filter records
b. Sort records d. Delete records
20. Which action do you perform on a data source in order to merge only certain records?
a. Edit records c. Filter records
b. Sort records d. Delete records
Word 194
Skills Review
1. Create a main document.
a. Start W
Word, open a new blank document, change the style of the document to No Spacing, then open the
Mail Merge pane.
b. Use the Mail Merge pane to create a letter main document, click Next: Starting document, then select the Use
the current document option button.
c. At the top of the blank document, type Atlantic Conservation Commission, press [Enter], then type 1233
Wharf Street, Portsmouth, NH 03828; Tel: 603-555-8457; www.atlanticconservation.org.
d. Press [Enter] five times, type today’s date, press [Enter] five times, then type We are delighted to receive your
generous contribution of AMOUNT to the Atlantic Conservation Commission (ACC).
e. Press [Enter] twice, then type Whether we are helping to protect the region’s natural
resources or bringing nature and environmental studies into our public schools,
senior centers, and communities, ACC depends upon private contributions to
ensure that free public environmental programs continue to flourish in CITY and
throughout the REGION region.
f. Press [Enter] twice, type Sincerely,, press [Enter] four times, type your name, press [Enter], then type
Executive Director.
g. Center the first two lines of text, change the font used for Atlantic Conservation Commission to 20 point Berlin
Sans FB Demi, then remove the hyperlink in the second line of text. ((Hint: Right-click the hyperlink.)
h. Save the main document as WD 8-Donor Thank You Main to the location where you store your Data Files.
2. Design a data source.
a. Click Next: Select recipients, select the T
Type a new list option button in the Step 3 of 6... pane, then click Create.
Word 2016
b. Click Customize Columns in the New Address List dialog box, then remove these fields from the data source:
Company Name, Address Line 2, Country or Region, Home Phone, Work Phone, and E-mail Address.
c. Add an Amount field and a Region field to the data source. Be sure these fields follow the ZIP Code field.
d. Rename the Address Line 1 field Street, then click OK to close the Customize Address List dialog box.
3. Enter and edit records.
a. Add the records shown in TABLE 8-2 to the data source.
TABLE 8-2
Title First Name Last Name Street City State ZIP Code Amount Region
Mr. ohn Sargent 34 Mill St. Exeter NH 03833 250 Seacoast
Mr. Tom enkins 289 Sugar Hill Rd. Franconia NH 03632 1000 Seacoast
Ms. Nancy Curtis 742 Main St. Derby VT 04634 25 North Country
Mr. Peter Field 987 Ocean Rd. Portsmouth NH 03828 50 Seacoast
Ms. Lisa uarez 73 Bay Rd. Durham NH 03814 500 Seacoast
Ms. Willa R e e d 67 Apple St. Northfield M A 01360 75 Pioneer Valley
Ms. Mia Suzuki 287 Mountain Rd. Dublin NH 03436 100 Monadnock
b. Save the data source as WD 8-Donor Data to the location where you store your Data Files.
c. Change the region for record 2 (T
(Tom Jenkins) from Seacoast to White Mountains.
d. Click OK as needed to close all dialog boxes.
4. Add merge fields.
a. Click Next: W
Write your letter, then in the blank line above the first body paragraph, insert an Address block merge field.
b. In the Insert Address Block dialog box, click Match Fields.
c. Click the list arrow next to Address 1 in the Match Fields dialog box, click Street, then click OK.
d. In the Insert Address Block dialog box, select the Never include the country/region in the address option button,
then click OK.
Word 195
e. Press [Enter] twice, insert a Greeting Line merge field using the default greeting line format, then press [Enter].
f. In the first body paragraph, replace AMOUNT with the Amount merge field.
g. In the second body paragraph, replace CITY with the City merge field and REGION with the Region merge field.
(Note: Make sure to insert a space before or after each merge field as needed.) Save your changes to the main document.
5. Merge data.
a. Click Next: Preview your letters to preview the merged data, then use the Next Record button to scroll through each
letter, examining it carefully for errors.
letter
b. Click the Preview Results button on the Mailings tab, make any necessary adjustments to the main document, save
your changes, then click the Preview Results button to return to the preview of the document.
c. Click Next: Complete the merge, click Edit individual letters, then merge all the records to a new file.
d. Save the merged document as WD 8-Donor Thank You Merge to the location where you store your Data
Files. The fifth letter is shown in FIGURE 8-18. Submit the file or a copy of the last letter per your instructor’s directions,
then save and close all open files but not Word.
6. Create labels. FIGURE 8-18
a. Open a new blank document, click the Start Mail
Merge button in the Start Mail Merge group on the
Mailings tab, then create a Labels main document.
b. In the Label Options dialog box, select A
Avery US
Letter 5160 Easy Peel Address Labels, then click OK.
c. Click the Select Recipients button, then open the
WD 8-Donor Data.mdb file you created.
d. Save the label main document as WD 8-Donor
Labels Main to the location where you store
your Data Files.
7. Sort and filter records.
a. Click the Edit Recipient List button, filter the
records so that only the records with NH in the
State field are included in the merge, sort the
records in ZIP Code order
order, then click OK as
needed to return to the labels document.
b. Insert an Address Block merge field using the default settings, click the Preview Results button, then notice that the street
address is missing and the address block includes the region. ((Hint: To preview all labels, click the Next Record button.)
c. Click the Preview Results button, then click the Match Fields button to open the Match Fields dialog box.
d. Click the list arrow next to Address 1, click Street, FIGURE 8-19
scroll down, click the list arrow next to Country
or Region, click (not matched), then click OK.
e. Click the Preview Results button to preview the
merged data, and notice that the address block
now includes the street address and the region
name is missing.
f. Click the Update Labels button, examine the merged data for errors, then correct any mistakes.
g. Click the Finish & Merge button, then click the Edit Individual Documents to merge all the records to an individual
document, shown in FIGURE 8-19.
h. Save the merged file as WD 8-Donor Labels NH Only Merge to the location where you store your Data Files.
i. In the first label, change Ms. Mia Suzuki to your name, submit the document to your instructorinstructor, save and close all
open Word files, then exit Word.
Word 196
You are the director of the Visual Arts Center (VAC). The VAC is hosting an exhibit of ceramic art titled “Earth and
Water” in the city of Cambridge, Massachusetts, and you want to send a letter advertising the exhibit to all VAC
members with a Cambridge address. Y You’ll use Mail Merge to create the letter and create an envelope for one letter.
a. Start W
Word, open a blank document, then using either the Mailings tab or the Mail Merge pane, create a letter
main document using the file WD 8-3.docx from the location where you store your Data Files.
b. Replace YYour Name with your name in the signature block, then save the main document as WD 8-Ceramics
Letter Main.
c. Use the file WD 8-4.mdb from the location where you store your Data Files as the data source.
d. Sort the data source by last name, then filter the data so that only records with Cambridge as the city are
included in the merge.
e. Insert an Address Block and a Greeting Line merge field in the main document, then preview the merged letters.
f. Merge all the records to a new document, then save it as WD 8-Ceramics Letter Merge.
g. Select the inside address in the first merge letter
letter, then click the Envelopes button in the Create group on the
Mailings tab to open the Envelopes and Labels dialog box. (Note: You will create one envelope and include it as
part of the merge document. If you were doing a mailing merge, you would create a separate envelope merge.)
h. On the Envelopes tab in the Envelopes and Labels dialog box, verify that the Omit check box is not selected, then type
your name in the Return address text box along with the address 60 Crandall Street, Concord,
Massachusetts 01742.
i. Click Options to open the Envelope Options dialog box, click the Envelope Options tab if it is not the active tab,
make sure the Envelope size is set to Size 10, then change the font of the Delivery address and the Return
address to Times New Roman.
Word 2016
j. Click the Printing Options tab, select the appropriate Feed method for your printer
printer, then click OK.
k. Click Add to Document, click No if a message box opens asking if you want to save the new return address as
the default return address. (Note: The dialog box closes without printing the envelope and the envelope is added
as the first page of the merge document.)
l. Submit the file or a copy of the envelope and the first merge letter per your instructor’s directions, close all open
Word files, saving changes, and then exit Word.
One of your responsibilities at Sustainable Solutions, a growing firm that focuses on sustainability services, resource
management, and environmental planning, is to create business cards for the staff. You use mail merge to create the
cards so that you can easily produce standard business cards for future employees.
a. Start W
Word, open a blank document, then use the Mailings tab or the Mail Merge pane to create labels using the
current blank document.
b. Select Microsoft North American Size, which is described as Horizontal Card, 2" high x 3.5" wide. ((Hint: Select
the second instance of North American Size in the Product number list box.)
c. Create a new data source that includes the fields and records shown in TABLE 8-3: ((Hint: Customize the Address
List fields before adding data.)
TABLE 8-3
Title First Name Last Name Phone Fax E-mail Hire Date
President Helen Callaghan (503) 555-3982 (503) 555-6654 hcallaghan jad.com 1 12 13
Vice President Seamus Gallagher (503) 555-2323 (503) 555-4956 sgallagher jad.com 3 18 14
Word 197
d. Add six more records to the data source, FIGURE 8-20
including one with your name as the
Administrative Assistant. (Hint: Be careful
not to add a blank row at the bottom of the
data source.)
e. Save the data source with the filename WD
8-JAD Employee Data to the location
where you store your Data Files, then sort the
data by Title.
f. In the first table cell, create the JAD
Source: Pixabay
Sustainable Solutions business card.
FIGURE 8-20 shows a sample business card,
but you should create your own design. Include the company name, a street address, and the website address
www.JADsustainablesolutions.com. Also include First Name, Last Name, Title, Phone, Fax, and
E-mail merge fields. (Hint: If your design includes a graphic, insert the graphic before inserting the merge fields.
Insert each merge field individually, adjusting the spacing between merge fields as necessary.)
g. Format the business card with fonts, colors, and other formatting features. ((Hint: Make sure to select the entire
merge field, including the chevrons, before formatting.)
h. Update all the labels, preview the data, make any necessary adjustments, then merge all the records to a new
document.
i. Save the merge document as WD 8-JAD Business Cards Merge to the location where you store your Data
Files, submit a copy to your instructor, then close the file.
j. Save the main document as WD 8-JAD Business Cards Main to the location where you store your Data
Files, close the file, then exit Word.
You need to create a team roster for the children’s baseball team you coach. You decide to use mail merge to create the team
roster and mailing labels.
a. Start W
Word, open a new document, then use the Mailings tab or the Mail Merge pane to create a directory using the
current blank document.
b. Create a new data source that includes the following fields: First Name, Last Name, Age, Position, Parent First Name,
Parent Last Name, Address, City, State, ZIP Code, and Home Phone.
c. Enter the records shown in TABLE 8-4 in the data source:
TABLE 8-4
First Last Parent Parent ZIP Home

Name Name Age Position First Name Last Name Address City State Code Phone
Ellie Wright 8 Pitcher Kerry Wright 58 Main St. Camillus NY 13031 555-2345
Liam acob 7 Catcher Bob acob 32 North Way Camillus NY 13031 555-9827
Dwayne Rule 8 Third Sylvia Rule 289 Sylvan Way Marcellus NY 13032 555-9724
Caroline Herman 7 Shortstop Sarah Thomas 438 Lariat St. Marcellus NY 13032 555-8347
Word 198
d. Add five additional records to the data source using the following last names and positions:
O’Keefe, Second Goleman, Center Choy, First
Choy
George, Right Siebert, Left
Make up the remaining information for these five records.
e. Save the data source as WD 8-Baseball Team Data to the location where you store your Data Files, then
sort the records by last name.
f. Insert a table that includes five columns and one row in the main document.
g. In the first table cell, insert the First Name and Last Name merge fields, separated by a space.
h. In the second cell, insert the Position merge field.
i. In the third cell, insert the Address and City merge fields, separated by a comma and a space.
j. In the fourth cell, insert the Home Phone merge field.
k. In the fifth cell, insert the Parent First Name and Parent Last Name merge fields, separated by a space.
l. Preview the merged data and make any necessaryy adjustments. ((Hint: Only one record is displayed at a time
when you preview the data. Click the Next Record button to see more records.)
m. Merge all the records to a new document, then save the document as WD 8-Baseball Roster Merge to
the location where you store your Data Files.
n. Press [Ctrl][Home], press [Enter], type Wildcats Team Roster 2017 at the top of the document, press
[Enter], type Coach: followed by your name, then center the two lines.
o. Insert a new row at the top of the table, then type the following column headings in the new row: Name,
Position, Address, Phone, Parent Name.
p. Format the roster to make it attractive and readable, save your changes, submit a copy to your instructor
instructor, close
Word 2016
the file, close the main document without saving changes, then exit Word.

Mail merge can be used not only for mailings but also to create CD/DVD labels, labels for file folders, phone directories,
business cards, and many other types of documents. In this independent challenge, you design and create a data source
that you can use at work or in your personal life, and then you merge the data source with a main document that you
create. Your data source might include contact information for your friends and associates, inventory for your business,
details for an event such as a wedding (guests invited, responses, gifts received), data on one of your collections (such as
music or photos), or some other type of information.
a. Determine the content of your data source, list the fields you want to include, and then determine the logical
order of the fields. Be sure to select your fields carefully so that your data source is flexible and can be merged
with many types of documents. Generally it is better to include more fields, even if you don’t enter data in them
for each record.
b. Start W
Word, open a blank document, start a mail merge for the type of document you want to create (such as a
directory or a label), then create a new data source.
c. Customize the columns in the data source to include the fields and organization you determined in Step a.
d. Add at least five records to the data source, then save it as WD 8-Your Name Data to the location
where you store your Data Files.
e. W
Write and format the main document, insert the merge fields, preview the merge, make any necessary
adjustments, then merge the files to a document.
f. Adjust the formatting of the merge document as necessary, add your name to the header, save the merge
document as WD 8-Your Name Merge to the location where you store your Data Files, submit a copy
to your instructor, close the file, close the main document without saving changes, then exit Word.
Word 199
Visual Workshop
Using mail merge, create the postcards shown in FIGURE 8-21. Use Avery US Letter 3263 Postcards labels for the main
document, and create a data source that contains at least four records, including your name in the first record. Save the
data source as WD 8-Patient Data, save the merge document as WD 8-Patient Reminder Card Merge,
and save the main document as WD 8-Patient Reminder Card Main, all to the location where you store your
Data Files. ((Hints: Notice that the postcard label main document is formatted as a table. To lay out the postcard, insert a
nested table with two columns and one row in the upper-left postcard; add the text, graphic, and merge field to the nested
table; and then remove the outside borders on the nested table. Use a different online image if the image shown is not
available to you. The font is Book Antiqua.) Submit a copy of the postcards to your instructor.
FIGURE 8-21
Source: Pixabay
Word 200
Excel 2016 Module 5
Analyzing Data Using

Formulas
Mary Watson, Reason2Go’s vice president of sales and marketing, uses Excel
CASE
formulas and functions to analyze sales data for the U.S. region and to consolidate
sales data from branch offices. Because management is considering adding a new regional branch,
Mary asks you to estimate the loan costs for a new office facility and to compare sales in the existing
U.S. offices.
Module Objectives
• Format data using text functions • Build a logical formula with the IF function
• Sum a data range based on conditions • Build a logical formula with the AND
• Consolidate data using a formula function
• Check formulas for errors • Calculate payments with the PMT
function
• Construct formulas using named ranges
Files You Will Need

EX 5-1.xlsx EX 5-5.xlsx
EX 5-4.xlsx
Excel 2016
Module 5 Format Data Using Text
Functions
Learning
Outcomes
• Separate text data
using Flash Fill
• Format text data Often, you need to import data into Excel from an outside source,sour such as another program or the Internet.
using the PROPER Sometimes you need to reformat this data to make it understandable and attractive. Instead of handling these
function
• Format text formatting tasks manually in each cell, you can use Excel text functions to perform
per them automatically for an
data using the entire range. The Flash Fill feature can be used to break data fields in one column into separate columns. The
CONCA
CONCATENATE
function
text function PROPER capitalizes the first letter in a string of text as well as any text following a space. You
Y can
use the CONCATENATE
CONCA function to join two or more strings into one text string. CASE Mary has received
Mar
the U.S. sales representatives’ data from the Human Resources Department, and has imported it into Excel. She asks
you to use text formulas to format the data into a more useful layout.
STEPS
1. Start Excel, open EX 5-1.xlsx from the location where you store your Data Files, then
save it as EX 5-Sales
2. On the Sales Reps sheet, click cell B4, type troy silva, press [Tab], type new york
york, press
[Tab], type 5, then click the Enter button on the formula bar
You are manually separating the data in cell A4 into the adjacent cells, as shown in FIGURE 5-1. You will
let Excel follow your pattern for the rows below using Flash Fill. Flash Fill uses worksheet data you have
entered as an example to predict what should be entered into similar column cells.
3. With cell D4 selected, click the Data tab, then click the Flash Fill button in the Data Tools
group
The years of service number is copied from cell D4 into the range D5:D15. You will use Flash Fill to fill in
QUICK TIP
You can move the
the names and cities.
Function Arguments 4. Click cell B4, click the Flash Fill button in the Data Tools group, click cell C4, then click
dialog box if it over-
laps a cell or range the Flash Fill button again
that you need to click. The column A data is separated into columns B, C and D. You want to format the letters in the names and
Y can also click
You
cities to the correct cases.
the Collapse Dialog
box button , 5. Click cell E4, click the Formulas tab, click the Text button in the Function Library group,
select the cell or
range, then click click PROPER, with the insertion point in the Text text box click cell B4, then click OK
the Expand Dialog The name is copied from cell B4 to cell E4 with the correct uppercase letters for proper names. The name is
box button formatted in green, taking on the column’s previously applied formatting.
to return to the
Function Arguments 6. Drag the fill handle to copy the formula in cell E4 to cell F4, then copy the formulas in
dialog box.
cells E4:F4 into the range E5:F15
You want to format the years data to be more descriptive.
QUICK TIP 7. Click cell G4, click the Text button in the Function Library group, click CONCATENATE,
Excel automatically with the insertion point in the Text1 text box click cell D4, press [Tab], with the insertion
inserts quotation
marks to enclose the point in the TText2 text box press [Spacebar], type Years, then click OK
space and the Years
text.
8. Copy the formula in cell G4 into the range G5:G15, click cell A1, compare your
work to FIGURE 5-2, click the Insert tab, click the Header & Footer button in the Text
group, click the Go to Footer button in the Navigation group, enter your name in the
center text box, click on the worksheet, scroll up and click cell A1, then click the
Normal button in the Workbook Views group on the View tab
9. Save your file, then preview the worksheet
Excel 106 Analyzing Data Using Formulas
FIGURE 5-1: Worksheet with data separated into columns
Data separated
into three columns
FIGURE 5-2: Worksheet with data formatted in columns
Working with text in other ways Excel 2016

Other useful text functions include UPPER, LOWER, and characters with the syntax =RIGHT(string, characters), the LEFT
SUBSTITUTE. The UPPER function converts text to all uppercase function to nd the rst characters with the syntax =LEFT(string,
letters, the LOWER function converts text to all lowercase characters), or the MID function to display the middle characters
letters, and SUBSTITUTE replaces text in a text string. For example, with the syntax =MID(string, starting character, characters).
if cell A1 contains the text string “Today is Wednesday”, then Y can separate text data stored in one column into multiple
You
=LOWER(A1) would produce “today is wednesday”; =UPPER(A1) columns by clicking the Data tab, clicking the Text to Columns
would produce “TODAY IS WEDNESDAY”; and =SUBSTITUTE(A1, button in the Data Tools group, and specifying the delimiter for
“W
“Wednesday”, “Tuesday”) would result in “Today is Tuesday”. You your data. A delimiter is a separator, such as a space, comma, or
can also use functions to display one or more characters at certain semicolon, that should separate your data. Excel then separates
locations within a string. Use the RIGHT function to nd the last your data into columns at the delimiter.
Analyzing Data Using Formulas Excel 107
Excel 2016
Module 5 Sum a Data Range Based
on Conditions
Learning
Outcomes:
Outcomes
• Count data using
the COUNTIF
function You can also use Excel functions to sum, count, and average data in a range based on criteria, or
• Total
T
Total data using conditions, you set. The SUMIF function totals only the cells in a range that meet given criteria. The
the SUMIF function
• Summarize COUNTIF function counts cells and the AVERAGEIF
A function averages values in a range based on a speci ed
data using the condition. The format for the SUMIF function appears in FIGURE 5-3. CASE Mary asks you to analyze the
Mar
A
AVERAGEIF function
New York branch’s January sales data to provide her with information about each experience.
STEPS
1. Click the NY sheet tab, click cell G7, click the Formulas tab, click the More Functions
button in the Function Library group, point to Statistical, scroll down the list of
functions if necessary, then click COUNTIF
You want to count the number of times Wildlife Care appears in the Experience Category column. The
formula you use will say, in effect, “Examine the range I specify, then count the number of cells in that
range that contain “Wildlife Care.”” You will specify absolute addresses for the range so you can copy the
formula later on in the worksheet when the same range will be used.
2. With the insertion point in the Range text box select the range A6:A25, press [F4], press
[Tab], with the insertion point in the Criteria text box, click cell F7, then click OK
Your formula, as shown in the formula bar in FIGURE 5-4, asks Excel to search the range A6:A25, and where
it finds the value shown in cell F7 (that is, when it finds the value “Wildlife Care”), to add one to the total
count. The number of Wildlife Care experiences, 4, appears in cell G7. You want to calculate the total sales
revenue for the Wildlife Care experiences.
QUICK TIP 3. Click cell H7, click the Math & Trig button in the Function Library group, scroll down the
You can also sum, list of functions, then click SUMIF
count, and average
ranges with multiple The Function Arguments dialog box opens. You want to enter two ranges and a criterion; the first range is the
criteria using the one where you want Excel to search for the criteria entered. The second range contains the corresponding cells
functions SUMIFS, that Excel will total when it finds the criterion you specify in the first range.
COUNTIFS, and
A
AVERAGEIFS. 4. With the insertion point in the Range text box, select the range A6:A25, press [F4], press
[Tab], with the insertion point in the Criteria text box click cell F7, press [Tab], with the
insertion point in the Sum_range text box select the range B6:B25, press [F4], then click OK
Your formula asks Excel to search the range A6:A25, and where it finds Wildlife Care to add the corresponding
amounts from column B. The revenue for the Wildlife Care experiences, $4,603, appears in cell H7. You
want to calculate the average price paid for the Wildlife Care experiences.
5. Click cell I7, click the More Functions button in the Function Library group, point to
Statistical, then click AVERAGEIF
6. With the insertion point in the Range text box select the range A6:A25, press [F4], press
[Tab], with the insertion point in the Criteria text box click cell F7, press [Tab], with the inser-
TROUBLE tion point in the Average_range text box select the range B6:B25, press [F4], then click OK
Follow the same The average price paid for the Wildlife Care experiences, $1,151, appears in cell I7.
steps that you used
to add a footer to 7. Select the range G7:I7, then drag the fill handle to fill the range G8:I10
the Sales Reps work- Compare your results with those in FIGURE 5-5.
sheet in the previous
lesson. 8. Add your name to the center of the footer
footer, save the workbook, then preview the sheet
FIGURE 5-3: Format of SUMIF function
680,)UDQJHFULWHULD>VXPBUDQJH@
The range The condition that The range where the
the function must be satisfied cells that meet the
searches in the range condition will be totaled
FIGURE 5-4: COUNTIF function in the formula bar
Formula for COUNTIF function
FIGURE 5-5: Worksheet with conditional statistics
Excel 2016
Entering date and time functions
Microsoft Excel stores dates as sequential serial numbers and uses serial numbers, you can perform calculations that include dates
them in calculations. anuary 1, 1900 is assigned serial number 1 and times using the Excel date and time functions. To enter a date
and numbers are represented as the number of days following or time function, click the Formulas tab on the Ribbon, click the
that date. You can see the serial number of a date by using the Date Time button in the Function Library group, then click the
DA function. For example, to see the serial number of anuary,
DATE Date or Time function you want. All of the date and time functions
1, 2017 you would enter =DATE(2017,1,1). The result would be in will be displayed as dates and times unless you change the
date format, but if you formatted the cell as Number, it would formatting to Number. See TABLE 5-1 for some of the available
display the serial number 42736 for this date. Because Excel uses Date and Time functions in Excel.
TABLE 5-1: Date and Time functions
function calculates example

TODAY The current date =TODAY()
NOW The current date and time =NOW()
DATE Displays a date you enter =DATE(2017,1,2)
TIME A serial number from hours, minutes, and seconds =TIME(5,12,20)
YEAR A year portion of a date =YEAR(1 20 2017)
HOUR The hour portion of a time =HOUR(“15:30:30”)
MINUTE The minute portion of a time =MINUTE(“15:30:30”)
Excel 2016
Module 5 Consolidate Data Using
a Formula
Learning
Outcomes
• Consolidate data
on multiple sheets
using AutoSum When you want to summarize similar data that exists in different sheets or workbooks, you can
• Consolidate data on consolidate, or combine and display,
display the data in one sheet. For example, you might have entered depart-
multiple sheets
using 3-D references mental sales figures on four different store sheets that you want to consolidate on one summary
summar sheet,
showing total departmental sales for all stores. Or,
Or you may have quarterly sales data on separate sheets
that you want to total for yearly sales on a summary
summar sheet. The best way to consolidate data is to use cell
references to the various sheets on a consolidation, or summary,
summar sheet. Because they reference other
sheets that are usually behind the summary
summar sheet, such references effectively create another dimension in
the workbook and are called 3-D references, as shown in FIGURE 5-6. You Y can reference, or link to, data
in other sheets and in other workbooks. Linking to a worksheet or workbook is better than retyping calcu-
lated results from another worksheet or workbook because the data values that the calculated totals
depend on might change. If you reference the cells, any changes to the original values are automatically
reflected in the consolidation sheet. CASE Mary asks you to prepare a January sales summary sheet
Mar
comparing the total U.S. revenue for the experiences sold in the month.
STEPS
1. Click the US Summary Jan sheet tab
Because the US Summary Jan sheet (which is the consolidation sheet) will contain references to the data in
the other sheets, the cell pointer must reside there when you begin entering the reference.
2. Click cell B7, click the Formulas tab, click the AutoSum button in the Function Library
group, click the NY sheet tab, press and hold [Shift], click the LA sheet tab, scroll up if
necessary and click cell G7, then click the Enter button
necessar on the formula bar
The US Summary Jan sheet becomes active, and the formula bar reads =SUM(NY:LA!G7), as shown in
FIGURE 5-7. “NY:LA” references the NY and LA sheets. The exclamation point ( ! ) is an external reference
indicator, meaning that the cells referenced are outside the active sheet; G7 is the actual cell reference you
want to total in the external sheets. The result, 7, appears in cell B7 of the US Summary Jan sheet; it is the
sum of the number of Wildlife Care experiences sold and referenced in cell G7 of the NY and LA sheets.
Because the Revenue data is in the column to the right of the Experiences Sold column on the NY and LA
sheets, you can copy the experiences sold summary formula, with its relative addresses, into the cell that
holds the revenue summary information.
3. Drag the fill handle to copy the formula in cell B7 to cell C7, click the Auto Fill Options
list arrow , then click the Fill Without Formatting option button
The result, $8,004, appears in cell C7 of the US Summary Jan sheet, showing the sum of the Wildlife Care
QUICK TIP
experience revenue referenced in cell H7 of the NY and LA sheets.
You can preview 4. In the US Summary Jan sheet, with the range B7:C7 selected, drag the fill handle to fill
your worksheet
with the worksheet the range B8:C10
gridlines and column You can test a consolidation reference by changing one cell value on which the formula is based and seeing
and row headings if the formula result changes.
for printing at a later
time. On the Page 5. Click the LA sheet tab, edit cell A6 to read Wildlife Care, then click the US Summary Jan
Layout tab, click the
Print check boxes
sheet tab
under Gridlines The number of Wildlife Care experiences sold is automatically updated to 8, and the revenue is increased to
and Headings in $9,883, as shown in FIGURE 5-8.
the Sheet Options
group. 6. Save the workbook, then preview the worksheet
FIGURE 5-6: Consolidating data from two worksheets
NY
Jan
US
Summary
Jan
LA
Jan
FIGURE 5-7: Worksheet showing total Wildlife Care experiences sold
Formula with 3-D reference
Total Wildlife Care experiences

sold in both branches
FIGURE 5-8: US Summary Jan worksheet with updated totals
Updated totals Excel 2016
Linking data between workbooks

ust as you can link data between cells in a worksheet and be linked, then press [Enter]. Excel automatically inserts
between sheets in a workbook, you can link workbooks so the name of the referenced workbook in the cell reference.
that changes made in referenced cells in one workbook are For example, if the linked data is contained in cell C7 of the
re ected in the consolidation sheet in the other workbook. To Sales worksheet in the Product workbook, the cell entry reads
link a single cell between workbooks, open both workbooks, =[Product.xlsx]Sales C 7. To perform calculations, enter
select the cell to receive the linked data, type the equal sign ( = ), formulas on the consolidation sheet using cells in the
select the cell in the other workbook containing the data to supporting sheets.
Excel 2016
Module 5 Check Formulas for Errors
Learning When formulas result in errors, Excel displays an error value based on the error type. See TABLE 5-2 for an
Outcomes explanation of the error values that might appear in worksheets. One way to check worksheet formulas
• Check for formula
errors using for errors is to display the formulas on the worksheet rather than the formula results. YouY can also check
IFERROR for errors when entering formulas by using the IFERROR function. The IFERROR function simplifies the
• Display worksheet
error-checking process for your worksheets. This function displays a message or value that you specify,
specify
formulas
rather than the one automatically generated by Excel, if there is an error in a formula. CASE Mar
Mary
asks you to use formulas to compare the experiences revenues for January. You will use the IFERROR function to
help catch formula errors.
STEPS
1. On the US Summary Jan sheet, click cell B11, click the Formulas tab, click the AutoSum
button in the Function Library group, then click the Enter button on the formula bar
The number of experiences sold, 40, appears in cell B11.
2. Drag the fill handle to copy the formula in cell B11 into cell C11, click the Auto Fill
options list arrow , then click the Fill Without Formatting option button
The experience revenue total of $56,868 appears in cell C11. You decide to enter a formula to calculate the
percentage of revenue the Wildlife Care experience represents by dividing the individual experience revenue
figures by the total revenue figure. To help with error checking, you decide to enter the formula using the
IFERROR function.
3. Click cell D7, click the Logical button in the Function Library group, click IFERROR, with
the insertion point in the VValue text box click cell C7, type /, click cell C11, press [Tab], in
Value_if_error text box type ERROR, then click OK
the V
The Wildlife Care experience revenue percentage of 17.38% appears in cell D7. You want to be sure that
your error message will be displayed properly, so you decide to test it by intentionally creating an error. You
copy and paste the formula—which has a relative address in the denominator, where an absolute address
should be used.
TROUBLE 4. Drag the fill handle to copy the formula in cell D7 into the range D8:D10
You will x the ERROR The ERROR value appears in cells D8:D10, as shown in FIGURE 5-9. The errors are a result of the relative
codes in cells D8:D10
in the next step. address for C11 in the denominator of the copied formula. Changing the relative address of C11 in the
copied formula to an absolute address of $C$11 will correct the errors.
QUICK TIP 5. Double-click cell D7, select C11 in the formula, press [F4], then click on the
You can also check formula bar
formulas for errors
using the buttons in The formula now contains an absolute reference to cell C11.
the Formula Auditing
group on the
6. Copy the corrected formula in cell D7 into the range D8:D10
Formulas tab. The experience revenue percentages now appear in all four cells, without error messages, as shown in
FIGURE 5-10. You want to check all of your worksheet formulas by displaying them on the worksheet.
QUICK TIP 7. Click the Show Formulas button in the Formula Auditing group
You can also display The formulas appear in columns B, C, and D. You want to display the formula results again. The Show
worksheet formulas
by holding [Ctrl] and Formulas button works as a toggle, turning the feature on and off with each click.
pressing [ ].
8. Click the Show Formulas button in the Formula Auditing group
The formula results appear on the worksheet.
9. Add your name to the center section of the footer
footer, save the workbook, preview the
worksheet, close the workbook, then submit the workbook to your instructor
FIGURE 5-9: Worksheet with error codes
Relative reference
to cell C11
Error values
FIGURE 5-10: Worksheet with experience percentages
Absolute reference
to cell C11
Experience
percentages
Excel 2016
TABLE 5-2: Understanding error values
error value cause of error error value cause of error

#DIV/0! A number is divided by 0 #NAME? Formula contains text error
#NA A value in a formula is not available #NULL! Invalid intersection of areas
#NUM! Invalid use of a number in a formula #REF! Invalid cell reference
#VALUE! Wrong type of formula argument or operand ##### Column is not wide enough to display data
Correcting circular references

A cell with a circular reference contains a formula that refers to its the formula for the number of times you specify. To enable
own cell location. If you accidentally enter a formula with a circu- iterative calculations, click the File tab on the Ribbon, click
lar reference, a warning box opens, alerting you to the problem. Options, click Formulas to view the options for calculations,
Click Help to open a Help window explaining how to nd the click the Enable iterative calculation check box in the Calculation
circular
cular reference. In simple formulas, a circular reference is easy options group, enter the maximum number of iterations in the
to spot. To correct it, edit the formula to remove any reference to Maximum Iterations text box, enter the maximum amount of
the cell where the formula is located. change between recalculation results in the Maximum Change
If the circular reference is intentional, you can avoid this text box, then click OK.
error by enabling the iteration feature. Excel then recalculates
Excel 2016
Module 5 Construct Formulas Using
Named Ranges
Learning
Outcomes
• Assign names to
cells
• Assign names to To make your worksheet easier to follow,
follow you can assign names to cells and ranges. Then you can use the names
cell ranges in formulas to make them easier to build and to reduce formula errors. For example, the formula “revenue-cost”
• Build formulas
using names is easier to understand than the formula “A5-A8”. Cell and range names can use uppercase
upper or lowercase
lower letters
as well as digits, but cannot have spaces. After you name a cell or range, you can define its scope, or the work-
sheets where you will be able to use it. When defining a name’s scope, you can limit its use to a worksheet or
make it available to the entire workbook. If you move a named cell or range, its name moves with it, and if you
add or remove rows or columns to the worksheet the ranges are adjusted to their new position in the work-
sheet. When used in formulas, names become absolute cell references by default. CASE Mary asks you to
Mar
calculate the number of days before each experience departs. You will use range names to construct the formula.
STEPS
QUICK TIP
You can also create
1. Open EX 5-2.xlsx from the location where you store your Data Files, then save it as
range names by EX 5-Experiences
selecting a cell or
range, typing a name 2. In the April Sales sheet, click cell B4, click the Formulas tab if necessary, then click the
in the Name Box, Define Name button in the Defined Names group
then pressing [Enter].
By default, its scope
The New Name dialog box opens, as shown in FIGURE 5-11. You can give a cell that contains a date a name
will be the workbook. that will make it easier to build formulas that perform date calculations.
QUICK TIP 3. Type current_date in the Name text box, click the Scope list arrow, click April Sales,
Because range names then click OK
cannot contain spac-
es, underscores are The name assigned to cell B4, current_date, appears in the Name Box. Because its scope is the April Sales
often used between worksheet, the range name current_date will appear on the name list only on that worksheet.
words to replace
spaces. 4. Select the range B7:B13, click the Define Name button in the Defined Names group,
enter experience_date in the Name text box, click the Scope list arrow, click April Sales,
then click OK
Now you can use the named cell and named range in a formula. The formula =experience_date–current_date
is easier to understand than =B7-$B$4.
QUICK TIP 5. Click cell C7, type =, click the Use in Formula button in the Defined Names group, click
Named cells and experience_date, type –, click the Use in Formula button, click current_date, then click
ranges can be used
as a navigational tool the Enter button on the formula bar
in a worksheet by The number of days before the elephant conservation experience departs, 6, appears in cell C7. You can use
selecting the name
the same formula to calculate the number of days before the other experiences depart.
in the Name box.
6. Drag the fill handle to copy the formula in cell C7 into the range C8:C13, then compare
your formula results with those in FIGURE 5-12
7. Save the workbook
Consolidating data using named ranges

You can consolidate data using named cells and ranges. For summary formula you can click the Formulas tab, click the Use
example, you might have entered team sales gures using the in Formula button in the De ned Names group, and select the
names team1, team2, and team3 on different sheets that you cell or range name.
want to consolidate on one summary sheet. As you enter the
FIGURE 5-11: New Name dialog box
Enter cell or
range name here
FIGURE 5-12: Worksheet with days before departure
Formula using names

Name box rather than cell references
Days before departure
Excel 2016
Managing workbook names
You can use the Name Manager to create, delete, and edit FIGURE 5-13: Name Manager dialog box
names in a workbook. Click the Name Manager button in the
De ned Names group on the Formulas tab to open the Name
Manager dialog box, shown in FIGURE 5-13. Click the New
button to create a new named cell or range, click Delete to
remove a highlighted name, and click Filter to see options for
Click to create Click to change Click to delete
displaying speci c criteria for displaying names. Clicking Edit new name name name
opens the Edit Name dialog box where you can change a
highlighted cell name, edit or add comments, and change the Click to filter
name
cell or cells that the name refers to on the worksheet.
Excel 2016
Module 5 Build a Logical Formula with
the IF Function
Learning
Outcomes
• Build a logical
formula using the
IF function You can build a logical formula using an IF function. A logical formula makes calculations based on
• Apply comparison criteria that you create, called stated conditions. For example, you can build a formula to calculate
operators in a
logical test bonuses based on a person’s performance rating. If a person is rated a 5 (the stated condition) on a scale
of 1 to 5, with 5 being the highest rating, he or she receives an additional 10% of his or her salary as a
bonus; otherwise, there is no bonus. A condition that can be answered with a true or false response is
called a logical test. The IF function has three parts, separated by commas: a condition or logical test,
an action to take if the logical test or condition is true, and an action to take if the logical test or condi-
tion is false. Another way of expressing this is: IF(test cond,do this,else this). Translated into an Excel IF
function, the formula to calculate bonuses might look like this: IF(Rating=5,Salary 0.10,0). In other
words, if the rating equals 5, multiply the salary by 0.10 (the decimal equivalent of 10%), then place the
result in the selected cell; if the rating does not equal 5, place a 0 in the cell. When entering the logical
test portion of an IF statement, you typically use some combination of the comparison operators listed in
TABLE 5-3. CASE Mary asks you to use an IF function to calculate the number of places available for each
experience in April, and to display “None” if no places are available.
STEPS
1. Click cell F7, on the Formulas tab click the Logical button in the Function Library group,
then click IF
The Function Arguments dialog box opens. You want the function to do the following: If the project capacity
is greater than the number of places reserved, calculate the number of places that are available (capacity
minus number reserved), and place the result in cell F7; otherwise, place the text “None” in the cell.
2. With the insertion point in the Logical_test text box, click cell D7, type >, click cell E7,
then press [Tab]
The symbol ( > ) represents “greater than.” So far, the formula reads “If the project capacity is greater than the
number of reserved places,”. The next part of the function tells Excel the action to take if the capacity exceeds
the reserved number of places.
QUICK TIP 3. With the insertion point in the Value_if_true text box, click cell D7, type –, click cell E7,
You can nest IF then press [Tab]
functions to test
several conditions in This part of the formula tells the program what you want it to do if the logical test is true. Continuing the
a formula. A nested translation of the formula, this part means “Subtract the number of reserved places from the project capacity.”
IF function contains The last part of the formula tells Excel the action to take if the logical test is false (that is, if the project
IF functions inside
other IF functions to capacity does not exceed the number of reserved places).
test these multiple
conditions. The sec-
4. Type None in the Value_if_false text box, then click OK
ond IF statement is The function is complete, and the result, 5 (the number of available places), appears in cell F7, as shown
actually the value if in FIGURE 5-14.
false argument of the
rst IF statement. 5. Drag the fill handle to copy the formula in cell F7 into the range F8:F13
Compare your results with FIGURE 5-15.
6. Save the workbook
FIGURE 5-14: Worksheet with IF function
IF function
Places available
FIGURE 5-15: Worksheet showing places available
Excel 2016
Places available
TABLE 5-3: Comparison operators
operator meaning operator meaning

< Less than <= Less than or equal to
> Greater than >= Greater than or equal to
= Equal to <> Not equal to
Excel 2016
Module 5 Build a Logical Formula with
the AND Function
Learning
Outcomes
• Select the AND
function
• Apply logical tests You can also build a logical function using the AND function. The AND function evaluates all of its argu-
using text ments and returns, or displays, TRUE if every logical test in the formula is true. The AND function
returns a value of FALSE if one or more of its logical tests is false. The AND function arguments can
include text, numbers, or cell references. CASE Mary wants you to analyze the sales data to find
Mar
experiences that qualify for discounting. You will use the AND function to check for experiences with places
available and that depart within 21 days.
STEPS
TROUBLE 1. Click cell G7, click the Logical button in the Function Library group, then click AND
If you get a formula
error check to be
error,
The Function Arguments dialog box opens. You want the function to evaluate the discount qualification as
sure that you typed follows: There must be places available, and the experience must depart within 21 days.
the quotation marks
around None. 2. With the insertion point in the Logical1 text box, click cell F7, type < >, type “None”,
then press [Tab]
QUICK TIP The symbol ( <> ) represents “not equal to.” So far, the formula reads “If the number of places available is
Functions can be
placed inside of an IF not equal to None”—in other words, if it is an integer. The next logical test checks the number of days before
function. For example, the experience departs.
the formula in cell G7
could be replaced 3. With the insertion point in the Logical2 text box, click cell C7, type <21, then click OK
by the formula The function is complete, and the result, TRUE, appears in cell G7, as shown in FIGURE 5-16.
=IF(AND(F7
”None”, C7 21), 4. Drag the fill handle to copy the formula in cell G7 into the range G8:G13
”TRUE”, “FALSE”) Compare your results with FIGURE 5-17.
QUICK TIP 5. Add your name to the center of the footer
footer, save the workbook, then preview the
You can t your worksheet
worksheet on one
page to print by
clicking the Page
Layout tab, clicking
the Width list arrow
in the Scale to Fit
group, then clicking
1 page.
Using the OR and NOT logical functions

The OR logical function has the same syntax as the AND function, function reverses the value of its argument. For example NOT(TRUE)
but rather than returning TRUE if every argument is true, the OR reverses its argument of TRUE and returns FALSE. This can be used
function will return TRUE if any of its arguments are true. It will in a worksheet to ensure that a cell is not equal to a particular value.
only return FALSE if all of its arguments are false. The NOT logical See TABLE 5-4 for examples of the AND, OR, and NOT functions.
TABLE 5-4: Examples of AND, OR, and NOT functions with cell values A1=10 and B1=20
function formula result

AND = AND(A1 5,B1 25) FALSE
OR =OR(A1 5,B1 25) TRUE
NOT =NOT(A1=0) TRUE
FIGURE 5-16: Worksheet with AND function
AND function
Result of AND function
FIGURE 5-17: Worksheet with discount status evaluated
Excel 2016
Excel 2016
Module 5 Calculate Payments with the
PMT Function
Learning
Outcomes
• Calculate monthly
payments using
the PMT function PMT is a financial function that calculates the periodic payment amount for money borrowed. For example,
• Edit the PMT func- if you want to borrow money to buy a car,
car and you know the principal amount, interest rate, and loan term,
tion to display
payments as a the PMT function can calculate your monthly payment. See FIGURE 5-18 for an illustration of a PMT function
positive value that calculates the monthly payment for a 20,000 car loan at 6.5% interest over 5 years. CASE FFor several
months, R2G’s United States region has been discussing opening a new branch in San Francisco. Mary has
obtained quotes from three different lenders on borrowing $500,000 to begin the expansion. She obtained loan
quotes from a commercial bank, a venture capitalist, and an investment banker. She wants you to summarize the
information using the Excel PMT function.
STEPS
1. Click the Loan sheet tab, click cell F5, click the Formulas tab, click the Financial button in
the Function Library group, scroll down the list of functions, then click PMT
2. With the insertion point in the Rate text box, click cell D5 on the worksheet, type /12,
then press [Tab]
You must divide the annual interest by 12 because you are calculating monthly, not annual, payments. You
QUICK TIP need to be consistent about the units you use for rate and nper. If you express nper as the number of monthly
The Fv and Type payments, then you must express the interest rate as a monthly rate.
arguments are
optional: Fv is the 3. With the insertion point in the Nper text box click cell E5, click the Pv text box, click cell
future value, or B5, then click OK
the total amount
you want to obtain The payment of ($5,242.39) in cell F5 appears in red, indicating that it is a negative amount. Excel displays
after all payments. the result of a PMT function as a negative value to reflect the negative cash flow the loan represents to the
If you omit it, Excel borrower. To show the monthly payment as a positive number, you can place a minus sign in front of the
assumes you want
to pay off the loan
Pv cell reference in the function.
completely so the
completely, 4. Double-click cell F5, edit it to read =PMT(D5/12,E5,-B5), then click the Enter button
default Fv is 0. Type
indicates when the on the formula bar
payments are made; A positive value of $5,242.39 now appears in cell F5, as shown in FIGURE 5-19. You can use the same formula
0 is the end of the to generate the monthly payments for the other loans.
period, and 1 is the
beginning of the 5. With cell F5 selected, drag the fill handle to fill the range F6:F7
period. The default A monthly payment of $9,424.17 for the venture capitalist loan appears in cell F6. A monthly payment
is the end of the
period. of $14,996.68 for the investment banker loan appears in cell F7. The loans with shorter terms have much
higher monthly payments. But you will not know the entire financial picture until you calculate the total
payments and total interest for each lender.
QUICK TIP 6. Click cell G5, type =, click cell E5, type *, click cell F5, press [Tab], in cell H5 type =, click
You can use the cell G5, type –, click cell B5, then click
keyboard shortcut of
[Ctrl][Enter] rather 7. Copy the formulas in cells G5:H5 into the range G6:H7, then click cell A1
than clicking the
You can experiment with different interest rates, loan amounts, or terms for any one of the lenders; the PMT
Enter button. This
enters the formula function generates a new set of values automatically.
and leaves the cell
selected.
8. Add your name to the center section of the footer
worksheet, submit the workbook to your instructor, close the workbook, then exit Excel
Your worksheet appears as shown in FIGURE 5-20.
FIGURE 5-18: Example of PMT function for car loan
307
Interest rate per Number of monthly Present value of

Monthly payment
month (rate) payments loan amount (pv)
calculated
FIGURE 5-19: PMT function calculating monthly loan payment
Minus sign before present

value displays payment as
a positive amount
FIGURE 5-20: Completed worksheet
Excel 2016
Calculating future value with the FV function

You can use the FV (Future Value) function to determine the want to invest 1,000 every month for the next 12 months
amount of money a given monthly investment will amount into an account that pays 2% a year, and you want to know
to, at a given interest rate, after a given number of payment how much you will have at the end of 12 months (that is, its
periods. The syntax is similar to that of the PMT function: future value). You enter the function FV(.02 12,12,-1000), and
FV(rate,nper
FV(rate,nper,pmt,pv,type). The rate is the interest paid by the Excel returns the value 12,110.61 as the future value of your
nancial institution, the nper is the number of periods, and the investment. As with the PMT function, the units for the rate
pmt is the amount that you deposit. For example, suppose you and nper must be consistent.
Practice
Concepts Review
FIGURE 5-21
a
b
e f g
c
d
1. Which element do you click to name a cell or range and define its scope?
2. Which element do you click to add a statistical function to a worksheet?
3. Which element points to a logical formula?
4. Which element points to the area where the name of a selected cell or range appears?
5. Which element do you click to add a SUMIF function to a worksheet?
6. Which element do you click to insert a PMT function into a worksheet?
7. Which element do you click to add an IF function to a worksheet?
8. FV a. Function used to change the first letter of a string to uppercase
9. PV b. Function used to determine the future amount of an investment
10. SUMIF c. Part of the PMT function that represents the loan amount
11. PROPER d. Part of the IF function that the conditions are stated in
12. test_cond e. Function used to conditionally total cells

13. To
T express conditions such as less than or equal to, you can use a:
a. T
Text formula. c. PMT function.
b. Comparison operator. d. Statistical function.
14. When you enter the rate and nper arguments in a PMT function, you must:
a. Be consistent in the units used. c. Divide both values by 12.
b. Multiply both units by 12. d. Always use annual units.
15. Which of the following is an external reference indicator in a formula?
a. & c. !
b. : d. =
16. Which of the following statements is false?
a. When used in formulas, names become relative cell references by default.
b. Names cannot contain spaces.
c. Named ranges make formulas easier to build.
d. If you move a named cell or range, its name moves with it.
17. Which function joins text strings into one text string?
a. Proper c. Combine
b. Join d. Concatenate
18. When using text in logical tests, the text must be enclosed in:
a. “ “ c. !
b. ( ) d. < >
Skills Review
1. Format data using text functions.
a. Start Excel, open EX 5-3.xlsx from the location where you store your Data Files, then save it as
EX 5-North Systems.
b. On the Managers worksheet, select cell B4 and use the Flash Fill button on the Data tab to enter the names into
column B.
c. In cell D2, use a text function to convert the first letter of the department in cell C2 to uppercase, then copy the
formula in cell D2 into the range D3:D9.
d. In cell E2, use a text function to convert all letters of the department in cell C2 to uppercase, then copy the
formula in cell E2 into the range E3:E9. Widen column E to fit the uppercase entries.
e. In cell F2, use a text function to convert all letters of the department in cell C2 to lowercase, then copy the
formula in cell F2 into the range F3:F9.
Excel 2016
f. In cell G2, use a text function to substitute “IT” for “operations” if that text exists in cell F2. ((Hint
Hint:: In the Function
Arguments dialog box, Text is F2, Old_text is “operations”, and New_text is “IT”.) Copy the formula in cell G2 into the
range G3:G9 to change any cells containing “operations” to “IT.”
g. Save your work, then enter your name FIGURE 5-22
in the worksheet footer. Switch back to
Normal view, then compare your screen
to FIGURE 5-22.
h. Display the formulas in the worksheet.
i. Redisplay the formula results.
2. Sum a data range based on conditions.
a. Make the Service sheet active. FIGURE 5-23
b. In cell B20, use the COUNTIF function to count the number of
employees with a rating of 5.
c. In cell B21, use the AVERAGEIF function to average the salaries
of those with a rating of 5.
d. In cell B22, enter the SUMIF function that totals the salaries of
employees with a rating of 5.
e. Format cells B21 and B22 with the Number format using commas
and no decimals. Save your work, then compare your formula results to FIGURE 5-23.
3. Consolidate data using a formula. FIGURE 5-24
a. Make the Summary sheet active.
b. In cell B4, use the AutoSum function to total cell F15 on the Service and
Accounting sheets.
c. Format cell B4 with the Accounting Number format with two decimal places.
d. Enter your name in the worksheet footer, then save your work. Return to
Normal view, then compare your screen to FIGURE 5-24.
e. Display the formula in the worksheet, then redisplay the formula results
in the worksheet.
4. Check formulas for errors.
a. Make the Service sheet active.
b. In cell I6, use the IFERROR function to display “ERROR” in the event that the formula
F6/F15 results in a formula error. (Note: This formula will generate an intentional error after the next step, which
you will correct in a moment.)
c. Copy the formula in cell I6 into the range I7:I14.
d. Correct the formula in cell I6 by making the denominator
denominator, F15, an absolute address.
e. Copy the new formula in cell I6 into the range I7:I14, then save your work.
5. Construct formulas using named ranges.
a. On the Service sheet, name the range C6:C14 review_date, and limit the scope of the name to the Service worksheet.
b. In cell E6, enter the formula =review_date+183, using the Use in Formula button to enter the cell name.
c. Copy the formula in cell E6 into the range E7:E14.
d. Use the Name Manager to add a comment of Date of last review to the review_date name. ((Hint: In the
Name Manager dialog box, click the review_date name, then click Edit to enter the comment.) Widen the worksheet
columns to display all of the data as necessary, then save your work.
6. Build a logical formula with the IF function.
a. In cell G6, use the Function Arguments dialog box to enter the formula =IF(D6=5,F6*0.05,0).
b. Copy the formula in cell G6 into the range G7:G14.
c. In cell G15, use AutoSum to total the range G6:G14.
d. Save your work.
7. Build a logical formula with the AND function.
a. In cell H6, use the Function Arguments dialog box to enter the formula =AND(G6>0,B6>6).
b. Copy the formula in cell H6 into the range H7:H14.
c. Enter your name in the footers of the Service and Accounting sheets, save your work, then return to Normal
view and compare your Service worksheet to FIGURE 5-25.
FIGURE 5-25
8. Calculate payments with the PMT function. FIGURE 5-26
a. Make the Loan sheet active.
b. In cell B9, determine the monthly payment using
the loan information shown: Use the Function
Arguments dialog box to enter the formula
=PMT(B5/12,B6,-B4).
c. In cell B10, enter a formula that multiplies the
number of payments by the monthly payment.
d. In cell B11, enter the formula that subtracts the
loan amount from the total payment amount, then
compare your screen to FIGURE 5-26.
e. Enter your name in the worksheet footer
footer, save the workbook, then submit your workbook to your instructor.
f. Close the workbook, then exit Excel.
As the accounting manager of Ace Floors, a carpet and flooring company, you are reviewing the accounts payable
information for your advertising accounts and prioritizing the overdue invoices for your collections service. You will
analyze the invoices and use logical functions to emphasize priority accounts.
a. Start Excel, open EX 5-4.xlsx from the location where you store your Data Files, then save it as EX 5-Ace.
b. Name the range B7:B13 invoice_date, and give the name a scope of the accounts payable worksheet.
c. Name the cell B4 current_date, and give the name a scope of the accounts payable worksheet.
d. Enter a formula using the named range invoice_date in cell E7 that calculates the invoice due date by adding
30 to the invoice date.
e. Copy the formula in cell E7 to the range E8:E13.
f. In cell F7, enter a formula using the named range invoice_date and the named cell current_date that calculates
Excel 2016
the invoice age by subtracting the invoice date from the current date.
g. Copy the formula in cell F7 to the range F8:F13.
h. In cell G7, enter an IF function that calculates the number of days an invoice is overdue, assuming that an
invoice must be paid in 30 days. ((Hint: The Logical_test should check to see if the age of the invoice is greater
than 30, the Value_if_true should calculate the current date minus the invoice due date, and the Value_if_false
should be 0.) Copy the IF function into the range G8:G13.
i. In cell H7, enter an AND function to prioritize the overdue invoices that are more than $1,000 for collection
services. ((Hint: The Logical1 condition should check to see if the number of days overdue is more than 0, and
the Logical2 condition should check if the amount is more than 1,000.) Copy the AND function into the range
H8:H13.
j. Use the Name Manager to name the range H7:H13 Priority and give the name a scope of the accounts
payable worksheet. ((Hint: In the Name Manager dialog box, click New to enter the range name.)
k. Enter your name in the worksheet footer
footer, save the workbook, preview the worksheet, then submit the
workbook to your instructor.
l. Close the workbook, then exit Excel.
You are an auditor with a certified public accounting firm. Boston Paper, an online seller of office products, has contacted
you to audit its first-quarter sales records. The management is considering expanding and needs its sales records audited to
prepare the business plan. Specifically, they want to show what percent of annual sales each category represents. You will
use a formula on a summary worksheet to summarize the sales for January, February, and March and to calculate the overall
first-quarter percentage of the sales categories.
a. Start Excel, open EX 5-5.xlsx from the location where you store your Data Files, then save it as EX 5-Paper.
b. In cell B10 of the Jan, Feb, and Mar sheets, enter the formulas to calculate the sales totals for the month.
c. For each month, in cell C5, create a formula calculating the percent of sales for the Equipment sales category. Use a
function to display “INCORRECT” if there is a mistake in the formula. Verify that the percent appears with two
decimal places. Copy this formula as necessary to complete the % of sales for all sales categories on all sheets. If any
cells display “INCORRECT”, fix the formulas in those cells.
d. In column B of the Summary sheet, use formulas to total the sales categories for the Jan, Feb, and Mar worksheets.
e. Enter the formula to calculate the first quarter sales total in cell B10 using the sales totals on the Jan, Feb, and Mar
worksheets.
f. Calculate the percent of each sales category on the Summary sheet. Use a function to display “MISCALCULATION” if
there is a mistake in the formula. Copy this formula as necessary. If any cells display “MISCALCULATION”, fix the
formulas in those cells.
g. Enter your name in the Summary worksheet FIGURE 5-27
worksheet, then submit it to your instructor.
h. On the Products sheet, separate the product
list in cell A1 into separate columns of text
data. ((Hint: With cell A1 as the active cell, use the Text to Columns button in the Data Tools group of the Data tab.
The products are delimited with commas.) Use the second row to display the products in uppercase, as shown in
FIGURE 5-27. Widen the columns as necessary.
i. Enter your name in the Products worksheet footerfooter, save the workbook, preview the worksheet, then submit the
workbook to your instructor.
As the owner of GWW, an advertising firm, you are planning to expand your business. Because you will have to purchase
additional equipment and hire a new part-time accounts manager, you decide to take out a $100,000 loan to finance
your expansion expenses. You check three loan sources: the Small Business Administration (SBA), your local bank, and a
consortium of investors. The SBA will lend you the money at 4.5% interest, but you have to pay it off in 4 years. The local
bank offers you the loan at 5.75% interest over 5 years. The consortium offers you a 8.25% loan, and they require you to
pay it back in 2 years. To analyze all three loan options, you decide to build a loan summary worksheet. Using the loan
terms provided, build a worksheet summarizing your options.
a. Start Excel, open a new workbook, save it as EX 5-Options, then rename Sheet1 Loan Summary.
b. Using FIGURE 5-28 as a guide, enter labels and worksheet data for the three loan sources in columns A through D.
Use the formatting of your choice.
FIGURE 5-28
c. Enter the monthly payment formula for your first loan source (making sure to show the payment as a positive
amount), copy the formula as appropriate, then name the range containing the monthly payment formulas
Monthly_Payment with a scope of the workbook.
d. Name the cell range containing the number of payments Number_Payments with the scope of the workbook.
e. Enter the formula for total payments for your first loan source using the named ranges Monthly_Payment and
Number_Payments, then copy the formula as necessary.
f. Name the cell range containing the formulas for T Total payments Total_Payments. Name the cell range
containing the loan amounts Loan_Amount. Each name should have the workbook as its scope.
g. Enter the formula for total interest for your first loan source using the named ranges Total_Payments and
Loan_Amount, then copy the formula as necessary.
h. Format the worksheet using appropriate formatting, then enter your name in the worksheet footer.
i. Save the workbook, preview the worksheet and change it to landscape orientation on a single page, then submit
the workbook to your instructor.
j. Close the workbook, then exit Excel.

As the physical therapist at NE Rehab, you are using a weekly worksheet to log and analyze the training for each of your
patients. As part of this therapy, you record daily walking, biking, swimming, and weight training data and analyze it on
a weekly basis.
a. Start Excel, open EX 5-6.xlsx from the location where you store your Data Files, then save it as EX 5-Activity.
b. Use SUMIF functions in cells G5:G8 to calculate the total minutes spent on each corresponding activity in cells F5:F8.
c. Use AVERAGEIF functions in cells H5:H8 to calculate the average number of minutes spent on each corresponding
activity in cells F5:F8.
d. Use COUNTIF functions in cells I5:I8 to calculate the number of times each activity in cells F5:F8 was performed.
(
(Hint : The Range of cells to count is $B$4:$B$15.)
e. Use the SUMIFS function in cell G9 to calculate the total number of minutes spent walking outdoors.
f. Use the A AVERAGEIFS function in cell H9 to calculate the average number of minutes spent walking outdoors.
Excel 2016
g. Use the COUNTIFS function in cell I9 to calculate the number of days spent walking outdoors. Compare your
worksheet to FIGURE 5-29 and adjust your cell formatting as needed to match the figure.
h. Enter your name in the worksheet footer
footer, save the workbook, preview the worksheet, then submit it to your
instructor.
i. Close the workbook, then exit Excel.
FIGURE 5-29
Visual Workshop
Open EX 5-7.xlsx from the location where you store your Data Files, then save it as EX 5-Bonus. Create the worksheet
shown in FIGURE 5-30 using the data in columns B, C, and D along with the following criteria:
• The employee is eligible for a bonus if:
• The employee has sales that exceed the sales quota.
AND
• The employee has a performance rating of seven or higher.
• If the employee is eligible for a bonus, the bonus amount is calculated as three percent of the sales amount.
Otherwise the bonus amount is 0. ((Hint: Use an AND formula to determine if a person is eligible for a bonus, and
use an IF formula to check eligibility and to enter the bonus amount.) Enter your name in the worksheet footer,
save the workbook, preview the worksheet, then submit the worksheet to your instructor.
FIGURE 5-30
Excel 2016 Module 6
Managing
Workbook Data
Mary Watson, the vice president of sales and marketing at Reason2Go, asks for
CASE
your help in analyzing yearly sales data from the U.S. branches. When the
analysis is complete, she will distribute the workbook for branch managers to review.
Module Objectives
• View and arrange worksheets • Prepare a workbook for distribution
• Protect worksheets and workbooks • Insert hyperlinks
• Save custom views of a worksheet • Save a workbook for distribution
• Add a worksheet background • Group worksheets
Files You Will Need

EX 6-1.xlsx EX 6-8.jpg
EX 6-2.xlsx EX 6-Classifications.xlsx
EX 6-3.jpg EX 6-Equipment.xlsx
EX 6-4.xlsx EX 6-Expenses.xlsx
EX 6-5.xlsx EX 6-Information.xlsx
EX 6-6.xlsx EX 6-LA Sales.xlsx
EX 6-7.xlsx EX 6-Logo.jpg
Excel 2016
Module 6 View and Arrange Worksheets
Learning As you work with workbooks made up of multiple worksheets, you might need to compare data in the
Outcomes:
Outcomes
various sheets. To do this, you can view each worksheet in its own workbook window, called an instance,
• Compare
worksheet data and display the windows in an arrangement that makes it easy to compare data. When you work with
by arranging worksheets in separate windows, you are working with different views of the same workbook; the data
worksheets
• View and hide
itself remains in one file. CASE Mary asks you to compare the monthly store sales totals for the Los Angeles
instances of a and New York branches. Because the sales totals are on different worksheets, you want to arrange the worksheets
workbook side by side in separate windows.
STEPS
1. Start Excel, open EX 6-1.xlsx from the location where you store your Data Files, then
save it as EX 6-Store Sales
2. With the Los Angeles sheet active, click the View tab, then click the New Window button
in the Window group
There are now two instances of the Store Sales workbook open. You can see them when you place the
mouse pointer over the Excel icon on the task bar: EX 6-Store Sales.xlsx:1 and EX 6-Store Sales.xlsx:2. The
EX 6-Store Sales.xlsx:2 window appears in front, indicating that it’s the active instance.
3. Click the New York sheet tab, click the View tab, click the Switch Windows button in the
Window group, then click EX 6-Store Sales.xlsx:1
The EX 6-Store Sales.xlsx:1 instance moves to the front. The Los Angeles sheet is active in the EX 6-Store
QUICK TIP
Sales.xlsx:1 workbook, and the New YYork sheet is active in the EX 6-Store Sales.xlsx:2 workbook.
You can use the View
Side by Side button 4. Click the Arrange All button in the Window group
in the Window
group to arrange The Arrange Windows dialog box, shown in FIGURE 6-1, lets you choose how to display the instances.
the windows in You want to view the workbooks next to each other.
their previous
configuration. 5. Click the Vertical option button to select it, then click OK
This activates The windows are arranged next to each other, as shown in FIGURE 6-2. The second instance of the workbook
Synchronous opens at a zoom of 100%, not the 120% zoom of the workbook. You can activate a workbook by clicking
Scrolling button
below the View Side one of its cells. You can also view only one of the workbooks by hiding the one you do not wish to see.
by Side button,
allowing you to scroll
6. Scroll horizontally to view the data in the EX 6-Store Sales.xlsx:1 workbook, click
through the anywhere in the EX 6-Store Sales.xlsx:2 workbook, scroll horizontally to view the data
arranged worksheets in it, then click the Hide Window button in the Window group
simultaneously.
When you hide the second instance, only the EX 6-Store Sales.xlsx:1 workbook is visible.
QUICK TIP 7. In the EX 6-Store Sales.xlsx:1 window
window, click the Unhide Window button in the Window
You can also hide a group; click EX 6-Store Sales.xlsx:2 if necessary in the Unhide dialog box, then click OK
worksheet by right-
clicking its sheet tab The EX 6-Store Sales.xlsx:2 instance appears.
and clicking Hide on
the shortcut menu.
8. Click the Close Window button in the title bar to close the EX 6-Store Sales.xlsx:2
To display the hid- instance, then maximize the Los Angeles worksheet in the EX 6-Store Sales.xlsx
den sheet, right-click workbook
any sheet tab, click
Unhide, in the Closing the EX 6-Store Sales.xlsx:2 instance leaves only the first instance open. Its name in the title bar
Unhide dialog box, returns to EX 6-Store Sales.xlsx. When closing an instance of a workbook, it is important to use the close
select the sheet, button and not the Close command on the File menu, which closes the workbook.
then click OK.
Excel 130 Managing Workbook Data
FIGURE 6-1: Arrange Windows dialog box
Click to select the window

configuration options
FIGURE 6-2: Windows instances displayed vertically
Second instance of workbook titled

First instance of workbook titled EX 6-Store Sales.xlsx:2
Excel 2016
EX 6-Store Sales.xlsx:1
Splitting the worksheet into multiple panes

Excel lets you split the worksheet area into vertical and/or FIGURE 6-3: Worksheet split into four panes
horizontal panes, so that you can click inside any one pane and
Break in
scroll to locate information in that pane while the other panes column
remain in place, as shown in FIGURE 6-3. To split a worksheet letters
area into multiple panes, click a cell below and to the right of indicates
where you want the split to appear, click the View tab, then click split sheet
the Split button in the Window group. You can also split a work-
sheet into only two panes by selecting the row or column below
or to the right of where you want the split to appear
appear, clicking the Break in row numbers
indicates split sheet
View tab, then clicking Split in the Window group. To remove a
split, click the View tab, then click Split in the Window group.
Managing Workbook Data Excel 131
Excel 2016
Module 6 Protect Worksheets
and Workbooks
Learning
Outcomes:
Outcomes
• Protect worksheet
data by locking
cells To protect sensitive information, Excel lets you lock one or more cells so that other people can view the
• Create a data values and formulas in those cells, but not change it. Excel locks all cells by default, but this locking does not
entry area on a
worksheet by
take effect until you activate the protection feature. A common worksheet protection strategy is to unlock
unlocking cells cells in which data will be changed, sometimes called the data entry area, and to lock cells in which the
• Protect a data should not be changed. Then, when you protect the worksheet, the unlocked areas can still be
workbook using
Read-only format changed. CASE Because the Los Angeles sales figures for January through March have been finalized, Mary
asks you to protect that worksheet area. That way, users cannot change the figures for those months.
STEPS
QUICK TIP 1. On the Los Angeles sheet, select the range E3:M6, click the Home tab, click the
You can also lock a Format button in the Cells group, click Format Cells, then in the Format Cells dialog box
cell by clicking the
Format button in the click the Protection tab
Cells group of The Locked check box in the Protection tab is already checked, as shown in FIGURE 6-4. All the cells in a new
the Home tab, then workbook start out locked. The protection feature is inactive by default.
clicking Lock Cell on
the Format menu. 2. Click the Locked check box to deselect it, click OK, click the Review tab, then click the
Protect Sheet button in the Changes group
The Protect Sheet dialog box opens, as shown in FIGURE 6-5. The default options protect the worksheet while
allowing users to select locked or unlocked cells only. You choose not to use a password.
QUICK TIP 3. Verify
V that Protect worksheet and contents of locked cells is checked, that the password
To hide any formulas
that you don’t want
text box is blank, and that Select locked cells and Select unlocked cells are checked, then
to be visible, select click OK
the cells that contain You are ready to test the new worksheet protection.
formulas that you
want to hide, open 4. Click cell B3, type 1 to confirm that locked cells cannot be changed, click OK, click
the Format Cells dia-
log box, then click
cell F3, type 1, notice that Excel lets you begin the entry, press [Esc] to cancel the entry,
the Hidden check then save your work
box on the When you try to change a locked cell on a protected worksheet, a dialog box, shown in FIGURE 6-6, reminds
Protection tab to
select it. The formula
you of the protected cell’s status and provides instructions to unprotect the worksheet. These cells are in
will be hidden after Read-only format, which means they can be viewed in the worksheet but not changed. Because you
the worksheet is unlocked the cells in columns E through M before you protected the worksheet, these cells are not in
protected.
read-only format and you can change these cells. Y You want to add more protection by protecting the
workbook from changes to the workbook’s structure, but decide not to require a password.
5. Click the Protect Workbook button in the Changes group, in the Protect Structure and
Windows dialog box make sure the Structure check box is selected, verify that the
password text box is blank, then click OK
The Protect Workbook button is a toggle, which means it’s like an on/off switch. When it is highlighted, the
workbook is protected. Clicking it again removes the highlighting indicating the protection is removed
from the workbook. Y
You are ready to test the new workbook protection.
6. Right-click the Los Angeles sheet tab
The Insert, Delete, Rename, Move or Copy, Tab Color, Hide, and Unhide menu options are not available
because the structure is protected. You decide to remove the workbook and worksheet protections.
7. Click the Protect Workbook button in the Changes group to turn off the protection,
click the Unprotect Sheet button, then save your changes
FIGURE 6-4: Protection tab in Format Cells dialog box
In Step 2, click
to remove
check mark
FIGURE 6-5: Protect Sheet dialog box
Prevents
locked cells
from changes
Allows users
to select
worksheet cells
Excel 2016
FIGURE 6-6: Reminder of protected worksheet status
Freezing rows and columns

As the rows and columns of a worksheet fill up with data, you FIGURE 6-7: Worksheet with top row and left column frozen
might want to Freeze panes to hold headers in place so you can
see them as you scroll through the worksheet. Freezing panes is
similar to splitting panes except that the panes do not move, so
you can keep column or row labels in view as you scroll. Panes
are the columns and rows that freeze, or remain in place, while
you scroll through your worksheet. To freeze panes, click the first
cell in the area you want to scroll, click the View tab, click the
Freeze Panes button in the Window group, then click Freeze
Panes. Excel freezes the columns to the left and the rows above
the selected cell, as shown in FIGURE 6-7. You can also select Break in column letters and row numbers indicates
first column and first two rows are frozen
Freeze Top Row or Freeze First Column to freeze the top row or
left worksheet column. To unfreeze panes, click the View tab, click
Freeze panes, then click Unfreeze Panes.
Excel 2016
Module 6 Save Custom Views of
a Worksheet
Learning
Outcomes
• Create different
views of worksheet
data using custom A view is a set of display and/or print settings that you can name and save, then access at a later time. By
views using the Excel Custom Views feature, you can create several different views of a worksheet without having
• Display different
views of worksheet to create separate sheets. For example, if you often hide columns in a worksheet, you can create two views,
data using custom one that displays all of the columns and another with the columns hidden. You set the worksheet display
views
first, then name the view. Then you can open the view whenever you want. CASE Because Mary wants
to generate a sales report from the final sales data for January through March, she asks you to create a custom
view that shows only the first-quarter sales data.
STEPS
1. With the Los Angeles sheet active, click the View tab, then click the Custom Views
button in the Workbook Views group
The Custom Views dialog box opens. Any previously defined views for the active worksheet appear in the
Views box. No views are defined for the Los Angeles worksheet. You decide to add a named view for the current
view, which shows all the worksheet columns. That way, you can easily return to it from any other views
you create.
QUICK TIP 2. Click Add
To delete views from The Add View dialog box opens, as shown in FIGURE 6-8. Here, you enter a name for the view and decide
the active worksheet,
select the view in the
whether to include print settings and/or hidden rows, columns, and filter settings. You want to include
Custom Views dialog these options, which are already selected.
box, then click
Delete. 3. In the Name box, type Year Sales, then click OK
You have created a view called Year Sales that shows all the worksheet columns. You want to set up another
view that will hide the April through December columns.
4. Select columns E through M, right-click the selected area, then click Hide on the
shortcut menu
You are ready to create a custom view of the January through March sales data.
5. Click cell A1, click the Custom Views button in the Workbook Views group, click Add,
in the Name box type First Quarter
Quarter, then click OK
You are ready to test the two custom views.
TROUBLE 6. Click the Custom Views button in the Workbook Views group, click Year Sales in the
If you receive the Views list, then click Show
message “Some view
settings could not be The Year Sales custom view displays all of the months’ sales data.
applied”, turn off
worksheet protection
7. Click the Custom Views button in the Workbook Views group, then with First Quarter
by clicking the in the Custom Views dialog box selected, click Show
Unprotect Sheet Only the January through March sales figures appear on the screen, as shown in FIGURE 6-9.
button in the
Changes group of 8. Return to the Year Sales view
view, then save your work
the Review tab.
FIGURE 6-8: Add View dialog box
Type view
name here
FIGURE 6-9: First Quarter view
Break in column letters

indicates hidden columns
January - March sales figures
Using Page Break Preview Excel 2016

The vertical and horizontal dashed lines in the Normal view of appropriate command. YYou can also view and change page
worksheets represent page breaks. Excel automatically inserts a breaks manually by clicking the View tab, then clicking the Page
page break when your worksheet data doesn’t fit on one page. Break Preview button in the Workbook Views group, or by clicking
These page breaks are dynamic, which means they adjust auto- the Page Break Preview button on the status bar. You can
matically when you insert or delete rows and columns and when drag the blue page break lines to the desired location. Some cells
you change column widths or row heights. Ever Everything to the left may temporarily display ##### while you are in Page Break
of the first vertical dashed line and above the first horizontal Preview. If you drag a page break to the right to include more
dashed line is printed on the first page. YYou can manually add or data on a page, Excel shrinks the type to fit the data on that
remove page breaks by clicking the Page Layout tab, clicking the page. To exit Page Break Preview, click the Normal button in the
Breaks button in the Page Setup group, then clicking the Workbook Views group.
Excel 2016
Module 6 Add a Worksheet Background
Learning In addition to using a theme’s font colors and fills, you can make your Excel data more attractive on the
Outcomes screen by adding a picture to the worksheet background. Companies often use their logo as a worksheet
• Add a background
to a worksheet background. A worksheet background will be displayed on the screen but will not print with the worksheet.
• Add a watermark If you want to add a worksheet background that appears on printouts, you can add a watermark, a
to a worksheet
translucent background design that prints behind your data. To add a watermark, you add the image to
the worksheet header or footer. CASE Mary asks you to add the R2G logo to the background of the
Los Angeles worksheet. You want to explore the difference between adding it as a worksheet background and
adding it as a watermark.
STEPS
1. With the Los Angeles sheet active, click the Page Layout tab, then click the Background
button in the Page Setup group
The Insert Pictures dialog box opens.
2. Click From a file, navigate to the location where you store your Data Files, click
EX 6-Logo.jpg, then click Insert
The R2G logo appears behind the worksheet data. It appears multiple times on your screen because the
graphic is tiled, or repeated, to fill the background.
3. Click the File tab, click Print, view the preview of the Los Angeles worksheet, then click
the Back button to return to the worksheet
Because the logo is a background image, it will not print with the worksheet, so it is not visible in the Print
preview. You want the logo to print with the worksheet, so you decide to remove the background and add
the logo to the worksheet header.
4. On the Page Layout tab, click the Delete Background button in the Page Setup group,
click the Insert tab, then click the Header & Footer button in the Text group
The Header & Footer Tools Design tab appears, as shown in FIGURE 6-10. You can use the buttons in this
group to add preformatted headers and footers to a worksheet. The Header & Footer Elements buttons let
you add page numbers, the date, the time, the file location, names, and pictures to the header or footer. The
Navigation group buttons move the insertion point from the header to the footer and back. You want to add
a picture to the header.
5. With the insertion point in the center section of the header, click the Picture button in
the Header & Footer Elements group, click Browse, navigate to where you store your
Data Files, click EX 6-Logo.jpg, then click Insert
A code representing a picture, “&[Picture]”, appears in the center of the header.
QUICK TIP 6. Click cell A1, click the Page Layout tab, click the Width list arrow in the Scale to Fit group,
You can also scale click 1 page, click the Height list arrow in the Scale to Fit group, click 1 page, then preview
the worksheet to
fit on one page the worksheet
by clicking the Your worksheet should look like FIGURE 6-11, with all the data fitting on one page.
File tab, clicking
Print, clicking the No 7. Return to the worksheet, switch to Normal view
view, click the Home tab, then save the
Scaling list arrow,
arrow workbook
then clicking Fit
Sheet on One Page.
FIGURE 6-10: Header & Footer Tools Design tab
Header & Footer

Tools Design tab
Click these buttons to customize

the header and footer
FIGURE 6-11: Preview of Los Angeles worksheet with logo in the background
Excel 2016
Working with screenshots in Excel
You can paste an image of an open file, called a screenshot, into by clicking the More button in the Picture Styles group, then
an Excel workbook or another Office document. The pasted clicking a style. In the Picture Styles group you can also use the
screenshot is an image that you can move, copy, or edit. To Picture Effects button to apply a visual effect to the image, the
do so, click the Insert tab, click the Take a Screenshot button in Picture Border button to enhance the border surrounding the
the Illustrations group to see a gallery of other available open image, and the Picture Layout button to convert the image to a
windows, then click one of the windows in the gallery. This SmartArt Graphic. The Picture Tools tab also has other tools to
pastes a screenshot of the window you clicked into the current correct images. For example, you can sharpen and soften an
Excel document. You can also click the Screen Clipping button in image and make corrections for brightness and contrast by
the gallery to select and paste an area from an open window. clicking the Corrections button in the Adjust group. Clicking a
Once you have created a screenshot and positioned it in your choice in the Sharpen/Soften section allows you to change the
worksheet, you can modify it using tools on the Picture Tools visual acuity of the image and choosing an option in the
Format tab. You can change the overall visual style of the image Brightness/Contrast section adjusts the lightness of an image.
Excel 2016
Module 6 Prepare a Workbook for
Distribution
Learning
Outcomes:
Outcomes
• Add keywords to a
worksheet using the
Document Panel If you are collaborating with others and want to share a workbook with them, you might want to remove
• Review a file for sensitive information before distributing the file. On the other hand, you might want to add helpful informa-
problems using
the Inspect tion, called properties, to a file to help others identify, understand, and locate it. Properties might include
Document feature keywords, the author’s name, a title, the status, and comments. Keywords are terms users can search for that
• Protect a
workbook by
will help them locate your workbook. Properties are a form of metadata, information that describes data and
using Mark as is used in Microsoft Windows document searches. In addition, to ensure that others do not make unauthorized
Final status changes to your workbook, you can mark a file as final. This makes it a read-only file, which others can open
but not change. CASE Mary wants you to protect the workbook and prepare it for distribution.
STEPS
1. Click the File tab
Backstage view opens, and displays the Info place. It shows you information about your file. It also includes
tools you can use to check for security issues.
TROUBLE 2. Click the Check for Issues button in the Inspect Workbook area, then click Inspect Document
If asked to save your The Document Inspector dialog box opens, as shown in FIGURE 6-12. It lists items from which you can have
file, click Yes.
Excel evaluate hidden or personal information. All the options are selected by default.
3. Click Inspect, then scroll to view the inspection results
Areas with data have a red “!” in front of them. If there are hidden names they will be flagged. Headers and
footers is flagged. You want to keep the file’s header and footer. If personal information is flagged, you can
remove it by clicking the Remove All button. You decide to add keywords to help the sales managers find
the worksheet. The search words “Los Angeles” or “New York” would be good keywords for this workbook.
QUICK TIP 4. Click Close, click the File tab if necessary, click the Properties list arrow on the right side
You can view and of the Info place, then click Advanced Properties
edit a file’s summary
information by click- The file’s properties dialog box opens, as shown in FIGURE 6-13. You decide to add a title, keywords, and
ing the File tab and comments.
reviewing the infor-
mation on the right 5. In the Title text box type Store Sales, in the Keywords text box type Los Angeles New York
side of the info place. store sales, then in the Comments text box type The first-quarter figures are final., then
You can also edit
some of the informa- click OK
tion in this area. You are ready to mark the workbook as final.
6. Click the Protect Workbook button in the Info place, click Mark as Final, click OK, then
click OK again
“[Read-Only]” appears in the title bar indicating the workbook is saved as a read-only file. A yellow bar
also appears below the tabs indicating the workbook is marked as final. The yellow bar also has an Edit
Anyway button.
7. Click the Home tab, click cell B3, type 1 to confirm that the cell cannot be changed, click
the Edit Anyway button above the formula bar, then save the workbook
Marking a workbook as final is not a strong form of workbook protection because a workbook recipient can
remove this Final status. By clicking Edit Anyway, you remove the read-only status, which makes the
workbook editable again.
FIGURE 6-12: Document Inspector Properties dialog box
Items you can

inspect for personal
information
FIGURE 6-13: Document Properties panel
Excel 2016
Add file information
in text boxes
Sharing a workbook using OneDrive

Once you set up a Windows Live account you can save your Excel clicking the File tab, clicking Share, clicking Share with People,
files to the cloud using OneDrive. This allows you to access your entering the email addresses of the people you wish to invite to
Excel files from any computer and share Excel files with others. share the file in the Invite people text box, and then clicking
When saving an Excel file to the cloud, click the File tab, click Share. An email with a link to the Excel file on your OneDrive will
Save As, then click OneDrive, which is the default location. After be sent to the addresses you entered. The recipients can view or
you save an Excel file to your OneDrive, you can share it by edit the file using the Excel web app.
Excel 2016
Module 6 Insert Hyperlinks
Learning As you manage the content and appearance of your workbooks, you might want the workbook user to
Outcomes view information that exists in another location. It might be nonessential information or data that is
• Link to workbooks
and websites by too detailed to place in the workbook itself. In these cases, you can create a hyperlink. A hyperlink is
adding hyperlinks an object (a filename, word, phrase, or graphic) in a worksheet that, when you click it, displays, or
• Add screentips to
“jumps to,” another location, called the target. The target can also be a worksheet, another
a hyperlink
document, or a site on the web. For example, in a worksheet that lists customer invoices, at each
customer’s name, you might create a hyperlink to an Excel file containing payment terms for each
customer. CASE Mary wants managers who view the Store Sales workbook to be able to view the item
totals for each sales category in the Los Angeles sheet. She asks you to create a hyperlink at the Category
heading so that users can click it to view the items for each categor
category.
STEPS
1. Click cell A2 on the Los Angeles worksheet
2. Click the Insert tab, then click the Hyperlink button in the Links group
The Insert Hyperlink dialog box opens, as shown in FIGURE 6-14. The icons under “Link to” on the left side
of the dialog box let you select the type of location to where you want the link to jump: an existing file or
webpage, a place in the same document, a new document, or an e-mail address. Because you want the link
to display an already existing document, the selected first icon, Existing File or webpage, is correct, so you
won’t have to change it.
3. Click the Look in list arrow
arrow, navigate to where you store your Data Files if necessary,
then click EX 6-LA Sales.xlsx
The filename you selected and its path appear in the Address text box. This is the document users will see
when they click the hyperlink. You can also specify the ScreenTip that users see when they hold the pointer
over the hyperlink.
QUICK TIP 4. Click the ScreenTip button, type Items in each category
category, click OK, then click OK again
To remove a hyper- Cell A2 now contains underlined blue text, indicating that it is a hyperlink. The default color of a hyperlink
link or change its
target, right-click it, depends on the worksheet theme colors. YYou decide to change the text color of the hyperlink.
then click Remove
Hyperlink or Edit
5. Click the Home tab, click the Font Color list arrow in the Font group, click the Green,
Hyperlink. Accent 6, Darker 50% color under Theme Colors, move the pointer over the Category
text, until the pointer changes to , view the ScreenTip, then click once; if a dialog box
opens asking you to confirm the file is from a trustworthy source, click OK
After you click, the EX 6-LA Sales workbook opens, displaying the Sales sheet, as shown in FIGURE 6-15.
6. Close the EX 6-LA Sales workbook, click Don’t Save if necessary, then save the
EX 6-Store Sales workbook
Working with Headers and Footers

You may want to add a different header or footer to the first Header & Footer Tools Design tab, you can also adjust the
page of your worksheet. You can do this by clicking the Insert header and footer size relative to the rest of the document by
tab on the Ribbon, clicking the Header & Footer button in the using the Scale with Document check box. You can use the
Text group, then clicking the Different First Page check box in Align with Page Margins check box to place the header or footer
the Options group of the Header & Footer Tools Design tab to at the margins of the worksheet. You can also add the name of
select it. You can also have different headers or footers on odd the worksheet by clicking the Sheet Name button in the Header
and even pages of your worksheet by clicking the Different Odd and Footer Elements group of the Header & Footer Tools
& Even Pages check box to select it. In the Options group of the Design tab.
FIGURE 6-14: Insert Hyperlink dialog box
ScreenTip button
Click here to browse

Locations a
to hyperlink target
hyperlink can
jump to
FIGURE 6-15: Target document
Excel 2016
Using research tools

You can access resources online and locally on your computer the Insights group. The Insights pane shows results for your
using the Insights task pane. The research results are based on selected data in the Explore and Define areas. The Explore area
selected data on your Excel worksheet. To open the Insights task displays Wikipedia information, images, maps, and web searches.
pane, click the Review tab, then click the Smart Lookup button in The Define pane displays definitions and pronunciation help.
Excel 2016
Module 6 Save a Workbook for
Distribution
Learning
Outcomes
• Save a workbook
in earlier formats
of Excel You might need to distribute your Excel files to people working with an earlier version of Excel. You can
• Convert an do this by saving a file as an Excel 97-2003 workbook. In addition to this earlier workbook format, Excel
Excel 97-2003
workbook to the workbooks can be saved in many other different formats as summarized in TABLE 6-1. CASE Mary asks
2016 format you to save the workbook in a format that managers running an earlier version of Excel can use.
STEPS
QUICK TIP 1. Click the File tab, click Save As, click Browse, navigate to where you store your Data
You can also export Files, click the Save as type list arrow in the Save As dialog box, click Excel 97-2003
an Excel file into
another format by Workbook (*.xls), then click Save
clicking the File tab, The Compatibility Checker dialog box opens as shown in FIGURE 6-16. It alerts you to the features that will
clicking Export, be lost or converted by saving in the earlier format. Some Excel 2016 features are not available in earlier
clicking Change File
TType, then clicking a versions of Excel.
file type. 2. Click Continue, close the workbook, then reopen the EX 6-Store Sales.xls workbook
“[Compatibility Mode]” appears in the title bar, as shown in FIGURE 6-17. Compatibility mode prevents you
from including Excel features in your workbook that are not supported in Excel 97-2003 workbooks. To exit
compatibility mode, you need to convert your file to the Excel 2016 format.
3. Click the File tab, click the Convert button in the Info place, click Save, click Yes if you are
asked if you want to replace the existing file, then click Yes to close and reopen the
workbook
The title bar no longer displays “[Compatibility Mode]” and the file has changed to .xlsx format.
4. Click cell A1, then save the workbook
Saving a workbook in other formats

Excel data can be shared by publishing, the data on a network a single file. This file format is called MHTML, also known
or on the web so that others can access it using a web browser. as MHT.
To publish an Excel document to an intranet (a company’s If you want to ensure that your workbook is displayed the
internal website) or the web, you can save it in an HTML same way on different computer platforms and screen settings,
format. HTML (Hypertext Markup Language) is the coding you can publish it in PDF format by clicking File, clicking Export,
format used for all web documents. You can also save your then clicking the Create PDF/XPS button. YYou can also save a
Excel file as a single-file web page that integrates all of the workbook as a pdf file using the Save As dialog box and selecting
worksheets and graphical elements from the workbook into PDF (*.pdf) in the Save as type list.
FIGURE 6-16: Compatibility Checker dialog box
Warning about
changes to
workbook
FIGURE 6-17: Workbook in compatibility mode
Title bar shows that file

is in compatibility mode
Excel 2016
TABLE 6-1: Workbook formats
type of file file extension(s) used for

Macro-enabled workbook .xlsm Files that contain macros
Excel 97 – 2003 workbook .xls Working with people using older versions of Excel
Single file webpage .mht, .mhtml Websites with multiple pages and graphics
webpage .htm, .html Simple single-page websites
Excel template .xltx Excel files that will be reused with small changes
Excel macro-enabled template .xltm Excel files that will be used again and contain macros
PDF (Portable document format) .pdf Files with formatting that needs to be preserved
XML paper specification .xps Files with formatting that needs to be preserved and files
that need to be shared
OpenDocument spreadsheet .ods Files created with OpenOffice
Excel 2016
Module 6 Group Worksheets
Learning You can group worksheets to work on them as a collection. When you enter data into one grouped
Outcomes worksheet, that data is also automatically entered into all of the worksheets in the group. This is useful
• Group worksheets
• Edit grouped for data that is common to every sheet of a workbook, such as headers and footers, or for column
worksheets headings that will apply to all monthly worksheets in a yearly summary. Grouping worksheets can also
• Add custom
be used to print multiple worksheets at one time. CASE Mary asks you to add the text “R2G” to the
margins to
worksheets footer of both the Los Angeles and New York worksheets. You will also add half-inch margins to the top of both
worksheets.
STEPS
QUICK TIP 1. With the Los Angeles sheet active, press and hold [Shift], click the New York sheet, then
You can group release [Shift]
noncontiguous
worksheets by press- Both sheet tabs are selected, and the title bar now contains “[Group]”, indicating that the worksheets
ing and holding are grouped together. Now any changes you make to the Los Angeles sheet will also be made to the
[Ctrl] while clicking New York sheet.
the sheet tabs that
you want to group. 2. Click the Insert tab, then click the Header & Footer button in the Text group
3. On the Header and Footer TTools Design tab, click the Go to Footer button in the
Navigation group, type R2G in the center section of the footer, type your name in the
left section of the footer, click a cell in the worksheet, move to cell A1, then click the
Normal button on the Status Bar
You decide to check the footers in Print Preview.
4. With the worksheets still grouped, click the File tab, click Print, preview the first page,
then click the Next Page button to preview the second page
Because the worksheets are grouped, both worksheets are ready to print and both pages contain the footer
with “R2G” and your name. The worksheets would look better with a smaller top margin.
5. Click the Normal Margins list arrow
arrow, click Custom Margins, in the Top text box on the
Margins tab of the Page Setup dialog box type .5, then click OK
You decide to ungroup the worksheets.
6. Return to the worksheet, right-click the Los Angeles worksheet sheet tab, then click
Ungroup Sheets
7. Save and close the workbook, exit Excel, then submit the workbook to your instructor
The completed worksheets are shown in FIGURES 6-18 and 6-19.
FIGURE 6-18: Los Angeles worksheet
FIGURE 6-19: New York worksheet
Excel 2016
Practice
Concepts Review
1. Which element do you click to organize open worksheet windows in a specific configuration?
2. Which element points to a ScreenTip for a hyperlink?
3. Which element points to a hyperlink?
4. Which element do you click to name and save a set of display and/or print settings?
5. Which element do you click to open another instance of the active worksheet in a separate window?
6. Which element do you click to view and change the way worksheet data is distributed on printed pages?
7. Which element do you click to move between instances of a workbook?
FIGURE 6-20
g f
a
c
e
8. Data entry area a. W
Webpage format
9. W
Watermark b. Portion of a worksheet that can be changed
10. Hyperlink c. Translucent background design on a printed worksheet
T
11. Dynamic page breaks d. An object that when clicked displays another worksheet or a webpage
12. HTML e. Adjust automatically when rows and columns are inserted or deleted
13. You
Y can group contiguous worksheets by clicking the first sheet, and then pressing and holding
____________ while clicking the last sheet tab that you want to group.
a. [Alt] c. [Shift]
b. [Spacebar] d. [F6]
14. A ____________ is a set of display and/or print settings that you can save and access later.
a. View c. Data area
b. Property d. Keyword
15. Which of the following formats means that users can view but not change data in a workbook?
a. Macro c. Webpage
b. Read-only d. Template
Skills Review
1. View and arrange worksheets.
a. Start Excel, open EX 6-2.xlsx from the location where you store your Data Files, then save it as EX 6-Tea.
b. Open another instance of the workbook in a new window.
c. Activate the East sheet in the EX 6-T
6-Tea.xlsx:1 workbook. Activate the West sheet in the EX 6-Tea.xlsx:2
workbook.
d. View the EX 6-Tea.xlsx:1 and EX 6-Tea.xlsx:2 workbooks tiled horizontally. View the workbooks in a vertical
arrangement.
e. Hide the EX 6-T
6-Tea.xlsx:2 instance, then unhide the instance. Close the EX 6-Tea.xlsx:2 instance, and maximize
the EX 6-T
6-Tea.xlsx workbook.
2. Protect worksheets and workbooks.
a. On the East sheet, unlock the expense data in the range B12:F19.
b. Protect the sheet without using a password.
c. T
To make sure the other cells are locked, attempt to make an entry in cell D4 and verify that you receive an
Excel 2016
error message.
d. Change the first-quarter mortgage expense in cell B12 to 6000.
e. Protect the workbook’s structure without applying a password. Right-click the East and West sheet tabs to verify
that you cannot insert, delete, rename, move, copy, hide, or unhide the sheets, or change their tab color.
f. Unprotect the workbook. Unprotect the East worksheet.
g. Save the workbook.
3. Save custom views of a worksheet.
a. Using the East sheet, create a custom view of the entire worksheet called Entire East Budget.
b. Hide rows 10 through 23, then create a new view called Income showing only the income data.
c. Use the Custom Views dialog box to display all of the data on the East worksheet.
d. Use the Custom Views dialog box to display only the income data on the East worksheet.
e. Use the Custom Views dialog box to return to the Entire East Budget view.
f. Save the workbook.
4. Add a worksheet background.
a. Use EX 6-3.jpg as a worksheet background for the East sheet, then delete it.
b. Add EX 6-3.jpg to the East header
header, then preview the sheet to verify that the background will print.
c. Add your name to the center section of the East worksheet footer
footer, then save the workbook.
5. Prepare a workbook for distribution.
a. Inspect the workbook and remove any properties, personal data, and header and footer information.
b. Use the file’s Properties dialog box to add a title of Quarterly Budget, the keyword campus, and the category tea.
c. Mark the workbook as final and verify that “[Read-Only]” appears in the title bar.
d. Remove the final status, then save the workbook.
6. Insert hyperlinks.
a. On the East worksheet, make cell A11 a hyperlink to the file EX 6-Expenses.xlsx in your Data Files folder.
b. T
Test the link and verify that Sheet1 of the target file displays expense details.
c. Return to the EX 6-T
6-Tea.xlsx workbook, edit the hyperlink in cell A11 to add a ScreenTip that reads Expense
Details, then verify that the ScreenTip appears.
d. On the WWest worksheet, enter the text East Campus Budget in cell A25.
e. Make the text in cell A25 a hyperlink to cell A1 in the East worksheet. ((Hint: Use the Place in This Document button
and note the cell reference in the Type the cell reference text box.)
f. T
Test the hyperlink. Remove the hyperlink in cell A25 of the West worksheet, remove the text in the cell, then save
the workbook.
7. Save a workbook for distribution.
a. Save the EX 6-T
6-Tea.xlsx workbook as an Excel 97-2003 workbook, and review the results of the Compatibility Checker.
b. Close the EX 6-T
6-Tea.xls file, then reopen EX 6-Tea.xls in Compatibility Mode.
c. Convert the .xls file to .xlsx format, resaving the file with the same name and replacing the previously saved file.
This requires the workbook to be closed and reopened.
d. Save the workbook.
8. Grouping worksheets.
a. Group the East and W West worksheet.
b. Add your name to the center footer section of the worksheets. Add 1.25" custom margins to the top of both worksheets.
c. Preview both sheets, verify the tea cup will not print (it was removed when the file was inspected), then ungroup
the sheets.
d. Save the workbook, comparing your worksheets to FIGURE 6-21.
e. Submit EX 6-T
6-Tea.xlsx and EX 6-Expenses (the linked file) to your instructor, close all open files, then exit Excel.
FIGURE 6-21
You manage American Pools, a pool supplier for the Florida home market. You are organizing your first-quarter sales in
an Excel worksheet. Because the sheet for the month of January includes the same type of information you need for
February and March, you decide to enter the headings for all of the first-quarter months at the same time. You use a
separate worksheet for each month and create data for 3 months.
a. Start Excel, then save a new workbook as EX 6-Pools.xlsx in the location where you store your Data Files.
b. Name the first sheet January, name the second sheet February, and name the third sheet March.
c. Group the worksheets.
d. With the worksheets grouped, add the title American Pools centered across cells A1 and B1. Enter the labels
Type in cell A2 and Sales in cell B2. Enter pool type labels in column A beginning in cell A3 and ending in
cell A9. Use the following pool types in the range A3:A9: Prefab, Masonry, Concrete, Vinyl, Gunite,
Fiberglass, and Package. Add the label Total in cell A10. Enter the formula to sum the Sales column in
cell B10.
e. Ungroup the worksheets, and enter your own sales data for each of the sales categories in the range B3:B9 in the
January, February, and March sheets.
f. Display each worksheet in its own window
window, then arrange the three sheets vertically.
g. Hide the window displaying the March sheet. Unhide the March sheet window.
h. Split the March window into two panes: the upper pane displaying rows 1 through 5, and the lower pane
displaying rows 6 through 10. Scroll through the data in each pane, then remove the split. ((Hint: Select row 6,
click the View tab, then click Split in the Window group. Clicking Split again will remove the split.)
i. Close the windows displaying EX 6-Pools.xlsx:2 and EX 6-Pools.xlsx:3, then maximize the EX 6-Pools.xlsx
workbook.
j. Add the keywords pools custom to your workbook, using the tags textbox in the Info place.
k. Group the worksheets again.
l. Add headers to all three worksheets that include your name in the left section and the sheet name in the center
section. ((Hint: You can add the sheet name to a header by clicking the Sheet Name button in the Header and
Footer Elements group of the Header & Footer Tools Design tab.)
Excel 2016
m. With the worksheets still grouped, format the worksheets using the fill and color buttons on the Home tab
appropriately.
n. Ungroup the worksheets, then mark the workbook status as final. Close the workbook, reopen the workbook,
and enable editing.
o. Save the workbook, submit the workbook to your instructor
instructor, then exit Excel.
As the payroll manager at National Solutions, a communications firm, you decide to organize the weekly timecard data
using Excel worksheets. You use a separate worksheet for each week and track the hours for employees with different
job classifications. A hyperlink in the worksheet provides pay rates for each classification, and custom views limit the
information that is displayed.
EX 6-Timecards.
b. Compare the data in the workbook by arranging the W Week 1, Week 2, and Week 3 sheets horizontally.
c. Maximize the W Week 1 window. Unlock the hours data in the Week 1 sheet and protect the worksheet. Verify that
the employee names, numbers, and classifications cannot be changed. Verify that the total hours data can be
changed, but do not change the data.
d. Unprotect the WWeek 1 sheet, and create a custom view called Complete Worksheet that displays all the data.
e. Hide column E and create a custom view of the data in the range A1:D22. Name the view
Employee Classifications. Display each view, then return to the Complete Worksheet view.
f. Add a page break between columns D and E so that the T Total Hours data prints on a second page. Preview the
worksheet, then remove the page break. ((Hint: Use the Breaks button on the Page Layout tab.)
g. Add a hyperlink to the Classification heading in cell D1 that links to the file EX 6-Classifications.xlsx. Add a
ScreenTip that reads Pay Rates, then test the hyperlink. FIGURE 6-22
Compare your screen to FIGURE 6-22.
h. Save the EX 6-Classifications workbook as an Excel 97-2003
workbook, reviewing the Compatibility Checker
information. Close the EX 6-Classifications.xls file.
i. Group the three worksheets in the EX 6-Timecards.xlsx
workbook, and add your name to the center footer section.
j. Save the workbook, then preview the grouped worksheets.
k. Ungroup the worksheets, and add 2-inch top and left margins to the W Week 1 worksheet.
l. Hide the W
Week 2 and Week 3 worksheets, inspect the file and remove all document properties, personal information,
and hidden worksheets. Do not remove header and footer information.
m. Add the keyword hours to the workbook, save the workbook, then mark it as final.
n. Close the workbook, submit the workbook to your instructor
One of your responsibilities as the office manager at South High School is to track supplies for the office. You decide to create a
spreadsheet to track these orders, placing each month’s orders on its own sheet. You create custom views that will focus on the
categories of supplies. A hyperlink will provide a supplier’s contact information.
a. Start Excel, open EX 6-5.xlsx from the location where you store your Data Files, then save it as EX 6-South High.
b. Arrange the sheets for the 3 months horizontally to compare expenses, then close the extra workbook windows and
maximize the remaining window.
c. Create a custom view of the entire January worksheet named All Supplies. Hide the paper, pens, and miscella-
neous supply data, and create a custom view displaying only the equipment supplies. Call the view Equipment.
d. Display the All Supplies view
view, group the worksheets, and create a total for the total costs in cell D32 on each
month’s sheet. If necessary, use the Format Painter to copy the format from cell D31 to cell D32.
e. With the sheets grouped, add the sheet name to the center section of all the sheets’ headers and your name to the
center section of all the sheets’ footers.
f. Ungroup the sheets and use the Compatibility Checker to view the features that are unsupported in earlier Excel
formats. ((Hint: Click the File tab, on the Info tab, click the Check for Issues button, then click Check Compatibility.)
g. Add a hyperlink in cell A5 of the January sheet that opens the file EX 6-Equipment.xlsx. Add a ScreenTip of
Equipment Supplier. Test the link, viewing the ScreenTip, then return to the EX 6-South High.xlsx workbook
without closing the EX 6-Equipment.xlsx workbook. Save the EX 6-South High.xlsx workbook.
h. Hide the EX 6-Equipment.xlsx workbook, then unhide it.
i. Freeze worksheet rows one through three on the Januaryy Sheet of the EX 6-South High.xlsx workbook. ((Hint:
Select row 4, click the View tab, click the Freeze Panes button in the Window group, then click Freeze Panes.)
Scroll down in the worksheet to verify the top three rows remain visible.
j. Unfreeze rows one through three. ((Hint: Click the View tab, click Freeze panes, then click Unfreeze Panes.)
k. Close both the EX 6-Equipment.xlsx and the EX 6-South High.xlsx workbooks.
l. Submit the workbooks to your instructor

As the assistant to the owner of an appliance store, you review the nonpayroll expense sheets submitted by employees
for each job. Y
You decide to create a spreadsheet to track these contract expenses.
a. Start Excel, open EX 6-6.xlsx from the location where you store your Data Files, then save it as EX 6-Invoice
in the location where you store your Data Files.
b. Freeze rows 1 through 5 in the worksheet. Scroll vertically to verify rows 1 through 5 are visible at the top of
the worksheet.
c. Research the steps necessary to hide a formula in the Formula Bar of a worksheet. Add a worksheet to the
workbook. Record these steps in cell A1 on the new sheet of the workbook, then hide the display of the formula
for cell B34 on Sheet1. Check the
FIGURE 6-23
Formula Bar to verify the formula is
hidden. Compare your worksheet to
FIGURE 6-23.
d. Save your workbook to your OneDrive
folder. If you don’t have a Microsoft
account, research the steps for creating
an account.
e. Share your workbook with a
Excel 2016
classmate. Give your classmate
permission to edit the workbook.
Enter the message Please review
and make necessary
changes.
f. Unprotect Sheet1. (Y(Your formula will
be displayed.) Add a header that
includes your name on the left side of
the worksheet (this will unfreeze rows 1 through 5). Using the Page Layout tab, scale Sheet1 to fit vertically on
one page. Save the workbook, then preview the worksheet.
g. Save the workbook as a pdf file.
h. Close the pdf file, then close the workbook.
i. Submit the workbook and pdf file to your instructor
Visual Workshop
Start Excel, open EX 6-7.xlsx from the location where you store your Data Files, then save it as EX 6-Listings. Make
your worksheet look like the one shown in FIGURE 6-24. The text in cell A4 is a hyperlink to the EX 6-Information
workbook. The worksheet background is the Data File EX 6-8.jpg. Enter your name in the footer
footer, save the workbook,
submit the workbook to your instructor, close the workbook, then exit Excel.
FIGURE 6-24
Chamnong Inthasaro/Shutterstock.com
Excel 2016 Module 7
Managing Data
Using Tables
Reason2Go uses tables to analyze project data. The vice president of sales and
CASE
marketing, Mary Watson, asks you to help her build and manage a table of
information about 2017 conservation projects. You will help by planning and creating a table;
adding, changing, finding, and deleting table information; sorting table data; and performing
calculations with table data.
Module Objectives
• Plan a table • Delete table data
• Create and format a table • Sort table data
• Add table data • Use formulas in a table
• Find and replace table data • Print a table
Files You Will Need

Excel 2016
Module 7 Plan a Table
Learning In addition to using Excel spreadsheet features, you can analyze and manipulate data in a table structure. An
Outcomes Excel table is an organized collection of rows and columns of similarly structured worksheet data. Tables
T are a
• Plan the data
organization for convenient way to understand and manage large amounts of information. When planning a table, consider
a table what information you want your table to contain and how you want to work with the data, now and in the
• Plan the data
future. As you plan a table, you should understand its most important components. A table is organized into
elements for
a table rows called records. A record is a table row that contains data about an object, person, or other items.
Records are composed of fields. Fields are columns in the table; each field describes one element of the
record, such as a customer’s last name or street address. Each field has a field name, which is a column
label, such as “Address,” that describes its contents. Tables
T usually have a header row as the first row,
row which
contains the field names. To
T plan your table, use the guidelines below.
below CASE Mary asks you to compile a
table of the 2017 conservation projects. Before entering the project data into an Excel worksheet, you plan the
table contents.
DETAILS
As you plan your table, use the following guidelines:
•
The purpose of the table determines the kind of information the table should contain. You want to use the
conservation projects table to find all departure dates for a particular project and to display the projects in
order of departure date. You also want to quickly calculate the number of available places for a project.
•
In designing your table’s structure, determine the fields (the table columns) you need to achieve the table’s
purpose. You have worked with the sales department to learn the type of information they need for each
project. FIGURE 7-1 shows a layout sketch for the table. Each row will contain one project record. The
columns represent fields that contain pieces of descriptive information you will enter for each project, such
as the name, departure date, and duration.
•
You can create a table from any contiguous range of cells on your worksheet. Plan and design your table so
that all rows have similar types of information in the same column. A table should not have any blank rows
or columns. Instead of using blank rows to separate table headings from data, use a table style, which will
use formatting to make column labels stand out from your table data. FIGURE 7-2 shows a table, populated
with data that has been formatted using a table style.
•
In addition to your table sketch, you should make a list of the field names to document the type of data
and any special number formatting required for each field. Field names should be as short as possible while
still accurately describing the column information. When naming fields it is important to use text rather
than numbers because Excel could interpret numbers as parts of formulas. Your field names should be
unique and not easily confused with cell addresses, such as the name D2. You want your table to contain
eight field names, each one corresponding to the major characteristics of the 2017 conservation projects.
TABLE 7-1 shows the documentation of the field names in your table.
Excel 154 Managing Data Using Tables
FIGURE 7-1: Table layout sketch
Project Depart Date Number of Days Project Capacity Places Reserved Price Air Included Insurance Included
Header row
Each project will be will contain
placed in a table row field names
FIGURE 7-2: Formatted table with data
Header row
contains
field names
Records for
each project,
organized by
field name
Excel 2016
TABLE 7-1: Table documentation
field name type of data description of data

Text Name of project
Date Date project departs
Number with 0 decimal places Duration of the project
Number with 0 decimal places Maximum number of people the project can accommodate
Number with 0 decimal places Number of reservations for the project
Accounting with 0 decimal places Project price (This price is not guaranteed until a 30%
and symbol deposit is received)
Text Yes: Airfare is included in the price
No: Airfare is not included in the price
Text Yes: Insurance is included in the price
No: Insurance is not included in the price
Managing Data Using Tables Excel 155
Excel 2016
Module 7 Create and Format a Table
Learning Once you have planned the table structure, the sequence of fields, and appropriate data types, you are
Outcomes ready to create the table in Excel. After you create a table, a Table
T T
Tools Design tab appears, containing a
• Create a table
• Format a table galler of table styles. Table styles allow you to easily add formatting to your table by using preset
gallery
formatting combinations of fill color,
color borders, type style, and type color.
color CASE Mary asks you to build
a table with the 2017 conservation project data. You begin by entering the field names. Then you enter the
project data that corresponds to each field name, create the table, and format the data using a table style.
STEPS
1. Start Excel, open EX 7-1.xlsx
TROUBLE
Don’t worry if your
field names are wider 2. Beginning in cell A1 of the sheet, enter each field name in a separate column,
than the cells; you as shown in the first row of FIGURE 7-3
will fix this later.
Field names are usually in the first row of the table.
QUICK TIP 3. Enter the information shown in FIGURE 7-3 in the rows immediately below the field names,
Do not insert extra
spaces at the begin-
ning of a cell The data appears in columns organized by field name.
because it can affect
sorting and finding
4. Select the range A1:H4
data in a table. Width A1
Resizing the column widths this way is faster than double-clicking the column divider lines.
QUICK TIP Table button in the Tables group, in
You can also create a $A$1:$H$4
table using the
shortcut key combi- sure My table has headers FIGURE 7-4 OK
nation [Ctrl][T]. The data range is now defined as a table. Filter list arrows, which let you display portions of your data,
now appear next to each column header. When you create a table, Excel automatically applies a table style.
The default table style has a dark blue header row and alternating light and dark blue data rows. The Table
Tools Design tab appears, and the Table Styles group displays a gallery of table formatting options. You
decide to choose a different table style from the gallery.
QUICK TIP Table Styles More button
To make your tables
accessible, you can
enter a table name in The Table Styles gallery on the Table Tools Design tab has three style categories: Light, Medium, and Dark.
the Table Name text Each category has numerous design types; for example, in some of the designs, the header row and total row
box in the Properties are darker and the rows alternate colors. The available table designs use the current workbook theme colors
group of the Table
T
Tools Design tab. so the table coordinates with your existing workbook content. If you select a different workbook theme and
color scheme in the Themes group on the Page Layout tab, the Table Styles gallery uses those colors. As you
point to each table style, Live Preview shows you what your table will look like with the style applied.
However, you only see a preview of each style; you need to click a style to apply it.
Table Style Medium 23 A1
Compare your table to FIGURE 7-5.
FIGURE 7-3: Field names and three records entered in worksheet
FIGURE 7-4: Create Table dialog box
Table range
Verify that this box is checked
FIGURE 7-5: Formatted table with three records
Excel 2016
You can change a table’s appearance by using the check boxes You can also create your own table style by clicking the Table
in the Table Style Options group on the Table Tools Design tab, Styles More button, then at the bottom of the Table
T Styles Gallery,
Galler
shown in FIGURE 7-6 . For example, you can turn on or turn off clicking New Table Style. In the New Table Style dialog box, name
the following options: Header Row, which displays or hides the the style in the Name text box, click a table element, then format
header row; Total Row, which calculates totals for each column; selected table elements by clicking Format. You can also set a
banding, which creates different formatting for adjacent rows custom style as the default style for your tables by checking the
and columns; and special formatting for first and last columns. Set as default table quick style for this document check box. You
Use these options to modify a table’s appearance either before can click Clear at the bottom of the Table Styles gallery if you
or after applying a table style. want to delete a table style from the currently selected table.
FIGURE 7-6: Table Style Options

Table Tools
Design tab
Table Style
Options group
Banded rows
Excel 2016
Module 7 Add Table Data
Learning You can add records to a table by typing data directly below the last row of the table. After you press
Outcomes [Enter], the new row becomes part of the table and the table formatting extends to the new data. When
• Add fields to a
table the active cell is the last cell of a table, you can add a new row by pressing [Tab].
[T Y can also insert rows
You
• Add records to a in any table location. If you decide you need additional data fields, you can add new columns to a table.
table
Y can also expand a table by dragging the sizing handle in a table’s lower-right corner; drag down to
You
add rows and drag to the right to add columns. CASE After entering all of the 2017 project data, Mar
Mary
decides to offer two additional projects. She also wants the table to display the number of available places for
each project and whether visas are required for the destination.
STEPS
The 2017 sheet containing the 2017 project data becomes active.
A65
[Enter]
7/25/2017 18 10 0 $ 3,100 Yes No
As you scroll down, notice that the table headers are visible at the top of the table as long as the active cell
is inside the table. The new Coral Reef project is now part of the table. You want to enter a record about a
new January project above row 6.
inside left edge of cell A6 to select the table row data as shown
in FIGURE 7-7
Clicking the left edge of the first cell in a table row selects the entire table row, rather than the entire work-
sheet row. A new blank row 6 is available for the new record.
A6
1/28/2017 14 10 0 $ 3,200 Yes Yes
The new Dolphin project is part of the table. You want to add a new field that displays the number of avail-
able places for each project.
, type the field name , then press [Enter]
The new field becomes part of the table, and the header formatting extends to the new field, as shown in
FIGURE 7-8. The AutoCorrect menu allows you to undo or stop the automatic table expansion, but in this
case you decide to leave this feature on. You want to add another new field to the table to display projects
that require visas, but this time you will add the new field by resizing the table.
QUICK TIP sizing handle in the table’s lower-right
You can also resize a corner one column to the right to add column J to the table, as shown in FIGURE 7-9
table by clicking the
T
Table Tools Design The table range is now A1:J66, and the new field name is Column1.
tab, clicking the
Resize Table button
J1, type , then press [Enter]
in the Properties in the Text group, enter your
group, selecting the
new data range for A1 Normal button on the
the table, then
clicking OK.
FIGURE 7-7: Table row 6 selected
Clicking here Clicking here Row 6 of

selects the entire selects the table selected
worksheet row table row
FIGURE 7-8: New table column
New table column will

show available places
for each project
New record in row 6
Excel 2016
FIGURE 7-9: Resizing a table using the resizing handle
Drag sizing handle

to add column J
Selecting table elements

When working with tables you often need to select rows, columns, the entire worksheet row or column. You can select the table data
and even the entire table. Clicking to the right of a row number, by clicking the upper-left corner of the first table cell. When
inside column A, selects the entire table row. You can select a table selecting a column or a table, the first click selects only the data in
column by clicking the top edge of the header. Be careful not to the column or table. If you click a second time, you add the
click a column letter or row number, however, because this selects headers to the selection.
Excel 2016
Module 7 Find and Replace Table Data
Learning From time to time, you need to locate specific records in your table. YouY can use the Excel Find feature to
Outcomes search your table for the information you need. You
Y can also use the Replace feature to locate and replace
• Find data in a
table existing entries or portions of entries with information you specify. If you don’t know the exact spelling of
• Replace data in a for you can use wildcards to help locate the records. Wildcards are special
the text you are searching for,
table
symbols that substitute for unknown characters. CASE Because the Sumatran Orangutans are critically
endangered, Mary wants you to replace “Orangutan” with “Sumatran Orangutan” to avoid confusion with last
year’s Borneo projects. She also wants to know how many Cheetah projects are scheduled for the year. You
begin by searching for records with the text “Cheetah”.
STEPS
A1 Home tab in the Editing
The Find and Replace dialog box opens, as shown in FIGURE 7-10. In the Find what text box, you enter crite-
ria that specify the records you want to find. You want to search for records whose Project field contains the
label “Cheetah”.
2. Type
A4 is the active cell because it is the first instance of Cheetah in the table.
There are seven Cheetah projects.
The Find and Replace dialog box opens with the Replace tab selected and “Cheetah” in the Find what text
box, as shown in FIGURE 7-11. You will search for entries containing “Orangutan” and replace them with
“Sumatran Orangutan”. To save time, you will use the asterisk ( * ) wildcard to help you locate the records
containing Orangutan.
QUICK TIP Or*
You can also use the , then type Sumatran Orangutan
question mark ( )
wildcard to represent The asterisk ( * ) wildcard stands for one or more characters, meaning that the search text “Or*” will find
any single character. words such as “orange”, “cord”, and “for”. Because you notice that there are other table entries containing
For example, using the text “or” with a lowercase “o” (Coral Reef), you need to make sure that only capitalized instances of the
“to ” as your search
text would only find letter “O” are replaced.
3-letter words begin-
ning with “to”, such
Options >> Options <<
as “top” and “tot”; it
would not find “tone” Excel moves the cell pointer to the cell containing the first occurrence of “Orangutan”.
or “topography”.
OK
The dialog box closes. Excel made ten replacements. The Coral Reef projects remain unchanged because the
“or” in “Coral” is lowercase.
FIGURE 7-10: Find and Replace dialog box
Find what text box
FIGURE 7-11: The Replace tab in the Find and Replace dialog box
Step 5
Step 6
Excel 2016
Step 7 Click to replace current
item that matches the
Find what text box
You can also use the Find feature to navigate to a specific place cells that contain different types of formulas or objects. Some
in a workbook by clicking the Find Select button in the Go to Special commands also appear on the Find Select
Editing group on the Home tab, clicking Go To, typing a cell menu. Using this menu, you can also change the mouse pointer
address, then clicking OK. Clicking the Find Select button shape to the Select Objects pointer so you can quickly select
also allows you to find comments and conditional formatting in drawing objects when necessary. To return to the standard
a worksheet. You can use the Go to Special dialog box to select Excel pointer , press [Esc].
Excel 2016
Module 7 Delete Table Data
Learning To keep a table up to date, you need to be able to periodically remove records. You Y may even need to
Outcomes remove fields if the information stored in a field becomes unnecessary.
unnecessar You Y can delete table data using the
• Delete a table field
• Delete a table row Delete button in the Cells group or by dragging the sizing handle at the table’s lower-right corner.corner You
Y
• Remove duplicate can also easily delete duplicate records from a table. CASE Mary is canceling the Rhino project that
data from a table
departs on 1/13/2017 and asks you to delete the record from the table. You will also remove any duplicate
records from the table. Because the visa requirements are difficult to keep up with, Mary asks you to delete the
field with visa information.
STEPS
left edge of cell A3 in
The Rhino project is deleted, and the Cheetah project moves up to row 3, as shown in FIGURE 7-12. You can
also delete a table row or a column using the Resize Table button in the Properties group of the Table Tools
Design tab, or by right-clicking the row or column, pointing to Delete on the shortcut menu, then clicking
Table Columns or Table Rows. You decide to check the table for duplicate records.
QUICK TIP in the Tools
You can also remove group
duplicates from
worksheet data by The Remove Duplicates dialog box opens, as shown in FIGURE 7-13. You need to select the columns that will
clicking the Data tab, be used to evaluate duplicates. Because you don’t want to delete projects with the same destination but dif-
then clicking the ferent departure dates, you will look for duplicate data in those columns.
Remove Duplicates
button in the Data My data has headers
T
Tools group.
OK
One duplicate record is found and removed, leaving 63 records of data and a total of 64 rows in the table,
including the header row. You want to remove the last column, which contains space for visa information.
OK, scroll down until cell J64 sizing handle of the table’s
The table range is now A1:I64, and the Visa Required field no longer appears in the table.
J1, return to cell A1
FIGURE 7-12: Table with row deleted
Row is deleted and rows

below move up by one
FIGURE 7-13: Remove Duplicates dialog box
Excel 2016
Selected columns
will be checked
for duplicate data
Excel 2016
Module 7 Sort Table Data
Learning Usually, you enter table records in the order in which you receive information, rather than in alphabetical
Outcomes or numerical order.
order When you add records to a table, you usually enter them at the end of the table. YouY
• Sort a table in
ascending order can change the order of the records any time using the Excel sort feature. Because the data is structured
• Sort a table in as a table, Excel changes the order of the records while keeping each record, or row of information,
descending order
together You
together. Y can sort a table in ascending or descending order on one field using the filter list arrows next
• Sort a table using
custom sort to the field name. In ascending orderorder, the lowest value (the beginning of the alphabet or the earliest
options date) appears at the top of the table. In a field containing labels and numbers, numbers appear first in the
sorted list. In descending order
order, the highest value (the end of the alphabet or the latest date) appears at
the top of the table. In a field containing labels and numbers, labels appear first. TABLE 7-2 provides
examples of ascending and descending sorts. CASE Mary wants the project data sorted by departure
date, displaying projects that depart the soonest at the top of the table.
STEPS
QUICK TIP Sort Oldest to Newest
Before you sort Excel rearranges the records in ascending order by departure date, as shown in FIGURE 7-14. The Depart Date
records, consider
making a backup filter list arrow has an upward pointing arrow indicating the ascending sort in the field. You can also sort
copy of your table or the table on one field using the Sort & Filter button.
create a field that
numbers the records Home tab cell in the
so you can return Sort Largest to Smallest
them to their original
order if necessary.
order, Excel sorts the table, placing records with higher prices at the top. The Price filter list arrow now has a down-
ward pointing arrow next to the filter list arrow, indicating the descending sort order. You can also rearrange
the table data using a multilevel sort. This type of sort rearranges the table data using more than one
QUICK TIP field, where each field is a different level, based on its importance in the sort. If you use two sort levels, the
You can also add a data is sorted by the first field, and the second field is sorted within each grouping of the first field. Since
multilevel sort by you have many groups of projects with different departure dates, you want to use a multilevel sort to
clicking the Data tab arrange the table data first by projects and then by departure dates within each project.
and then clicking the
Sort button in the
Sort Filter group.
The Sort dialog box opens, as shown in FIGURE 7-15.
QUICK TIP Sort by list arrow Order list arrow A to Z Add
You can include
capitalization as a
Then by list arrow Order list arrow
arrow,
sort criterion by Oldest to Newest OK
clicking Options in FIGURE 7-16 shows the table sorted alphabetically in ascending order (A–Z) by Project and, within each
the Sort dialog box,
then selecting the project grouping, in ascending order by the Depart Date.
Case sensitive check
box. When you
choose this option,
lowercase entries
precede uppercase
entries in an ascend-
ing order.
Sorting conditionally formatted data

If conditional formats have been applied to a table, you can sort table, you can select a cell in the column of conditionally
the table using conditional formatting to arrange the rows. For formatted data you want to sort by, or select the range of cells
example, if cells are conditionally formatted with color, you can to be sorted, right-click the selection, point to Sort, then select
sort a field on Cell Color, using the color with the order of On the font color, highlighted color, or icon that you want to
T or On Bottom in the Sort dialog box. If the data is not in a
Top appear on top.
FIGURE 7-14: Table sorted by departure date
Up arrow indicates
ascending sort in
the field
Records are sorted
by departure date
in ascending order
FIGURE 7-15: Sort dialog box
Click to add
additional
sort levels
Click to delete Click to display

sort levels fields
FIGURE 7-16: Table sorted using two levels
Excel 2016
Second‐level sort arranges
records by departure date
within each project grouping
First-level sort on project

arranges records by project name
TABLE 7-2: Sort order options and examples
option alphabetic numeric date alphanumeric

Ascending A, B, C 7, 8, 9 1 1, 2 1, 3 1 12A, 99B, D 8, QT7
C, B, A 9, 8, 7 3 1, 2 1, 1 1 QT7, D 8, 99B, 12A
Specifying a custom sort order

You can identify a custom sort order for the field selected in the custom sort orders are days of the week (Sun, Mon, Tues, Wed,
Sort by box. Click the Order list arrow in the Sort dialog box, click etc.) and months ( an, Feb, Mar, etc.); alphabetic sorts do not
Custom List, then click the desired custom order. Commonly used sort these items properly.
Excel 2016
Module 7 Use Formulas in a Table
Learning Many tables are large, making it difficult to know from viewing them the “story” the table tells. The
Outcomes Excel table calculation features help you summarize table data so you can see important patterns and
• Build a table
formula trends. After you enter a single formula into a table cell, the calculated columns feature fills in the
• Use calculated remaining cells with the formula’s results. The column continues to fill with the formula results as you
columns to display
enter rows in the table. This makes it easy to update your formulas because you only need to edit the
formula results
• Use the table formula once, and the change will fill in to the other column cells. The structured reference feature
style options to allows your formulas to refer to table columns by names that are automatically generated when you
add summary
information to create the table. These names adjust as you add or delete table fields. An example of a table reference is
a table =[Sales] [Costs], where Sales and Costs are field names in the table. Tables
T also have a specific area at
the bottom called the table total row for calculations using the data in the table columns. The cells in
this row contain a dropdown list of functions that can be used for the column calculation. The table total
row adapts to any changes in the table size. CASE Mary asks you to calculate the number of available
places for each project. You will also add summary information to the end of the table.
STEPS
, then type =[
A list of the table field names appears, as shown in FIGURE 7-17. Structured referencing allows you to use the
names that Excel created when you defined your table to reference fields in a formula. You can choose a
field by clicking it and pressing [Tab] or by double-clicking the field name.
, press [Tab], then type ]
Excel begins the formula, placing [Project Capacity] in the cell in blue and framing the Project Capacity data
in a blue border.
3. Type -[ , then type ]
Excel places [Places Reserved] in the cell in red and outlines the Places Reserved data in a red border.
[Enter]
The formula result, 0, is displayed in cell I2. The table column also fills with the formula, displaying the
number of available places for each project.
QUICK TIP
You can undo the Because the calculated columns option saves time, you decide to leave the feature on. You want to display
calculated column
results by clicking the total number of available places on all of the projects.
Undo Calculated
Column in the
[Esc]
AutoCorrect Options in the Table Style Options group to select it
list. You can turn off A total row appears at the bottom of the table, and the sum of the available places, 268, is displayed in
the Calculated
Columns feature by cell I65. You can include other formulas in the total row.
clicking Stop cell list arrow on the right
Automatically
Creating Calculated side of the cell
Columns in the The list of available functions appears, as shown in FIGURE 7-18. You want to find the average project length.
AutoCorrect
Options list.
The average project length, 15 days, appears in cell C65.
FIGURE 7-17: Table field names
Field names
list appears
FIGURE 7-18: Functions in the Total row
Excel 2016
Functions available
in the Total row
Excel 2016
Module 7 Print a Table
Learning You can determine the way a table will print using the Page Layout tab. Because tables often have more
Outcomes rows than can fit on a page, you can define the first row of the table (containing the field names) as the
• Preview a table
• Add print titles print title, which prints at the top of every
ever page. If your table does not include any descriptive information
to a table above the field names, you can use headers and footers to add identifying text, such as the table title or
the report date. CASE Mary asks you for a printout of the project information. You begin by previewing
the table.
STEPS
Below the table you see 1 of 2, which indicates you are viewing page 1 of a 2-page document.
second page
All of the field names in the table fit across the width of page 1. Because the records on page 2 appear
without column headings, you want to set up the first row of the table, which contains the field names, as
a print title.
QUICK TIP in the
You can hide or print
headings and grid-
lines using the check row 1 cell in row 1 on the table, then
boxes in the Sheet FIGURE 7-19
Options group on the
Page Layout tab.
When you select row 1 as a print title, Excel automatically inserts an absolute reference to the row that will
repeat at the top of each page.
Setting up a print title to repeat row 1 causes the field names to appear at the top of each printed page. The
printout would be more informative with a header to identify the table information.
QUICK TIP in the
You can also add a left header section text box, then type
header or a footer by
clicking the Page Home tab
Layout button in the
status bar and click-
14 Bold button
ing in the header or Normal button in the status bar
footer area.
your instructor
Compare your printed table with FIGURE 7-20.
FIGURE 7-19: Page Setup dialog box
Print title is
set to row 1
FIGURE 7-20: Printed table
Excel 2016
Setting a print area

Sometimes you will want to print only part of a worksheet. To do select the range of data on the worksheet that you want to print,
this, select any worksheet range, click the File tab, click Print, click click the Page Layout tab, click the Print Area button in the Page
the Print Active Sheets list arrow, then click Print Selection. If you Setup group, then click Set Print Area. You can add to the print
want to print a selected area repeatedly, it’s best to define a print area by selecting a range, clicking the Print Area button, then click-
area, the area of the worksheet that previews and prints when you ing Add to Print Area. A print area can consist of one contiguous
use the Print command in Backstage view. To set a print area, range of cells, or multiple areas in different parts of a worksheet.
Practice
Concepts Review
FIGURE 7-21
e
c d
1. Which element do you click to set a range in a table that will print using the Print command?
2. Which element do you click to print field names at the top of every page?
3. Which element do you click to sort field data on a worksheet?
4. Which element points to a second-level sort field?
5. Which element points to a top-level sort field?
6. Sort a. Organized collection of related information in Excel
7. Field b. Arrange records in a particular sequence
8. T
Table c. Column in an Excel table
9. Record d. First row of a table containing field names
10. Header row e. Row in an Excel table

11. Which of the following series appears in descending order?
a. 8, 6, 4, C, B, A c. 8, 7, 6, 5, 6, 7
b. 4, 5, 6, A, B, C d. C, B, A, 6, 5, 4
12. Which of the following Excel options do you use to sort a table of employee names in order
from Z to A?
a. Ascending c. Alphabetic
b. Absolute d. Descending
13. When printing a table on multiple pages, you can define a print title to:
a. Include the sheet name in table reports.
b. Include field names at the top of each printed page.
c. Exclude from the printout all rows under the first row.
d. Include gridlines in the printout.
14. Y
You can easily add formatting to a table by using:
a. T
Table styles. c. Print areas.
b. Print titles. d. Calculated columns.
Skills Review
1. Create and format a table.
EX 7-Employees.
b. Using the Practice sheet, enter the field names in the first row and the first two records in rows two and three, as
shown in the table below
below, adjusting column widths as necessary to fit the text entries.
Last Name First Name Years Employed Department Full/Part Time Training Completed
Diamond Irene 4 Support P Y
Mendez Darryl 3 Sales F N
c. Define the data you entered as a table, then add a table style of Medium 9.
d. On the Staff sheet, define the cells containing data as a table with a header row. Adjust the column widths, if
necessary, to display the field names. Enter your name in the center section of the worksheet footer, return to
Normal view if necessary, then save the workbook.
e. Apply a table style of Light 19 to the table.
Excel 2016
f. Enter your name in the center section of the worksheet footer
footer, return to Normal view if necessary, then save the
workbook.
2. Add table data.
a. Add a new record in row seven for Holly Wallace, a 5-year employee in the Support department. Holly
works part time and has completed training. Adjust the height of the new row to match the other table rows.
b. Insert a table row above Julie Kosby’s record, and add a new record for Sally Alden. Sally works full time, has
worked at the company for 2 years in Sales, and has not completed training. Adjust the table formatting if
necessary.
c. Insert a new data field in cell G1 with a label Weeks Vacation. Wrap the label in the cell to display the field
name with Weeks above Vacation,, and then widen the column as necessary to see both words. ((Hint: Use
the Wrap Text button in the Alignment group on the Home tab.)
d. Add a new column to the table by dragging the table’s sizing handle, and give the new field a label of
Employee #. Widen the column to fit the label.
e. Save the file.
3. Find and replace table data.
a. Return to cell A1.
b. Open the Find and Replace dialog box and, then if necessary uncheck the Match case option. Find the first
record that contains the text Support.
c. Find the second and third records that contain the text Support.
d. Replace all Support text in the table with Service, then save the file.
4. Delete table data.
a. Go to cell A1.
b. Delete the record for Irene Diamond.
c. Use the Remove Duplicates button to confirm that the table does not have any duplicate records.
d. Delete the Employee # table column, then delete its column header, if necessary.
e. Save the file.
5. Sort table data.
a. Sort the table by YYears Employed in largest to smallest order.
b. Sort the table by Last Name in A to Z order.
c. Perform a multilevel sort: Sort the table first by Full/Part Time in A to Z order and then by Last Name in A to Z order.
d. Check the table to make sure the records appear in the correct order.
e. Save the file.
6. Use formulas in a table.
a. In cell G2, enter the formula that calculates an employee’s vacation time; base the formula on the company policy
that employees working at the company less than 4 years have 2 weeks of vacation. At 4 years of employment and
longer, an employee has 3 weeks of vacation time. Use the table’s field names where appropriate. ((Hint: The formula
is: =IF([Years Employed]<4,2,3). )
b. Check the table to make sure the formula filled into the cells in column G and that the correct vacation time is
calculated for all cells in the column.
c. Add a TTotal Row to display the total number of vacation weeks.
d. Change the function in the T Total Row to display the maximum number of vacation weeks. Change the entry in cell
A8 from Total to Maximum.
e. Compare your table to FIGURE 7-22, then save the workbook.
FIGURE 7-22
7. Print a table.
a. Add a header that reads Employees in the left section, then format the header in bold with a font size of 16.
b. Add column A as a print title that repeats at the left of each printed page.
c. Preview your table to check that the last names appear on both pages.
d. Change the page orientation to landscape, preview the worksheet, then save the workbook.
e. Submit your workbook to your instructor. Close the workbook, then exit Excel.
You are the clinical coordinator for an acupuncture clinic. Your administrative assistant created an Excel worksheet with
client data including the results of a survey. You will create a table using the client data, and analyze the survey results to
help focus the clinic’s expenses in the most successful areas.
a. Start Excel, open EX 7-3.xlsx from the location where you store your Data Files, then save it as EX 7-Clients.
b. Create a table from the worksheet data, and apply T
Table Style Light 10.
c. Add the two records shown in the table below:
Last Name First Name Street Address City State Zip Area Code Ad Source
Ross Kim 4 Ridge Rd. San Francisco CA 94177 4 1 5 Health Center
ones Kathy 512 17th St. Seattle WA 98001 206 Radio
d. Find the record for Mike Rondo, then delete it.

e. Click cell A1 and replace all instances of TV with Social Media.
f. Remove duplicate records where all fields are identical.
g. Sort the list by Last Name in A to Z order.
h. Sort the list again by Area Code in Smallest to Largest order.
i. Sort the table first by Survey Source in A to Z order, then by State in A to Z order. Compare your table to
FIGURE 7-23.
FIGURE 7-23
Excel 2016
j. Enter your name in the center section of the worksheet footer.
k. Add a centered header that reads Client Survey in bold with a font size of 16.
l. Add print titles to repeat the first row at the top of each printed page.
m. Save the workbook, preview it, then submit the workbook to your instructor.
n. Close the workbook, then exit Excel.
You manage Illuminate, a store that sells LED bulbs in bulk online. Your customers purchase items in quantities of
10 or more. You decide to plan and build a table that tracks recent sales, and includes customer information and
transaction details.
a. Prepare a plan for a table that includes details about sales transactions, including the customer’s name and what
they purchased.
b. Sketch a sample table on a piece of paper
paper, indicating how the table should be built. Create a table documenting
the table design including the field names, type of data, and description of the data. Some examples of items are
60W Soft White, 65W Soft White, 60W Daylight, 65W Daylight, and 100W Daylight.
c. Start Excel, create a new workbook, then save it as EX 7-LED in the location where you store your Data Files.
Enter the field names shown in the table below in the designated cells:
cell field name

A1 Customer Last
B1 Customer First
C 1 Item
D 1 Quantity
E1 Cost
d. Enter eight data records using your own data.

e. Define the data as a table using the data in the range A1:E9. Adjust the column widths as necessary.
f. Apply the TTable Style Light 7 to the table.
g. Add a field named Total in cell F1.
h. Enter a formula in cell F2 that calculates the total by multiplying the Quantity field by the Cost field. Check that
the formula was filled down in the column.
i. Format the Cost and T Total columns using the Accounting number format. Adjust the column widths as necessary.
j. Add a new record to your table in row 10. Add another record above row 4.
k. Sort the table in ascending order by Cost.
l. Enter your name in the worksheet footer
footer, then save the workbook.
m. Preview the worksheet, then submit your workbook to your instructor.
n. Close the workbook, then exit Excel.
You are a sales manager at a consulting firm. You are managing your accounts using an Excel worksheet and have decided
that a table will provide additional features to help you keep track of the accounts. You will use the table sorting features
and table formulas to analyze your account data.
EX 7-Accounts.
b. Create a table with the worksheet data, and apply a table style of your choice. Adjust the column widths as
necessary.
c. Sort the table on the Budget field using the Smallest to Largest order.
d. Sort the table using two fields, first by Contact in A to Z order
order, then by Budget in Smallest to Largest order.
e. Add the new field label Balance in cell G1, and adjust the column width as necessary.
f. Enter a formula in cell G2 that uses structured references to table fields to calculate the balance on an account as the
Budget minus the Expenses.
g. Add a new record with an account number of 4113 with a type of Inside, a code of I5, a budget of $550,000,
expenses of $400,000, and a contact of Maureen Smith.
h. V
Verify that the formula accurately calculated the balance for the new record.
i. Replace all of the Maureen Smith data with Maureen Lang.
j. Find the record for the 2188 account number and delete it.
k. Delete the TType and code fields from the table.
l. Add a total row to the table and display the totals for appropriate columns. Adjust the column widths as
necessary. Compare your table to FIGURE 7-24. (Your table style may differ.)
FIGURE 7-24
m. Enter your name in the center section of the worksheet footer

footer, add a center section header of Accounts using
formatting of your choice, change the page orientation to landscape, then save the workbook.
n. Preview your workbook, submit the workbook to your instructor
instructor, close the workbook, then exit Excel.

As the sales manager at a environmental supply firm, you track the sales data of the associates in the department using a
table in Excel. You decide to highlight associates that have met the annual sales targets for the annual meeting.
a. Start Excel, open EX 7-5.xlsx from the location where you store your Data Files, then save it as EX 7-Sales.
b. Create a table that includes all the worksheet data, and apply the table style of your choice. Adjust the column
Excel 2016
widths as necessary.
c. Sort the table on the Balance field using the Largest to Smallest order.
d. Use conditional formatting to format the cells of the table containing positive balances with a light red fill.
e. Sort the table using the Balance field using the order of No Fill on top.
f. Format the table to emphasize the Balance column, and turn off the banded rows. ((Hint: Use the Table Style
Options on the Table Tools Design tab.)
g. Research how to print nonadjacent areas on a single page. (Excel prints nonadjacent areas of a worksheet on
separate pages by default.) Add a new sheet to the workbook, then enter the result of your research on Sheet2 of
the workbook.
h. Return to Sheet1 and create a print area that prints only FIGURE 7-25
the Employee Number
Number, Associate, and Balance columns
of the table on one page.
i. Compare your table with FIGURE 7-25. Save the workbook.
j. Preview your print area to make sure it will print on a
single page.
k. Enter your name in the worksheet footer
footer, then save the
workbook.
l. Submit the workbook to your instructor
instructor, close the
workbook, then exit Excel.
Visual Workshop
Start Excel, open EX 7-6.xlsx from the location where you store your Data Files, then save it as EX 7-Technicians.
Create a table and sort the data as shown in FIGURE 7-26. ((Hint: The table is formatted using Table Style Medium 13.) Add a
worksheet header with the sheet name in the center section that is formatted in bold with a size of 14. Enter your name in
the center section of the worksheet footer. Save the workbook, preview the table, close the workbook, submit the workbook
to your instructor, then exit Excel.
FIGURE 7-26
Excel 2016 Module 8
Analyzing Table Data

The vice president of sales and marketing, Mary Watson, asks you to display
CASE
information from a table of scheduled projects to help the sales representatives
with customer inquiries. She also asks you to summarize the project sales for a presentation at
the international sales meeting. You will prepare these using various filters, subtotals, and Excel
functions.
Module Objectives
• Filter a table • Look up values in a table
• Create a custom filter • Summarize table data
• Filter a table with the Advanced Filter • Validate table data
• Extract table data • Create subtotals
Files You Will Need

EX 8-4.xlsx
Excel 2016
Module 8 Filter a Table
Learning An Excel table lets you easily manipulate large amounts of data to view only the data you want, using a
Outcomes feature called AutoFilter. When you create a table, arrows automatically appear next to each column
• Filter records using
AutoFilter header These arrows are called filter list arrows, AutoFilter list arrows, or list arrows, and you can
header.
• Filter records using use them to filter a table to display only the records that meet criteria you specify,
specify temporarily hiding records
search criteria
that do not meet those criteria. For example, you can use the filter list arrow next to the Project field header
to display only records that contain Cheetah in the Project field. Once you filter data, you can copy, copy chart,
and print the displayed records. YouY can easily clear a filter to redisplay all the records. CASE Mary asks
Mar
you to display only the records for the Cheetah projects. She also asks for information about the projects that have
the most reservations and the projects that depart in March.
STEPS
1. Start Excel, open EX 8-1.xlsx from where you store your Data Files, then save it as
EX 8-Projects
2. Click the Project list arrow
Sort options appear at the top of the menu, advanced filtering options appear in the middle, and at the
bottom is a list of the project data from column A, as shown in FIGURE 8-1. Because you want to display data
for only the Cheetah projects, your search criterion (the text you are searching for) is Cheetah. You can
select one of the Project data options in the menu, which acts as your search criterion.
QUICK TIP 3. In the list of projects for the Project field, click Select All to clear the check marks from
You can also filter the projects, scroll down the list of projects, click Cheetah, then click OK
the table to display
only the Cheetah Only those records containing “Cheetah” in the Project field appear, as shown in FIGURE 8-2. The row numbers
project information for the matching records change to blue, and the list arrow for the filtered field has a filter icon . Both
by clicking the
indicate that there is a filter in effect and that some of the records are temporarily hidden.
Project list arrow,
entering “Cheetah” 4. Move the pointer over the Project list arrow
in the Search text
box on the menu The ScreenTip Project: Equals “Cheetah” describes the filter for the field, meaning that only the Cheetah
below Text Filters, records appear. You decide to remove the filter to redisplay all of the table data.
then clicking OK.
5. Click the Project list arrow
arrow, then click Clear Filter From “Project”
You have cleared the Cheetah filter, and all the records reappear. You want to display the most popular
projects, those that are in the top five percent of seats reserved.
QUICK TIP 6. Click the Places Reserved list arrow
arrow, point to Number Filters, click Top 10, select 10 in
You can also filter the middle box, type 5, click the Items list arrow
arrow, click Percent, then click OK
or sort a table by
the color of the Excel displays the records for the top five percent in the number of Places Reserved field, as shown in FIGURE 8-3.
cells if conditional You decide to clear the filter to redisplay all the records.
formatting has been
applied. 7. On the Home tab, click the Sort & Filter button in the Editing group, then click Clear
You have cleared the filter and all the records reappear. You can clear a filter using either the AutoFilter
menu command or the Sort & Filter button on the Home tab. The Sort & Filter button is convenient for
clearing multiple filters at once. You want to find all of the projects that depart in March.
8. Click the Depart Date list arrow
arrow, point to Date Filters, point to All Dates in the Period,
then click March
Excel displays the records for only the projects that leave in March. You decide to clear the filter and display
QUICK TIP
all of the records.
You can also clear a
filter by clicking the 9. Click the Sort & Filter button in the Editing group, click Clear
Clear, then save the workbook
Clear button in the
Sort Filter group
on the Data tab.
Excel 178 Analyzing Table Data
FIGURE 8-1: Worksheet showing AutoFilter options
Project
AutoFilter
list arrow
Sort Options
Advanced filtering
options
List of projects
FIGURE 8-2: Table filtered to show Cheetah projects
Excel 2016
Matching row numbers Filter displays only List arrow changed
are blue and sequence Cheetah projects to filter icon
indicates that not all
rows appear
FIGURE 8-3: Table filtered with top 5% of Places Reserved
Table filtered with

top 5% in this field
Analyzing Table Data Excel 179
Excel 2016
Module 8 Create a Custom Filter
Learning While AutoFilter lists can display records that are equal to certain amounts, you often need more detailed
Outcomes filters, which you can create with the help of options in the Custom AutoFilter dialog box. For example,
• Filter records with
multiple criteria your criteria can contain comparison operators such as “greater than” or “less than” that let you display
• Determine when values above or below a certain amount. You Y can also use logical conditions like And and Or to narrow
to use AND and
a search even further.
further You
Y can have Excel display records that meet a criterion in a field and another crite-
OR logical
conditions rion in that same field. This is often used to find records between two values. For For example, by specifying
an And logical condition, you can display records for customers with incomes that are above 40,000
and below 70,000. You Y can also have Excel display records that meet either criterion in a field by specify-
ing an Or condition. The Or logical condition is used to find records that satisfy either of two values. For
example, in a table of book data you can use the Or condition to find records that contain either Beginning
or Introduction in the title name. CASE Mary wants to locate projects for customers who want to partici-
Mar
pate in the winter months. She also wants to find projects that depart between February 15, 2017 and April 15,
2017. She asks you to create custom filters to find the projects satisfying these criteria.
STEPS
arrow, point to Date Filters, then click Custom Filter
The Custom AutoFilter dialog box opens. You enter your criteria in the text boxes. The left text box on the first
line currently displays “equals.” Because you want to find all projects that occur in the winter months, you
decide to search for tours starting before March 1 and after December 1.
2. Click the left text box list arrow on the first line, click is before, then type 3/1/2017 in
the right text box on the first line
To complete the custom filter, you need to add a condition for projects starting after December 1.
QUICK TIP 3. Click the Or option button to select it, click the left text box list arrow on the second line,
When specifying select is after
after, then type 12/1/2017 in the right text box on the second line
criteria in the Custom
Filter dialog box, you Your completed Custom AutoFilter dialog box should match FIGURE 8-4.
can use the ( ) wild-
card to represent any
4. Click OK
single character and The dialog box closes, and only those records having departing before 3/1 or after 12/1 appear in the
the ( ) wildcard to worksheet. Y
You want to find all projects that depart between February 15, 2017 and April 15, 2017.
represent any series
of characters. 5. Click the Depart Date list arrow
arrow, click Clear Filter From “Depart Date”, click the Depart
Date list arrow,
arrow point to Date Filters, then click Custom Filter
You want to find the departure dates that are between February 15, 2017 and April 15, 2017 (that is, after
February 15 and before April 15).
6. Click the left text box list arrow on the first line, click is after
after, then type 2/15/2017 in
the right text box on the first line
The And condition is selected, which is correct.
7. Click the left text box list arrow on the second line, select is before, type 4/15/2017 in
the right text box on the second line, then click OK
The records displayed have departure dates between February 15, 2017 and April 15, 2017. Compare your
records to those shown in FIGURE 8-5.
arrow, click Clear Filter From “Depart Date”, then add your
name to the center section of the footer
You have cleared the filter, and all the project records reappear.
FIGURE 8-4: Custom AutoFilter dialog box
FIGURE 8-5: Results of custom filter
Excel 2016
Departure dates are
between 2/15 and 4/15
Using more than one rule when conditionally formatting data

You can apply conditional formatting to table cells in the same Conditional Formatting button in the Styles group, click
way that you can format a range of worksheet data. You can Manage Rules, then click New Rule for each rule that you want
add multiple rules by clicking the Home tab, clicking the to apply to the data range. You can also use a function to
Conditional Formatting button in the Styles group, then conditionally format cells. For example, if you have a column
clicking New Rule for each additional rule that you want to of invoice dates and you want to format the dates that are
apply. You can also add rules using the Conditional Formatting overdue, open the Rules Manager, click Use a formula in the
Rules Manager, which displays all of the rules for a data range. Select a Rule Type section, and then edit the rule description
T use the Rules Manager, click the Home tab, click the
To add a formula such as “ TODAY().”
Excel 2016
Module 8 Filter a Table with the
Advanced Filter
Learning
Outcomes
a criteria range
and the And When you want to see table data that meets a detailed set of conditions, you can use the Advanced Filter
condition feature. This feature lets you specify data that you want to display from the table using And and Or
a criteria range conditions. Rather than entering the criteria in a dialog box, you enter the criteria in a criteria range on
and the Or your worksheet. A criteria range is a cell range containing one row of labels (usually a copy of the
condition
column labels) and at least one additional row underneath the row of labels that contains the criteria
you want to match. Placing the criteria in the same row indicates that the records you are searching for
must match both criteria; that is, it specifies an And condition. Placing the criteria in the different rows
indicates that the records you are searching for must match only one of the criterion; that is, it specifies
an Or condition. With the criteria range on the worksheet, you can easily see the criteria by which your
table is sorted. Another advantage of the Advanced Filter is that you can move filtered table data to a
different area of the worksheet or to a new worksheet, as you will see in the next lesson. CASE Mar
Mary
wants to identify projects that depart after 6/1/2017 and that cost less than $2,000. She asks you to use the
Advanced Filter to retrieve these records. You begin by defining the criteria range.
STEPS
1. Select table rows 1 through 6, then click the Insert list arrow in the Cells group
Six blank rows are added above the table.
2. Click Insert Sheet Rows; click cell A1, type Criteria Range, then click the Enter button
on the formula bar
Excel does not require the label “Criteria Range”, but it is useful to see the column labels as you organize the
worksheet and use filters.
QUICK TIP 3. Select the range A7:H7, click the Copy button in the Clipboard group, click cell A2, click
You can apply multi- the Paste button in the Clipboard group, then press [Esc]
ple criteria by using
Next, you want to insert criteria that will display records for only those projects that depart after June 1,
AutoFilter a second
time on the results of 2017 and that cost under $2,000.
the previously fil-
tered data. Each
4. Click cell B3, type >6/1/2017, click cell F3, type <2000, then click
additional filter You have entered the criteria in the cells directly beneath the Criteria Range labels, as shown in FIGURE 8-6.
builds on the results
of the filtered data 5. Click any cell in the table, click the Data tab, then click the Advanced button in the
and filters the data Sort & Filter group
further
further.
The Advanced Filter dialog box opens, with the table (list) range already entered. The default setting under
Action is to filter the table in its current location (“in-place”) rather than copy it to another location.
TROUBLE 6. Click the Criteria range text box, select the range A2:H3 in the worksheet, then click OK
If your filtered You have specified the criteria range and used the filter. The filtered table contains seven records that match
records don’t match
the figure, make sure both criteria—the departure date is after 6/1/2017 and the price is less than $2,000, as shown in FIGURE 8-7.
there are no spaces You’ll filter this table even further in the next lesson.
between the sym-
bol and the 6 in cell
B3, and the symbol
and the 2 in cell F3.
FIGURE 8-6: Criteria in the same row indicating an and condition
Filtered records will

match these criteria
FIGURE 8-7: Filtered table
Depart dates are Prices are less

after 6/1/2017 than $2000
Excel 2016
Saving time with conditional formatting
You can emphasize top- or bottom-ranked values in a field using button in the Styles group, then point to Color Scales. On the
conditional formatting. To highlight the top or bottom values in submenu, you can select preformatted color sets or click More
a field, select the field data, click the Conditional Formatting Rules to create your own color sets. Icon sets let you visually
button in the Styles group on the Home tab, point to Top communicate relative cell values by adding icons to cells based
Bottom Rules, select a Top or Bottom rule, if necessary enter on the values they contain. An upward-pointing green arrow
the percentage or number of cells in the selected range that might represent the highest values, and downward-pointing red
you want to format, select the format for the cells that meet arrows could represent lower values. To add an icon set to a
the top or bottom criteria, then click OK. You can also format data range, select a data range, click the Conditional
your worksheet or table data using icon sets and color scales Formatting button in the Styles group, then point to Icon Sets.
based on the cell values. A color scale uses a set of two, You can customize the values that are used as thresholds for
three, or four fill colors to convey relative values. For example, color scales and icon sets by clicking the Conditional Formatting
red could fill cells to indicate they have higher values and green button in the Styles group, clicking Manage Rules, clicking the
could signify lower values. To add a color scale, select a data rule in the Conditional Formatting Rules Manager dialog box,
range, click the Home tab, click the Conditional Formatting then clicking Edit Rule.
Excel 2016
Module 8 Extract Table Data
Learning Whenever you take the time to specify a complicated set of search criteria, it’s a good idea to extract the
Outcomes matching records, rather than filtering it in place. When you extract data, you place a copy of a filtered
• Extract filtered
records to another table in a range that you specify in the Advanced Filter dialog box. This way, way you won’t accidentally clear
worksheet location the filter or lose track of the records you spent time compiling. To T extract data, you use an Advanced Filter
• Clear filtered
and enter the criteria beneath the copied field names, as you did in the previous lesson. You Y then specify
records
the location where you want the extracted data to appear.appear CASE Mary needs to filter the table one step
Mar
further to reflect only African Wild Dog or Great White Shark projects in the current filtered table. She asks you to
complete this filter by specifying an Or condition, which you will do by entering two sets of criteria in two separate
rows. You decide to save the filtered records by extracting them to a different location in the worksheet.
STEPS
1. In cell A3 enter African Wild Dog, then in cell A4 enter Great White Shark
The new sets of criteria need to appear in two separate rows, so you need to copy the previous filter criteria
to the second row.
2. Copy the criteria in cells B3:F3 to B4:F4
The criteria are shown in FIGURE 8-8. When you use the Advanced Filter this time, you indicate that you
want to copy the filtered table to a range beginning in cell A75, so that Mary can easily refer to the data,
even if you use more filters later.
3. If necessary, click the Data tab, then click Advanced in the Sort & Filter group
4. Under Action, click the Copy to another location option button to select it, click the
Copy to text box, then type A75
The last time you filtered the table, the criteria range included only rows 2 and 3. Now you have criteria in
row 4, so you need to adjust the criteria range.
QUICK TIP 5. Edit the contents of the Criteria range text box to show the range $A$2:$H$4, click OK,
Make sure the then if necessary scroll down until row 75 is visible
criteria range in the
Advanced Filter The matching records appear in the range beginning in cell A75, as shown in FIGURE 8-9. The original table,
dialog box includes starting in cell A7, contains the records filtered in the previous lesson.
the field names
and the number of 6. Press [Ctrl][Home], then click the Clear button in the Sort & Filter group
rows underneath the The original table is displayed starting in cell A7, and the extracted table remains in A75:H79.
names that contain
criteria. If you leave 7. Save the workbook
a blank row in the
criteria range, Excel
filters nothing and
shows all records.
FIGURE 8-8: Criteria in separate rows
Criteria on two
lines indicates
an OR condition
FIGURE 8-9: Extracted data records
Excel 2016
Only African Wild Depart date Price is less
Dog and Great White after 6/1/2017 than $2000
Shark projects
Understanding the criteria range and the copy-to location

When you define the criteria range and the copy-to location in names above the extracted table. You can select these ranges by
the Advanced Filter dialog box, Excel automatically creates the clicking the Name box list arrow, then clicking the range name. If
range names Criteria and Extract for these ranges in the work- you click the Name Manager button in the Defined Names group
sheet. The Criteria range includes the field names and any criteria on the Formulas tab, you will see these new names and the
rows underneath them. The Extract range includes just the field ranges associated with each one.
Excel 2016
Module 8 Look Up Values in a Table
Learning The Excel VLOOKUP function helps you locate specific values in a table. VLOOKUP searches vertically (V)
Outcomes down the far left column of a table, then reads across the row to find the value in the column you specify,
specify
• Use table
references in a much as you might look up a number in a name and address list: You Y locate a person’s name, then read
VLOOKUP formula across the row to find the phone number you want. CASE Mary wants to be able to find a project by
Mar
• Find table
entering the project code. You will use the VLOOKUP function to accomplish this task. You begin by viewing the
information
using VLOOKUP table name so you can refer to it in a lookup function.
STEPS
QUICK TIP 1. Click the Lookup sheet tab, click the Formulas tab in the Ribbon, then click the Name
You can change table Manager button in the Defined Names group
names to better rep-
resent their content The named ranges for the workbook appear in the Name Manager dialog box, as shown in FIGURE 8-10. The
so they are easier to Criteria and Extract ranges appear at the top of the range name list. At the bottom of the list is information
use in formulas. Click about the three tables in the workbook. Table1 refers to the table on the 2017 Projects sheet, Table2 refers to
the table in the list of
names in the Name
the table on the Lookup sheet, and Table3 refers to the table on the Subtotals worksheet. The Excel structured
Manager text box, reference feature automatically created these table names when the tables were created.
click Edit, type the
new table name in 2. Click Close
the Name text box, You want to find the project represented by the code 754Q. The VLOOKUP function lets you find the
then click OK. project name for any project code. You will enter a project code in cell M1 and a VLOOKUP function in
cell M2.
3. Click cell M1, enter 754Q
754Q, click cell M2, click the Lookup & Reference button in the
Function Library group, then click VLOOKUP
The Function Arguments dialog box opens, with boxes for each of the VLOOKUP arguments. Because the
value you want to find is in cell M1, M1 is the Lookup_value. The table you want to search is the table on
the Lookup sheet, so its assigned name, Table2, is the Table_array.
4. With the insertion point in the Lookup_value text box, click cell M1, click the Table_array
text box, then type Table2
The column containing the information that you want to find and display in cell M2 is the second column
from the left in the table range, so the Col_index_num is 2. Because you want to find an exact match for the
value in cell M1, the Range_lookup argument is FALSE.
QUICK TIP 5. Click the Col_index_num text box, type 2, click the Range_lookup text box, then enter FALSE
If you want to find Your completed Function Arguments dialog box should match FIGURE 8-11.
only the closest
match for a value, 6. Click OK
enter TRUE in the
Range lookup text
Excel searches down the far-left column of the table until it finds a project code that matches the one in
box. However, this cell M1. It then looks in column 2 of the table range and finds the project for that record, Dolphin, and
can give misleading displays it in cell M2. You use this function to determine the project for one other project code.
results if you are
looking for an exact 7. Click cell M1, type 335P
335P, then click the Enter button on the formula bar
match. If you use The VLOOKUP function returns the value of Elephant in cell M2.
FALSE and Excel
can’t find the value, 8. Press [Ctrl][Home], then save the workbook
you see an error
message.
FIGURE 8-10: Named ranges in the workbook
Created by
Advanced Filter
Tables in the
workbook
FIGURE 8-11: Completed Function Arguments dialog box for VLOOKUP
Range name of
Location of table to search
value you want
to search for
Search the
second column
Excel 2016
Finds exact
match
Using other LOOKUP functions

When your data is arranged horizontally in rows instead of 1 for matching the largest value that is less than or equal to
vertically in columns, use the HLOOKUP (Horizontal Lookup) lookup value, or 1 for matching the smallest value that is
function. HLOOKUP searches horizontally across the upper row greater than or equal to the lookup value. The Transpose
of a table until it finds the matching value, then looks down function is a LOOKUP function that can be used to rearrange
the number of rows you specify. The arguments are identical a range of cells, which is also called an array. For example, a
to those for the VLOOKUP function, except that instead of a vertical range of cells will be arranged horizontally or vice
Col index number
number, HLOOKUP uses a Row index number number, versa. The Transpose array function is entered using the
which indicates the location of the row you want to search. syntax: =TRANSPOSE(range array).
You can use the MATCH function when you want the position The LOOKUP function is used to locate information in a table.
of an item in a range. The MATCH function uses the syntax: The syntax for the LOOKUP formula is LOOKUP(lookup value,
MA
MATCH (lookup value,lookup array,match type) where the array). The lookup value is the value that will be used in the
lookup value is the value you want to match in the lookup search, the array is the range of cells that will be searched for
array range. The match type can be 0 for an exact match, the lookup value.
Excel 2016
Module 8 Summarize Table Data
Learning Because a table acts much like a database, database functions allow you to summarize table data in a
Outcomes variety of ways. When working with a sales activity table, for example, you can use Excel to count the
• Summarize table
data using DSUM number of client contacts by sales representative or to total the amount sold to specific accounts by
• Summarize table month. TABLE 8-1 lists database functions commonly used to summarize table data. CASE Mary is
Mar
data using
considering adding projects for the 2017 schedule. She needs your help in evaluating the number of places
DCOUNT or
DCOUNT
DCOUNTA available for scheduled projects.
STEPS
1. Review the criteria range for the Rhino project in the range L5:L6
The criteria range in L5:L6 tells Excel to summarize records with the entry “Rhino” in the Project column.
The functions will be in cells M8 and M9. Y You use this criteria range in a DSUM function to sum the places
available for only the Rhino projects.
2. Click cell M8, click the Insert Function button in the Function Library group, in the
Search for a function text box type database, click Go, scroll to and click DSUM under
Select a function, then click OK
The first argument of the DSUM function is the table, or database.
QUICK TIP
Because the DSUM 3. In the Function Arguments dialog box, with the insertion point in the Database text
formula uses the box, move the pointer over the upper-left corner of cell A1 until the pointer changes to
column headings to
locate and sum the , click once, then click again
table data, you need The first click selects the table’s data range, and the second click selects the entire table, including the
to include the header
header row. The second argument of the DSUM function is the label for the column that you want to sum.
row in the database
range. You want to total the number of available places. The last argument for the DSUM function is the criteria
that will be used to determine which values to total.
QUICK TIP 4. Click the Field text box, then click cell G1, Places Available; click the Criteria text box
You can move the and select the range L5:L6
Function Arguments
dialog box if it Your completed Function Arguments dialog box should match FIGURE 8-12.
overlaps a cell or
range that you need
5. Click OK
to click. You can also The result in cell M8 is 25. Excel totaled the information in the Places Available column for those records
click the Collapse that meet the criterion of Project equals Rhino. The DCOUNT and the DCOUNTA functions can help you
Dialog Box button
, select the cell
determine the number of records meeting specified criteria in a database field. DCOUNTA counts the
or range, then click number of nonblank cells. Y You will use DCOUNTA to determine the number of projects scheduled.
the Expand Dialog
Box button to 6. Click cell M9, click the Insert Function button on the formula bar, in the Search for a
return to the function text box type database, click Go, then double-click DCOUNTA in the Select a
Function Arguments
dialog box.
function list
7. With the insertion point in the Database text box, move the pointer over the upper-left
corner of cell A1 until the pointer changes to , click once, click again to include the
header row
row, click the Field text box, click cell B1, click the Criteria text box and select
the range L5:L6, then click OK
The result in cell M9 is 8, and it indicates that there are eight Rhino projects scheduled for the year. You also
want to display the number of places available for the Dolphin projects.
8. Click cell L6, type Dolphin, then click the Enter button on the formula bar
The formulas in cells M8 and M9 are updated to reflect the new criteria. FIGURE 8-13 shows that 33 places are
available in the six scheduled Dolphin projects.
FIGURE 8-12: Completed Function Arguments dialog box for DSUM
Name of table the

function uses
Column containing values
that are summed
Criteria range including column

header and search text
FIGURE 8-13: Result generated by database functions
Excel 2016
Information for
Dolphin projects
TABLE 8-1: Common database functions
function result
DGET Extracts a single record from a table that matches criteria you specify
DSUM Totals numbers in a given table column that match criteria you specify
DAVERAGE Averages numbers in a given table column that match criteria you specify
DCOUNT Counts the cells that contain numbers in a given table column that match criteria you specify
DCOUNTA Counts the cells that contain nonblank data in a given table column that match criteria you specify
Excel 2016
Module 8 Validate Table Data
Learning When setting up tables, you want to help ensure accuracy when you or others enter data. The Data
Outcomes V
Validation feature allows you to do this by specifying what data users can enter in a range of cells. You Y can
• Use data validation
to restrict data restrict data to whole numbers, decimal numbers, or text. You Y can also specify a list of acceptable entries.
entr to specified
entry Once you’ve specified what data the program should consider valid for that cell, Excel displays an error
values
message when invalid data is entered and can prevent users from entering any other data that it considers
• Insert table data
using data to be invalid. CASE Mary wants to make sure that information in the Air Included column is entered
Mar
validation consistently in the future. She asks you to restrict the entries in that column to two options: YYes and No. First, you
select the table column you want to restrict.
STEPS
1. Click the top edge of the Air Included column header
The column data is selected.
2. Click the Data tab, click the Data Validation button in the Data Tools group, in the Data
Validation dialog box click the Settings tab if necessary, click the Allow list arrow
arrow, then
click List
QUICK TIP Selecting the List option lets you type a list of specific options.
To specify a long list 3. Click the Source text box, then type Yes, No
of valid entries, type
the list in a column You have entered the list of acceptable entries, separated by commas, as shown in FIGURE 8-14. You want the
or row elsewhere in data entry person to be able to select a valid entry from a drop-down list.
the worksheet, then
type the list range in 4. V
Verify that the In-cell dropdown check box contains a check mark, then click OK
the Source text box. The dialog box closes, and you return to the worksheet.
TROUBLE 5. Click the Home tab, click any cell in the last table row, click the Insert list arrow in the
If you get an invalid Cells group, click Insert Table Row Below
Below, click the Air Included cell in this row, then click
data error, make sure
that cell I1 is not its list arrow
included in the selec- A list of valid list entries opens, as shown in FIGURE 8-15. You could click an item in the list to enter in the
tion. If I1 is included,
cell, but you want to test the data restriction by entering an invalid entry.
open the Data
V
Validation dialog 6. Click the list arrow to close the list, type Maybe, then press [Enter]
box, click Clear All,
click OK, then begin A warning dialog box appears and prevents you from entering the invalid data, as shown in FIGURE 8-16.
with Step 1 again.
7. Click Cancel, click the list arrow
arrow, then click Yes
The cell accepts the valid entry. The data restriction ensures that records contain only one of the two correct
entries in the Air Included column. The table is ready for future data entry.
8. Delete the last table row
row, add your name to the center section of the footer, then save
the workbook
Restricting cell values and data length

In addition to providing an in-cell drop-down list for data entry,
entr arrow select Whole number, Decimal, Date, or Time, click the
arrow,
you can use data validation to restrict the values that are entered Data list arrow, select less than, then in the bottom text box,
into cells. For example, you might want to restrict cells in a enter the maximum value. You can also limit the length of data
selected range to values less than a certain number, date, or time. entered into cells by choosing Text length in the Allow list,
T do so, click the Data tab, click the Data Validation button in
To clicking the Data list arrow and selecting less than, then entering
the Data Tools group, on the Settings tab click the Allow list the maximum length in the Maximum text box.
FIGURE 8-14: Creating data restrictions
Restricts entries to a
list of valid options
Displays a list of valid

options during data entry
List of valid
options
FIGURE 8-15: Entering data in restricted cells
Dropdown list
Excel 2016
FIGURE 8-16: Invalid data warning
Adding input messages and error alerts

You can customize the way data validation works by using the three alert styles if a user enters invalid data. The Information style
two other tabs in the Data Validation dialog box: Input Message displays your message with the information icon but allows the
and Error Alert. The Input Message tab lets you set a message user to proceed with data entry. The Warning style displays your
that appears when the user selects that cell. For example, the information with the warning icon and gives the user the option
message might contain instructions about what type of data to to proceed with data entry or not. The Stop style, which you used
enter On the Input Message tab, enter a message title and
enter. in this lesson, is the default; it displays your message and only lets
message, then click OK. The Error Alert tab lets you set one of the user retry or cancel data entry for that cell.
Excel 2016
Module 8 Create Subtotals
Learning In a large range of data, you often need to perform
per calculations that summarize groups within a set of data. For
Outcomes example, you might need to subtotal the sales for several sales reps listed in a table. The Excel Subtotals feature
• Summarize
worksheet data provides a quick, easy way to group and summarize a range of data. It lets you create not only
only subtotals using
using subtotals the SUM function, but other statistics as well, including COUNT,
COUNT AVERAGE,
A MA , and MIN. However,
However these
• Use outline symbols
statistical functions can only be used with ranges, not with tables, so before using one you need to convert
• Convert a table to
a range your table to a range. In order to get meaningful statistics, data must be sorted on the field on which you
will group. CASE Mary wants you to group data by projects, with subtotals for the number of places available
Mar
and the number of places reserved. You begin by first sorting the table and then converting the table to a range.
STEPS
1. Click the Subtotals sheet tab, click the Data tab, click the Sort button in the Sort & Filter
group, in the Sort dialog box click the Sort by list arrow
arrow, click Project, click the Add Level
button, click the Then by list arrow
arrow, click Depart Date, verify that the order is Oldest to
Newest, then click OK
You have sorted the table in ascending order, first by project, then by departure date within each project
grouping.
2. Click any cell in the table, click the Table Tools Design tab, click the Convert to Range
button in the Tools group, then click Yes
The filter list arrows and the Table Tools Design tab no longer appear.
3. Click the Data tab if necessary, click any cell in the data range if necessary, then click the
Subtotal button in the Outline group
The Subtotal dialog box opens. Here you specify the items you want subtotaled, the function you want to
apply to the values, and the fields you want to summarize.
4. Click the At each change in list arrow
arrow, click Project if necessary, click the Use function list
arrow, click Sum; in the “Add subtotal to” list click the Places Reserved and Places
arrow
Available check boxes to select them if necessary, then click the Insurance Included check
box to deselect it
5. If necessary, click the Replace current subtotals and Summary below data check boxes to
select them
Your completed Subtotal dialog box should match FIGURE 8-17.
QUICK TIP 6. Click OK, then scroll down so you can see row 73
You can click the The subtotaled data appears after each project grouping, showing the calculated subtotals and grand total in
button to hide columns E and F. Excel displays an outline to the left of the worksheet, with outline buttons to control the
or the button to
level of detail that appears. The button number corresponds to the detail level that is displayed. You want to
show a group of
records in the show the second level of detail, the subtotals and the grand total.
subtotaled structure.
7. Click the outline symbol
QUICK TIP Only the subtotals and the grand total appear. Your subtotals and grand total should match FIGURE 8-18.
You can remove sub-
totals in a worksheet 8. Add your name to the center section of the footer
footer, preview the worksheet, then save
by clicking the the workbook
Subtotal button and
clicking Remove All. 9. Close the workbook, exit Excel, then submit the workbook to your instructor
The subtotals no
longer appear, and
the Outline feature
is turned off
automatically.
FIGURE 8-17: Completed Subtotal dialog box
Field to use in
grouping data
Function to
apply to groups
Subtotal
these fields
Confirm these
check boxes
are selected
FIGURE 8-18: Data with subtotals and grand total
Outline
symbols
Excel 2016
Subtotals
Grand totals
Practice
Concepts Review
FIGURE 8-19
e
d
1. Which element would you click to toggle off a filter?

2. Which element points to an in-cell drop-down list arrow?
3. Which element points to a field’s list arrow?
4. Where do you specify acceptable data entries for a table?
5. Which element do you click to group and summarize data?
6. Extracted table a. Cell range when Advanced Filter results are copied to another location
7. T
Table_array b. Range in which search conditions are set
8. Criteria range c. Restricts table entries to specified entries or types of entries
9. Data validation d. Name of the table searched in a VLOOKUP function
10. DSUM e. Function used to total table values that meet specified criteria

11. What does it mean when you select the Or option when creating a custom filter?
a. Both criteria must be true to find a match. c. Either criterion can be true to find a match.
b. Neither criterion has to be 100% true. d. A custom filter requires a criteria range.
12. The __________ logical condition finds records matching both listed criteria.
a. True
T c. And
b. Or d. False
13. Which function finds the position of an item in a table?
a. VLOOKUP c. DGET
b. MATCH
MA d. HLOOKUP
14. What must a data range have before subtotals can be inserted?
a. Enough records to show multiple subtotals c. Formatted cells
b. Sorted data d. Grand totals
Skills Review
1. Filter a table.
a. Start Excel, open EX 8-2.xlsx from where you store your Data Files, then save it as EX 8-HR.
b. With the Compensation sheet active, filter the table to list only records for employees in the Dallas branch.
c. Clear the filter
filter, then add a filter that displays the records for employees in the Dallas and LA branches.
d. Redisplay all employees, then use a filter to show the three employees with the highest annual salary.
e. Redisplay all the records.
2. Create a custom filter.
a. Create a custom filter showing employees hired before 1/1/2015 or after 12/31/2016.
b. Create a custom filter showing employees hired between 1/1/2014 and 12/31/2015.
c. Enter your name in the worksheet footerfooter, then preview the filtered worksheet.
d. Redisplay all records.
e. Save the workbook.
3. Filter and extract a table with the Advanced Filter.
a. Retrieve a list of employees who were hired before 1/1/2017 and who have an annual salary of more than
$75,000 a year. Define a criteria range by inserting six new rows above the table on the worksheet and copying
the field names into the first row.
b. In cell D2, enter the criterion <1/1/2017, then in cell G2 enter >75000.
c. Click any cell in the table.
d. Open the Advanced Filter dialog box.
Excel 2016
e. Indicate that you want to copy to another location, enter the criteria range A1:J2, verify that the List range
is $A$7:$J$17, then indicate that you want to place the extracted list in the range starting at cell A20.
f. Confirm that the retrieved list meets the criteria as shown in FIGURE 8-20.
g. Save the workbook, then preview the worksheet.
FIGURE 8-20
4. Look up values in a table.
a. Click the Summary sheet tab. Use the Name Manager to view the table names in the workbook, then close the dialog box.
b. Prepare to use a lookup function to locate an employee’s annual compensation; enter the Employee Number 1578
in cell A18.
c. In cell B18, use the VLOOKUP function and enter A18 as the Lookup_value, Table2 as the Table_array, 10 as the
Col_index_num, and FALSE as the Range_lookup; observe the compensation displayed for that employee number,
then check it against the table to make sure it is correct.
d. Replace the existing Employee Number in cell A18 with 1998, and view the annual compensation for that employee.
e. Format cell B18 with the Accounting format with the $ symbol and no decimal places.
f. Save the workbook.
5. Summarize table data.
a. Prepare to enter a database function to average the annual salaries by branch, using the LA branch as the initial
criterion. In cell E18, use the DAVERAGE function, and click the upper-left corner of cell A1 twice to select the table
and its header row as the Database, select cell G1 for the Field, and select the range D17:D18 for the Criteria. Verify
that the average LA salary is 56400.
b. T
Test the function further by entering the text Dallas in cell D18. When the criterion is entered, cell E18 should
display 75000.
c. Format cell E18 in Accounting format with the $ symbol and no decimal places.
d. Save the workbook.
6. V
Validate table data.
a. Select the data in column E of the table, and set a validation criterion specifying that you want to allow a list of
valid options.
b. Enter a list of valid options that restricts the entries to LA, Chicago, and Dallas. Remember to use a comma
between each item in the list.
c. Indicate that you want the options to appear in an in-cell drop-down list, then close the dialog box.
d. Add a row to the table. Go to cell E12, then select Chicago in the drop-down list.
e. Complete the new record by adding an Employee Number of 1119, a First Name of Cate, a Last Name of Smith,
a Hire Date of 10/1/2017, a monthly salary of $5000, and an Annual Bonus of $5000. Format the range
F12:J12 as Accounting with no decimal places and using the $ symbol. Compare your screen to FIGURE 8-21.
f. Add your name to the center section of the footer
footer, save the worksheet, then preview the worksheet.
FIGURE 8-21
7. Create subtotals.
a. Click the Subtotals sheet tab.
b. Use the Branch field list arrow to sort the table in ascending order by branch.
c. Convert the table to a range.
d. Group and create subtotals of the Annual Compensation data by branch, using the SUM function.
e. Click the 2 outline button on the outline to display only the subtotals and the grand total. Compare your screen
to FIGURE 8-22.
f. Enter your name in the worksheet footer
footer, save the workbook, then preview the worksheet.
g. Save the workbook, close the workbook, exit Excel, then submit your workbook to your instructor.
FIGURE 8-22
As the manager of Tampa Medical, a diagnostic supply company, you spend a lot of time managing your inventory. To
help with this task, you have created an Excel table that you can extract information from using filters. You also need to
add data validation and summary information to the table.
a. Start Excel, open EX 8-3.xlsx from where you store your Data Files, then save it as EX 8-Diagnostic.
b. Using the table data on the Inventory sheet, create a filter to display information about only the pulse monitors.
Clear the filter.
c. Use a Custom Filter to generate a list of products with a quantity greater than 15. Clear the filter.
d. Copy the labels in cells A1:E1 into A16:E16. TType Stethoscope in cell A17, and type <$275.00 in cell C17.
Excel 2016
Use the Advanced Filter with a criteria range of A16:E17 to extract a table of stethoscopes priced less than $275.00
to the range of cells beginning in cell A20. Enter your name in the worksheet footer, save the workbook, then
preview the worksheet.
e. On the Summary sheet, select the table data in column B. Open the Data Validation dialog box, then indicate
you want to use a validation list with the acceptable entries of Lee, Rand, Barry. Make sure the In-cell
dropdown check box is selected.
f. T
Test the data validation by trying to change any cell in column B of the table to Lane.
g. Using FIGURE 8-23 as a guide, enter a function in cell E18 that calculates the total quantity of Stethoscopes available
in your inventory. Enter your name in the worksheet footer, preview the worksheet, then save the workbook.
h. On the Subtotals sheet, sort the table in
FIGURE 8-23
ascending order by product. Convert the
table to a range. Insert subtotals by
product using the Sum function, then
select Quantity in the “Add Subtotal to”
box. Remove the check box for the Total
field, if necessary. Use the appropriate
button on the outline to display only
the subtotals and grand total. Save the
workbook, then preview the worksheet.
i. Submit the workbook to your instructor.
Close the workbook, then exit Excel.
As the senior accountant at Miami Plumbing Supply
Supply, you are adding new features to the company’s accounts receivables
workbook. The business supplies both residential and commercial plumbers. You have put together an invoice table to
track sales for the month of June. Now that you have this table, you would like to manipulate it in several ways. First,
you want to filter the table to show only invoices over a certain amount with certain order dates. You also want to
subtotal the total column by residential and commercial supplies. To prevent data entry errors you will restrict entries in
the Order Date column. Finally, you would like to add database and lookup functions to your worksheet to efficiently
retrieve data from the table.
a. Start Excel, open EX 8-4.xlsx from where you store your Data Files, then save it as EX 8-Invoices.
b. Use the Advanced Filter to show invoices with amounts more than $300.00 ordered before 6/15/2017, using cells
A27:B28 to enter your criteria and extracting the results to cell A33. ((Hint: You don’t need to specify an entire row as
the criteria range.) Enter your name in the worksheet footer.
c. Use the Data V Validation dialog box to restrict entries to those with order dates between 6/1/2017 and 6/30/2017.
Test the data restrictions by attempting to enter an invalid date in cell B25.
d. Enter 23706 in cell G28. Enter a VLOOKUP function in cell H28 to retrieve the total based on the invoice number
entered in cell G28. Make sure you have an exact match with the invoice number. Test the function with the invoice
number 23699.
e. Enter the date 6/1/2017 in cell J28. Use the database function, DCOUNT, in cell K28 to count the number of
invoices for the date in cell J28. Save the workbook, then preview the worksheet.
f. On the Subtotals worksheet, sort the table in ascending order by T Type, then convert the table to a range. Create
subtotals showing the totals for commercial and residential invoices. Display only the subtotals for the commercial
and residential accounts, along with the grand total.
g. Save the workbook, preview the worksheet, close the workbook, then exit Excel. Submit the workbook to your instructor
instructor.
You are the manager of Fitness Now, a service company for fitness equipment. You have created an Excel table that contains
your invoice data, along with the totals for each invoice. You would like to manipulate this table to display service categories
and invoices meeting specific criteria. You would also like to add subtotals to the table and add database functions to total
categories of invoices. Finally, you want to restrict entries in the Category column.
a. Start Excel, open EX 8-5.xlsx from where you store your Data Files, then save it as EX 8-Equipment.
b. On the Invoice sheet, use the headings in row 37 to create an advanced filter that extracts records with the following
criteria to cell A42: totals greater than $1500 having dates either before 9/10/2017 or after 9/19/2017. ((Hint: Recall that
when you want records to meet one criterion or another, you need to place the criteria on separate lines.)
c. Use the DSUM function in cell G2 to let worksheet users find the total amount for the category entered in cell F2.
Format the cell containing the total using the Accounting format with the $ symbol and no decimals. Verify the
warranty category total is $8,228. Preview the worksheet.
d. Use data validation to create an in-cell drop-down list that restricts category entries to “Preventative Maintenance”,
“Warranty”, and “Service”. Use the Error Alert tab of the Data Validation dialog box to set the alert style to the
Warning style with the message “Data is not valid.” Test the validation in the table with valid and invalid entries.
Save the workbook, enter your name in the worksheet footer, then preview the worksheet.
e. Using the Subtotals sheet, sort the table by category in ascending order. Convert the table to a range, and add
Subtotals to the totals by category. Widen the columns, if necessary.
f. Use the outline to display only category names with subtotals and the grand total. Enter your name in the
worksheet footer.
g. Save the workbook, then preview the worksheet.
h. Close the workbook, exit Excel, then submit the workbook to your instructor.
You are an inventory manager at East Coast Medical, a medical equipment distributor. You track your inventory of
equipment in an Excel worksheet. You would like to use conditional formatting in your worksheet to help track the
products that need to be reordered as well as your inventory expenses. You would also like to prevent data entry errors.
Finally, you would like to add an area to quickly look up prices and quantities for customers.
a. Start Excel, open EX 8-6.xlsx from where you store your Data Files, then save it as EX 8-East Coast
Medical.
b. Using FIGURE 8-24 as a guide, use conditional formatting to add icons to the quantity column using the following
criteria: format quantities greater than or equal to 300 with a green circle, quantities greater than or equal to 100
but less than 300 with a yellow circle, and quantities
FIGURE 8-24
less than 100 with a red circle. ((Hint: You may need to
click in the top Value text box for the correct value to
display for the red circle.)
c. Conditionally format the T Total data using Top/Bottom
Rules to emphasize the cells containing the top
30 percent with red text.
d. Add another rule to format the bottom 20 percent in
the Total column with purple text from the standard
colors palette.
e. Restrict the Wholesale Price field entries to decimal
values between 0 and 10000. Add an input message of
Prices must be less than $10,000. Add an
Information level error message of Please check
price. Test the validation entering a price of $10,100
in cell C3 and allow the new price to be entered.
f. Below the table, create a product lookup area with the following labels in adjacent cells: Product Number,
Wholesale Price, Quantity. Right align these labels in the cells.
Excel 2016
g. Using the T Table Tools Design tab, name FIGURE 8-25
the table “Inventory”.
h. Enter 1445 under the label Product Your Name
Number in your products lookup area.

East Coast Medical
i. In the product lookup area, enter lookup Product Number Category Wholesale Price Quantity Total
1122 Hospital $10,100.00 310 $3,131,000.00
functions to locate the wholesale price 1132 Surgery Center $1,005.34 250 $251,335.00
1184 Lab $18.21 24 $437.04
and quantity information for the product 1197
1225
Physician Office
Home Health
$32.22
$33.99
350
47
$11,277.00
$1,597.53
number that you entered in the previous 1267

1298
Home Health
Lab
$34.19
$21.97
101
375
$3,453.19
$8,238.75
1345 Lab $652.01 105 $68,461.05
step. Use the assigned table name of 1367 Lab $17.18 168 $2,886.24
1398 Physician Office $3,657.21 97 $354,749.37
Inventory and make sure you match the 1422
1436
Surgery Center
Surgery Center
$259.36
$598.36
157
81
$40,719.52
$48,467.16
product number exactly. Format the 1445
1456
Surgery Center
Hospital
$45.20
$82.33
150
377
$6,780.00
$31,038.41
1498 Hospital $1,968.21 51 $100,378.71
wholesale price with the Accounting 1521 Hospital $7,418.21 87 $645,384.27
1531 Lab $40.34 197 $7,946.98
format and two decimal places. 1544 Home Health $236.98 472 $111,854.56
1556 Home Health $459.24 12 $5,510.88
j. Enter your name in the center section of 1569
1578
Physician Office
Surgery Center
$1,263.25
$368.34
178
35
$224,858.50
$12,891.90
the worksheet header
header, save the workbook, 1622
1634
Physician Office
Surgery Center
$25.33
$18.47
874
501
$22,138.42
$9,253.47
1657 Surgery Center $362.51 10 $3,625.10
then preview the worksheet comparing it 1688 Lab $1,287.63 73 $93,996.99
1723 Hospital $257.01 534 $137,243.34
to FIGURE 8-25. 1736 Home Health $25.66 15 $384.90
1798 Hospital $32.78 640 $20,979.20
k. Close the workbook, exit Excel, then 1822 Lab $179.21 86 $15,412.06
submit the workbook to your instructor. Product Number Wholesale Price

1445 $ 45.20
Quantity
150
Visual Workshop
Open EX 8-7.xlsx from where you store your Data Files, then save it as EX 8-Therapy. Complete the worksheet as
shown in FIGURE 8-26. An in-cell drop-down list has been added to the data entered in the Pool field. The range A18:F21 is
extracted from the table using the criteria in cells A15:A16. Add your name to the worksheet footer, save the workbook,
preview the worksheet, then submit the workbook to your instructor.
FIGURE 8-26
Integration Module 4
Integrating Word
and Excel
You are working as an assistant to Kevin Lawrence, the vice president of
CASE
Operations for Reason2Go. Kevin asks you to link a Word document containing a
summary of the corporate volunteer experiences sold to local companies with data created in an
Excel workbook.
Module Objectives
• Use Paste Special to modify formatting • Create an Excel spreadsheet in Word
• Create a hyperlink between Word • Embed an Excel file in Word
and Excel • Change link sources
Files You Will Need

INT 4-1.docx INT 4-5.docx
INT 4-2.xlsx INT 4-6.xlsx
Integration
Module 4 Use Paste Special
to Modify Formatting
Learning
Outcomes
• Identify Paste
options
• Copy,
Copy paste, and
Copy, When you paste an object into an Office program, you can specify how you want that object to appear. appear
resize a worksheet FIGURE 4-1 shows all the Paste options available and how each option formats the pasted value of
object
• Paste linked data 15.00. Notice that the paragraph marks are turned on so you can easily see where the paste option adds
paragraph breaks and extra spaces. (Note that paste options will vary,
var depending on the type of data that
is selected.) CASE Kevin Lawrence, the vice president of Operations for R2G, asks you to link a summar
summary
about the corporate volunteer experiences sold in the summer to data in an Excel workbook.
STEPS
1. Start Word, open the file INT 4-1.docx from the location where you store your
Data Files, save it as INT 4-Corporate Experiences_Summer
Experiences_Summer, start Excel, open the file
INT 4-2.xlsx from the location where you store your Data Files, then save it as
INT 4-Corporate Data
2. Select the range A3:F9, click the Copy button in the Clipboard group, switch to Word,
select VOLUNTEER EXPERIENCES, click the Paste list arrow in the Clipboard group, then
move the mouse pointer over the available paste options to see how the formatting
changes
None of the options will paste the spreadsheet data into a table that is both easy to modify and linked to the
source file. You need to explore options in the Paste Special dialog box.
3. Click Paste Special, click the Paste link option button, click Microsoft Excel Worksheet
Object, then click OK
The pasted object is too large for the space. One of the reasons you select the Microsoft Excel Worksheet
Object option is because you can easily modify the size of the pasted object.
4. Click the pasted object, click the right mouse button, click Picture, click the Size tab,
select the contents of the Width text box, type 7 as shown in FIGURE 4-2, then click OK
5. Switch to Excel, click cell F10, click the Copy button, switch to Word, then select XX in
the paragraph below the pasted worksheet object
6. Click the Paste button, click the Paste Options (Ctrl) button next to the pasted
object, then click the Link & Merge Formatting button
The Link & Merge Formatting button added paragraph breaks. You can remove these manually.
7. Click to the left of the pasted amount, press [Backspace] to move the amount up a line,
click after the pasted amount, then press [Delete]
You need to test the links.
8. Switch to Excel, change the number of participants in the Sea Turtle Conservation
experience to 40 and press [Enter], switch to Word, right-click the worksheet object,
click Update Link
Link, right-click the total, then click Update Link
The total revenue for Sea Turtle Conservation is now $80,000 and the total revenue for all experiences is
$928,000.00. Each time you update a link pasted with the Link & Merge Formatting paste option, you need
to adjust the spacing.
9. Adjust the spacing around the total again, save the document, switch to Excel, then
save and close the workbook
Integration 50 Integrating Word and Excel
FIGURE 4-1: Paste and Paste Special Options from Excel to Word
Paste Option Location Result Theme Fill color Bold & Font Spaces Paragraph
applied? retained? retained? added? break added?
Keep Source Paste list arrow Source No Yes Yes After
Formatting
button
Merge Paste list arrow Destination No Yes Yes After
Formatting
Link & Keep Paste list arrow Source No Yes Yes Before and
Source after
Formatting
Link and Paste list arrow Destination No Yes Yes Before and
Merge after
Formatting
Picture Paste list arrow Source; can Yes Yes No No

apply special
Excel value with the

Keep Text Paste list arrow Destination No No No No
View workbook theme, Only
bolding, blue font Microsoft Paste special Source Yes Yes No No
color, and yellow fill Excel dialog box
Worksheet
color, pasted into a
Integration
Object
Word document using Formatted Paste special Source No Yes Yes No
the Retrospect theme Text (RTF) dialog box
Unformatted Paste special Destination No No No No

Text dialog box
HTML Paste special Source Yes Yes Yes No

Format dialog box
FIGURE 4-2: Size tab in the Format Object dialog box
New width
entered
Integrating Word and Excel Integration 51
Integration
Module 4 Create a Hyperlink Between
Word and Excel
Learning
Outcomes
• Insert a hyperlink
in Word
• Change the color You can create hyperlinks to access data from other documents and programs. A hyperlink is a text
of a followed element or graphic that you click to display another place in a file, other files created in the same or other
hyperlink
programs, or a location on the Internet. When you copy, copy paste, and link data between programs, you
actually bring the data into the destination file. But when you click a hyperlink from a source file to a
location in a destination file, the destination file opens. You
Y often create hyperlinks between two files that
you plan to send electronically. Instead of combining all the information into one file in one program, you
can create two documents, such as a letter or other document in Word W and a spreadsheet showing
calculations in Excel, and insert a hyperlink in one document that opens the other document. The person
who receives the two files can use the hyperlinks to switch quickly between the files. CASE Kevin plans
to send an electronic copy of the W
Word report to the marketing department and include the Excel file containing
all the data referenced in the report. He asks you to create a hyperlink between the letter in Word and the Excel
workbook so the client can view the Excel data directly from the WWord report.
STEPS
1. In Word, select the words Excel spreadsheet in the second sentence of the third para-
graph (below the table)
2. Click the Insert tab, click the Hyperlink button in the Links group, then verify that
Existing File or Web Page is selected
In the Insert Hyperlink dialog box, you can create a link to an existing file or to a place in the current document,
or you can create a hyperlink that opens a new document, or opens an email program so you can send an email.
The Insert Hyperlink dialog box lists the files in the current folder, which in this case includes the Excel data file.
3. Click the filename INT 4-Corporate Data.xlsx
You can include text in a ScreenTip that appears when users point to the hyperlink. This text can advise
users what will happen when they click the hyperlink.
4. Click ScreenTip in the Insert Hyperlink dialog box, type This link opens the Corporate
Data workbook in Excel., click OK, then click OK again
The phrase “Excel spreadsheet” becomes light turquoise and underlined, indicating that it is now a hyperlink
that, when clicked, will open another document, which in this case is the Excel Corporate Data file.
5. Move the mouse pointer over Excel spreadsheet, read the ScreenTip that appears as
shown in FIGURE 4-3, press [Ctrl], then click Excel spreadsheet
The link opens the INT 4-Corporate Data file.
6. Close the workbook, then in Word notice that the words “Excel spreadsheet” now
appear in a very light turquoise color
You can change the color assigned to a followed hyperlink.
7. Click the Design tab, click the Colors button in the Document Formatting group, then
click Customize Colors
In the Create New Theme Colors dialog box you can change the colors assigned to text in the theme
currently used in the document. This document is formatted with the Ion theme.
8. Click the list arrow next to the color box for Followed Hyperlink, click the Purple,
Accent 6 color box as shown in FIGURE 4-4, then click Save
The followed hyperlink is now purple, which is easier to read.
9. Save the document
FIGURE 4-3: Viewing the ScreenTip
ScreenTip appears when

the mouse pointer moves
over the hyperlink
FIGURE 4-4: Changing the color of a followed hyperlink
Integration
Purple,
Accent 6 color
Editing and removing a hyperlink

To edit a hyperlink, right-click the underlined text, then click hyperlink by right-clicking it and then clicking Remove
Edit Hyperlink. In the Edit Hyperlink dialog box, you can Hyperlink. When you remove a hyperlink, the underlining that
change the destination of the hyperlink, modify the identifies the text as a hyperlink is removed; however, the text
ScreenTip, or remove the hyperlink. You can also remove a itself remains.
Integration
Module 4 Create an Excel Spreadsheet
in Word
Learning
Outcomes
• Create an Excel
spreadsheet in
W o rd When you don’t need to store spreadsheet data in a separate Excel file, you can use the Table
T command to
• Edit and format an create an Excel spreadsheet in Word
W and then use Excel tools to enter labels and values and make calculations.
Excel spreadsheet
in Word The Excel spreadsheet object is an embedded object in the Word W file. To
T modify it, you double-click it and
then use Excel tools that become available inside of the Word
W program window. CASE YYou need the
document to show the corporate price components. You create the data in an embedded Excel spreadsheet so you
can use Excel tools to make calculations and apply formatting.
STEPS
1. In Word, select SPREADSHEET below paragraph 4, click the Insert tab, click the Table
button in the Tables group, then click Excel Spreadsheet
A blank Excel spreadsheet appears in the Word document, and Excel tools appear in the Ribbon. However,
the Word document name still appears in the title bar, indicating that you are working in Excel from within
the Word program.
2. Enter the following spreadsheet labels and values
Food Lodging Materials Total
90 130 20
3. Click cell D2, type =SUM(A2:C2), press [Enter], select cells A2:D2, click the Accounting
Number Format button in the Number group, then if necessary adjust column widths
to show all values
4. Click cell A3, enter the formula =A2/$D$2, copy the formula to the range B3:D3, then
with the cells still selected, click the Percent Style button in the Number group
By default, an Excel spreadsheet that you create in Word is formatted with the default theme. You want the
labels and values in the spreadsheet to match the theme applied to the rest of the Word document.
5. Click the Page Layout tab, click the Themes button in the Themes group, then click the
Ion theme
6. Click outside the spreadsheet object, double-click the object again, then drag the
lower-right corner of the spreadsheet object up and to the left to reduce its size so it
displays only the data in the range A1:D3 as shown in FIGURE 4-5
7. Click outside the spreadsheet object to return to Word, then delete SPREADSHEET
8. Double-click the spreadsheet object, click cell C2, type 40, press [Enter], select the range
A1:D3, click the Format as Table button in the Styles group, select Table Style Medium 2
(the first red selection in the Medium group), click OK, click Convert to Range in the
Tools group, then click Yes
The total is updated to reflect the change in the cost of materials and the data is formatted with a table style.
9. Click outside the spreadsheet object, compare your screen to FIGURE 4-6, then save
the document
FIGURE 4-5: Spreadsheet object resized
Integration
FIGURE 4-6: Completed Excel spreadsheet embedded in Word
Total is updated to
$260 and Table Style
Medium 2 is applied
Integration
Module 4 Embed an Excel File in Word
Learning In Integration Module 1, you learned that when you embed a Word file in an Excel spreadsheet, the
Outcomes original Word formatting is retained. You then edit the embedded file by double-clicking it and using
• Embed an Excel
file in Word Word tools to make changes to the text and formatting. You use the same procedure to embed an
• Change work- Excel file in Word. In general, when you create a file in one program and embed it into another
sheets in an
program, the formatting of the original file is retained. TABLE 4-1 summarizes the integration tasks you
embedded
Excel file performed in this unit. CASE YYou want the summary to include a list of the proposed corporate
experiences. This list is included in one of the worksheets in the INT 4-Corporate Data workbook.
STEPS
1. In Word, select PROPOSED EXPERIENCES at the end of the document (not the heading),
click the Insert tab, click the Object button in the Text group, then click the Create from
File tab
2. Click Browse, navigate to the location where you stored INT 4-Corporate Data.xlsx,
if necessary, then click INT 4-Corporate Data.xlsx
3. Click Insert, then click OK
You do not anticipate needing to update the list of experiences, so you insert the Excel file into the Word
document as an Excel object that is not linked to the source file. Any changes you make to the Excel file in
Word are not made to the source file in Excel.
4. Delete PROPOSED EXPERIENCES, then double-click the Excel object
The object is embedded, so you edit it by double-clicking it and using the source program tools. The Excel
Ribbon and tabs replace the Word ones; however, the title bar shows that you are still working in the Word
document and using Excel tools only to modify the embedded Excel file. You need to view the worksheet that
contains information about the new experiences and apply the Ion theme applied to the Word document.
5. Scroll down in Word so you can see the Excel sheet tabs, then click the Proposed
sheet tab
6. Drag the lower-right corner of the spreadsheet object up and to the left to reduce its
size so it displays only the data in the range A1:D6 as shown in FIGURE 4-7
7. Click the Page Layout tab, click the Themes button in the Themes group, then click Ion
8. Click outside the embedded object, click the View tab, then click the One Page button in
the Zoom group
9. Enter your name where indicated in the footer
footer, remove any extra hard returns so the
document fits on one page, then save the document
The completed document appears as shown in FIGURE 4-8.
Formatting pasted, embedded, and linked objects

When you work with Copy and Paste Special options, as you did range, you modify the object in the source program, which is
in the first lesson of this module you select options in the Paste then automatically updated in the destination program. The
Special dialog box to format the copied object. With embedded exception occurs when you link an entire file to a document in a
objects, you double-click them in the destination program and destination program. In that case, you can modify the object
then use tools in the source program to change the content or either by double-clicking it in the destination program or by
formatting. For linked objects, such as a chart or a worksheet changing it in the source program.
FIGURE 4-7: Excel file inserted into Word and resized
FIGURE 4-8: Completed document
Integration
TABLE 4-1: Module 4 integration tasks
source destination connection page

object command program program result type no.
Excel range Copy Paste Special Paste Link Excel W o rd Microsoft Excel Link 50
Worksheet Object
Excel cell Copy Paste using the Link Excel W o rd Formatted text with Link 50
Merge Formatting option line breaks
Excel file Insert Hyperlink Existing File or Excel W o rd Underlined word that Hyperlink 5 2
Web Page users click to view
source document
Excel spreadsheet Insert Table Excel spreadsheet Excel W o rd Embedded Excel Embed 5 4
object spreadsheet object
Excel spreadsheet Insert Object Create from File Excel W o rd Embedded Excel Embed 5 6
file Browse spreadsheet file
Integration
Module 4 Change Link Sources
Learning You can change the source of any link that you create between two files, even when the files are
Outcomes created in different source programs. You use the Links dialog box to change link sources and then
• Edit links in the
Edit Links update links. CASE Kevin asks you to modify the WWord summary to include information about the
dialog box corporate volunteer experiences that R2G ran in the Fall season. To save time, you decide to change the links
in the INT 4-Corporate Experiences_Summer file so they reference a new sheet in the INT 4-Corporate Data
file. All the other information in the summary remains the same.
STEPS
1. In Word, return to 100% view, then save the document as INT 4-Corporate
Experiences_Fall
2. Change “Summer” to Fall in the subtitle, then change “summer of 2017” to fall of 2017
in the first paragraph
3. Click the File tab, click Edit Links to Files at the bottom of the far-right pane to open the
Links dialog box, then click Change Source
The top link references the Microsoft Excel worksheet object. Links in the Change source dialog box are
listed in the order in which they appear in the document.
4. Click INT 4-Corporate Data.xlsx in the list of files, click Item, then change “Summer” to
Fall as shown in FIGURE 4-9
5. Click OK, click INT 4-Corporate Data.xlsx again, click Open, then click OK
You return to Backstage view. The link now references the total amount in the worksheet named Fall Tours.
6. Click Edit Links to Files, click the second link
link, click Change Source, click INT 4-Corporate
Data.xlsx, click the Item button,, change Summer to Fall, click OK, select the file again,
click Open, click OK, then click to return to the document
The second link now references the total revenue generated in the fall.
7. In Word, right-click the Excel worksheet object following the second paragraph, click
Picture, click the Size tab, change the width to 7, then click OK
Each time you open the Word document, the size of the copied Excel worksheet object reverts to the
original size.
QUICK TIP 8. Adjust the spacing so the total in paragraph 2 ($696,300.00) is part of the text
To adjust spacing,
The spacing of the pasted total in paragraph 2 in the Word document changes because you originally
click to the left of
the total and press selected the Link & Merge Formatting paste option, which inserts paragraph breaks.
[Backspace], then
click to the right of
9. Save the document, submit the file to your instructor
instructor, then close the document and exit
the total and press Word and Excel
[Delete]. The completed document appears as shown in FIGURE 4-10.
FIGURE 4-9: Changing the source location of a link
Summer
changed to Fall
FIGURE 4-10: Completed document
Integration
Reestablishing links
When you open a Word file that is linked to an Excel file, you between the two files. If you have sent the files to another person,
receive the following message: “This document contains links that such as your instructor, they will need to click “No” to open the
may refer to other files. Do you want to update this document W file without linking to the Excel file. Note that you will need
Word
with the data from the linked files ” If you created the files on to adjust the spacing and sizes of some of the pasted Excel
your own computer, you can click “Yes” to reestablish the links objects, depending on how they were pasted into Word.
Practice
Concepts Review
1. Hyperlink a. Select from the Paste Special dialog box to remove formatting from a
2. Unformatted Text pasted object
3. Link & Merge Formatting b. Colored or underlined text or a graphic that, when clicked, opens a different file
4. Item c. Command used to paste an Excel object as a linked object in WWord
5. Edit Links to File d. Backstage view command to update links
e. Select to set the exact location of a link

6. Which of the following Paste Special options do you select when you want to be able to modify the size
of the Excel data being pasted into W Word?
a. Microsoft Office Excel W
Worksheet Object c. Word Hyperlink
b. Formatted T
Text (RTF) d. HTML Format
7. From which tab in W Word do you access the Hyperlink command?
a. Design c. Review
b. Home d. Insert
8. In W
Word, which group on the Insert tab contains the command you select to insert an Excel
spreadsheet?
a. Links c. Text
b. Tables
T d. Illustrations
9. In W
Word, which tab do you select to modify the color assigned to hyperlink text?
a. Review c. Design
b. Layout d. Home
Skills Review
1. Use Paste Special to modify formatting.
a. Start W
Word, open the file INT 4-3.docx from the location where you store your Data Files, save it as INT 4-Reel
Catering Winter Productions, start Excel, open the file INT 4-4.xlsx from the location where you store your
Data Files, then save it as INT 4-Reel Catering Data.
b. Copy the range A3:G9, switch to W Word, then paste the copied range as a linked Microsoft Excel Worksheet Object to
replace the word “PRODUCTIONS”.
c. Open the Format Object dialog box, and change the width of the resized object to 6.5.
d. In Excel, copy cell G10, then paste it using the Link & Merge Formatting option, replacing XX in the paragraph below
the copied Excel object and then adjusting spacing. ((Hint: Click to the left of the total and press [Backspace], then
click to the right of the total and press [Delete].)
e. In Excel, change the number of people served during the Coast Caper production to 100.
f. In Word,
W update the link to the Microsoft Excel Worksheet Object, then update the total and adjust spacing.
Verify the new total is $472,200.00.
g. Save and close the Excel workbook.
2. Create a hyperlink between W Word and Excel.
a. In W
Word, select “Excel spreadsheet” in the second sentence of the second paragraph (below the pasted Excel
worksheet object).
b. Open the Insert Hyperlink dialog box, then verify that Existing File or W
Web Page is selected.
c. Select INT 4-Reel Catering Data.xlsx.
d. Create a ScreenTip that uses the text This link opens the Reel Catering Data workbook in
Excel., then return to the document.
e. T
Test the hyperlink.
f. Close the workbook and return to W Word, open the Create New Theme Colors dialog box from the Design tab,
then change the color assigned to Followed Hyperlink to Red (in the selection of Standard colors).
g. Save the document.
3. Create an Excel spreadsheet in W Word.
a. In W
Word, select SPREADSHEET in the New Products paragraph, then insert a new Excel spreadsheet from the
Integration
Tables group on the Insert tab.
b. Enter the following labels and values in the worksheet:
Snack Pack Price Orders Total

Sushi Rolls 8 100
V
Vegan Pack 7 50
Protein Power 8 300
c. For the first item, calculate the T

Total as the product of the Price multiplied by Orders. Copy the formula as
necessary.
d. Apply the Accounting Number format to the appropriate cells and widen columns as needed.
e. Reduce the size of the object so only the data appears, click outside the spreadsheet object to return to WWord,
then delete SPREADSHEET.
f. Edit the spreadsheet object by changing the price for the Protein Power snack packs to $10.00.
g. Apply the Integral theme to the worksheet, then format the data using the T Table Style Medium 3 table style
(blue) and convert the table to a range.
h. Save the WWord document.
4. Embed an Excel file in W Word.
a. In W
Word, insert the INT 4-Reel Catering Data as an embedded object from a file to replace EVENTS below the
last paragraph.
b. Double-click the inserted object, and show the Events sheet tab.
c. Resize the spreadsheet object so it displays only the data in the range A1:C7, and apply the Integral theme.
d. In Word, delete EVENTS, enter your name where indicated in the footer, then save the document.
5. Change link sources.
a. In W
Word, save the document as INT 4-Reel Catering Spring Productions, change “Winter” to
Spring in the subtitle, then change “January and March” to April and June in the first paragraph.
b. Open the Links dialog box from Backstage view view, then open the Change Source dialog box for the first link.
c. Select the INT 4-Reel Catering Data.xlsx file, then use the Item button to change “Winter” to Spring.
d. Click OK, click the filename, click Open, click OK, then return to Backstage view.
e. Change the second link so it also references the Spring worksheet.
f. In W
Word, reduce the width of the Microsoft Excel Worksheet Object to 6.5, then adjust spacing so the linked total is
part of the text.
g. Verify the new total is $567,850.00.
h. Save the document, submit the file to your instructor
instructor, then close the document and exit Word and Excel.
The completed document for the Spring season appears as shown in FIGURE 4-11.
FIGURE 4-11
You work for Past Time Books, an independent publisher of historical fiction. Several of the authors that Past Time Books
publishes are about to embark on a tour across the United States. Your supervisor has asked you to create a fact sheet
about the authors that she can refer to as she plans the tour. You open the fact sheet in Word and then add objects from
data stored in an Excel worksheet.
a. In W
Word, open the file INT 4-5.docx from the location where you store your Data Files, then save it as
INT 4-Past Time Books Fact Sheet.
b. In Excel, open the file INT 4-6.xlsx from the location where you store your Data Files, then save it as
INT 4-Past Time Books Data.
c. In Excel, calculate the total revenue generated by the six authors, calculate the share of the total revenue earned
by each author
author,, then calculate the average revenue generated by each author. ((Hint
Hint: To calculate the share of total
revenue, enter the formula in C4 that divides the author’s revenue by total revenue, being sure to use an absolute
reference for Total Revenue in cell B10, then copy the formula to the range C5:C9. To calculate the Average
revenue in cell B11, enter the formula =A=AVERAGE(B4:B9).)
d. Copy the cells containing information about the three top-selling authors (cells A3:C6), then paste them
using the Link & Use Destination Styles paste option to the left of AUTHORS following paragraph 1 in the
W
Word document.
Integration
e. Select the pasted table, open the TTable Tools Design tab, then apply the Grid Table 4, Accent 2 table style.
f. Adjust the width of the columns where needed so none of the text wraps, press the Increase Indent button once to
indent the table, then delete AUTHORS.
g. In Excel, copy each of the values for total and average revenue and paste them as links to the appropriate areas of
the W
Word document using the Link & Merge Formatting paste option. Adjust spacing as needed.
h. Create a hyperlink to the Excel file from “here” in the Sales by Author paragraph. Enter This link opens an
Excel workbook containing revenue data about the authors. as the ScreenTip.
i. T
Test the hyperlink, then in Word assign the Red, Accent 4, Darker 50% color to Hyperlink and Red, Accent 4,
Darker 25% to Followed Hyperlink.
j. In W
Word, replace COSTS below the Tour Costs paragraph with a new Excel spreadsheet using the data below.
Item Unit Quantity Per Person Cost Total
Transportation Flight 3 700.00
Accommodation Night 7 2,100.00
Meals Day 7 450
Miscellaneous Day 7 350
Use formulas to determine the total cost of each item. Format all dollar amounts with the Accounting Number
format, and resize the worksheet object so only the data in cells A1:E5 appears.
k. Change the theme to Organic, then apply the Medium 3 table style and widen columns as needed.
l. Switch to Excel, then change Gary Lee’s name to Gary Watson and his revenue to $1,400,000.
m. In W
Word, verify that the data has been updated or update the links. Adjust spacing as needed.
n. Enter your name where indicated in the footer
footer, save the document, submit it to your instructor, then close
the document.
o. In Excel, enter your name in cell A16, save the workbook, submit it to your instructor
instructor, then close the workbook.
Visual Workshop
Start Word, open the file INT 4-7.docx from the location where you store your Data Files, then save it as INT 4-Concert
Information. Start Excel, open the file INT 4-8.xlsx, save it as INT 4-Concert Data, then close it. In Word, insert
the Excel file as a linked object below the paragraph. ((Hint: In the Object dialog box, click the Link to file check box on the
Create from File tab.) Edit the embedded file by showing the UK Budget worksheet and then updating the link in Word
(
(Hint : Right-click the Excel object, then click Update Link). Apply the Basis theme to the worksheet and format the data with
Table Style Medium 10, then save and close the Excel file. Update the link in Word. Edit the Word document by replacing
“Italy” with “UK” and “Rome” with “London” as shown in FIGURE 4-12. Open the Links dialog box, then click Break Link to
break the link between the Word document and the Excel workbook. Include your name where shown in the Word docu-
ment, submit it to your instructor, then close the document.
FIGURE 4-12
Access 2016 Module 5
Modifying the
Database Structure
CASE Working with Julia Rice, the trip developer for U.S. travel at Reason 2 Go, you are
developing an Access database to track trips, customers, sales, and payments.
The database consists of multiple tables that you link, modify, and enhance to create a relational
database.
Module Objectives
• Examine relational databases • Modify Number and Currency fields
• Design related tables • Modify Date/Time fields
• Create one-to-many relationships • Modify validation properties
• Create Lookup fields • Create Attachment fields
• Modify Short Text fields
Files You Will Need

R2G-5.accdb Jobs-5.accdb
JAlman.jpg Training-5.accdb
Member1.jpg
Access 2016
Module 5 Examine Relational Databases
Learning The purpose of a relational database is to organize and store data in a way that minimizes redundancy and
Outcomes maximizes your flexibility when querying
quer and analyzing data. To T accomplish these goals, a relational data-
• Design tables
and fields base uses related tables rather than a single large table of data. At one time, the Sales Department at
• Design primary
primar and Reason 2 Go tracked information about its trip sales and payments using a single Access table called Sales,
foreign key fields
shown in FIGURE 5-1. This created data redundancy problems because of the duplicate trip, customer,
customer and
• Analyze one-to-
many relationships payment information entered into a single table. CASE YYou decide to study the principles of relational
database design to help R2G reorganize these fields into a correctly designed relational database.
DETAILS
To redesign a list into a relational database, follow these principles:
•
Currently, the table in FIGURE 5-1 contains four subjects—trips, sales, customers, and payments—which
creates redundant data. For example, the trip name must be duplicated for each sale of that trip. The customer’s
name must be reentered every time that customer purchases a trip or makes a payment. The problems of
redundant data include extra data entry work; more data entry inconsistencies and errors; larger physical stor-
age requirements; and limitations on your ability to search for, analyze, and report on the data. You minimize
these problems by implementing a properly designed relational database.
•
A primary key field is a field that contains unique information for each record. For example, in a customer
table, the customer number field usually serves this purpose. Although using the customer’s last name as the
primary key field might work in a small database, names are generally a poor choice for a primary key field
because the primary key cannot accommodate two customers who have the same name.
•
To tie the information from one table to another, a field must be common to each table. This linking field
is the primary key field on the “one” side of the relationship and the foreign key field on the “many”
side of the relationship. Recall that a primary key field stores unique information for each record in that
table. For example, a CustomerNo field acting as the primary key field in the Customers table would link to
a CustomerNo foreign key field in a Sales table to join one customer to many sales. You are not required to
give the primary and foreign key fields the same name, although doing so does clarify which fields are used
to link two tables in a one-to-many relationship.
The revised design for the database is shown in FIGURE 5-2. One customer can purchase many trips, so
the Customers and Sales tables have a one-to-many relationship based on the linking CustNo field. One trip
can be purchased many times, so the Trips and Sales tables have a one-to-many relationship (TripNo in the
Sales table and TripNo in the Trips table). One sale may have many payments, creating a one-to-many
relationship between the Sales and Payments tables based on the common SalesNo field.
As you design your database, you might find that two tables have a side of separate one-to-many relationships with the two original
many-to-many relationship, which means that a record in one tables. The Customers and Trips tables have a many-to-many
table may be related to many records in the other table and vice relationship because one customer can purchase many trips and one
versa. To join them, you must establish a third table called a junction trip can have many customers purchase it. The Sales table serves as
table, which contains two foreign key fields to serve on the “many” the junction table to link the three tables together.
Access 106 Modifying the Database Structure
FIGURE 5-1: Single Sales table results in duplicate data
Payment fields
Customer
information is
Trip information is Sales information duplicated for
each sale or
duplicated for each is duplicated for
payment
sale or payment each payment
FIGURE 5-2: Related tables reduce redundant data
One customer
may purchase
several trips
One trip may be

sold several times
One sale may have

many payments
Access 2016
Referential integrity is a set of rules that helps reduce invalid you from deleting a record in the “one” table if a matching entry
entries and orphan records. An orphan record is a record in the exists in the foreign key field of the “many” table. You should
“many” table that doesn’t have a matching entry in the linking enforce referential integrity on all one-to-many relationships if
field of the “one” table. With referential integrity enforced on a possible. If you are working with a database that already contains
one-to-many relationship, you cannot enter a value in a foreign orphan records, you cannot enforce referential integrity on that
key field of the “many” table that does not have a match in the relationship until the orphan records are either corrected or
linking field of the “one” table. Referential integrity also prevents deleted, a process called scrubbing the database.
Modifying the Database Structure Access 107
Access 2016
Module 5 Design Related Tables
Learning After you develop a valid relational database design, you are ready to create the tables in Access. Using
Outcomes Table Design View, you can specify all characteristics of a table, including field names, data types, field
• Set field data types
in Table Design descriptions, field properties, Lookup properties, and primary
primar key field designations. CASE Using the
View new database design, Julia Rice asks you to create the Payments table for Reason 2 Go.
• Set field
descriptions in
T
Table Design View
STEPS
1. Start Access, open the , then enable content if prompted
The Customers, Sales, and Trips tables have already been created in the database. You need to create the
Payments table.
Create tab in the Tables group
Table Design View opens, where you can enter field names and specify data types and field properties for the
new table. Field names should be as short as possible but long enough to be descriptive. The field name you
enter in Table Design View is used as the default name for the field in all later queries, forms, and reports.
QUICK TIP 3. , press [Enter] ,
When specifying field press [Tab] , then press [Enter]
data types, you can
type the first letter of The AutoNumber data type automatically assigns the next available integer in the sequence to each new
the data type to record. The AutoNumber data type is often used as the primary key field for a table because it always
quickly select it. contains a unique value for each record.
FIGURE 5-3
Field descriptions entered in Table Design View are optional, but they provide a way to add helpful
information about the field.
TROUBLE in the
If you set the wrong TTools group
field as the primary
key field, click the A key symbol appears to the left of PaymentNo to indicate that this field is defined as the primary key field
Primar Key button
Primary for this table. Primary key fields have two roles: They uniquely define each record, and they may also serve
again to toggle it off. as the “one” side of a one-to-many relationship between two tables. TABLE 5-1 describes common examples
of one-to-many relationships.
QUICK TIP 6. Save button
To delete or rename , then close the table
an existing table,
right-click it in the The Payments table is now displayed as a table object in the R2G-5.accdb database Navigation Pane,
Navigation Pane, as shown in FIGURE 5-4.
then click Delete
or Rename.
A foreign key field in the “many” table must have the same data the linking foreign key field in the “many” table must have a
type (Short Text or Number) as the primary key it is related to in Number data type. Also note that a Number field used as a foreign
the “one” table. An exception to this rule is when the primary key key field must have a Long Integer Field Size property to match
field in the “one” table has an AutoNumber data type. In this case, the Field Size property of the AutoNumber primary key field.
FIGURE 5-3: Table Design View for the new Payments table
Field names Data types Descriptions
FIGURE 5-4: Payments table in R2G-5 database Navigation Pane
All Access Objects

are displayed
Payments table in
Navigation Pane
Access 2016
TABLE 5-1: Common one-to-many relationships

table on table on
“one” side field description
Products Sales ProductID A ProductID field must have a unique entry in a Products table, but it is listed many
times in a Sales table
Students Enrollments StudentID A StudentID field must have a unique entry in a Students table, but it is listed many
times in an Enrollments table as the student enrolls in multiple classes
Promotions EmployeeID An EmployeeID field must have a unique entry in an Employees table, but it is listed
many times in a Promotions table as the employee is promoted over time
Access 2016
Module 5 Create One-to-Many
Relationships
Learning
Outcomes
• Enforce referential
integrity on a
one-to-many After creating the tables you need, you link them together in appropriate one-to-many relationships using
relationship the primary
primar key field in the “one” table and the foreign key field in the “many” table. To T avoid time-
• Create a
Relationship report consuming rework, be sure that your table relationships are finished before building queries, forms, or
reports using fields from multiple tables. CASE Julia asks you to define the one-to-many relationships
between the tables of the R2G-5.accdb database.
STEPS
QUICK TIP 1. Relationships button
Drag the table’s title Show Table button Customers Sales Trips,
bar to move the
field list. Close in the Show Table dialog box
The four table field lists appear in the Relationships window. The primary key fields are identified with a
small key symbol to the left of the field name. With all of the field lists in the Relationships window, you’re
ready to link them in proper one-to-many relationships.
QUICK TIP 2. in the Customers table field list, then drag it to the field in the
Drag the bottom Sales table field list
border of the field
list to display all of Dragging a field from one table to another in the Relationships window links the two tables by the selected
the fields. fields and opens the Edit Relationships dialog box, as shown in FIGURE 5-5. Recall that referential integrity
helps ensure data accuracy.
TROUBLE 3. in the Edit Relationships dialog box,
Right-click a Create
relationship line then
click Delete if you The one-to-many line shows the link between the CustNo field of the Customers table and the CustNo
need to delete field of the Sales table. The “one” side of the relationship is the unique CustNo value for each record in the
a relationship and Customers table. The “many” side of the relationship is identified by an infinity symbol pointing to
start over.
the CustNo field in the Sales table. You also need to link the Trips table to the Sales table.
in the Trips table field list, drag it to in the Sales table field list,
Create
Finally, you need to link the Payments table to the Sales table.
in the Sales table field list, drag it to
Create, then drag the
Trips title bar
The updated Relationships window should look like FIGURE 5-6.
TROUBLE 6. Relationship Report button Print button on the
Click the Landscape
button on the Print
Preview tab if the A printout of the Relationships window, called the Relationship report, shows how your relational data-
report is too wide for base is designed and includes table names, field names, primary key fields, and one-to-many relationship
portrait orientation. lines. This printout is helpful as you later create queries, forms, and reports that use fields from multiple
tables. Note that it is not necessary to directly link each table to every other table.
Close Yes to save the
to accept the default report name
The Relationships for R2G-5 report is saved in your database, as shown in the Navigation Pane.
Yes if prompted to save changes
FIGURE 5-5: Edit Relationships dialog box
CustNo from Customers CustNo from Sales table

table on the “one” side on the “many” side
Enforce Referential
Integrity check box
“One-to-many”
relationship
FIGURE 5-6: Final Relationships window
Show Table button
“One” symbol “Many” (infinity) symbol

Relationship
Report button
Primary key field symbol
One-to-many link line

Trips title bar
Access 2016
Recall that referential integrity is a set of rules to help ensure that also prevents you from deleting a record in the parent table that
no orphan records are entered or created in the database. An has related records in the child table. (So you can’t delete a
orphan record is a record in the “many” table (also called the child customer from the Customers table who already has related sales
table) that doesn’t have a matching entry in the linking field of the records in the Sales table, for example.) You should enforce
“one” table (also called the parent table). Referential integrity referential integrity on all one-to-many relationships if possible.
prevents orphan records in multiple ways. Referential integrity will Unfortunately if you are working with a database that already
Unfortunately,
not allow you to make an entry in the foreign key field of the child contains orphan records, you cannot enforce this powerful set of
table that does not have a matching value in the linking field of the rules unless you find and fix the data so that orphan records no
parent table. (So you can’t make a sale to a customer who doesn’t longer exist. The process of removing and fixing orphan records is
first exist in the Customers table, for example.) Referential integrity commonly called scrubbing data or data cleansing.
Access 2016
Module 5 Create Lookup Fields
Learning A Lookup field is a field that contains Lookup properties. Lookup properties are field properties that
Outcomes supply a drop-down list of values for a field. The values can be stored in another table or directly stored in
• Modify field
Lookup properties the Row Source Lookup property of the field. Fields that are good candidates for Lookup properties are
• Edit data in a those that contain a defined set of appropriate values such as State, Gender,Gender or Department. You Y can set
Lookup field
Lookup properties for a field in Table
T Design View using the Lookup Wizard. CASE The FirstContact
field in the Customers table identifies how the customer first made contact with R2G, such as being referred by
a friend (Friend), finding the company through the web (Web), or responding to a radio advertisement (Radio).
Because the FirstContact field has only a handful of valid entries, it is a good Lookup field candidate.
STEPS
Customers table
The Lookup Wizard is included in the Data Type list.
,
The Lookup Wizard starts and prompts you for information about where the Lookup column will get
its values.
first cell
Friend, press [Tab]
in FIGURE 5-7
These are the values for the drop-down list for the FirstContact field.
Finish
Note that the data type for the FirstContact field is still Short Text. The Lookup Wizard is a process for
setting Lookup property values for a field, not a data type itself.
QUICK TIP
The right side of the for the FirstContact field, as shown in FIGURE 5-8
Field Properties pane
displays a short The Lookup Wizard helped you enter Lookup properties for the FirstContact field, but you can always enter
description for the or edit them directly, too. Some of the most important Lookup properties include Row Source, Limit To List,
selected property. and Allow Value List Edits. The Row Source property stores the values that are provided in the drop-down
list for a Lookup field. The Limit To List Lookup property determines whether you can enter a new value
into a field with other Lookup properties, or whether the entries are limited to the drop-down list. The
Allow Value List Edits property determines whether users can add or edit the list of items.
QUICK TIP 6. C Yes when prompted to save
To quickly remove all the table, press [Tab]
Lookup properties,
change the Display FirstContact list arrow
arrow, as shown in FIGURE 5-9
Control property to The FirstContact field now provides a list of four values for this field. To edit the list in Datasheet View, click
T Box.
Text
the Edit List Items button below the list.
7. Close the Customers table
Creating multivalued fields

Multivalued fields allow you to make more than one choice choice without having to create a more advanced database
from a drop-down list for a field. As a database designer, design. To create a multivalued field, enter Yes in the
multivalued fields allow you to select and store more than one Allow Multiple Values Lookup property.
FIGURE 5-7: Entering a list of values in the Lookup Wizard
Creating the
drop-down list
of values for a
Lookup field
FIGURE 5-8: Viewing Lookup properties
Record selector Data Type for FirstContact

field is still Short Text
Lookup tab displays

Display Control property Lookup properties
Row Source property
Access 2016
Limit to List property
Allow Value List Edits property
FIGURE 5-9: Using a Lookup field in a datasheet
Drop-down list for

Lookup field
Edit List Items button
Access 2016
Module 5 Modify Short Text Fields
Learning Field properties are the characteristics that describe each field, such as Field Size, Format, Input Mask,
Outcomes Caption, or Default Value.
V These properties help ensure database accuracy and clarity because they restrict
• Modify the Field
Size property for the way data is entered, stored, and displayed. YouY modify field properties in Table
T Design View.
View See TABLE 5-2
Short Text fields for more information on Short Text
T field properties. (Note: The “Short Text” T data type was called the “Text”
“T
• Modify the Input
data type in some previous versions of Access.) CASE After reviewing the Customers table with Julia Rice,
Mask property
• Enter data using you decide to change field properties for several Short Text fields in that table.
an input mask
STEPS
Customers table on the
shortcut menu
Field properties appear on the General tab on the lower half of the Table Design View window called the Field
Properties pane, and they apply to the selected field. Field properties change depending on the field’s data
type. For example, when you select a field with a Short Text data type, you see the Field Size property,
which determines the number of characters you can enter in the field. However, when you select a field with
a Date/Time data type, Access controls the size of the data, so the Field Size property is not displayed. Many
field properties are optional, but for those that require an entry, Access provides a default value.
2. Press [ ] to move through each field while viewing the field properties in the lower half
of the window
The field selector button to the left of the field indicates which field is currently selected.
FirstContact field name
6 Save button Yes
The maximum and the default value for the Field Size property for a Short Text field is 255. In general, however,
however
you want to make the Field Size property for Short Text fields only as large as needed to accommodate the
longest reasonable entry. In some cases, shortening the Field Size property helps prevent typographical errors.
For example, you should set the Field Size property for a State field that stores two-letter state abbreviations to
2 to prevent typos such as TXX. For the FirstContact field, your longest entry is “Friend”—6 characters.
30 , then
Yes
No existing entries are greater than 30 characters for either of these fields, so no data is lost. The Input Mask
property provides a visual guide for users as they enter data. It also helps determine what types of values can
be entered into a field.
QUICK TIP Phone field name
If the Input Mask Finish,
Wizard is not
installed on your
computer type
computer, Table Design View of the Customers table should look like FIGURE 5-10, which shows the Input Mask property
!(999) 000-0000;;_
created for the Phone field by the Input Mask Wizard.
for the Input Mask
property for the Customers table tab Yes to save the table,
Phone field.
press [Tab]
, then press [Enter]
The Phone Input Mask property creates an easy-to-use visual guide to facilitate accurate data entry.
7. Close the Customers table
FIGURE 5-10: Changing Short Text field properties
Field Properties pane
General tab Phone field is selected
Short description of
selected property
Build button
Input Mask Property
TABLE 5-2: Common Short Text field properties
sample
description field
Controls how many characters can be entered into the field State 2
Format Controls how information will be displayed and printed State (displays all characters in
uppercase)
Provides a pattern for data to be entered Phone (999) 000-0000;1;
Caption Describes the field in the first row of a datasheet, form, or report; if the EmpNo Employee Number
Caption property is not entered, the field name is used to label the field
Access 2016
Displays a value that is automatically entered in the given field for City Kansas City
new records
Required Determines if an entry is required for this field LastName Yes
The Input Mask property provides a pattern for data to be phone number) are stored in the field. For the second part of the
entered, using three parts separated by semicolons. The first part input mask, a 0 entry stores all characters, such as 555-1199, and
provides a pattern for what type of data can be entered. For a 1 entry stores only the entered data, 5551199. The third part of
example, 9 represents an optional number, 0 a required number, the input mask determines which character Access uses to guide
an optional letter, and L a required letter. The second part the user through the mask. Common choices are the asterisk ( ),
determines whether all displayed characters (such as dashes in a underscore ( ), or pound sign ( ).
Access 2016
Module 5 Modify Number and Currency
Fields
Learning
Outcomes
• Modify the Field
Size property for
Number fields Although some properties for Number and Currency fields are the same as the properties of Short Text T
• Modify the fields, each data type has its own list of valid properties. Number and Currency fields have similar properties
Decimal Places
property because they both contain numeric values. Currency fields store values that represent money,
money and Number
fields store values that represent values such as quantities, measurements, and scores. CASE The TTrips
table contains both a Number field (Duration) and a Currency field (Price). Julia wants you to modify the
properties of these two fields.
STEPS
Trips table on the shortcut
The default Field Size property for a Number field is Long Integer. See TABLE 5-3 for more information on
the Field Size property and other common properties for a Number field. Access sets the size of Currency
QUICK TIP fields to control the way numbers are rounded in calculations, so the Field Size property isn’t available for
The list arrow for
each property is on Currency fields.
the far right side of 2.
the property box.
Choosing a Byte value for the Field Size property allows entries from 0 to 255, so it greatly restricts the
QUICK TIP possible values and the storage requirements for the Duration field.
Double-click a
property name to
3. Price field name Auto
toggle through the 0, then press [Enter]
choices. Your Table Design View should look like FIGURE 5-11. Because all of R2G’s trips are priced at a round dollar
value, you do not need to display cents in the Price field.
TROUBLE 4.
If values appear as You won’t lose any data because none of the current entries in the Duration field is greater than 255, the
, it means the
column needs to be maximum value allowed by a Number field with a Byte Field Size property. You want to test the new property
widened to see all of changes.
the data.
[Tab] 300, then
press [Tab]
Because 300 is larger than what the Byte Field Size property allows (0–255), an Access error message appears,
indicating that the value isn’t valid for this field.
, press [Esc]
[Tab] four times to move to the Price field
The Price field is set to display zero digits after the decimal point.
in the Price field of the first record, press [Tab] in the Price
Although the Decimal Places property for the Price field specifies that entries in the field are formatted to
display zero digits after the decimal point, 750.99 is the actual value stored in the field. Modifying the
Decimal Places property does not change the actual data. Rather, the Decimal Places property only changes
the way the data is presented.
8. Close the Trips table
FIGURE 5-11: Changing Currency and Number field properties
Price field is
selected
Decimal Places
property
TABLE 5-3: Common Number field properties
description
Determines the largest number that can be entered in the field, as well as the type of data (e.g., integer or fraction)
Stores numbers from 0 to 255 (no fractions)
Stores numbers from 32,768 to 32,767 (no fractions)
Stores numbers from 2,147,483,648 to 2,147,483,647 (no fractions)
Single Stores numbers (including fractions with six digits to the right of the decimal point) times 10 to the 38th to
38th power
Access 2016
Stores numbers (including fractions with more than 10 digits to the right of the decimal point) in the range of 10 to
the 324th to 324th power
The number of digits displayed to the right of the decimal point
When you work in Table Datasheet View, the Fields tab on the T
Table Design View, however, gives you full access to all field
Ribbon provides many options to modify fields and field properties such as all of the Lookup properties. In Datasheet
properties. For example, you can add and delete fields, View an Autofilter arrow is displayed to the right of each field
View,
change a field name or data type, and modify many field name. Click the Autofilter arrow to quickly sort or filter by
properties such as Caption, Default Value, and Format. that field.
Access 2016
Module 5 Modify Date/Time Fields
Learning Many properties of the Date Time field, such as Input Mask, Caption, and Default Value,V work the same
Outcomes way as they do in fields with a Short Text however is the Format
T or Number data type. One difference, however,
• Modify the Format
property for Date property which helps you format dates in various ways such as anuary 25, 2017; 25- an-17; or
property,
Time fields 01 25 2017. CASE YYou want to change the format of Date/Time fields in the Trips table to display two
digits for the month and day values and four digits for the year, as in 05/06/2017.
STEPS
Trips table on the shortcut
You want the trip start dates to appear with two digits for the month and day, such as 07/05/2017, instead
of the default presentation of dates, 7/5/2017.
Format list arrow
Although several predefined Date/Time formats are available, none matches the format you want. To define
a custom format, enter symbols that represent how you want the date to appear.
then press [Enter]
The updated Format property for the TripStartDate field shown in FIGURE 5-12 sets the date to appear with
two digits for the month, two digits for the day, and four digits for the year. The parts of the date are
separated by forward slashes.
on
the navigation bar
To test the new Format property for the TripStartDate field, you can add a new record to the table.
QUICK TIP Press [Tab] Mississippi Cleanup, press [Tab]
Access assumes that /6/17, press [Tab] 7, press [Tab] , press [Tab] , press [Tab],
years entered with
two digits from 30 to Eco, press [Tab] 1000, then press [Tab]
99 refer to the years The new record you entered into the Trips table should look like FIGURE 5-13. The Format property for the
1930 through 1999, TripStartDate field makes the entry appear as 05/06/2017, as desired.
and 00 to 29 refers
to the years 2000
through 2029. To
enter a year before
1930 or after 2029,
enter all four digits
of the year.
FIGURE 5-12: Changing Date/Time field properties
TripStartDate field
is selected
Property Update
Options button
Format property
FIGURE 5-13: Testing the Format property
Custom mm/dd/yyyy Format property
Access 2016
applied to TripStartDate field
Using Smart Tags

Smart Tags are buttons that automatically appear in certain The Error Indicator Smart Tag helps identify potential
conditions. They provide a small menu of options to help you design errors. For example, if you are working in Report Design
work with the task at hand. Access provides the Property Update View and the report is too wide for the paper, the Error Indicator
Options Smart Tag to help you quickly apply property appears in the upper-left corner by the report selector button to
changes to other objects of the database that use the field. alert you to the problem.
Access 2016
Module 5 Modify Validation Properties
Learning The Validation Rule property determines what entries a field can accept. For example, a validation rule for
Outcomes a Date Time field might require date entries on or after a particular date. A validation rule for a Currency field
• Modify the
V
Validation Rule might indicate that valid entries fall between a minimum and maximum value. You Y use the Validation
property Text property to display an explanatory
explanator message when a user tries to enter data that breaks the validation
• Modify the
rule. Therefore, the Validation
V Rule and Validation
V T field properties help you prevent unreasonable data
Text
V
Validation Text
property from being entered into the database. CASE Julia Rice reminds you that all new R2G trips must be
• Define Validation scheduled to start before Januar
January 1, 2021. You can use the validation properties to establish this rule for the
Rule expressions
TripStartDate field in the Trips table.
STEPS
Trips table tab
<1/1/2021
R2G is currently not scheduling any trips in the year 2021 or beyond. This entry forces all dates in the
TripStartDate field to be less than 1/1/2021. See TABLE 5-4 for more examples of Validation Rule expressions.
The Validation Text property provides a helpful message to the user when the entry in the field breaks the
rule entered in the Validation Rule property.
Design View of the Trips table should now look like FIGURE 5-14. Access modifies a property to include addi-
tional syntax by changing the entry in the Validation Rule property to <#1/1/2021#. Pound signs ( # ) are
used to surround date criteria.
Yes
Because no dates in the TripStartDate field are later than 1/1/2021, Access finds no date errors in the current
data and saves the table. You now want to test that the Validation Rule and Validation Text properties work
when entering data in the datasheet.
[Tab] twice to move to the
1/1/21, then press [Tab]
Because you tried to enter a date that was not true for the Validation Rule property for the TripStartDate
field, a dialog box opens and displays the Validation Text entry, as shown in FIGURE 5-15.
to close the validation message
You now know that the Validation Rule and Validation Text properties work properly.
6. Press [Esc]
7. Close the Trips table
FIGURE 5-14: Entering Validation properties
TripStartDate field
is selected
Validation Rule
property
Validation Text
property
FIGURE 5-15: Validation Text message
Entering a TripStartDate that

breaks the Validation Rule
Validation Text message when
Access 2016
Validation Rule is broken
TABLE 5-4: Validation Rule expressions
validation rule expression description

0 The number must be positive
10 And 100 The number must be greater than 10 and less than 100
10 Or 20 Or 30 The number must be 10, 20, or 30
Short Text “AZ” Or “CO” Or “NM” The entry must be AZ, CO, or NM
= 7 1 17 The date must be on or after 7 1 2017
1 1 10 And 1 1 2030 The date must be greater than 1 1 2010 and less than
1 1 2030
Access 2016
Module 5 Create Attachment Fields
Learning An Attachment field allows you to attach an external file such as a picture, Word
W document, PowerPoint
Outcomes presentation, or Excel workbook to a record. Earlier versions of Access allowed you to link or embed exter-
• Create an
Attachment field nal data using the OLE (object linking and embedding) data type. The Attachment data type stores more
• Attach and view a file formats such as PEG images, requires no additional software to view the files from within Access, and
file in an
allows you to attach more than one file to the Attachment field. CASE YYou can use an Attachment field
Attachment field
to store JPEG images for customer photo identification.
STEPS
QUICK TIP 1. Customers table
You can drag the You can insert a new field anywhere in the list.
field selectors to the
left of the field name Street field selector
to reorder your fields
in Table Design View.
Photo, press [Tab]
Attachment, as shown in FIGURE 5-16
Now that you’ve created the new Attachment field named Photo, you’re ready to add data to it in
Datasheet View.
Save button on the
[Tab] three times to move to the
new Photo field
An Attachment field cell displays a small paperclip icon with the number of files attached to the field in
parentheses. You have not attached any files to this field yet, so each record shows zero (0) file attachments.
You can attach files to this field directly from Datasheet View.
attachment icon for the Jacob Alman record to open the Attachments
Add
The JAlman.jpg file is now included with the second record, and the datasheet reflects that one (1) file is
attached to the Photo field. You can add more than one file attachment and different types of files to the
same field. You can view file attachments directly from the datasheet, form, or report.
attachment icon for the Jacob Alman record to open the Attachments
dialog box shown in FIGURE 5-17 Open
The image opens in the program that is associated with the .jpg extension on your computer such as
Windows Photo Viewer. The .jpg file extension is short for JPEG, an acronym for Joint Photographic
Experts Group. This group defines the standards for the compression algorithms that make JPEG files very
efficient to use in databases and on webpages.
Cancel in the Attachments
FIGURE 5-16: Adding an Attachment field
Insert Rows
button
New Photo
field positioned
between
LName and
Street fields
Attachment data type
FIGURE 5-17: Opening an attached file
0 files are attached
1 file is attached
Click to add another file
Click to open selected file

JAlman.jpg attachment
Access 2016
When you create a new database in Microsoft Access 2016, using Access 2000, 2002, or 2003, you can use the Save As
Access gives the file an .accdb extension and saves it as an command on the File tab to save the database with an Access
Access 2007-2016 database file type as shown in the Access title 2000 or 2002-2003 file type, which applies an .mdb file
bar. Saving the database as an Access 2007-2016 file type allows extension to the database. Databases with an Access 2000 file
users of Access 2007, 2010, 2013, and 2016 to share the same type can be used by any version of Access from Access 2000
database. Access 2007-2016 databases are not readable by through 2016, but some features, such as multivalued fields and
earlier versions of Access such as Access 2000, Access 2002 ( P), Attachment fields, are only available when working with an
or Access 2003. If you need to share your database with people Access 2007-2016 database.
Practice
Concepts Review
Identify each element of the Relationships window shown in FIGURE 5-18.
FIGURE 5-18
2 8
7
3
4 5 6
9. T
Table Design View a. Field that allows you to store external files such as a W
Word document,
10. Row Source PowerPoint presentation, Excel workbook, or JPEG image
11. Attachment field b. Field that holds unique information for each record in the table
12. Limit T
To List c. Field that allows you to make more than one choice from a drop-down list
13. Validation Rule
V d. Determines whether you can enter a new value into a field
14. Input Mask e. Field properties that allow you to supply a drop-down list of values for a field
15. Lookup properties f. Access window in which all characteristics of a table, such as field names and
16. Primary key field field properties, are defined
17. Multivalued field g. Field property that provides a visual guide as you enter data
h. Field property that prevents unreasonable data entries for a field
i. Lookup property that determines where the Lookup field gets its list of values
18. The linking field in the “many” table is called the:
a. Attachment field. c. Foreign key field.
b. Child field. d. Primary key field.
19. Which of the following problems most clearly indicates that you need to redesign your database?
a. Referential integrity is enforced on table relationships.
b. The Input Mask Wizard has not been used.
c. There is duplicated data in several records of a table.
d. Not all fields have V
Validation Rule properties.
20. Which of the following is not done in T Table Design View?
a. Creating file attachments
b. Defining field data types
c. Specifying the primary key field
d. Setting Field Size properties
21. What is the purpose of enforcing referential integrity?
a. TTo require an entry for each field of each record
b. TTo prevent incorrect entries in the primary key field
c. TTo prevent orphan records from being created
d. TTo force the application of meaningful validation rules
22. T
To create a many-to-many relationship between two tables, you must create:
a. Foreign key fields in each table.
b. A junction table.
c. TTwo primary key fields in each table.
d. TTwo one-to-one relationships between the two tables, with referential integrity enforced.
23. The default filename extension for a database created in Access 2016 is:
a. .accdb. c. .mdb.
b. .acc16. d. .mdb16.
24. If the primary key field in the “one” table is an AutoNumber data type, the linking field in the
“many” table will have which data type?
a. Number c. AutoNumber
b. Short TText d. Attachment
25. Which symbol is used to identify the “many” field in a one-to-many relationship in the
Relationships window?
Access 2016
a. Arrow c. Key
b. Triangle
T d. Infinity
26. The process of removing and fixing orphan records is commonly called:
a. Relating tables. c. Scrubbing the database.
b. Designing a relational database. d. Analyzing performance.
Skills Review
1. Examine relational databases.
a. List the fields needed to create an Access relational database to manage volunteer hours for the members of a
philanthropic club or community service organization.
b. Identify fields that would contain duplicate values if all of the fields were stored in a single table.
c. Group the fields into subject matter tables, then identify the primary key field for each table.
d. Assume that your database contains two tables: Members and ServiceHours. If you did not identify these two
tables earlier, regroup the fields within these two table names, then identify the primary key field for each table,
the foreign key field in the ServiceHours table, and how the tables would be related using a one-to-many
relationship.
2. Design related tables.
a. Start Access 2016, then create a new blank desktop database named Service-5 in the location where you store
your Data Files.
b. Use TTable Design View to create a new table with the name Members and the field names, data types,
descriptions, and primary key field, as shown in FIGURE 5-19. Close the Members table.
FIGURE 5-19
c. Use T
Table Design View to create a new table named ServiceHours with the field names, data types, descriptions,
and primary key field shown in FIGURE 5-20. Close the ServiceHours table.
FIGURE 5-20
3. Create one-to-many relationships.
a. Open the Relationships window
window, double-click Members, then double-click ServiceHours to add the two tables to
the Relationships window. Close the Show Table dialog box.
b. Resize all field lists by dragging the bottom border down so that all fields are visible, then drag the MemberNo
field from the Members table to the MemberNo field in the ServiceHours table.
c. Enforce referential integrity, and create the one-to-many relationship between Members and ServiceHours.
See FIGURE 5-21.
FIGURE 5-21
d. Create a Relationship report for the Service-5 database, add your name as a label to the Report Header section of
the report in Report Design View, save the Relationship report with the default name Relationships for
Service-5, then preview it.
e. Print the report if requested by your instructor
instructor, close the Relationship report, then save and close the
Relationships window.
4. Create Lookup fields.
a. Open the Members table in Design View, then start the Lookup Wizard for the Gender field.
b. Select the option that allows you to enter your own values, then enter Female, Male, and Unknown as
the values for the Lookup column in the Col1 list.
c. Use the default Gender label, click the Limit To List check box, then click Finish to finish the Lookup Wizard.
d. Save the Members table, display it in Datasheet View, and enter your name in the FirstName and LastName
Access 2016
fields for the first record. Enter your school’s city, 5551112233 in the Phone field, your school email address
in the Email field, 1/1/1991 in the Birthdate field, and any valid choice in the Gender field.
e. Type
T Test in the Gender field, then press [Tab] to test the Limit To List property. If it worked properly, you
should receive an error message that states that the text you entered isn’t an item on the list. Click OK in that
dialog box, make a choice from the Gender drop-down list, then press [Tab] to finish the record. ((Hint: If you
were allowed to enter Test in the Gender field, it means that the Limit To List property is set to No instead of
Yes. If that’s the case, delete the Test entry, then switch to Table Design View. Modify the Limit To List Lookup
property in the Lookup properties for the Gender field from No to Yes, save the table, then switch back to
Datasheet View. Retest the property change by repeating Step e.)
f. Resize fields in Datasheet View as needed to clearly see all entries.
5. Modify Short Text fields.
a. Open the Members table in Design View.
b. Use the Input Mask Wizard to create an Input Mask property for the Phone field. Choose the Phone Number Input
Mask. Accept the other default options provided by the Input Mask Wizard. ((Hint: If the Input Mask Wizard is not
installed on your computer, type !(999) 000-0000;;_ for the Input Mask property for the Phone field.)
c. Change the Field Size property of the FirstName, LastName, and City fields to 25. Change the Field Size property of
the Phone field to 10. Change the Field Size property of the Gender field to 7. Save the Members table. None of
these fields has data greater in length than the new Field Size properties, so click OK when prompted that some data
may be lost.
d. Open the Members table in Datasheet View, and enter a new record with your instructor’s name in the FirstName
and LastName fields and your school’s City and Phone field values. Enter your instructor’s email address,
1/1/1975 for the Birthdate field, and an appropriate choice for the Gender field. Close the Members table.
6. Modify Number and Currency fields.
a. Open the ServiceHours table in Design View.
b. Change the Decimal Places property of the ServiceHours field to 0.
c. Change the Decimal Places property of the ServiceValue field to 0.
d. Save and close the ServiceHours table.
7. Modify Date/Time fields.
a. Open the ServiceHours table in Design View.
b. Change the Format property of the ServiceDate field to Medium Date.
c. Save and close the ServiceHours table.
d. Open the Members table in Design View.
e. Change the Format property of the Birthdate field to Medium Date.
f. Save and close the Members table.
8. Modify validation properties.
a. Open the Members table in Design View.
b. Click the Birthdate field name, click the V
Validation Rule text box, then type <Date(). (Note that Date() is a built-in
Access function that returns today’s date.)
c. Click the VValidation Text box, then type Birthdate must not be in the future.
d. Save and accept the changes, then open the Members table in Datasheet View.
e. T
Test the Validation Text and Validation Rule properties by tabbing to the Birthdate field and entering a date in the
future. (Note: You must enter dates in a m/d/yy pattern regardless of the Medium Date format property.) Click OK
when prompted with the Validation Text message, press [Esc] to remove the invalid Birthdate field entry, then enter
1/1/91 as the Birthdate value for your record. (Note: Be sure your Validation Text message is spelled properly.
If not, correct it in Table Design View.)
9. Create Attachment fields.
a. Open the Members table in Design View, then add a new field after the Gender field with the field name Photo
and an Attachment data type. Enter Member’s picture for the Description. Save the Members table.
b. Display the Members table in Datasheet View, then attach a .jpg file of yourself to the record. If you do not have a
.jpg file of yourself, use the Member1.jpg file provided in the location where you store your Data Files.
c. Close the Members table.
d. Use the Form Wizard to create a form based on all of the fields in the Members table. Use a Columnar layout,
and title the form Member Entry Form.
e. If requested by your instructor
instructor, print the first record in the Members Entry Form that shows the picture you just
entered in the Photo field, then close the form.
f. Close the Service-5.accdb database, then exit Access.
As the manager of a music store’s instrument rental program, you decide to create a database to track rentals to
schoolchildren. The fields you need to track are organized with four tables: Instruments, Rentals, Students, and Schools.
a. Start Access, then create a new blank desktop database called Rentals-5 in the location where you store your
Data Files.
b. Use TTable Design View or the Fields tab on the Ribbon of Table Datasheet View to create the four tables in the
Rentals-5 database using the field names, data types, descriptions, and primary keys shown in FIGURES 5-22, 5-23,
5-24, and 5-25.
FIGURE 5-22
FIGURE 5-23
FIGURE 5-24
FIGURE 5-25
Access 2016
c. In Design View of the Rentals table, enter >1/1/2016 as the Validation Rule property for the RentalStartDate field.
This change allows only dates later than 1/1/2016, the start date for this business, to be entered into this field.
d. Enter Rental start dates must be after January 1, 2016 as the Validation Text property to the
RentalStartDate field of the Rentals table. Note that Access adds pound signs ( # ) to the date criteria entered in the
Validation Rule as soon as you tab out of the Validation Text property.
e. Save and close the Rentals table.
f. Open the Relationships window
window, then add the Schools, Students, Rentals, and Instruments tables to the window.
Expand the Students field list to view all fields. Create one-to-many relationships, as shown in FIGURE 5-26. Be sure
to enforce referential integrity on each relationship.
FIGURE 5-26
g. Preview the Relationship report, add your name as a label to the Report Header section, then save the report with
the default name Relationships for Rentals-5. If requested by your instructor, print the report and then
close it.
h. Save and close the Relationships window.
i. Close the Rentals-5.accdb database, then exit Access.
You want to create a database that documents blood drive donations by the employees of your company. You want to
track information such as employee name, blood type, date of donation, and the hospital where the employee chooses
to send the donation. You also want to track basic hospital information, such as the hospital name and address.
a. Start Access, then create a new

new, blank desktop database called BloodDrive-5 in the location where you store
your Data Files.
b. Create an Employees table with appropriate field names, data types, and descriptions to record the automatic
employee ID, employee first name, employee last name, and blood type. Make the EmployeeID field the primary
key field. Use FIGURE 5-27 as a guide for appropriate field names.
FIGURE 5-27
c. Add Lookup properties to the blood type field in the Employees table to provide only valid blood type entries of
A+, A–, B+, B–, O+, O–, AB+, and AB– for this field.
d. Create a Donations table with appropriate field names, data types, and descriptions to record an automatic
donation ID, date of the donation, employee ID field, and hospital ID field. Make the donation ID the
primary key field. Use FIGURE 5-27 as a guide for appropriate field names.
e. Create a Hospitals table with fields and appropriate field names, data types, and descriptions to record a
hospital ID, hospital name, street, city, state, and zip. Make the hospital ID field the primary key field. Use
FIGURE 5-27 as a guide for appropriate field names.
f. In the Relationships window
window, create one-to-many relationships with referential integrity between the tables in
the database, as shown in FIGURE 5-27. One employee may make several donations over time. Each donation is
marked for a particular hospital, so each hospital may receive many donations over time.
g. Preview the Relationship report, add your name as a label to the Report Header section, then save the report
Access 2016
with the default name Relationships for BloodDrive-5. If requested by your instructor, print the
report and then close it.
h. Save and close the Relationships window.
i. Close the BloodDrive-5.accdb database, then exit Access.
You’re a member and manager of a recreational baseball team and decide to create an Access database to manage player
information, games, and batting statistics.
a. Start Access, then create a new

new, blank desktop database called Baseball-5 in the location where you store your
Data Files.
b. Create a Players table with appropriate field names, data types, and descriptions to record the uniform number,
player first name, player last name, and position. Make the uniform number field the primary key field. Use
FIGURE 5-28 as a guide for appropriate field names.
FIGURE 5-28
c. Create a Games table with appropriate field names, data types, and descriptions to record an automatic game
number, date of the game, opponent’s name, home team’s total runs, and visitor team’s total runs. Make the game
number field the primary key field. Use FIGURE 5-28 as a guide for appropriate field names.
d. Create an AtBats table with appropriate field names, data types, and descriptions to record hits, at bats, game
number, and uniform number of each player. The game number and uniform number fields will both be foreign
key fields. Create an AtBatID AutoNumber field to server as the primary key field. Use FIGURE 5-28 as a guide for
appropriate field names.
e. In the Relationships window
window, create one-to-many relationships with referential integrity between the tables shown
in FIGURE 5-28. The AtBats table contains one record for each player that plays in each game to record his hitting
statistics—hits and at bats—for each game. Therefore, one player record is related to many records in the AtBats
table, and one game record is related to many records in the AtBats table.
f. Preview the Relationship report, add your name as a label to the Report Header section, then save the report with
the default name Relationships for Baseball-5. If requested by your instructor, print the report and then
close it.
g. Save and close the Relationships window.
h. Close the Baseball-5.accdb database, then exit Access.
An Access database can help record and track your job search efforts. In this exercise, you will modify two fields in
the Positions table in your Jobs database with Lookup properties to make data entry easier, more efficient, and more
accurate.
a. Start Access, open the Jobs-5.accdb database from the location where you store your Data Files, then enable
content if prompted.
b. Open the Positions table in Design View. Click the EmployerID field, then start the Lookup Wizard.
c. In this situation, you want the EmployerID field in the Positions table to look up both the EmployerID and the
CompanyName fields from the Employers table, so leave the “I want the lookup field to get the values from
another table or query” option button selected.
d. The Employers table contains the fields you want to display in this Lookup field. Select both the EmployerID
field and the CompanyName fields. Sort the records in ascending order by the CompanyName field.
e. Deselect the “Hide key column” check box so that you can see the data in both the EmployerID and
CompanyName fields.
f. Choose EmployerID as the field in which to store values, choose EmployerID as the label for the Lookup
field, click the Enable Data Integrity check box, then click Finish to finish the Lookup Wizard. Click Yes when
prompted to save the table.
g. Switch to Datasheet View of the Positions table and tab to the EmployerID field for the first record. Click the
EmployerID list arrow. You should see both the EmployerID value and the CompanyName in the drop-down
list, as shown in FIGURE 5-29.
FIGURE 5-29
h. Return to Design View of the Positions table, click the Desirability field, and start the Lookup Wizard. This field
Access 2016
stores the values 1 through 5 as a desirability rating. You will manually enter those values, so choose the “I will
type in the values that I want” option button.
i. Enter 1, 2, 3, 4, and 5 in the Col1 column; accept the Desirability label for the Lookup field; click the Limit To
List check box; then click Finish to finish the Lookup Wizard.
Independent Challenge 4: Explore (continued)
j. Save the table, and test the Desirability field for the first record in Datasheet View. You should see a drop-down list
with the values 1, 2, 3, 4, and 5, as shown in FIGURE 5-30.
FIGURE 5-30
k. Save the table, and test the Desirability and EmployerID fields. Y
You should not be able to make any entries in those
fields that are not presented in the list.
l. Close the Positions table, and open the Relationships window. Your Relationships window should look like
FIGURE 5-31. The Lookup Wizard created the relationship between the Employers and Positions table when you
completed Step f. Save and close the Relationships window.
FIGURE 5-31
Independent Challenge 4: Explore (continued)
m. Use the Form Wizard and select all of the fields from both the Employers and Positions tables. View the data by
Employers, and use a Datasheet layout for the subform.
n. Title the form Job Entry Form and the subform Job Subform. View the form in Form View.
o. In Form Design View, use your skills to move, resize, align, and edit the controls, and find the record for IBM as
shown in FIGURE 5-32. Be sure to resize the columns of the subform as well. Enter a fictitious but realistic new job
for IBM, and if requested by your instructor, print only that record in the Job Entry Form.
p. Save and close the Job Entry Form, close the Jobs-5.accdb database, and exit Access.
FIGURE 5-32
Access 2016
Visual Workshop
Open the Training-5.accdb database from the location where you store your Data Files, then enable content if prompted.
Create a new table called Textbooks using the Table Design View shown in FIGURE 5-33 to determine field names, data
types, and descriptions. Make the following property changes: Change the Field Size property of the TextbookISBN field
to 13, the TextTitle field to 30, and TextAuthorLastName field to 20. Change the Field Size property of the TextEdition
field to Byte. Be sure to specify that the TextbookISBN field is the primary key field. Relate the tables in the Training-5
database, as shown in FIGURE 5-34, which will require you to first add a foreign key field named Textbook with a Short
Text data type to the Courses table. View the Relationship report in landscape orientation. Add your name as a label to
the Report Header section to document the Relationship report, then print it if requested by your instructor. Save the
Relationship report with the default name of Relationships for Training-5, close the report, save and close the
Relationships window, close the Training-5 database, and exit Access.
FIGURE 5-33
FIGURE 5-34
Module 6
Improving Queries
CASE
Module Objectives
• •
• •
• •
• •
Files You Will Need
Access 2016
Module 6 Create Multitable Queries
Learning A select query, the most common type of query, quer selects fields from related tables and displays records in
Outcomes a datasheet where you can view,
view enter,
enter edit, or delete data. You Y can create select queries by using the
• Create a multitable
quer in Query
query Simple Query
Quer Wizard, or you can start from scratch in QueryQuer Design View. Query Design View gives you
Design View more options for selecting and presenting information. When you open (or run) a query, quer the fields
• Add and delete
and records that you selected for the query quer are presented in Query Datasheet View, also called a
fields in Query
Design View logical view of the data. CASE Julia Rice asks you to create a quer
query to analyze customer payments. You
select fields from the Customers, Trips, Sales, and Payments tables to complete this analysis.
STEPS
1. Start Access, open the R2G-6.accdb database from the location where you store your
Data Files, then enable content if prompted
2. Click the Create tab on the Ribbon, then click the Query Design button in the
Queries group
The Show Table dialog box opens and lists all the tables in the database.
TROUBLE 3. Double-click Customers, double-click Sales, double-click Trips, double-click Payments,
If you add a table to then click Close
Quer Design View
Query
twice by mistake, Recall that the upper pane of Query Design View displays the fields for each of the selected tables in field
click the title bar of lists. The name of the table is shown in the field list title bar. Primary key fields are identified with a small
the extra field list, key icon. Relationships between tables are displayed with one-to-many join lines that connect the
then press [Delete].
linking fields. Y
You select the fields you want by adding them to the query design grid.
TROUBLE 4. Double-click the FName field in the Customers table field list to add this field to the first
Drag the bottom column of the query design grid, double-click LName, double-click TripName in the Trips
edge of the Trips
field list down to field list, scroll then double-click Price in the Trips field list, double-click PaymentDate in
resize it. the Payments field list, then double-click PaymentAmt, as shown in FIGURE 6-1
When you double-click a field in a field list, it is automatically added as the next field in the query grid.
When you drag a field to the query design grid, any existing fields move to the right to accommodate the
new field.
5. Click the View button in the Results group to run the query and display the query
datasheet
The resulting datasheet looks like FIGURE 6-2. The datasheet shows the six fields selected in Query Design
View: FName and LName from the Customers table, TripName and Price from the Trips table, and
PaymentDate and PaymentAmt from the Payments table. The datasheet displays 78 records because
78 different payments have been made. Some of the payments are from the same customer. For example,
Kristen Collins has made payments on multiple trips (records 2 and 20). Kristen’s last name has changed
to Lang.
6. Double-click Collins in the LName field of the second record, type Lang, then click any
other record
Because Kristen’s data is physically stored in only one record in the Customers table (but selected multiple
times in this query because Kristen has made more than one payment), changing any occurrence of her last
name updates all other selections of that data in this query and throughout all other queries, forms, and
reports in the database, too. Note that Kristen’s name has been updated to Kristen Lang in record 20, as
Access 138
FIGURE 6-1: Query Design View with six fields in the query design grid
Customers field list Sales field list Trips field list Payments field list
Primary key One-to-many

field symbol join line
Resize bar Field selector Drag bottom edge

to resize field list
Query grid
FIGURE 6-2: Query datasheet
Fields from Fields from Fields from

Customers table Trips table Payments table
Changing
Kristen Collins
to Kristen Lang
in one record
Access 2016
changes both
records
78 records
Deleting a field from the query grid

If you add the wrong field to the query design grid, you can delete design grid removes it from the logical view of this query’s
it by clicking the field selector, the thin gray bar above each field datasheet, but does not delete the field from the database. A field
name, then pressing [Delete]. Deleting a field from the query is defined and the field’s contents are stored in a table object only.
Access 139
Access 2016
Module 6 Apply Sorts and View SQL
Learning Sorting refers to reordering records in either ascending or descending order based on the values in a
Outcomes field. You
Y can specify more than one sort field in Query
Quer Design View. Sort orders are evaluated from left to
• Apply sort orders
in Query Design right, meaning that the sort field on the far left is the primary
primar sort field. Sort orders defined in Query
Quer
View Design View are saved with the queryquer object. CASE Julia Rice wants to list the records in alphabetical
• View Structured
order based on the customer’
customer’s last name. If the customer has made more than one payment, Julia asks you to
Quer Language
Query
• Define SQL further sort the records by the payment date.
keywords
STEPS
1. Click the View button on the Home tab to return to Query Design View
To sort the records by last name then by payment date, the LName field must be the primary sort field, and
the PaymentDate field must be the secondary sort field.
2. Click the LName field Sort cell in the query design grid, click the Sort list arrow
arrow, click
Ascending, click the PaymentDate field Sort cell in the query design grid, click the
Sort list arrow
arrow, then click Ascending
The resulting query design grid should look like FIGURE 6-3.
QUICK TIP 3. Click the View button in the Results group to display the query datasheet
You can resize the The records of the datasheet are now listed in ascending order based on the values in the LName field.
columns of a data-
sheet by pointing to When the same value appears in the LName field, the records are further sorted by the secondary sort field,
the right column PaymentDate, as shown in FIGURE 6-4. Jacob Alman made two payments, one on 7/25/2017 and the next on
border that separates 8/31/2017. Julia Bouchart made many payments and they are all listed in ascending order on the
the field names, then
dragging left or right
PaymentDate field.
to resize the 4. Click the Save button on the Quick Access Toolbar, type CustPayments in the Save As
columns. Double-
click to adjust the dialog box, then click OK
column width to fit When you save a query, you save a logical view of the data, a selection of fields and records from underlying
the widest entry.
tables. Technically, when you save a query, you are saving a set of instructions written in Structured
Query Language (SQL). You can view the SQL code for any query by switching to SQL View.
QUICK TIP 5. Click the View button list arrow
arrow, click SQL View
View, then click in the lower part of the SQL
SQL keywords such window to deselect the code
as SELECT, FROM,
or ORDER BY should The SQL statements shown in FIGURE 6-5 start with the SELECT keyword. Field names follow SELECT, and
not be used as how the tables are joined follow the FROM keyword. The ORDER BY keyword determines how records are
field names. sorted. Fortunately, you do not have to write or understand SQL to use Access or select data from multiple
tables. The easy-to-use Query Design View gives you a way to select and sort data from underlying tables
without being an SQL programmer.
6. Close the CustPayments query
Access 140
FIGURE 6-3: Specifying multiple sort orders in Query Design View
Ascending sort order Ascending sort order for

for the LName field the PaymentDate field
FIGURE 6-4: Records sorted by LName, then by PaymentDate
Secondary sort
order
Primary sort order
FIGURE 6-5: SQL View
Access 2016
SELECT keyword
FROM keyword
ORDER BY keyword
Specifying a sort order different from the field order in the datasheet
If your database has several customers with the same last name, FIGURE 6-6: Sorting on a field that is not displayed
you can include a secondary sort on the first name field to
distinguish the customers. If you want to display the fields in a
different order from which they are sorted, you can use the solution
shown in FIGURE 6-6. Add a field to the query design grid twice,
once to select for the datasheet, and once to use as a sort order.
Primary Show check box Secondary sort order
Use the Show check box to deselect the field used as a sort order. sort order is unchecked
Access 141
Access 2016
Module 6 Develop AND Criteria
Learning You can limit the number of records that appear on the resulting datasheet by entering criteria in Query Quer
Outcomes Design View. Criteria are tests, or limiting conditions, that must be true for the record to be selected for
• Use the Like
operator in query a datasheet. ToT create AND criteria, which means the query quer selects a record only if all criteria are true,
criteria enter two or more criteria on the same Criteria row of the query quer design grid. CASE Julia Rice predicts
• Define advanced
strong sales for ecological (Eco) trips that start on or after August 1, 2018. She asks you to create a list of the
comparison
operators existing trips that meet those criteria.
STEPS
1. Click the Create tab, click the Query Design button, double-click Trips, then click Close
in the Show Table dialog box
To query for ecological trips, you need to add the Category field to the query grid. In addition, you want to
know the trip name and start date.
2. Drag the bottom edge of the Trips field list down to resize it to display all fields, double-
click the TripName field, double-click the TripStartDate field, then double-click the
Category field
To find trips in the Eco category, you need to add a criterion for the Category field in the query grid.
QUICK TIP 3. Click the first Criteria cell for the Category field, then type Eco
Criteria are not case To find all trips that start on or after August 1st, use the >= (greater than or equal to) operator.
sensitive, so eco,
Eco, and ECO are 4. Click the first Criteria cell for the TripStartDate field, type >=8/1/2018, then press [ ]
equivalent criteria
entries.
As shown in FIGURE 6-7, Access assists you with criteria syntax, rules by which criteria need to be entered.
Access automatically adds quotation marks around text criteria in Short Text fields, such as "Eco" in the
Category field, and pound signs around date criteria in Date/Time fields, such as #8/1/2018# in the
TripStartDate field. The criteria in Number, Currency, and Yes/No fields are not surrounded by any
characters. See TABLE 6-1 for more information on common Access comparison operators and criteria syntax.
5. Click the Save button on the Quick Access Toolbar, type EcoAugust2018 in the Save
As dialog box, click OK, then click the View button to view the query results
The query results are shown in FIGURE 6-8.
6. Close the EcoAugust2018 datasheet
Access 142
FIGURE 6-7: Entering AND criteria on the same row
Category field criterion

TripStartDate
field criterion
FIGURE 6-8: Datasheet for EcoAugust2018 records
All records have TripStartDate

on or after 8/1/2018 AND are in
the Eco Category
TABLE 6-1: Common comparison operators

operator description example result
> Greater than > 5 0 0 Value exceeds 500
Access 2016
>= Greater than or equal to > = 5 0 0 Value is 500 or greater
< Less than < 5 0 0 Value is less than 500
<= Less than or equal to < = 5 0 0 Value is 500 or less
<> Not equal to < > 5 0 0 Value is any number other than 500
Between...And Finds values between two numbers or Between 2 2 2017 And Dates between 2 2 2017 and 2 2 2020,
d a te s 2 2 2020# inclusive
In Finds a value that is one of a list In (“NC”,“SC”,“TN”) Value equals NC or SC or TN

Null Finds records that have no entry in a Null No value has been entered in a field
particular field
Is Not Null Finds records that have any entry in a Is Not Null Any value has been entered in a field
particular field
Like Finds records that match the criterion, Like “C ” Value starts with C
used with the (asterisk) wildcard
character
Not Finds records that do not match the Not 100 Numbers other than 100
criterion
Access 143
Access 2016
Module 6 Develop OR Criteria
Learning As you experienced in the previous lesson, AND criteria narrow the number of records in the datasheet by
Outcomes requiring that a record be true for multiple criteria. You
Y also learned that AND criteria are entered on the
• Use AND and OR
criteria in the same same row. OR criteria work in the opposite way. OR criteria expand the number of records in the data-
quer
query sheet because a record needs to be true for only one of the criteria. You
Y enter OR criteria in the query
quer design
• Define advanced
grid on different criteria rows. CASE Julia Rice asks you to modify the EcoAugust2018 query to expand
wildcard characters
the number of records to include trips in the Service category that start on or after 8/1/2018 as well.
STEPS
1. Right-click the EcoAugust2018 query in the Navigation Pane, click Copy
Copy, right-click a
blank spot in the Navigation Pane, click Paste, type EcoServiceAugust2018 in the Paste
As dialog box, then click OK
By making a copy of the EcoAugust2018 query before modifying it, you won’t change the EcoAugust2018
query by mistake. To add OR criteria, you enter criteria in the next available “or” row of the query design
grid. By default, the query grid displays eight rows for additional OR criteria, but you can add even more
rows using the Insert Rows button on the Design tab.
2. Right-click the EcoServiceAugust2018 query
query, click Design View
View, type Service in the next
row (the “or” row) of the Category column, then click the View button to display
the datasheet
The datasheet expands from 6 to 10 records because four trips with a Category of Service were added to the
datasheet. But notice that two of the TripStartDate values for the Service records are prior to 8/1/2018.
To select only those Service trips with a TripStartDate on or after 8/1/2018, you need to add more criteria
to Query Design View.
QUICK TIP 3. Click the View button to return to Query Design View, click the next TripStartDate
The criterion Criteria cell, type >=8/1/2018, then click elsewhere in the grid, as shown in FIGURE 6-9
7 31 2018 would
work the same as Criteria in one row do not affect criteria in another row. Therefore, to select only those trips that start on or
=8 1 2018. after 8/1/2018, you must put the same TripStartDate criterion in both rows of the query design grid.
4. Click to return to Datasheet View
The resulting datasheet selects 8 records, as shown in FIGURE 6-10. When no sort order is applied, the records
are sorted by the primary key field of the first table in the query (in this case, TripNo, which is not selected
for this query). All of the records have a Category of Eco or Service and a TripStartDate value greater than or
equal to 8/1/2018.
5. Save and close the EcoServiceAugust2018 query
The R2G-6.accdb Navigation Pane displays the three queries you created plus the RevByState query that was
already in the database.
Access 144
FIGURE 6-9: Entering OR criteria on different rows
OR criteria are
entered on
“or” row different rows
FIGURE 6-10: Datasheet for EcoServiceAugust2018 query

All records
have a
TripStartDate
on or after
8/1/2018
AND are in
the Eco or
Service
Category
Access 2016
Using wildcard characters in query criteria

To search for a pattern, use a wildcard character to represent are often used with the Like operator. For example, the
any character in the criteria entry. Use a question mark ( ? ) criterion Like “10 2017” finds all dates in October of 2017,
to search for any single character, and an asterisk ( * ) to and the criterion Like “F ” finds all entries that start with the
search for any number of characters. Wildcard characters letter F.
Access 145
Access 2016
Module 6 Create Calculated Fields
Learning A calculated field is a field of data that can be created based on the values of other fields. For example,
Outcomes you can calculate the value for a discount, commission, or tax amount by multiplying the value of the
• Create calculated
fields in queries Sales field by a percentage. ToT create a calculated field, define it in Query Design View using an expres-
• Define functions sion that describes the calculation. An expression is a combination of field names, operators (such as ,
and expressions
, , and ), and functions that result in a single value. A function is a predefined formula that returns a
value such as a subtotal, count, average, or the current date. See TABLE 6-2 for more information on arith-
metic operators and TABLE 6-3 for more information on functions. CASE Julia Rice asks you to find the
number of days between the sale date and the trip start date. TTo determine this information, you create a cal-
culated field called DaysToTrip that subtracts the SaleDate from the TripStartDate. You create another
calculated field to determine the down payment amount for each trip sale.
STEPS
1. Click the Create tab on the Ribbon, click the Query Design button, double-click Trips,
double-click Sales, then click Close in the Show Table dialog box
First, you add the fields to the grid that you want to display in the query.
QUICK TIP 2. Double-click the TripName field, double-click the TripStartDate field, double-click the
Drag the bottom Price field, then double-click the SaleDate field
edge of the Trips
field list down to You create a calculated field in the Field cell of the design grid by entering a new descriptive field name
display all fields. followed by a colon, followed by an expression. Field names used in an expression must be surrounded by
square brackets.
QUICK TIP 3. Click the blank Field cell in the fifth column, type DaysToTrip:[TripStartDate]-[SaleDate],
To display a long then drag the pointer on the right edge of the fifth column selector to the right to
entr in a field cell,
entry
right-click the cell, display the entire entry
then click Zoom. You create another calculated field to determine the down payment for each sale, which is calculated as
10% of the Price field.
TROUBLE 4. Click the blank Field cell in the sixth column, type DownPayment:[Price]*0.1, then widen
Field names in the column, as shown in FIGURE 6-11
expressions are sur-
rounded by [square You view the datasheet to see the resulting calculated fields.
brackets] not curly
braces and not
5. Click the View button , press [Tab], type 7/20/18 in the TripStartDate field for the
(parentheses). first record, press [Tab], type 1000 in the Price field for the first record, then press [ ]
A portion of the resulting datasheet, with two calculated fields, is shown in FIGURE 6-12. The DaysToTrip
field is automatically recalculated, showing the number of days between the SaleDate and the TripStartDate.
The DownPayment field is also automatically recalculated, multiplying the Price value by 10%.
6. Click the Save button on the Quick Access Toolbar, type TripCalculations in the Save
As dialog box, click OK, then close the datasheet
Access 146
Calculated field names
are followed by a colon
FIGURE 6-11: Creating calculated fields
Drag the column

separator to widen
the column
Calculations are determined by
expressions that follow the colon
FIGURE 6-12: Viewing and testing calculated fields
DownPayment
equals Price * 10%
DaysToTrip equals
the days between
the SaleDate and
TripStartDate
Updated to 7/20/18 Updated to $1000
TABLE 6-2: Arithmetic operators
operator description
+ Addition
– Subtraction
* Multiplication
/ Division
^ Exponentiation
Access 2016
TABLE 6-3: Common functions
function sample expression and description

DATE DATE()-[BirthDate]
Calculates the number of days between today and the date in the BirthDate field;
Access expressions are not case sensitive, so DATE()-[BirthDate] is equivalent to date()-[birthdate] and
DATE()-[BIRTHDATE]; therefore, use capitalization in expressions in any way that makes the expression
easier to read
PMT PMT([Rate],[Term],[Loan])
Calculates the monthly payment on a loan where the Rate field contains the monthly interest rate, the
Term field contains the number of monthly payments, and the Loan field contains the total amount
financed
LEFT LEFT([LastName],2)
Returns the first two characters of the entry in the LastName field
RIGHT RIGHT([PartNo],3)
Returns the last three characters of the entry in the PartNo field
LEN LEN([Description])
Returns the number of characters in the Description field
Access 147
Access 2016
Module 6 Build Summary Queries
Learning A summary query calculates statistics for groups of records. To T create a summary
summar query,
quer you add the
Outcomes Total row to the queryquer design grid to specify how you want to group and calculate the records using
• Create a summary
aggregate functions. Aggregate functions calculate a statistic such as a subtotal, count, or average on
quer
query
• Define aggregate a field in a group of records. Some aggregate functions, such as Sum or Avg A (Average),
(A work only on fields
functions with Number or Currency data types. Other functions, such as Min (Minimum), Max (Maximum), or
Count, also work on Short TextT fields. TABLE 6-4 provides more information on aggregate functions. A key
difference between the statistics displayed by a summary
summar query
quer and those displayed by calculated fields
is that summary
summar queries provide calculations that describe a group of records, whereas calculated fields
provide a new field of information for each record. CASE Julia Rice asks you to calculate total sales for
each trip categor
category. You build a summary query to provide this information.
STEPS
QUICK TIP 1. Click the Create tab on the Ribbon, click the Query Design button, double-click Sales,
In Query Design double-click Trips, then click Close in the Show Table dialog box
View drag a table
View,
from the Navigation It doesn’t matter in what order you add the field lists to Query Design View, but it’s important to move and
Pane to add it to resize the field lists as necessary to clearly see all field names and relationships.
the quer
the query.
2. Double-click the Category field in the Trips field list, double-click the Price field in the
Trips field list, double-click the SalesNo field in the Sales field list, then click the
View button to view the datasheet
One hundred and one records are displayed, representing all 101 records in the Sales table. You can add a
Total row to any datasheet to calculate grand total statistics for that datasheet.
3. Click the Totals button in the Records group, click the Total cell below the Price field,
arrow, click Sum, then use to widen the Price column to display the
click the Total list arrow
entire total
The Total row is added to the bottom of the datasheet and displays the sum total of the Price field, $129,550.
Other Total row statistics you can select include Average, Count, Maximum, Minimum, Standard Deviation,
and Variance. To create subtotals per Category, you need to modify the query in Query Design View.
4. Click the View button to return to Query Design View, click the Totals button in the
Show/Hide group, click Group By in the Price column, click the list arrow
arrow, click Sum, click
Group By in the SalesNo column, click the list arrow
arrow, then click Count
The Total row is added to the query grid below the Table row. To calculate summary statistics for each cate-
gory, the Category field is the Group By field, as shown in FIGURE 6-13. With the records grouped together
by Category, you subtotal the Price field using the Sum operator to calculate a subtotal of revenue for each
Category of trip sales and count the SalesNo field using the Count operator to calculate the number of sales
in each category.
5. Click to display the datasheet, widen each column as necessary to view all field
names, click in the Total row for the SumOfPrice field, click the list arrow
arrow, click Sum,
then click another row in the datasheet to remove the selection
TROUBLE The Eco category leads all others with a count of 42 sales totaling $47,450. The total revenue for all sales is
To delete or rename
any object, close it,
still $129,550, as shown in FIGURE 6-14, but now each record represents a subtotal for each Category instead
then right-click it in of an individual sale.
the Navigation Pane
and click Delete or 6. Click the Save button on the Quick Access Toolbar, type CategorySales, click OK, then
Rename on the close the datasheet
shortcut menu.
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FIGURE 6-13: Summary query in Design View
Total row is
added to
query grid
Group the records Subtotal the Price Count the number

together within the field with the Sum of records with the
same Category function Count function
FIGURE 6-14: Summary query datasheet
Group By
the Count the
SalesNo field
Category
field
Sum the
Price field
Grand total for

the Price field
Access 2016
TABLE 6-4: Aggregate functions
aggregate function used to find the

Sum Total of values in a field
Avg Average of values in a field
Min Minimum value in a field
Max Maximum value in a field
Count Number of values in a field (not counting null values)
StDev Standard deviation of values in a field
Var Variance of values in a field
First Field value from the first record in a table or query
Last Field value from the last record in a table or query
Access 149
Access 2016
Module 6 Build Crosstab Queries
Learning A crosstab query subtotals one field by grouping records using two other fields that are placed in the
Outcomes column heading and row heading positions. You Y can use the Crosstab Query Wizard to guide you
• Create a crosstab
through the steps of creating a crosstab query, or you can build the crosstab query from scratch using
quer
query
• Describe the Find Query Design View. CASE Julia Rice asks you to continue your analysis of prices per categor
category by
Duplicates and summarizing the price values for each trip within each category. A crosstab query works well for this request
Find Unmatched
Quer Wizards
Query because you want to subtotal the Price field as summarized by two other fields, TripName and Category.
STEPS
1. Click the Create tab on the Ribbon, click the Query Design button, double-click Trips,
double-click Sales, then click Close in the Show Table dialog box
The fields you need for your crosstab query come from the Trips table, but you also need to include the Sales
table in this query to select trip information for each record (sale) in the Sales table.
2. Double-click the TripName field, double-click the Category field, then double-click the
Price field
The first step in creating a crosstab query is to create a select query with the three fields you want to use in
the crosstabular report.
3. Click the View button to review the unsummarized datasheet of 101 records, then
click the View button to return to Query Design View
To summarize these 101 records in a crosstabular report, you need to change the current select query into a
crosstab query.
4. Click the Crosstab button in the Query Type group
Note that two new rows are added to the query grid—the Total row and the Crosstab row. The Total row
helps you determine which fields group or summarize the records, and the Crosstab row identifies which
of the three positions each field takes in the crosstab report: Row Heading, Column Heading, or Value. The
Value field is typically a numeric field, such as Price, that can be summed or averaged.
5. Click the Crosstab cell for the TripName field, click the list arrow
arrow, click Row Heading,
click the Crosstab cell for the Category field, click the list arrow
arrow, click Column
Heading, click the Crosstab cell for the Price field, click the list arrow
arrow, click Value,
click Group By in the Total cell of the Price field, click the list arrow
arrow, then click Sum
The completed Query Design View should look like FIGURE 6-15. Note the choices made in both the Total
and Crosstab rows of the query grid.
6. Click to review the crosstab datasheet
The final crosstab datasheet is shown in FIGURE 6-16. The datasheet summarizes all 101 sales records by the
Category field used as the column headings and by the TripName field used in the row heading position.
Although you can switch the row and column heading fields without changing the numeric information on
the crosstab datasheet, you should generally place the field with the most entries (in this case, TripName has
more values than Category) in the row heading position so that the printout is taller than it is wide.
7. Click the Save button on the Quick Access Toolbar, type TripCrosstab as the query
name, click OK, then close the datasheet
Crosstab queries appear with a crosstab icon to the left of the query name in the Navigation Pane.
Access 150
FIGURE 6-15: Query Design View of crosstab query
Sum
Total row
Crosstab Row Heading Column Heading Value

row
FIGURE 6-16: Crosstab query datasheet
Category field values

are column headings
TripName field Price field values are

values are row subtotaled
headings
Access 2016
Using query wizards

Four query wizards are available to help you build queries includ- duplicate values in one or more fields. Use the Find Unmatched
ing the Simple (which creates a select query), Crosstab, Find Query Wizard to find records in one table that do not have
Duplicates, and Find Unmatched Query Wizards. Use the Find related records in another table. To use the query wizards, click
Duplicates Query Wizard to determine whether a table contains the Query Wizard button on the Create tab.
Access 151
Access 2016
Module 6 Create a Report on a Query
Learning When you want a more professional printout of the information than can be provided by a query quer data-
Outcomes sheet, you use a report object. By first selecting the fields and records you want in a query
quer and then basing
• Create a report on
a query the report on that query,
quer you can easily add new fields and calculations to the report by adding them to
• Modify a report’s the underlying query.
quer When you base a report on a query, quer name is identified in the Record Source
quer the query
Record Source
property of the report. CASE Julia Rice asks you to create a report to subtotal the revenue for each trip.
property
STEPS
1. Double-click the RevByState query in the Navigation Pane to open its datasheet
The RevByState query contains the customer state, trip name, and price of each trip sold. Analyzing which
trips are the most popular in various states will help focus marketing expenses. Creating a query to select the
fields and records needed on a report is the first step in creating a report that can be easily modified later.
2. Close the RevByState query
query, click the Create tab on the Ribbon, click the Report Wizard
button, click the Select All button to select all fields in the RevByState query, then
click Next
The Report Wizard wants to group the records by the State field. This is also how you want to analyze the data.
QUICK TIP 3. Click Next, click TripName, then click the Select Field button to add the TripName
You may want to field as a second grouping level, click Next, click Next to not choose any sort orders,
name a query and the
report based on that click Next to accept a Stepped layout and Portrait orientation, type Revenue by State as
quer the same to
query the title for the report, then click Finish
organize your objects.
The report lists each trip sold within each state as many times as it has been sold. You decide to add the
name of the customers who have purchased these trips to the report. First, you will need to add them to the
QUICK TIP RevByState query. Given that the Revenue by State report is based on the RevByState query, you can access
You can also double- the RevByState query from Report Design View of the Revenue by State report.
click the report
selector button to 4. Right-click the Revenue by State tab, click Design View
View, close the Field List if it is open,
open the Property then click the Property Sheet button in the Tools group on the Design tab
Sheet for the report.
The Property Sheet for the Revenue by State report opens.
TROUBLE 5. Click the Data tab in the Property Sheet, click RevByState in the Record Source property,
If the RevByState then click the Build button , as shown in FIGURE 6-17
quer opens in SQL
query
View right-click the
View, The RevByState query opens in Query Design View.
RevByState tab and
click Design View.
6. Double-click the FName field, double-click the LName field, click the Close button on the
Design tab, then click Yes when prompted to save the changes
Now that the FName and LName fields have been added to the RevByState query, they are available to
the report.
TROUBLE 7. Click the Design tab on the Ribbon, click the Text Box button , click to the left of the
Close the query Price text box in the Detail section, click the Text13 label, press [Delete], click Unbound in
Property Sheet if it
remains open. the text box, type =[FName] &” “&[LName], then press [Enter]
You could have added the FName and LName fields directly to the report but the information looks more
professional as the result of one expression that calculates the entire name.
TROUBLE
The number in the 8. Switch to Layout View
View, resize the new text box as shown in FIGURE 6-18 to see the entire
default caption of the name, save and close the Revenue by State report, close the R2G-6.accdb database, then
label such as Text13
varies based on pre- exit Access
vious activity in the
report.
Access 152
FIGURE 6-17: Modifying a query from the Record Source property
Report selector
button Property Sheet
Selection type: Report
Report Source Build button

property
Data tab
FIGURE 6-18: Final State Revenue Report
Resize the text box with the

full name as needed
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Access 153
Practice
Concepts Review
Identify each element of Query Design View shown in FIGURE 6-19.
FIGURE 6-19
1
6
2
4 5
7. AND criteria a. Placing the records of a datasheet in a certain order
8. OR criteria b. Entered on more than one row of the query design grid
9. Record Source c. Report property that determines what fields and records the report
10. Select query will display
11. Wildcard character d. Asterisk ( * ) or question mark ( ? ) used in query criteria
12. Sorting e. Retrieves fields from related tables and displays records in a datasheet
f. Entered on one row of the query design grid
Access 154
13. The query datasheet can best be described as a:
a. Logical view of the selected data from underlying tables.
b. Duplication of the data in the underlying table’s datasheet.
c. Separate file of data.
d. Second copy of the data in the underlying tables.
14. Queries may not be used to:
a. Calculate new fields of data.
b. Enter or update data.
c. Set the primary key field for a table.
d. Sort records.
15. When you update data in a table that is also selected in a query:
a. Y
You must relink the query to the table to refresh the data.
b. The updated data is automatically displayed in the query.
c. Y
You must also update the data in the query datasheet.
d. Y
You can choose whether to update the data in the query.
16. Which of the following is not an aggregate function available to a summary query?
a. Avg
A c. Subtotal
b. Count d. Max
17. The order in which records in a query are sorted is determined by:
a. The order in which the fields are defined in the underlying table.
b. The importance of the information in the field.
c. The alphabetic order of the field names.
d. The left-to-right position of the fields in the query design grid that contain a sort order choice.
18. A crosstab query is generally constructed with how many fields?
a. 1 c. 3
b. 2 d. More than 5
19. In a crosstab query, which field is the most likely candidate for the Value position?
a. FName c. Department
b. Cost d. Country
20. Which property determines the fields and records available to a report?
a. Field List c. Data
b. Underlying Query d. Record Source
Access 2016
Access 155
Skills Review
1. Create multitable queries.
a. Start Access and open the Service-6.accdb database from the location where you store your Data Files, then enable
b. Create a new select query in Query Design View using the Names and Zips tables.
c. Add the following fields to the query design grid in this order:
• FirstName and LastName from the Names table
• City, State, and Zip from the Zips table
d. In Datasheet View, replace the LastName value in the Martha Robison record with your last name.
e. Save the query as MemberList, print the datasheet if requested by your instructor, then close the query.
2. Apply sorts and view SQL.
a. Open the MemberList query in Query Design View.
b. Drag the FirstName field from the Names field list to the third column in the query design grid to make the first
three fields in the query design grid FirstName, LastName, and FirstName.
c. Add an ascending sort to the second and third fields in the query design grid, and uncheck the Show check box in
the third column. The query is now sorted in ascending order by LastName, then by FirstName, though the order of
the fields in the resulting datasheet still appears as FirstName, LastName.
d. Click the File tab, click Save As, then use Save Object As to save the query as SortedMemberList. View the
datasheet, print the datasheet if requested by your instructor, then close the SortedMemberList query.
3. Develop AND criteria.
a. Right-click the SortedMemberList query in the Navigation Pane, click Copy, right-click a blank spot in the
Navigation Pane, click Paste, then type KansasB as the name for the new query.
b. Open the KansasB query in Design View, then type B* (the asterisk is a wildcard) in the LastName field Criteria cell
to choose all people whose last name starts with B. Access assists you with the syntax for this type of criterion and
enters Like "B*" in the cell when you click elsewhere in the query design grid.
c. Enter KS as the AND criterion for the State field. Be sure to enter the criterion on the same line in the query design
grid as the Like "B*" criterion.
d. View the datasheet. It should select only those people from Kansas with a last name that starts with the letter B.
e. Enter your hometown in the City field of the first record to uniquely identify the printout.
f. Save the KansasB query, print the datasheet if requested by your instructor, then close the KansasB query.
4. Develop OR criteria.
a. Right-click the KansasB query in the Navigation Pane, click Copy, right-click a blank spot in the Navigation Pane,
click Paste, then type KansasBC as the name for the new query.
b. Open the KansasBC query in Design View, then enter C* in the second Criteria row (the or row) of the
LastName field.
c. Enter KS as the criterion in the second Criteria row (the or row) of the State field so that those people from KS with
a last name that starts with the letter C are added to this query.
d. View the datasheet. It should select only those people from Kansas with a last name that starts with the letter B
or C. Print the datasheet if requested by your instructor, then save and close the query.
5. Create calculated fields.
a. Create a new select query in Query Design View using only the Names table.
b. Add the following fields to the query design grid in this order: FirstName, LastName, Birthday.
c. Create a calculated field called Age in the fourth column of the query design grid by entering the expression:
Age: Int((Now()-[Birthday])/365) to determine the age of each person in years based on the information
in the Birthday field. The Now() function returns today’s date. Now()-[Birthday] determines the number of days a
person has lived. Dividing that value by 365 determines the number of years a person has lived. The Int() function
is used to return the integer portion of the answer. So if a person has lived 23.5 years, Int(23.5) = 23.
Access 156
d. Sort the query in descending order on the calculated Age field.
e. Save the query with the name AgeCalc, view the datasheet, print the datasheet if requested by your instructor,
then close the query.
6. Build summary queries.
a. Create a new select query in Query Design View using the Names and Activities tables.
b. Add the following fields: FirstName and LastName from the Names table, and Hours from the Activities table.
c. Add the Total row to the query design grid, then change the aggregate function for the Hours field from Group
By to Sum.
d. Sort in descending order by Hours.
e. Save the query as HoursSum, view the datasheet, widen all columns so that all data is clearly visible, print
the datasheet if requested by your instructor, then save and close the query.
7. Build crosstab queries.
a. Use Query Design View to create a select query with the City and State fields from the Zips table and the Dues
field from the Names table. Save the query as DuesCrosstab, then view the datasheet.
b. Return to Query Design View, then click the Crosstab button to add the Total and Crosstab rows to the query
design grid.
c. Specify City as the crosstab row heading, State as the crosstab column heading, and Dues as the summed value
field within the crosstab datasheet.
d. View the datasheet as shown in FIGURE 6-20, print the datasheet if requested by your instructor, then save and
close the DuesCrosstab query.
FIGURE 6-20
Access 2016
Access 157
8. Create a report on a query.
a. Use the Report Wizard to create a report on all of the fields of the SortedMemberList query. View the data by Names,
add State as a grouping level, add LastName then FirstName as the ascending sort orders, use a Stepped layout and
Landscape orientation, then title the report Members by State.
b. In Design View, open the Property Sheet for the report, then open the SortedMemberList query in Design View
using the Build button on the Record Source property.
c. Add the Birthday field to the SortedMemberList query then close the query.
d. To the left of the LastName field in the Detail section, add a text box bound to the Birthday field. ((Hint: Type
Birthday in place of Unbound or modify the text box’s Control Source property to be Birthday.) Delete the label
that is automatically created to the left of the text box.
e. In Layout View, resize the City and Zip columns so that all data is clearly visible, as shown in FIGURE 6-21. Be sure to
preview the report to make sure it fits on the paper.
f. If requested by your instructor, print the first page of the Members by State report, save and close it, close the
Service-6.accdb database, then exit Access.
FIGURE 6-21
As the manager of a music store’s instrument rental program, you have created a database to track rentals to elementary
through high school students. Now that several rentals have been made, you want to query the database and produce
different datasheet printouts to analyze school information.
a. Start Access and open the Music-6.accdb database from the location where you store your Data Files, then enable
b. In Query Design View, create a query with the following fields in the following order:
• SchoolName field from the Schools table
• RentalDate field from the Rentals table
• Description field from the Instruments table
(
(Hint : Although you don’t use any fields from the Students table, you need to add the Students table to this query to
make the connection between the Schools table and the Rentals table.)
c. Sort in ascending order by SchoolName, then in ascending order by RentalDate.
d. Save the query as SchoolActivity, view the datasheet, replace Lincoln Elementary with your elementary school
name, print the datasheet if requested by your instructor, then close the datasheet.
e. Copy and paste the SchoolActivity query as SchoolSummary, then open the SchoolSummary query in Query
Design View.
Access 158
f. Modify the SchoolSummary query by deleting the Description field. Use the Totals button to group the records by
SchoolName and to count the RentalDate field. Print the datasheet if requested by your instructor, then save and
close the SchoolSummary query.
g. Create a crosstab query named SchoolCrosstab based on the SchoolActivity query. ((Hint: Select the
SchoolActivity query in the Show Table dialog box.) Use Description as the column heading position and
SchoolName in the row heading position. Count the RentalDate field.
h. View the SchoolCrosstab query in Datasheet View. Resize each column to best fit the data in that column, then
print the datasheet if requested by your instructor. Save and close the SchoolCrosstab query.
i. Copy and paste the SchoolActivity query as HSRentals. Modify the HSRentals query in Query Design View so
that only those schools with the words “High School” in the SchoolName field are displayed. ((Hint: You
have to use wildcard characters in the criteria.)
j. View the HSRentals query in Datasheet View, print it if requested by your instructor, then save and close the
datasheet.
k. Close the Music-6.accdb database, then exit Access.
As the manager of a music store’s instrument rental program, you have created a database to track rentals to elementary
through high school students. You can use queries to analyze customer and rental information.
a. Start Access and open the Music-6.accdb database from the location where you store your Data Files, then enable
• Description and MonthlyFee fields from the Instruments table
• LastName, Zip, and City fields from the Students table
(
(Hint : Although you don’t need any fields from the Rentals table in this query’s datasheet, you need to add the
Rentals table to this query to make the connection between the Customers table and the Instruments table.)
c. Add the Zip field to the first column of the query grid, and specify an ascending sort order for this field.
Uncheck the Show check box for the first Zip field so that it does not appear in the datasheet.
d. Add an ascending sort order to the Description field.
e. Save the query as RentalsByZipCode.
f. View the datasheet, replace Johnson with your last name in the LastName field, print the datasheet if requested
Access 2016
by your instructor, then save and close the datasheet. (Note: If you later view this query in Design View, note that
Access changes the way the sort orders are specified but in a way that gives you the same results in the
datasheet.)
g. In Query Design View, create a query with the following fields in the following order:
• Description and MonthlyFee fields from the Instruments table
• LastName, Zip, and City fields from the Students table
(
(Hint : You’ll need to add the Rentals table.)
h. Add criteria to find the records where the Description is equal to cello. Sort in ascending order based on the
Zip then City fields. Save the query as Cellos, view the datasheet, print it if requested by your instructor, then
close the datasheet.
i. Copy and paste the Cellos query as CellosAndAnkeny, then modify the CellosAndAnkeny query with
AND criteria to further specify that the City must be Ankeny. View the datasheet, print it if requested by your
instructor, then save and close the datasheet.
Access 159
j. Copy and paste the CellosAndAnkeny query as CellosOrAnkeny, then modify the CellosOrAnkeny query so
that all records with a Description equal to Cello or a City value of Ankeny are selected. View the datasheet, print
it if requested by your instructor, then save and close the datasheet.
k. Close the MusicStore-6.accdb database, then exit Access.
As a real estate agent, you use an Access database to track residential real estate listings in your area. You can use queries to
answer questions about the real estate properties and to analyze home values.
a. Start Access and open the LakeHomes-6.accdb database from the location where you store your Data Files, then
enable content if prompted.
• AgencyName from the Agencies table
• RFirst and RLast from the Realtors table
• SqFt and Asking from the Listings table
c. Sort the records in descending order by the SqFt field.
d. Save the query as BySqFt, view the datasheet, enter your last name instead of Schwartz for the listing with the
largest SqFt value, then print the datasheet if requested by your instructor.
e. In Query Design View, modify the BySqFt query by creating a calculated field that determines price per square foot.
The new calculated field’s name should be PerSqFt, and the expression should be the asking price divided by the
square foot field, or [Asking]/[SqFt].
f. Remove any former sort orders, sort the records in descending order based on the PerSqFt calculated field, and view
the datasheet. Save and close the BySqFt query. ###### means the data is too wide to display in the column. You
can make the data narrower and also align it by applying a Currency format.
g. Reopen the BySqFt query in Query Design View, right-click the calculated PerSqFt field, click Properties, then change
the Format property to Currency. View the datasheet, print it if requested by your instructor, then save and close the
BySqFt query.
h. Copy and paste the BySqFt query as CostSummary.
i. In Design View of the CostSummary query, delete the RFirst, RLast, and SqFt fields.
j. View the datasheet, then change the Big Cedar Realtors agency name to your last name followed by Realtors.
k. In Design View, add the Total row, then sum the Asking field and use the Avg (Average) aggregate function for the
PerSqFt calculated field.
l. In Datasheet View, add the Total row and display the sum of the SumOfAsking field. Widen all columns as needed,
m. If requested by your instructor, print the CostSummary query, then save and close it.
n. Close the LakeHomes-6.accdb database, then exit Access.
FIGURE 6-22
Access 160
You’re working with the local high school guidance counselor to help her with an Access database used to manage
college scholarship opportunities. You help her with the database by creating several queries. (Note: To complete this
Independent Challenge, make sure you are connected to the Internet.)
a. Start Access, open the Scholarships-6.accdb database from the location where you store your Data Files, then
enable content if prompted.
b. Conduct research on the Internet or at your school to find at least five new scholarships relevant to your major,
and enter them into the Scholarships table.
c. Conduct research on the Internet or at your school to find at least one new scholarship relevant to a
Computer Science major, and enter the two records into the Scholarships table. Enter Computer
Science in the Major field.
d. Create a query called ComputerScience that displays all fields from the Scholarships table and selects all records
with a Computer Science major. If requested by your instructor, print the ComputerScience query then save
and close it.
e. Copy and paste the ComputerScience query as BusinessOrCS. Add OR criteria to the BusinessOrCS query to
add all scholarships in the Business major to the existing scholarships in the Computer Science major. If
requested by your instructor, print the BusinessOrCS query then save and close it.
f. Create a new query that selects the ScholarshipName, DueDate, and Amount from the Scholarships table, and
sorts the records in ascending order by DueDate, then descending order by Amount. Name the query
AllScholarshipsByDueDate. If requested by your instructor, print the AllScholarshipsByDueDate query
then save and close it.
g. Use the Report Wizard to create a report on the AllScholarshipsByDueDate query, do not add any grouping
levels or additional sort orders, use a Tabular layout and a Portrait orientation, and title the report All
Scholarships by Due Date.
h. In Design View of the All Scholarships by Due Date report, open the Property Sheet, and use the Record Source
Build button to open the AllScholarshipsByDueDate query in Design View. Add the Major field to the query,
save and close it.
i. In Report Design View, open the Group, Sort, and Total pane, add the Major field as a grouping field. Add
DueDate as a sort order from newest to oldest, then add Amount as a sort field from largest to smallest.
j. Add a text box to the Major Header section, and bind it to the Major field. ((Hint: Type Major in place of
Unbound or modify the text box’s Control Source property to be Major.) Delete the label that is automatically
created to the left of the text box. Preview the report, modify the ScholarshipName and DueDate labels in the
Access 2016
Page Header section to show spaces between the words, and move and resize any controls as needed to match
FIGURE 6-23. Print the report if requested by your instructor.
k. Save and close the All Scholarships by Due Date report, close the Scholarships-6.accdb database, then exit Access.
FIGURE 6-23
Access 161
Visual Workshop
Open the Training-6.accdb database from the location where you store your Data Files, then enable content if prompted. In
Query Design View, create a new select query with the DeptName field from the Departments table, the CourseCost field
from the Courses table, and the Description field from the Courses table. ((Hint: You will also have to add the Employees and
Enrollments tables to Query Design View to build relationships from the Departments table to the Courses table.) Save the
query with the name DeptCrosstab, then display it as a crosstab query, as shown in FIGURE 6-24. Print the DeptCrosstab
query if requested by your instructor, save and close it, then close the Training-6.accdb database.
FIGURE 6-24
Access 162
Enhancing Forms
CASE Julia Rice wants to improve the usability of the forms in the Reason 2 Go data-
base. You will build and improve forms by working with subforms, combo boxes,
option groups, and command buttons to enter, find, and filter data.
Module Objectives
• Use Form Design View • Add a combo box to find records
• Add subforms • Add command buttons
• Align control edges • Add option groups
• Add a combo box for data entry • Add tab controls
Files You Will Need

R2G-7.accdb LakeHomes-7.accdb
Service-7.accdb Scholarships-7.accdb
Music-7.accdb Baseball-7.accdb
Access 2016
Module 7 Use Form Design View
Learning A form is a database object designed to make data easy to find, enter, and edit. You create forms by using
Outcomes controls, such as labels, text boxes, combo boxes, and command buttons, which help you manipulate
• Create a form in
Form Design View data more quickly and reliably than working in a datasheet. A form that contains a subform allows you to
• Modify the Record work with related records in an easy-to-use screen arrangement. For example, using a form/subform
Source property
combination, you can display customer data and all of the orders placed by that customer at the same time.
• Add fields to a
form with the Design View of a form is devoted to working with the detailed structure of a form. The purpose of Design
Field List View is to provide full access to all of the modifications you can make to the form. CASE Julia Rice asks
you to create a customer entry form. You create this form from scratch in Form Design View.
STEPS
1. Start Access, then open the R2G-7.accdb database from the location where you store
your Data Files, enable content if prompted, click the Create tab on the Ribbon, then
click the Form Design button in the Forms group
A blank form is displayed in Design View. Your first step is to connect the blank form to an underlying
record source, a table or query that contains the data you want to display on the form. The fields in the
record source populate the Field List, a small window that lists the fields in the record source. The
Customers table should be the record source for the CustomerEntry form.
QUICK TIP 2. Double-click the form selector button to open the form’s Property Sheet, click the
Click the Build Data tab in the Property Sheet, click the Record Source list arrow
arrow, then click Customers
button in the
Record Source The Record Source property lists all existing tables and queries, or you could use the Build button to
property to build or create a query for the form. With the record source selected, you’re ready to add controls to the form.
edit a quer
query as the Recall that bound controls, such as text boxes and combo boxes, display data from the record source, and
record source for a
form. unbound controls, such as labels and lines, clarify information.
3. Click the Add Existing Fields button in the Tools group to open the Field List, click
CustNo in the Field List, press and hold [Shift], click FirstContact in the Field List, then
drag the selection to the form at about the 1" mark on the horizontal ruler
The fields of the Customers table are added to the form, as shown in FIGURE 7-1. The FirstContact field is
added as a combo box because it has Lookup properties. The other fields are text boxes except for the Photo
field, which is inserted as an Attachment control given the Photo field has an Attachment data type.
Labels are created for each bound control and are captioned with the field name. You can rearrange the
controls by moving them.
QUICK TIP 4. Click the form to deselect all controls, click the Street text box, press and hold [Ctrl],
In a column of click the City,
City State, Zip, and Phone text boxes as well as the FirstContact combo box to
controls, labels are on
the left and text boxes add them to the selection, then release [Ctrl]
are on the right. Selected controls will move as a group.
TROUBLE 5. Use the pointer to drag the selected controls up and to the right of the name
If your form doesn’t controls, then click the View button to switch to Form View
look like FIGURE 7-2,
switch to Design The new form in Form View is shown in FIGURE 7-2. You will improve and enhance it in later lessons.
View to fix it. 6. Click the Save button on the Quick Access Toolbar, type CustomerEntry as the form
name, click OK, then close the CustomerEntry form
Access 164 Enhancing Forms
FIGURE 7-1: Adding fields in Form Design View
Form
1" mark on the
selector
horizontal ruler
button
Add Existing Field List
Fields button
Attachment
control
Text
Labels boxes
Combo box
FIGURE 7-2: New form in Form View Text boxes
Combo box
Access 2016
Zdenka Darula/Shutterstock.com
Labels
Attachment Labels
control
Enhancing Forms Access 165
Access 2016
Module 7 Add Subforms
Learning A subform is a form within a form. The form that contains the subform is called the main form. A main
Outcomes form/subform combination displays the records of two tables that are related in a one-to-many relation-
• Add a subform to
a form ship. The main form shows data from the table on the “one” side of the relationship, and the subform
• Resize columns in shows the records from the table on the “many” side of the relationship. CASE Julia asks you to add a
a subform
subform to the CustomerEntry form to show related sales for each customer.
• Define form layouts
STEPS
1. Open the CustomerEntry form in Design View, then close the Field List and Property
Sheet if they are open
TROUBLE
If the SubForm You add new controls to a form by dragging fields from the Field List or selecting the control on the Design
Wizard doesn’t start, tab of the Ribbon.
click the More button
in the Controls
2. Click the More button in the Controls group to view all of the form controls, click
group, then click Use the Subform/Subreport button , then click below the Photo label in the form, as
Control Wizards shown in FIGURE 7-3
to toggle it on.
The Subform Wizard opens to help you add a subform control to the form.
QUICK TIP 3. Click Next to use existing Tables and Queries as the data for the subform, click the
To remove a form Tables/Queries list arrow
arrow, click Query: SalesData, click the Select All Fields button ,
layout, you must
work in Form click Next, click Next to accept the option Show SalesData for each record in Customers
Design View. using CustNo, then click Finish to accept SalesData subform as the name for the new
subform control
A form layout is the general way that the data and controls are arranged on the form. By default, subforms
display their controls in a columnar arrangement in Design View, but their Default View property is set
to Datasheet. See TABLE 7-1 for a description of form layouts. The subform layout is apparent when you view
the form in Form View.
TROUBLE 4. Click the View button to switch to Form View, then navigate to CustNo 6,
You may need to Kristen Lang, who has purchased four different trips, as shown in the subform
shorten the subform
to see its navigation Sales information appears in the subform in a datasheet layout. As you move through the customer records
bar in Form View. of the main form, the information changes in the subform to reflect sales for each customer. The main form
and subform are linked by the common CustNo field. Resize the columns of the subform to make the
information easier to read.
QUICK TIP 5. Point to the line between field names in the subform and use the pointer to resize
Double-click the line the column widths of the subform, as shown in FIGURE 7-4
between field names
to automatically The CustomerEntry form now displays two navigation bars. The inside bar is for the subform records,
adjust the width of and the outside bar is for the main form records.
the column to the
widest field entry. 6. Right-click the CustomerEntry form tab, click Close, then click Yes when prompted to
save changes to both form objects
Linking the form and subform

If the form and subform do not appear to be correctly linked, on the Data tab. These properties tell you which field serves as
examine the subform’s Property Sheet, paying special attention the link between the main form and subform.
to the Link Child Fields and Link Master Fields properties
FIGURE 7-3: Adding a subform control
More button
SubForm Wizard
New subform
control
FIGURE 7-4: CustomerEntry form and SalesData subform
Main form
Resize mouse
pointer
Access 2016
Subform
Navigation bar for subform
stockyimages/Shutterstock.com
Navigation bar for main form
TABLE 7-1: Form layouts
layout description
Columnar Default view for main forms; each field appears on a separate row with a label to its left
Tabular Each field appears as an individual column, and each record is presented as a row
Datasheet Default view for subforms; fields and records are displayed as they appear in a table or query datasheet
Access 2016
Module 7 Align Control Edges
Learning Well-designed forms are logical, easy to read, and easy to use. Aligning the edges of controls can make a
Outcomes big difference in form usability. To align the left, right, top, or bottom edges of two or more controls, use
• Select multiple
controls together the Align button on the Arrange tab of the Ribbon. CASE Julia Rice asks you to align and rearrange the
• Align the edges of controls in the main form to make it easier to read and to resize the Photo box so it is much larger.
controls
STEPS
QUICK TIP 1. Right-click the CustomerEntry form in the Navigation Pane, click Design ViewView, click the
To select multiple CustNo label in the main form, press and hold [Shift] while clicking the other labels in
controls, click the
first control, then the first column, click the Arrange tab, click the Align button in the Sizing & Ordering
press and hold either group, then click Right
[Ctrl] or [Shift] to Aligning the right edges of these labels makes them easier to read and closer to the data they describe.
add more controls to
the selection. 2. Click the CustNo text box, press and hold [Shift] while clicking the other text boxes in
the first column, then use the pointer to drag a middle-left sizing handle to the left
Leave only a small amount of space between the labels in the first column and the bound controls in the
second column, as shown in FIGURE 7-5.
3. Click the form to deselect the selected controls, press and hold [Shift] and click to select
the six labels in the third column of the main form, click the Align button in the Sizing &
Ordering group, then click Right
With the main form’s labels and text boxes better sized and aligned, you decide to delete the Photo label
and move and resize the Photo box to make it much larger.
TROUBLE 4. Click the form to deselect any selected controls, click the Photo label, press [Delete],
The Undo button click the Photo box to select it, use the to move it to the upper-right corner of the
will undo
multiple actions in form, use the pointer to drag the lower-left sizing handle to fill the space, right-click
Form Design View. the CustomerEntry form tab, then click Form View to review the changes
Use the subform to enter a new sale to Gracita Mayberry.
5. Click the SaleDate field in the second record of the subform, use the Calendar Picker to
choose 8/1/18, press [Tab], enter 3 for the TripNo, then press [Tab]
Once you identify the correct TripNo, the rest of the fields describing that trip are automatically added to the
record. Continue to make additional enhancements in Form Design View as needed to match FIGURE 7-6.
6. Save and close the CustomerEntry form
Anchoring, margins, and padding

Anchoring means to position and tie a control to other controls so of adjacent controls. To apply anchoring, margins, or padding, work
they move or are resized together. The control margin is the space in Form Design View. Click the Arrange tab, select the control(s) you
between the content inside the control and the outside border of the want to modify, and choose the Control Margins, Control Padding,
control. Control padding is the space between the outside borders or Anchoring buttons in the Position group.
FIGURE 7-5: Aligning and resizing controls
Selected text
boxes are resized
Right edge
of labels are
right-aligned
FIGURE 7-6: Updated CustomerEntry form

Text boxes
are resized
Photo is moved
and resized
Right edge of
labels are
right-aligned
Access 2016
SaleDate of 8/1/2018 TripNo 3 pulls other
trip data into subform
from the Trips table
Access 2016
Module 7 Add a Combo Box for Data Entry
Learning If a finite set of values can be identified for a field, using a combo box instead of a text box control on a
Outcomes form allows the user to select a value from the list, which increases data entry accuracy and speed. Both
• Add a combo box
to a form the list box and combo box controls provide a list of values from which the user can choose an entry.
• Modify combo A combo box also allows the user to type an entry from the keyboard; therefore, it is a “combination”
box properties
of the list box and text box controls. You can create a combo box by using the Combo Box Wizard, or
• Use a combo box
for data entry you can change an existing text box or list box into a combo box. Fields with Lookup properties are
automatically created as combo boxes on new forms. Foreign key fields are also good candidates for
combo boxes. CASE Julia Rice asks you to change the TripNo field in the subform of the CustomerEntry
form into a combo box so that when a customer purchases a new trip, users can choose the trip from a list
instead of entering the TripNo value from the keyboard.
STEPS
1. Open the CustomerEntry form in Design View, click the TripNo text box in the subform
to select it, right-click the TripNo text box, point to Change To on the shortcut menu,
then click Combo Box
Now that the control has been changed from a text box to a combo box, you need to populate the list with
the appropriate values.
QUICK TIP 2. With the combo box still selected, click the Property Sheet button in the Tools group,
A brief description of click the Data tab in the Property Sheet, click the Row Source property box, then click
the property appears
in the status bar. the Build button
Clicking the Build button for the Row Source property opens the Show Table dialog box and the Query
Builder window, which allows you to select the field values you want to display in the combo box list. You
want to select the TripNo and TripName fields for the list, which are both stored in the Trips table.
3. Double-click Trips, then click Close in the Show Table dialog box
4. Double-click TripNo in the Trips field list to add it to the query grid, double-click
TripName, click the Sort list arrow for the TripName field, click Ascending, click the
Close button on the Design tab, then click Yes to save the changes
The beginning of a SELECT statement is displayed in the Row Source property, as shown in FIGURE 7-7. This
is an SQL (Structured Query Language) statement and can be modified by clicking the Build button. If you
save the query with a name, the query name will appear in the Row Source property.
QUICK TIP 5. With the TripNo combo box still selected, click the Format tab in the Property Sheet,
The title bar of the click the Column Count property
property, change 1 to 2, click the Column Widths property
property,
Property Sheet
identifies the name type 0.5;2, click the List Width property and change Auto to 2.5, save the form, then
of the control with display it in Form View
which you are
Entering 0.5;2 sets the width of the first column to 0.5 inch and the width of the second column to 2 inches.
currently working.
To test the new combo box, you add another new sales record in the subform.
6. Move to the second record for CustNo 2, click the TripNo list arrow in the second record
in the subform, scroll as needed and click TripID 9 Bikers for Ecology on the list, press
[Tab], enter 9/1/18 as the SaleDate value, then press [Enter]
The new record is entered as shown in FIGURE 7-8. Selecting a specific TripNo automatically fills in the
correct TTrip fields for that TripNo number.
FIGURE 7-7: Changing the TripNo field to a combo box
Format tab
Data tab SELECT SQL
statement in Row
Source property
TripNo field changed

to combo box
FIGURE 7-8: Using the TripNo combo box to enter a new record
CustNo 2
Access 2016
TripNo field now functions
as a combo box
Alberto Zornetta/Shutterstock.com
Choosing between a combo box and a list box

The list box and combo box controls are very similar, but the user to make a unique entry from the keyboard (unless the
combo box is more popular for two reasons. While both Limit To List property is set to Yes). More important,
provide a list of values from which the user can choose to however, is that most users like the drop-down list action
however
make an entry in a field, the combo box also allows the of the combo box.
Access 2016
Module 7 Add a Combo Box to Find Records
Learning Most combo boxes are used to enter data; however, you can also use a combo box to find records. Often,
Outcomes controls used for navigation are placed in the Form Header section to make them easy to find. Sections
• Add a combo box
to find records determine where controls appear on the screen and print on paper. See TABLE 7-2 for more information on
• Modify the Row form sections. CASE Julia suggests that you add a combo box to the Form Header section to quickly locate
Source property
customers in the CustomerEntry form.
• Search for data
with a combo box
STEPS
1. Right-click the CustomerEntry form tab, click Design View
View, close the Property Sheet if it
is open, then click the Title button in the Header/Footer group on the Design tab
The Form Header section opens and displays a label captioned with the name of the form. You modify
and resize the label.
2. Click between the words Customer and Entry in the label in the Form Header, press the
[Spacebar], then use the pointer to drag the middle-right sizing handle to the left to
about the 3" mark on the horizontal ruler
Now you have space on the right side of the Form Header section to add a combo box to find records.
TROUBLE 3. Click the Combo Box button in the Controls group, click in the Form Header at about
You may need to the 5" mark on the horizontal ruler, click the Find a record option button in the Combo
click the Row 1 of 2
button to find the Box Wizard, click Next, double-click LName, double-click FName, click Next, click Next to
Combo Box button. accept the column widths and hide the key column, type Find Customer: as the label for
the combo box, then click Finish
The new combo box is placed in the Form Header section, as shown in FIGURE 7-9. Because a combo box can
be used for data entry or to find a record, a clear label to identify its purpose is very important. You modify
the label to make it easier to read and widen the combo box.
4. Click the Find Customer: label, click the Home tab, click the Font Color button arrow
, click the Dark Blue, Text 2 color box (top row, fourth from the left), click the
Unbound combo box, use the pointer to drag the middle-right sizing handle to the
right edge of the form to widen the combo box, then click the View button
You test the combo box in Form View.
5. Click the Find Customer: list arrow
arrow, then click Lang, Kristen
The combo box finds the customer named Kristen Lang, but the combo box list entries are not in alphabetical
order. You fix this in Form Design View by working with the Property Sheet of the combo box.
6. Right-click the CustomerEntry form tab, click Design View
View, double-click the edge of the
Unbound combo box in the Form Header to open its Property Sheet, click the Data tab,
click SELECT in the Row Source property, then click the Build button
The Query Builder opens, allowing you to modify the fields or sort order of the values in the combo box list.
7. Click Ascending in the Sort cell for LName, click Ascending in the Sort cell for FName,
click the Close button on the Design tab, click Yes when prompted to save changes, click
the View button , then click the Find Customer: list arrow
This time, the combo box list is sorted in ascending order by last name, then by first name, as shown in
FIGURE 7-10.
8. Scroll, click Alman, Jacob to test the combo box again, then save and close the
CustomerEntry form
To modify the number of items displayed in the list, use the List Rows property on the Format tab.
FIGURE 7-9: Adding a combo box to find records
Row 1 of 2 button
Combo
Box button 3" mark 5" mark
Form
Header
section
New
Customer combo
Entry label box
has been
modified
FIGURE 7-10: Using a combo box to find customers Font color is

easier to read
Combo
box is
resized
Combo
box val-
ues are
sorted by
last
name,
then first
name
Access 2016
TABLE 7-2: Form sections
section description
Detail Appears once for every record
Form Header Appears at the top of the form and often contains command buttons or a label with the title of the form
Form Footer Appears at the bottom of the form and often contains command buttons or a label with instructions on how
to use the form
Page Header Appears at the top of a printed form with information such as page numbers or dates
Page Footer Appears at the bottom of a printed form with information such as page numbers or dates
Access 2016
Module 7 Add Command Buttons
Learning You use a command button to perform a common action in Form View such as printing the current
Outcomes record, opening another form, or closing the current form. Command buttons are often added to the
• Add a command
button to a form Form Header or Form Footer sections. CASE Julia Rice asks you to add command buttons to the Form
Footer section of the CustomerEntry form to help other Reason 2 Go employees print the current record and
close the form.
STEPS
1. Right-click the CustomerEntry form in the Navigation Pane, click Design View
View, close the
Property Sheet if it is open, then scroll to the bottom of the form to display the Form
Footer section
Good form design gives users everything they need in a logical location. You decide to use the Form Footer
section for all of your form’s command buttons.
2. Click the Button button in the Controls group, then click in the Form Footer at the
1" mark
The Command Button Wizard opens, listing 28 of the most popular actions for the command button,
organized within six categories, as shown in FIGURE 7-11.
3. Click Record Operations in the Categories list, click Print Record in the Actions list, click
Next, click the Text option button, click Next to accept the default text of Print Record,
type PrintRecord as the meaningful button name, then click Finish
Adding a command button to print only the current record prevents the user from using the Print option
on the File tab, which prints all records. You also want to add a command button to close the form.
4. Click the Button button in the Controls group, then click to the right of the Print
Record button in the Form Footer section
5. Click Form Operations in the Categories list, click Close Form in the Actions list, click
Next, click the Text option button, click Next to accept the default text of Close Form,
type CloseForm as the meaningful button name, then click Finish
To test your command buttons, you switch to Form View.
6. Click the Save button on the Quick Access Toolbar, click the View button to
review the form as shown in FIGURE 7-12, click the Print Record button you added in the
Form Footer section, then click OK to confirm that only one record prints
7. Click the Close Form button in the Form Footer section to close the form
Using a command button to close a form prevents the user from unintentionally closing the entire
Access application.
Shape effects
Shape effects provide a special visual impact (such as shadow, select the command button you want to modify, then click the
glow, soft edges, and bevel) to command buttons. To apply a Shape Effects button in the Control Formatting group to display
shape effect, work in Form Design View. Click the Format tab, the options.
FIGURE 7-11: Command Button Wizard
Command Command button Wizard

button
Actions within
Form Footer Categories
each category
section
1" mark
FIGURE 7-12: Final Customer Entry form with two command buttons
Print Record Close Form Access 2016

button button
Access 2016
Module 7 Add Option Groups
Learning An option group is a bound control used in place of a text box when only a few values are available
Outcomes for a field. You add one option button control within the option group box for each possible field
• Add an option
group to a form value. Option buttons within an option group are mutually exclusive; only one can be chosen at a
• Add option buttons time. CASE Julia Rice asks you to build a new form to view trips and sales information. You decide to
to an option group
use an option group to work with the data in the Duration field because R2G trips have only a handful of
• Use option buttons
to edit data possible duration values.
STEPS
1. Click the Trips table in the Navigation Pane, click the Create tab, then click the Form
button in the Forms group
A form/subform combination is created and displayed in Layout View, showing trip information in the
main form and sales records in the subform. You delete the Duration text box and resize the controls to
provide room for an option group.
TROUBLE 2. Click the Duration text box, press [Delete], click the blank placeholder
placeholder, press [Delete],
The blank placeholder click the right edge of any text box, then use the pointer to drag the right edge of
is where the Duration
text box formerly the controls to the left so they are about half as wide
appeared. You add the Duration field back to the form as an option group control using the blank space on the right
that you created.
3. Right-click the Trips form tab, click Design View
View, click the Design tab on the Ribbon,
click the Option Group button in the Controls group, then click to the right of the
TripNo text box
The Option Group Wizard starts and prompts for label names. All the trips sold by R2G have a duration of
3, 5, 7, 10, or 14 days, so the labels and values will describe this data.
TROUBLE 4. Enter the Label Names shown in FIGURE 7-13, click Next, click the No, I don’t want a
FIGURE 7-13 shows default option button, click Next, then enter the Values to correspond with their labels,
the Option Group
Wizard at the end of as shown in FIGURE 7-13
Step 4. The Values are entered into the field and correspond with the Option Value property of each option but-
ton. The Label Names are clarifying text.
QUICK TIP 5. Click Next, click the Store the value in this field list arrow
arrow, click Duration, click Next,
Option buttons click Next to accept Option buttons in an Etched style, type Duration as the caption for
commonly present
mutually exclusive the option group, then click Finish
choices for an option View and work with the new option group in Form View.
group. Check boxes
commonly present 6. Click the View button to switch to Form View, click the Next record button in the
individual Yes/No navigation bar for the main form three times to move to the Boy Scout Project record,
fields.
then click the 10 days option button
Your screen should look like FIGURE 7-14. You changed the duration of this trip from 7 to 10 days.
7. Right-click the Trips form tab, click Close, click Yes when prompted to save changes,
then click OK to accept Trips as the form name
FIGURE 7-13: Option Group Label Names and Values
Label Names Values
FIGURE 7-14: Trips form with option group for Duration field
Duration label
Option buttons Label Names
Access 2016
Protecting data
You may not want to allow all users who view a form to change properties of a control. The Enabled property specifies whether a
all the data that appears on that form. You can design forms to control can have the focus in Form View. The Locked property
limit access to certain fields by changing the Enabled and Locked specifies whether you can edit data in a control in Form View.
Access 2016
Module 7 Add Tab Controls
Learning You use the tab control to create a three-dimensional aspect to a form so that many controls can be
Outcomes organized and displayed by clicking the tabs. You have already used tab controls because many Access
• Add a tab control
to a form dialog boxes use tabs to organize information. For example, the Property Sheet uses tab controls to
• Modify tab control organize properties identified by categories: Format, Data, Event, Other
Other, and All. CASE Julia Rice asks
properties
you to organize database information based on two categories: Trips and Customers. You create a new form
with tab controls to organize command buttons for easy access to trip and customer information.
STEPS
1. Click the Create tab, click the Blank Form button in the Forms group, close the Field List
if it is open, click the Tab Control button in the Controls group, then click the form
A new tab control is automatically positioned in the upper-left corner of the new form with two tabs. You
rename the tabs to clarify their purpose.
2. Click the Page1 tab to select it, click the Property Sheet button in the Tools group, click
the Other tab in the Property Sheet, double-click Page1 in the Name property, type
Customers, then press [Enter]
You also give Page2 a meaningful name.
TROUBLE 3. Click Page2 to open its Property Sheet, click the Other tab (if it is not already selected),
To add or delete a double-click Page2 in the Name property text box, type Trips, then press [Enter]
page, right-click the
page’s tab and Now that the tab names are meaningful, you’re ready to add controls to each page. In this case, you add
choose Insert Page command buttons to each page.
or Delete Page.
4. Click the Customers tab, click the Button button in the Controls group, click in the
middle of the Customers page, click the Form Operations category
category, click the Open Form
action, click Next, click CustomerEntry
CustomerEntry, click Next, then click Finish
You add a command button to the Trips tab to open the Trips form.
5. Click the Trips tab, click the Button button , click in the middle of the Trips
page, click the Form Operations category
category, click the Open Form action, click Next, click
Trips, click Next, then click Finish
Your new form should look like FIGURE 7-15. To test your command buttons, you must switch to Form View.
6. Click the View button to switch to Form View, click the command button on the
Customers tab, click the Close Form command button at the bottom of the
CustomerEntry form, click the Trips page tab, click the command button on the Trips
page, right-click the Trips form tab, then click Close
Your screen should look like FIGURE 7-16. The two command buttons opened the CustomerEntry and Trips
forms and are placed on different pages of a tab control in the form. In a fully developed database, you
would add many more command buttons to make other database objects (tables, queries, forms, and
reports) easy to find and open.
7. Right-click the Form1 form tab, click Close, click Yes to save changes, type R2G
Navigation as the form name, click OK, then close the R2G-7.accdb database
FIGURE 7-15: Adding command buttons to a tab control
Tab Control
button
Customers tab Trips tab
Command
button on
Trips page
FIGURE 7-16: Form Navigation form
Access 2016
Command
button Trips page
Practice
Concepts Review
Identify each element of Form Design View shown in FIGURE 7-17.
FIGURE 7-17
1
7
2 6
4
5
8. Combo box a. A bound control that displays a few mutually exclusive entries for a field
9. Command button b. A control that is used to organize other controls to give a form a three-
10. Option group dimensional quality
11. Subform c. A bound control that is really both a list box and a text box
12. Tab control
T d. A control that shows records that are related to one record shown in the main
form
e. An unbound control that executes an action when it is clicked
13. Which control works best to display three choices—1, 2, or 3—for a Rating field?
a. T
Text box c. Command button
b. Label d. Option group
14. Which control would you use to initiate a print action?
a. T
Text box c. Command button
b. Option group d. List box
15. Which control would you use to display a drop-down list of 50 states?
a. List box c. Combo box
b. Check box d. Field label
16. T
To view many related records within a form, use a:
a. Design template. c. Link control.
b. Subform. d. List box.
17. Which of the following form properties defines the fields and records that appear on a form?
a. Record Source c. Default View
b. Row Source d. List Items Edit Form
18. Which is a popular layout for a main form?
a. Datasheet c. Justified
b. Global d. Columnar
19. Which is a popular layout for a subform?
a. Justified c. Global
b. Columnar d. Datasheet
20. T
To align controls on their left edges, first:
a. Click the Layout tab on the Ribbon. c. Select the controls whose edges you want to align.
b. Click the Design tab on the Ribbon. d. Align the data within the controls.
21. Which control is most commonly used within an option group?
a. Check box c. Option button
b. Command button d. T
Toggle button
Skills Review
1. Use Form Design View.
a. Start Access and open the Service-7.accdb database from the location where you store your Data Files. Enable
Access 2016
b. Create a new form in Form Design View, open the Property Sheet for the new form, then choose the Members
table as the Record Source.
c. Open the Field List, then add all fields from the Members table to Form Design View to the upper-left corner of
the form.
d. Move the Birthday, Dues, MemberNo, and CharterMember controls to the right of the FirstName, LastName,
Street, and Zip fields.
e. Save the form with the name MemberHours.
2. Add subforms.
a. In Form Design View of the MemberHours form, use the SubForm Wizard to create a subform below the Zip label.
b. Use all three fields in the Activities table for the subform. Show Activities for each record in Members using
MemberNo, and name the subform ActivityHours.
c. Drag the bottom edge of the form up to just below the subform control.
d. View the MemberHours form in Form View, and move through several records. Note that the form could be
improved with better alignment and that the Street text box is too narrow to display the entire value in the field.
3. Align control edges.
a. Switch to Form Design View, then edit the FirstName, LastName, MemberNo, and CharterMember labels in the
main form to read First Name, Last Name, Member No, and Charter Member.
b. Select the four labels in the first column (First Name, Last Name, Street, and Zip) together
together, and align their right edges.
c. Move the Charter Member label to the left of the check box, below the Member No label. ((Hint: Point to the upper-
left corner of the Charter Member label to move the label without moving its associated check box.)
d. Select the four labels in the third column (Birthday, Dues, Member No, and Charter Member) together, and align
their right edges.
e. Select the First Name label, the FirstName text box, the Birthday label, and the Birthday text box together. Align
their top edges.
f. Select the Last Name label, the LastName text box, the Dues label, and the Dues text box together
together. Align their top edges.
g. Select the Street label, the Street text box, the Member No label, and the MemberNo text box together. Align their
top edges.
h. Select the Zip label, the Zip text box, the Charter Member label, and the CharterMember check box together. Align
their top edges.
i. Select the FirstName text box, the LastName text box, the Street text box, and the Zip text box together. Align their
left edges and resize them to be wider and closer to the corresponding labels in the first column.
j. Align the left edges of the Birthday, Dues, and MemberNo text box controls.
k. Resize the Street text box to be about twice as wide as its current width.
l. Save the MemberHours form.
4. Add a combo box for data entry.
a. In Form Design View, right-click the Zip text box, then change it to a combo box control.
b. In the Property Sheet of the new combo box, click the Row Source property, then click the Build button.
c. Select only the Zips table for the query, then double-click the Zip, City, and State fields to add them to the query grid.
d. Close the Query Builder window, and save the changes.
e. On the Format tab of the Property Sheet for the Zip combo box, change the Column Count property to 3, the
Column Widths property to 0.5;2;0.5, the List Width property to 3, and the List Rows property from 16 to 50.
f. Close the Property Sheet, then save and view the MemberHours form in Form View.
g. In the first record for Rhea Alman, change the Zip to 66205 using the new combo box.
5. Add a combo box to find records.
a. Display the MemberHours form in Design View.
b. Open the Form Header section by clicking the Title button in the Header/Footer section on the Design tab.
c. Modify the label to read Member Activity Hours, then narrow the width of the label to be only as wide as
needed.
d. Add a combo box to the right side of the Form Header, and choose the “Find a record on my form…” option in the
Combo Box Wizard.
e. Choose the MemberNo, LastName, and FirstName fields in that order.
f. Hide the key column.
g. Label the combo box FIND MEMBER:.
h. Move and widen the new combo box to be at least 2" wide, change the FIND MEMBER: label text color to black so it
is easier to read, save the MemberHours form, then view it in Form View.
i. Use the FIND MEMBER combo box to find the Aaron Love record. Notice that the entries in the combo box are not
alphabetized by last name.
j. Return to Form Design View, and use the Row Source property and Build button for the FIND MEMBER combo box
to open the Query Builder. Add an ascending sort order to the LastName and FirstName fields.
k. Close the Query Builder, saving changes. View the MemberHours form in Form View, and find the record for
Holly Cabriella. Note that the entries in the combo box list are now sorted in ascending order first by the
LastName field, then by the FirstName field.
6. Add command buttons.
a. Display the MemberHours form in Design View.
b. Use the Command Button Wizard to add a command button to the middle of the Form Footer section.
c. Choose the Print Record action from the Record Operations category.
d. Choose the Text option button, type Print Current Record, then use PrintButton for the
meaningful name for the button.
e. Use the Command Button Wizard to add a command button to the right of the other command button in the
Form Footer section.
f. Choose the Close Form action from the Form Operations category.
g. Choose the Text option button, type Close, then use CloseButton for the meaningful name for the button.
h. Select both command buttons then align their top edges.
i. Save the form, display it in Form View, navigate through the first few records, then close the MemberHours form
using the new Close command button.
7. Add option groups.
a. Open the MemberHours form in Form Design View.
b. Because the dues are always $25 or $50, the Dues field is a good candidate for an option group control. Delete
the existing Dues text box and label.
c. Click the Option Group button in the Controls group on the Design tab, then click the form just to the right of
the Birthday text box.
d. Type
T $25 and $50 for Label Names, do not
choose a default value, and enter 25 and 50 for FIGURE 7-18
corresponding Values.
e. Store the value in the Dues field, use option
buttons, use the Flat style, and caption the
option group Dues:.
f. Save the MemberHours form, and view it in
Access 2016
Form View. Move and align the other form
controls as needed to match FIGURE 7-18.
g. Use the FIND MEMBER: combo box to find the
record for Derek Camel, change his first and last
names to your name, then change the Dues to
$25 using the new option group. Print this
record if requested by your instructor.
h. Use the Close command button to close and save
the MemberHours form.
8. Add tab controls.
a. Create a new blank form, and add a tab control to it.
b. Open the Property Sheet, then use the Name property to rename Page1 to Members and Page2 to
Activities.. ((Hint: Be sure to select the tab for the page and not the entire tab control.)
c. Right-click the Activities tab, click Insert Page, and use the Name property to rename the third page to Dues.
d. Save the form with the name Navigation.
e. On the Members page, add a command button with the Preview Report action from the Report Operations category.
Choose the MemberRoster report, choose Text on the button, type Preview Member Roster Report as the
text, and name the button MemberRosterReportButton.
f. On the Activities page, add a command button with the Open Form action from the Form Operations category.
Choose the MemberHours form, choose to open the form and show all the records, choose Text on the button, type
Open Member Hours Form as the text, and name the button MemberHoursFormButton.
g. On the Activities page, add a second command button below the first with the Preview Report action from the
Report Operations category. Choose the ActivityListing report, choose Text on the button, type Preview
Activity Listing Report as the text, and name the button ActivityListingReportButton.
h. Widen the command buttons on the Activities page as needed so that all of the FIGURE 7-19
text on the command buttons is clearly visible and the buttons are the same size.
Also align the buttons as shown in FIGURE 7-19.
i. On the Dues page, add a command button with the Preview Report action from
the Report Operations category. Choose the DuesByState report, choose Text on the
button, type Preview Dues by State Report as the text, and name the
button DuesByStateReportButton.
j. Save the Navigation form, then view it in Form View.
k. T
Test each button on each tab of the Navigation form to make sure it works as
intended.
l. Close all open objects, then close the Service-7.accdb database.
As the manager of a music store’s instrument rental program, you have created a database to track instrument rentals to stu-
dents. You want to build a form for fast, easy data entry.
a. Start Access, then open the database Music-7.accdb from the location where you store your Data Files. Enable con-
tent if prompted.
b. Using the Form Wizard, create a new form based on all of the fields in the Students and Rentals tables.
c. View the data by Students, choose a Datasheet layout for the subform, then accept the default form titles of
Students for the main form and Rentals Subform for the subform.
d. Add another record to the rental subform for Amanda Smith by typing 7711 as the SerialNo entry and 8/2/17 as
the RentalDate entry. Note that no entry is necessary in the RentalNo field because it is an AutoNumber field. No
entry is necessary in the CustNo field as it is the foreign key field that connects the main form to the subform and is
automatically populated when the forms are in this arrangement.
e. Change Amanda Smith’s name to your name.
f. Open the Students form in Design View. Right-align the text within each label control in the first column of the
main form. ((Hint: Use the Align Right button on the Home tab.)
g. Resize the Zip, CustNo, and SchoolNo text boxes to as wide as the State text box.
h. Move the CustNo and SchoolNo text boxes and their accompanying labels to the upper-right portion of the form,
directly to the right of the FirstName and LastName text boxes.
i. Modify the FirstName, LastName, CustNo, and SchoolNo labels to read First Name, Last Name, Cust No, and School No.
j. Delete the RentalNo and CustNo fields from the subform.
k. Open the Field List, and drag the Description field from the Instruments table to the subform above the existing text
boxes. ((Hint: Show all tables, then look in the Fields available in related tables section of the Field List.)
l. Shorten and move the subform up, FIGURE 7-20
and continue moving and resizing
fields as needed so that your form in
Form View looks similar to FIGURE 7-20.
m. Save and close the Students form,
close the Music-7.accdb database, then
exit Access.
As the manager of a community effort to
provide better access to residential real estate
listings for a lake community, you have
developed a database to track listings by
realtor and real estate agency. You want to
develop a form/subform system to see all listings within each realtor as well as within each real estate agency.
a. Start Access, then open the database LakeHomes-7.accdb from the location where you store your Data Files.
Enable content if prompted.
b. Using the Form Wizard, create a new form based on all of the fields in the Agencies, Realtors, and Listings tables.
c. View the data by Agencies, choose a Datasheet layout for each of the subforms, and accept the default titles of
Agencies, Realtors Subform, and Listings Subform.
d. In Form Design View, use the Combo Box Wizard to add a combo box to the Form Header to find a record.
Choose the AgencyName field, hide the key column, widen the AgencyName column to see the entries clearly,
and enter the label FIND AGENCY:.
e. Change the text color of the FIND AGENCY: label to black, and widen the combo box to about twice its current size.
f. Add a command button to a blank spot on the main form to print the current record. Use the Print Record
action from the Record Operations category. Use a picture on the button, and give the button the meaningful
name of PrintButton.
g. Use your skills to modify
modify, move, resize, align text, and align control edges, as shown in FIGURE 7-21. Note that several
labels have been modified, and many controls have been moved, resized, and aligned. Note that the subforms have
also been resized and moved and that the ListingNo and RealtorNo fields in the Listings subform have been hidden.
(
(Hint : To hide a field, right-click the fieldname in Form View and then click Hide Fields.)
Access 2016
h. Save the form, view it in Form View, then use the combo box to find Sunset Cove Realtors.
i. Resize the columns of the subforms to view
as much data as possible, as shown in FIGURE 7-21
FIGURE 7-21, change Trixie Angelina’s name
in the Realtors subform to your name, then
if requested by your instructor, print only
the current record using the new command
button.
j. Save and close the Agencies form, close the
LakeHomes-7.accdb database, and exit
Access.
As the manager of a community effort to provide better access to residential real estate listings for a lake community, you
have developed a database to track listings by realtor and real estate agency. You want to develop a navigation form to help
find queries and reports in your database much faster.
a. Start Access, then open the database LakeHomes-7.accdb from the location where you store your Data Files. Enable
b. Create a new blank form, and add a tab control to it.
c. Open the Property Sheet and use the Name property to rename Page1 to Realtors and Page2 to Listings.
d. On the Realtors page, add a command button with the Preview Report action from the Report Operations category.
Choose the RealtorsByAgency report, choose Text on the button, type Preview Realtors by Agency as the
text, and name the button cmdRealtors. (Note that cmd is the three-character prefix sometimes used to name
command buttons.)
e. On the Listings page, add a command button with the Run Query action from the Miscellaneous category. Choose
the SchoolDistricts query, choose Text on the button, type Open School Districts Query as the text, and
name the button cmdSchools.
f. On the Listings page, add a second command button with the Preview Report action from the Report Operations
category. Choose the ListingsByType report, choose Text on the button, type Preview Listing Report as the
text, and name the button cmdListingReport.
g. Save the form with the name Lake Homes Navigation System, then view it in Form View. The new form
with the Listings tab selected should look like FIGURE 7-22.
h. T
Test each command button on both the Realtors and Listings pages.
i. Close all open objects, then close the LakeHomes-7.accdb database and exit Access.
FIGURE 7-22
You have created an Access database to help manage college scholarship opportunities. You can keep the database
updated more efficiently by creating some easy-to-use forms.
a. Start Access and open the Scholarships-7.accdb database from the location where you store your Data Files.
b. Create a split form for the Scholarships table. Save and name the form ScholarshipEntry.
c. In Form Design View, narrow the label in the Form Header section to about half of its current size, then use
the Combo Box Wizard to add a combo box to the Form Header section to find a scholarship based on the
ScholarshipName field. Hide the key column, and use the label FIND SCHOLARSHIP:.
d. In Form Design View, widen the combo box as necessary so that all of the scholarship names in the list are
clearly visible in Form View. Change the color of the FIND SCHOLARSHIP: text to black, and move and resize
the label and combo box as necessary to clearly view them. Switch between Form View and Form Design View
to test the new combo box control.
e. In Form Design View, change the combo box’s List Rows property (on the Format tab) to 50 and use the Build
button to modify the Row Source property to add an ascending sort order based on the ScholarshipName
field. (Hint: The ID field needs to remain in the query, but it is hidden in the combo box as evidenced by the
value in the Column Widths property of the combo box.)
f. Save the form, and in Form View, use the combo box to find the Papa Johns Scholarship. Change Papa Johns
to your name as shown in FIGURE 7-23, then, if requested by your instructor, print only that record by using the
Selected Record(s) option on the Print dialog box.
g. Save and close the ScholarshipEntry form, close the Scholarships-7.accdb database, then exit Access.
FIGURE 7-23
Access 2016
Visual Workshop
Open the Baseball-7.accdb database from the location where you store your Data Files. Enable content if prompted. Use
Form Design View to create a form based on the Players table named PlayersEntry. Use your skills to modify, move,
resize, align text, and align control edges as shown in FIGURE 7-24. Note that both the PlayerPosition as well as the TeamNo
fields are presented as option groups. The values that correspond with each Position label can be found in the Field
Description of the PlayerPosition field in Table Design View of the Players table. The Position option group is tied to the
PlayerPosition field. The values that correspond with each Team label can be found by reviewing the TeamNo and
TeamName fields of the Teams table. The Team option group is tied to the TeamNo field. Do not choose default values for
either option group. Change Hank Aaron’s name to your name, change the Position value to Pitcher, and change the
Team to Dexter Cardinals. If requested by your instructor, print only that record.
FIGURE 7-24
Analyzing Data with

Reports
CASE Julia Rice asks you to create and enhance reports to analyze, clarify, and format
important information at Reason 2 Go.
Module Objectives
• Use Report Design View • Use the Format Painter and themes
• Create parameter reports • Add subreports
• Apply conditional formatting • Modify section properties
• Add lines • Create summary reports
Files You Will Need

R2G-8.accdb Scholarships-8.accdb
LakeHomes-8.accdb Baseball-8.accdb
Music-8.accdb
Access 2016
Module 8 Use Report Design View
Learning Although you can print data in forms and datasheets, reports give you more control over how data is
Outcomes printed and greater flexibility in presenting summary
summar information. To T create a report, you include text
• Modify report
properties boxes to display data and use calculations and labels, lines, and graphics to clarify the data.
• Modify group and Report Design View allows you to work with a complete range of report, section, and control proper-
sort orders
ties. Because Report Design View gives you full control of all aspects of a report, it is well worth your time
to master.
master CASE Julia Rice asks you to build a report that shows all trips grouped by category and sorted
in descending order by price. You use Report Design View to build this report.
STEPS
1. Start Access, open the R2G-8.accdb database from the location where you store your
Data Files, enable content if prompted, click the Create tab, then click the Report
Design button in the Reports group
The first step to building a report in Report Design View is identifying the record source.
2. If the Property Sheet is not open, click the Property Sheet button in the Tools group,
click the Data tab in the Property Sheet, click the Record Source list arrow
arrow, then
click Trips
The Record Source can be an existing table, query, or SQL SELECT statement. The Record Source identifies
the fields and records that the report can display. To build a report that shows trips grouped by category,
TROUBLE you’ll need to add a Category Header section. See TABLE 8-1 for a review of report sections.
Scroll down to
view the top edge 3. Use the pointer to drag the top edge of the Page Footer section up to about the 1”
of the Page Footer mark on the vertical ruler, then click the Group & Sort button in the Grouping & Totals
section bar.
group to open the Group, Sort, and Total pane if it is not already open
Use the Group, Sort, and Total pane to specify grouping and sorting fields and open group headers and footers.
TROUBLE 4. Click the Add a group button in the Group, Sort, and Total pane; click Category
Category; click the
If you select the Add a sort button in the Group, Sort, and Total pane; click Price; click the from smallest to
wrong group or sort
field, change it by largest button arrow;
arrow then click from largest to smallest, as shown in FIGURE 8-1
using the Group on With the grouping and sorting fields specified, you’re ready to add controls to the report.
or Sort by list arrows.
5. Click the Add Existing Fields button in the Tools group, click TripNo in the Field List, press
and hold [Shift] as you click Price in the Field List to select all fields in the Trips table, drag
the selected fields to the Detail section of the report, then close the Field List window
Next, you move the Category controls to the Category Header section.
QUICK TIP 6. Click the report to remove the current selection, right-click the Category combo box,
On a report, combo click Cut on the shortcut menu, right-click the Category Header section, then click Paste
boxes and text
boxes display data on the shortcut menu
the same way. If the data on a report is self-explanatory, it doesn’t need descriptive labels. Delete the labels, and position
the text boxes across the page to finalize the report.
TROUBLE 7. Click each label and press [Delete] to delete the Category label as well as each label in
Be sure to delete the the first column of the Detail section, then move and resize the remaining text boxes
labels on the left and
move the text boxes and shorten the Detail section, as shown in FIGURE 8-2
on the right.
8. Click the Save button on the Quick Access Toolbar, type TripsByCategory as the new
report name, click OK, preview the first page of the report, as shown in FIGURE 8-3, then
close the report
Access 190 Analyzing Data with Reports
FIGURE 8-1: Creating a report in Report Design View
Group &
Sort button
Add Existing Property
Fields button Sheet button
Record Source
property
Drag top edge of
Page Footer up
to 1" mark
1" mark
Category is a
grouping field
from largest to
Price is a smallest sort order
sorting field
FIGURE 8-2: Moving and resizing the text box controls in the Detail section
Category control is
moved to the Category
Header section Text boxes have been
moved and resized
Drag top edge of Page
Footer section up to
shorten the Detail
section
FIGURE 8-3: Previewing the TripsByCategory report
Records are grouped Records are

by Category sorted in
Access 2016
descending
order by Price
TABLE 8-1: Review of report sections
what is this section most commonly

section where does this section print? used for?
Report Header At the top of the first page of the report To print a title or logo
Page Header At the top of every page (but below the Report Header To print titles, dates, or page numbers
on page 1)
Group Header Before every group of records To display the grouping field value
Detail Once for every record To display data for every record
Group Footer After every group of records To calculate summary statistics on groups of records
Page Footer At the bottom of every page To print dates or page numbers
Analyzing Data with Reports Access 191
Access 2016
Module 8 Create Parameter Reports
Learning A parameter report prompts you for criteria to determine the records to use for the report. To T create a
Outcomes parameter report, you base it on a parameter query.quer The report’s Record Source property determines
• Enter parameter
criteria what table or query
quer provides the fields and records for the report. CASE Julia Rice requests a report
• Create a parameter that shows all trip sales for a given period. You use a parameter query to prompt the user for the dates, then
report
build the report on that query.
STEPS
1. Click the Create tab, click the Query Design button in the Queries group, double-click
Customers, double-click Sales, double-click Trips, then click Close
You want fields from all three tables in the report, so you add them to the query.
TROUBLE 2. Double-click FName in the Customers field list, LName in the Customers field list,
Resize the Trips field SaleDate in the Sales field list, Price in the Trips field list, and then TripName in the Trips
list to see all fields, or
scroll down to find field list
the Price field. To select only those trips sold in a given period, you add parameter criteria, text entered in [square
brackets] that prompts the user for an entry each time the query is run, to the SaleDate field.
3. Click the Criteria cell for the SaleDate field, type Between [Enter start date] and [Enter
end date], then use to widen the SaleDate column to see the entire entry, as shown
in FIGURE 8-4
To test the query, run it and enter dates in the parameter prompts.
QUICK TIP 4. Click the View button on the Design tab to run the query, type 6/1/17 in the Enter
You can also click the start date box, click OK, type 6/30/17 in the Enter end date box, then click OK
Run button to run a
Select query, which Fifteen records are displayed in the datasheet, each with a SaleDate value in June 2017.
displays it in
Datasheet View.
5. Click the Save button on the Quick Access Toolbar, type SalesDateParam as the new
query name, click OK, then close the SalesDateParam query
You use the Report button on the Create tab to quickly build a report on the SalesDateParam query.
6. Click the SalesDateParam query in the Navigation Pane, click the Create tab, click the
Report button in the Reports group, type 6/1/17 in the Enter start date box, click OK,
type 6/30/17 in the Enter end date box, then click OK
The report is displayed in Layout View with records in June 2017. You decide to preview and save the report.
QUICK TIP 7. Work
W in Layout View to narrow the controls (including the page number control) so that
The Page buttons in they fit within the margins of a single page, use Design View to drag the right edge of
the navigation bar
are dim if the report the report to the left, save the report with the name SalesDateParameter
SalesDateParameter, then preview it
contains only one as shown in FIGURE 8-5, entering 6/1/17 as the start date and 6/30/17 as the end date
page.
FIGURE 8-4: Entering parameter criteria in a query
Resize the
Trips field list
Resize the
SaleDate column
Parameter criteria
FIGURE 8-5: Previewing the SalesDateParameter report
SaleDate values are

between 6/1/17 and
6/30/17
Controls
have been
resized to fit
on the page
Navigation bar Report should only Access 2016

be 1 page long
Parameter criteria
In Query Design View, you must enter parameter criteria within make in the Enter Parameter Value box is used as the criterion for
[square brackets]. Each parameter criterion you enter appears as a the field that contains the parameter criteria.
prompt in an Enter Parameter Value dialog box. The entry you
Access 2016
Module 8 Apply Conditional Formatting
Learning Conditional formatting allows you to change the appearance of a control on a form or report based
Outcome on criteria you specify. Conditional formatting helps you highlight important or exceptional data on a
• Enter conditional
formats form or report. CASE Julia Rice asks you to apply conditional formatting to the SalesDateParameter
report to emphasize different trip Price levels.
STEPS
1. Right-click the SalesDateParameter report tab, then click Design View
TROUBLE 2. Click the Price text box in the Detail section, click the Format tab, then click the
Be sure the Price text Conditional Formatting button in the Control Formatting group
box (not Price label)
is selected. The Conditional Formatting Rules Manager dialog box opens, asking you to define the conditional format-
ting rules. You want to format Price values between 500 and 1000 with a yellow background color.
QUICK TIP 3. Click New Rule, click the text box to the right of the between arrow
arrow, type 500, click the
Between and crite- and box, type 1000, click the Background color button arrow , click the Yellow box
ria include both val-
ues in the range. on the bottom row, then click OK
You add the second conditional formatting rule to format Price values greater than 1000 with a light green
background color.
4. Click New Rule, click the between list arrow
arrow, click greater than
than, click the value box, type
1000, click the Background color button arrow , click the Light Green box on the
bottom row, then click OK
The Conditional Formatting Rules Manager dialog box with two rules should look like FIGURE 8-6.
QUICK TIP 5. Click OK in the Conditional Formatting Rules Manager dialog box, right-click the
The text box in the SalesDateParameter report tab, click Print Preview
Preview, type 7/12/17 in the Enter start date
Report Footer section
was automatically box, click OK, type 7/13/17 in the Enter end date box, then click OK
added when you Conditional formatting rules applied a light green background color to the Price text box for two sales
used the Report but- because the Price value is greater than 1000. Conditional formatting applied a yellow background color to
ton to create the
report. the Price text box for seven sales because the Price value is between 500 and 1000.
The text box in the Report Footer needs to be taller to display the information clearly.
6. Right-click the report tab, click Design View
View, use the pointer to increase the height of
the text box in the Report Footer section to clearly display the expression, right-click the
SalesDateParameter report tab, click Print Preview
Preview, type 7/12/17 in the Enter start date
box, click OK, type 7/13/17 in the Enter end date box, click OK, then click the report to
zoom in as shown in FIGURE 8-7
7. Save, then close the SalesDateParameter report
FIGURE 8-6: Conditional Formatting Rules Manager dialog box
New Rule
button Formatting
for first rule
First rule
Second rule
Formatting for
second rule
FIGURE 8-7: Conditional formatting applied to SalesDateParameter report
Cost is between
500 and 1000
Cost is greater
than 1000
Text box with

expression to sum Price
field has been resized
Access 2016
Conditional formatting using data bars
A feature of Access allows you to compare the values of one col- FIGURE 8-8: Conditional formatting with data bars
umn to another with small data bars. To use this feature, use the
“Compare to other records” rule type option in the New
Formatting Rule dialog box, as shown in FIGURE 8-8.
Access 2016
Module 8 Add Lines
Learning Lines are often added to a report to highlight information or enhance its clarity. For example, you might
Outcomes want to separate the Report Header and Page Header information from the rest of the report with a hori-
• Add grand totals
to a report zontal line. You
Y can also use short lines to indicate subtotals and grand totals. CASE Julia Rice likes the
• Add lines to a data on the CategoryRevenue report, which has already been created in the R2G-8 database, but she asks you
report
to enhance the report by adding a grand total calculation and separating the categories more clearly. Lines will
help clarify the information.
STEPS
QUICK TIP 1. Double-click the CategoryRevenue report in the Navigation Pane to open it in Report
Recall that Report View, then scroll to the end of the report
View does not show
page margins or indi- The report could be improved if lines were added to separate the trip categories and to indicate subtotals.
vidual pages of the You also want to add a grand total calculation on the last page of the report. You use Report Design View to
report. make these improvements and start by adding the grand total calculation to the Report Footer section.
2. Right-click the CategoryRevenue report tab, click Design View View, right-click the
=Sum([Price]) text box in the Category Footer section, click CopyCopy, right-click the Report
Footer section, click Paste, press [ ] enough times to position the expression directly
under the one in the Category Footer, click Subtotal: in the Report Footer section to
select it, double-click Subtotal: in the label to select the text, type Grand Total,
then press [Enter]
The =Sum([Price]) expression in the Report Footer section sums the Price values for the entire report,
whereas the same expression in the Category Footer section sums Price values for each category. With the
calculations in place, you add clarifying lines.
TROUBLE 3. Click the More button in the Controls group to show all controls, click the Line
Lines can be difficult button , press and hold [Shift], drag from the upper-left edge of =Sum([Price])
to find in Report
Design View. See in the Category Footer section to its upper-right edge, press [Ctrl][C] to copy the line,
the “Line troubles” click the Report Footer section, press [Ctrl][V] two times to paste the line twice, then
box in this lesson
for tips on working
use the pointer to move the lines just below the =Sum([Price]) expression in the
with lines. Report Footer section
Pressing [Shift] while drawing a line makes sure that the line remains perfectly horizontal or vertical. The
single line above the calculation in the Category Footer section indicates that the calculation is a subtotal.
Double lines below the calculation in the Report Footer section indicate that it is a grand total. You also
QUICK TIP want to add a line to visually separate the categories.
Use the Rectangle
button to insert 4. Click the More button in the Controls group to show all controls, click the Line
a rectangle control button , press and hold [Shift], then drag along the bottom of the Category Footer
on a form or report.
section
The final CategoryRevenue report in Report Design View is shown in FIGURE 8-9.
QUICK TIP 5. Right-click the CategoryRevenue report tab, click Print Preview
Preview, then navigate to the last
As a final report page of the report
creation step, print
preview a report to The last page of the CategoryRevenue report shown in FIGURE 8-10 displays the Category Footer section line
make sure it fits on as well as the subtotal and grand total lines.
the paper.
FIGURE 8-9: Adding lines to a report
New line at the

bottom of the Subtotal and
Category grand total lines
Footer section
FIGURE 8-10: Previewing the last page of the CategoryRevenue report
Subtotal line
Line at bottom
Access 2016
of Category
Footer section
Grand total
lines
Line troubles
Sometimes lines are difficult to find in Report Design View because pages in your printout. To fix this problem, narrow any controls
they are placed against the edge of a section or the edge of other that extend beyond the margins of the printout, and drag the right
controls. To find lines that are positioned next to the edge of a edge of the report to the left. Note that the default left and right
section, drag the section bar to expand the section and expose the margins for an 8.5 x 11-inch sheet of paper are often 0.25 inches
line. Recall that to draw a perfectly horizontal line, you hold [Shift] each, so a report in portrait orientation must be no wider than
while creating or resizing the line. It is easy to accidentally widen a 8 inches, and a report in landscape orientation must be no wider
line beyond the report margins, thus creating extra unwanted than 10.5 inches.
Access 2016
Module 8 Use the Format Painter
and Themes
Learning
Outcomes
• Apply a theme
• Format with
Format Painter The Format Painter is a tool you use to copy multiple formatting properties from one control to another
in Design or Layout View for forms and reports. Themes are predefined formats that you apply to
the database to set all of the formatting enhancements, such as font, color,
color and alignment, on all forms
and reports. CASE Julia Rice wants to improve the CategoryRevenue report with a few formatting
embellishments. You apply a built-in theme to the entire report and then use the Format Painter to quickly copy
and paste formatting characteristics from one label to another
another.
STEPS
QUICK TIP 1. Right-click the CategoryRevenue report tab, click Design View
View, click the Themes button,
The selected theme is point to several themes to observe the changes in the report, then click Ion, as shown in
applied to all forms FIGURE 8-11
and reports in the
database. The Ion theme gives the Report Header section a light turquoise background. All text now has a consistent
font face, controls in the same section are the same font size, and all controls have complementary font colors.
You want the Subtotal: and Grand Total: labels to have the same formatting characteristics as the Category
Revenue Report label in the Report Header section. To copy formats quickly, you will use the Format Painter.
QUICK TIP 2. Click the Category Revenue Report label in the Report Header, click the Home tab,
Double-click the double-click the Format Painter button, click the Subtotal: label in the Category Footer
Format Painter to copy
formatting to more section, click the Grand Total: label in the Report Footer section, then press [Esc] to
than one control. release the Format Painter
The Format Painter applied several formatting characteristics, including font face, font color, and font size
from the label in the Report Header section to the other two labels. You like the new font face and color, but
the font size is too large.
3. Click the Subtotal: label, click the Font Size list arrow in the Text Formatting group,
click 12, click the Format Painter button, then click the Grand Total: label in the Report
Footer section
The labels are still too small to display the entire caption.
TROUBLE 4. Click the Subtotal: label, then double-click a corner sizing handle to automatically resize
Double-click any it to show the entire caption, click the Grand Total: label, then double-click a corner siz-
corner sizing handle
except for the move ing handle
handle in the upper- 5. Right-click the CategoryRevenue report tab, then click Print Preview to review the
left corner.
changes as shown in FIGURE 8-12
6. Save and close the CategoryRevenue report
FIGURE 8-11: Applying a theme to a report
Themes button
Ion theme
FIGURE 8-12: Ion theme applied to the CategoryRevenue report
Category
Revenue
Report label
Colors and
font in Ion
theme
Access 2016
Subtotal: label
Access 2016
Module 8 Add Subreports
Learning A subreport control displays a report within another report. The report that contains the subreport
Outcome control is called the main report. You Y can use a subreport control when you want to connect
• Add a subreport to
a report two reports. CASE You want the CategoryRevenue report to automatically print at the end of the
TripsByCategory report. You use a subreport in the Report Footer section to accomplish this.
STEPS
1. Right-click the TripsByCategory report in the Navigation Pane, click Design View
View, right-
click the Page Header section bar
bar, then click Report Header/Footer on the shortcut
TROUBLE
menu to open the Report Header and Footer sections
Be sure to put the With the Report Footer section open, you’re ready to add the CategoryRevenue subreport.
subreport in the
Report Footer section 2. Click the More button in the Controls group, click the Subform/Subreport button,
versus the Page then click the left edge of the Report Footer to start the SubReport Wizard, as shown
Footer section.
in FIGURE 8-13
The SubReport Wizard asks what data you want to use for the subreport.
TROUBLE 3. Click the Use an existing report or form option button in the SubReport Wizard, click
You may need to CategoryRevenue if it is not already selected, click Next, scroll and click None when
scroll to find the
None option in asked how you want the reports to be linked, click Next, then click Finish to accept the
the list. default name
The Report Footer section contains the CategoryRevenue report as a subreport. Therefore, the
CategoryRevenue report will print after the TripsByCategory report prints. You don’t need the label that
accompanies the subreport, so you delete it.
TROUBLE 4. Click the new CategoryRevenue label associated with the subreport, press [Delete], then
You may need to drag the top part of the Report Footer bar up to close the Page Footer section
move the subreport
control to see the Report Design View should look similar to FIGURE 8-14. If the subreport pushes the right edge of the main
Categor
CategoryRevenue report beyond the 8” mark on the ruler, you may see a green error indicator in the report selector button
label. because the report width is greater than the page width. To narrow a report, drag the right edge of a report
to the left. Preview your changes.
5. Right-click the TripsByCategory report tab, click Print Preview
Preview, then navigate through
the pages of the report
The TripsByCategory report fills the first two pages. The CategoryRevenue subreport starts at the top of page
three. There should be no blank pages between the printed pages of the report.
6. Save and close the TripsByCategory report
FIGURE 8-13: SubReport Wizard dialog box
More button
Report Footer Use an existing

section report or form CategoryRevenue
option button report
Left edge of
Report Footer
section
FIGURE 8-14: Subreport in Report Design View
8" mark
Report
selector button
Drag the right edge
Report Footer of the main report to
section the left if needed
CategoryRevenue
label was deleted
Access 2016
Resize the subreport
if needed
New subreport
Access 2016
Module 8 Modify Section Properties
Learning Report section properties, the characteristics that define each section, can be modified to
Outcomes improve report printouts. For example, you might want each new Group Header to print at the top of a
• Modify section
properties page. Or,
Or you might want to modify section properties to format that section with a background
• Use rulers to select color. CASE Julia Rice asks you to modify the SalesByTrip report so that each trip prints at the top
controls in Report
of a page.
Design View
STEPS
1. Right-click the SalesByTrip report in the Navigation Pane, then click Design View
To force each new trip to start printing at the top of a page, you open and modify the TripName Footer.
2. Click the Group & Sort button to open the Group, Sort, and Total pane if it is not open;
click the TripName More Options button in the Group, Sort, and Total pane; click the
without a footer section list arrow; click with a footer section; then double-click the
TripName Footer section bar to open its Property Sheet
You modify the Force New Page property of the TripName Footer section to force each trip name to start
printing at the top of a new page.
QUICK TIP 3. Click the Format tab in the Property Sheet, click the Force New Page property list arrow
arrow,
You can double-click then click After Section, as shown in FIGURE 8-15
a property in the
Property Sheet to You also move the Report Header controls into the Page Header so they print at the top of every page. First,
toggle through the you need to create space in the upper half of the Page Header section to hold the controls.
available options.
4. Close the Property Sheet, drag the top edge of the TripName Header down to expand
the Page Header section to about twice its height, click the vertical ruler to the left of
the TripName label in the Page Header section to select all of the controls in that
section, then use to move the labels down to the bottom of the Page Header section
With space available in the top half of the Page Header section, you cut and paste the controls from the
Report Header section to that new space.
TROUBLE 5. Drag down the vertical ruler to the left of the Report Header section to select all con-
You can undo multi- trols in that section, click the Home tab, click the Cut button in the Clipboard group,
ple actions in Report
Design View. click the Page Header section barbar, click the Paste button, then drag the top edge of the
Page Header section up to close the Report Header section, as shown in FIGURE 8-16
Preview the report to make sure that each page contains the new header information and that each trip
prints at the top of its own page.
6. Right-click the SalesByTrip report tab, click Print Preview
Preview, navigate back and forth
through several pages to prove that each new TripName value prints at the top of a
new page, then navigate and zoom into the fourth page, as shown in FIGURE 8-17
Each trip now starts printing at the top of a new page, and the former Report Header section controls now
print at the top of each page too, because they were moved to the Page Header section.
7. Save and close the SalesByTrip report
FIGURE 8-15: Changing section properties
Group & Sort
button
Report Header
section bar
Page Header
section bar
Vertical ruler
TripName Header
section bar
TripName Footer
section bar Force New
After Section
Page property
with a footer
section
FIGURE 8-16: Moving controls from the Report Header to the Page Header
Report Header
section is closed
Controls moved
from the Report
Header section
to the Page
Header section
Access 2016
FIGURE 8-17: Fourth page of SalesByTrip report
Page Header
section
TripName Header section

starts at the top of
a new page
Access 2016
Module 8 Create Summary Reports
Learning Summary reports are reports that show statistics on groups of records rather than details for each
Outcomes record. You
Y create summary
summar reports by using Access functions such as Sum, Count, or Avg A in expressions
• Resize report
sections that calculate the desired statistic. These expressions are entered in text boxes most commonly placed in
• Add calculations the Group Footer section. CASE Julia Rice asks for a report to summarize the revenue for each trip cate-
to Group Footer
gory. You create a copy of the CategoryRevenue report and modify it to satisfy this request.
sections
STEPS
1. Right-click the CategoryRevenue report in the Navigation Pane, click Copy on the short-
cut menu, right-click below the report objects in the Navigation Pane, click Paste, type
CategorySummary as the report name, then click OK
Summary reports may contain controls in the Group Header and Group Footer sections, but because they
provide summary statistics instead of details, they do not contain controls in the Detail section. You delete
the controls in the Detail section and close it.
2. Right-click the CategorySummary report in the Navigation Pane, click Design View View, click
the vertical ruler to the left of the Detail section to select all controls in the Detail
section, press [Delete], then drag the top of the Category Footer section bar up to close
the Detail section
You can also delete the labels in the Page Header section.
3. Click the vertical ruler to the left of the Page Header section to select all controls in the
Page Header section, press [Delete], then drag the top of the Category Header section
bar up to close the Page Header section
Because the Page Header and Page Footer sections do not contain any controls, those section bars can be
toggled off to simplify Report Design View.
4. Right-click the Report Header section bar
bar, then click Page Header/Footer on the shortcut
menu to remove the Page Header and Page Footer section bars from Report Design View
With the unneeded controls and sections removed, as shown in FIGURE 8-18, you preview the final summary
report.
5. Right-click the CategorySummary report tab, then click Print Preview
You could make this report look even better by moving the Category text box into the Category Footer
section and deleting the Subtotal label and line.
QUICK TIP 6. Right-click the CategorySummary report tab, click Design View
View, use the pointer to
Be sure to review all drag the Category text box down from the Category Header section to the Category
reports in Print
Preview to make sure Footer section, click the Subtotal label in the Category Footer section, press [Delete],
that the report is not click the subtotal line just above the =Sum([Price]) text box in the Category Footer
too wide and that all
labels, numbers,
section, press [Delete], right-click the CategorySummary report tab, then click Print
and dates are clearly Preview
visible. The summarized revenue for each category is shown in the one-page summary report in FIGURE 8-19.
7. Save and close the CategorySummary report, then close R2G-8.accdb and exit Access
FIGURE 8-18: Design View of the CategorySummary report
Page Header and

Page Footer sections
are removed All controls in the
Detail section are
deleted and the Detail
section is closed
FIGURE 8-19: Preview of the CategorySummary report
Report Header
section
Category
Footer section
Access 2016
Report Footer
section
Practice
Concepts Review
Identify each element of Report Design View shown in FIGURE 8-20.
FIGURE 8-20
1 7
2
3
5
6
8. Theme a. Used to copy multiple formatting properties from one control to another in
9. Parameter report Report Design View
10. Summary report b. Provides predefined formats that you apply to an entire form or report
11. Conditional formatting c. Prompts the user for the criteria for selecting the records for the report
12. Format Painter d. A way to change the appearance of a control on a form or report based on
criteria you specify
e. Used to show statistics on groups of records
13. Which control would you use to visually separate groups of records on a report?
a. Image
b. Line
c. Bound Object Frame
d. Option group
14. Which property would you use to force each group of records to print at the top of the next page?
a. Paginate
b. Force New Page
c. Calculate
d. Display When
15. What feature allows you to apply the formatting characteristics of one control to another?
a. Theme
b. AutoContent Wizard
c. Format Painter
d. Report Layout Wizard
16. Which key do you press when creating a line to make it perfectly horizontal?
a. [Alt]
b. [Shift]
c. [Home]
d. [Ctrl]
17. Which feature allows you to apply the same formatting characteristics to all the controls in a
report at once?
a. AutoPainting
b. Themes
c. Format Wizard
d. Palletizing
18. In a report, an expression used to calculate values is entered in which type of control?
a. Label
b. T
Text Box
c. Combo Box
Access 2016
d. Command Button
19. Which section most often contains calculations for groups of records?
a. Page Header
b. Page Footer
c. Group Footer
d. Detail
20. Which control would you use to combine two reports?
a. List Box
b. Subreport
c. Combo Box
d. Group & Sort Control
Skills Review
1. Use Report Design View.
a. Open the LakeHomes-8.accdb database from where you store your Data Files and enable content if prompted.
b. Open the RealtorList query, and then change Phil Kirkpatrick to your name. Close the query.
c. Create a new report in Report Design View based on the RealtorList query.
d. In the Group, Sort, and T
Total pane, select AgencyName as a grouping field and RLast as a sort field.
e. Add the AgencyName field to the AgencyName Header. Delete the accompanying AgencyName label,
position the AgencyName text box on the left side of the AgencyName Header, then resize it to be about
3” wide.
f. Add the RealtorNo, RFirst, RLast, and RPhone fields to the Detail section. Delete all labels and position the text
boxes horizontally across the top of the Detail section.
g. Drag the top edge of the Page Footer section up to remove the blank space in the Detail section.
h. Save the report with the name RealtorList, then preview it, as shown in FIGURE 8-21. The width and spacing of
the controls in your report may differ. Use Layout View to resize each control so it is wide enough to view all data.
i. Save and close the RealtorList report.
FIGURE 8-21
2. Create parameter reports.

a. Create a query in Query Design View, including the RFirst, RLast, and RPhone fields from the Realtors table. Include
the Type, SchoolDistrict, SqFt, and Asking fields from the Listings table.
b. In the Asking field, include the following parameter criteria: <=[Enter maximum asking price].
c. T
Test the query by switching to Datasheet View, enter 300,000 in the Enter maximum asking price box, then click
OK. The query should display 25 records, all with an asking price of less than or equal to $300,000. Save the query
as PriceParameter, then close it.
d. Click the PriceParameter query in the Navigation Pane, then click Report on the Create tab. Enter 300,000 in
the Enter maximum asking price box, then click OK.
e. W
Work in Layout View to narrow each column to be only as wide as necessary and to fit all columns across a sin-
gle sheet of paper in portrait orientation.
f. In Report Design View, narrow the PriceParameter label to be about half as wide, then add a label with your
name to the right side of the Report Header section.
g. In Report Design View, drag the right edge of the report to the left to make sure the report is no wider than
8 inches. This may include moving controls in the Page Footer or Report Footer to the left as well.
h. Preview the report again to make sure it is not too wide to fit on the paper
paper, enter 300,000 in the prompt, then
print the report if requested by your instructor.
i. Save the report with the name PriceParameter, then close it.
3. Apply conditional formatting.
a. Open the PriceParameter report in Report Design View, click the Asking text box, then open the Conditional
Formatting Rules Manager dialog box.
b. Add a rule to format all Asking field values between 0 and 199999 with a light green background color.
c. Add a rule to format all Asking field values between 200000 and 300000 with a yellow background color.
d. Add a rule to format all Asking field values greater than 300000 with a red background color.
e. T
Test the report in Print Preview, entering a value of 500,000 when prompted. Make sure the conditional for-
matting colors are working as intended.
4. Add lines.
a. Open the PriceParameter report in Design View, then use the Group, Sort, and Total pane to add a sort order.
Sort the fields in descending (largest to smallest) order on the Asking field.
b. Add a label to the Report Footer section directly to the left of the =Sum([Asking]) text box. Enter Grand
Total: as the label text.
c. Expand the vertical size of the Report Footer section to about twice its current height and resize the
=Sum([Asking]) text box in the Report Footer to better read the contents.
d. Draw two short horizontal lines just below the =Sum([Asking]) calculation in the Report Footer section to indi-
cate a grand total.
e. Widen the Asking column if needed to display the values clearly, but be careful to stay within the margins of the
report. Save the report, then switch to Print Preview to review the changes using a value of 300,000 when
prompted. You should only see green and yellow background colors on the Asking field values.
Access 2016
5. Use the Format Painter and themes.
a. Open the PriceParameter report in Design View.
b. Change the PriceParameter label in the Report Header section to Asking Price Analysis.
c. Apply the Facet theme.
d. Change the font color of the RFirst label in the Page Header section to Automatic (black).
e. Use the Format Painter to copy the format from the RFirst label to the RLast, RPhone, T
Type, and SchoolDistrict
labels in the Page Header section.
f. Change the font color of the SqFt label in the Page Header section to red.
g. Use the Format Painter to copy the format from the SqFt label to the Asking label.
h. Save and close the PriceParameter report.
6. Add subreports.
a. Open the ListingReport and RealtorList reports in Print Preview. If needed, resize and align any text boxes that are not
wide enough to show all data. Be careful to not extend the right edge of the report beyond one sheet of paper.
b. Close the RealtorList report and display the ListingReport in Design View. Expand the Report Footer section, and
add the RealtorList report as a subreport using the SubReport Wizard. Choose None when asked to link the main
form to the subform (you may have to scroll), and accept the default name of RealtorList.
c. Delete the extra RealtorList label in the Report Footer.. ((Hint: It will be positioned near the upper-left corner of the
subreport, but it may be mostly hidden by the subreport.)
d. Preview each page of the report to make sure all data is clearly visible. Widen any controls that do not clearly dis-
play information, again being careful not to extend the report beyond the right margin.
e. Narrow the width of the report if necessary in Report Design View, then save and close it.
7. Modify section properties.
a. In Report Design View of the ListingReport, modify the Realtors.RealtorNo Footer section’s Force New Page property
to After Section. (Note: The RealtorNo field is included in two tables, Realtors and Listings. Access uses the table-
name.fieldname convention to specify that this RealtorNo field is from the Realtors table.)
b. Open the Page Footer section, and add a label, Created by Your Name.
c. Save and preview the ListingReport to make sure that the new section property forces each new realtor group of
records to print on its own page, as shown in FIGURE 8-22. Also check that a label identifying you as the report cre-
ator appears at the bottom of each page. Remember that you must print preview the report (rather than display it in
Report View) to see how the report prints on each page.
d. Print the report if requested by your instructor
instructor, then save and close the report.
FIGURE 8-22
8. Create summary reports.
a. Right-click the ListingReport, click Copy
Copy, right-click the Navigation Pane, click Paste, then type
ListingSummary.
b. Open the ListingSummary report in Design View, then delete the subreport from the Report Footer, all the con-
trols in the Detail section, and all the labels in the Realtors.RealtorNo Header section. ((Hint: Be careful not to
delete the two text boxes in the Realtors.RealtorNo Header section.)
c. Close the extra space in the Report Footer
Footer, Detail, and Realtors.RealtorNo Header sections.
d. Expand the size of the Realtors.RealtorNo Footer section about 0.5”, move the line to the bottom of that section,
then add a text box to the right side of the section with the following expression: =Sum([Asking]).
e. Modify the new label to read Subtotal of Asking Price:, then move and resize the controls as needed so
that both the label and text box can be clearly read in Report Design View.
f. Open the Property Sheet for the =Sum([Asking]) text box, click the Format tab, then choose Currency for the
Format property and 0 for the Decimal Places property.
g. Expand the Report Footer section about 0.5 inches, copy the =Sum([Asking]) text box to the Report Footer sec-
tion, move it directly under the =Sum([Asking]) text box in the Realtors.RealtorNo Footer section, then change
the label to be Grand Total:.
h. Draw two short lines under the =Sum([Asking]) text box in the Report Footer section to indicate a grand total.
i. Change the Force New Page property of the Realtors.RealtorNo Footer section to None.
j. Move the two text boxes in the Realtors.RealtorNo Header section directly down to the Realtors.RealtorNo
Footer section and then close the Realtors.RealtorNo Header section.
k. Position all controls within the 10.5” mark on the ruler so that the width of the paper is no wider than 10.5”.
Drag the right edge of the report as far to the left as possible so that it does not extend beyond 10.5”.
l. Preview the report. Resize sections and move controls in Design View so the report matches FIGURE 8-23. Print the
report if requested by your instructor, then save and close the report.
m. Close the LakeHomes-8.accdb database, and exit Access.
FIGURE 8-23
Access 2016
As the manager of a music store’s instrument rental program, you created a database to track instrument rentals. Now that
several instruments have been rented, you need to create a report listing the rental transactions for each instrument.
a. Start Access, open the Music-8.accdb database from where you store your Data Files, and enable content if
prompted.
b. Use the Report Wizard to create a report based on the FirstName and LastName fields in the Students table, the
RentalDate field from the Rentals table, and the Description and MonthlyFee fields from the Instruments table.
c. View the data by Instruments, do not add any more grouping levels, sort the data in ascending order by RentalDate,
use a Stepped layout and Portrait orientation, and title the report Instrument Rentals.
d. Open the report in Design View, change the first grouping level from SerialNo to Description so that all instruments
with the same description are grouped together, and open the Description Footer section.
e. Add a new text box to the Description Footer section with the expression =Count([LastName]). Change the
label to Number of Rentals:, and position the controls close to the right side of the report.
f. Change the Force New Page property of the Description Footer section to After Section.
g. Add your name as a label to the Report Header section, and use the Format Painter to copy the formatting from the
Instrument Rentals label to your name. Double-click a corner sizing handle of the label with your name to resize it
to show your entire name, and align the top edges of both labels in the Report Header.
h. Save and preview the report, as shown in FIGURE 8-24. Move, resize, and align controls as needed to match the figure,
make sure all controls fit within the margins of one sheet of paper, then print the report if requested by your
instructor.
i. Save and close the Instrument Rentals report, close the Music-8.accdb database, then exit Access.
FIGURE 8-24
As the manager of a music store’s instrument rental program, you have created a database to track instrument rentals.
Now that the rental program is under way, you need to create a summary report that shows how many instruments
have been rented by each school.
a. Start Access, open the Music-8.accdb database from the location where you store your Data Files, and enable
b. Build a query in Query Design View with the following fields: SchoolName from the Schools table and
RentalDate from the Rentals table. ((Hint: Include the Students table to build the proper relationships between
the Schools and the Rentals table.) Save the query with the name SchoolSummary, then close it.
c. Create a new report in Report Design View. Use the SchoolSummary query as the Record Source property.
d. Add SchoolName as a grouping field, and add the SchoolName field to the left side of the SchoolName Header
section. Delete the SchoolName label, and widen the SchoolName text box to about 4”.
e. Drag the top edge of the Page Footer section up to completely close the Detail section.
f. Add a label to the Page Header section with your name. Format the label with an Arial Black font and a 14-point
font size. Resize the label to display all the text.
g. Open the Report Header section, and add a label to the Report Header section that reads New student
musicians per school. Format the label with Automatic (black) font color.
h. Add a text box to the right side of the SchoolName Header section with the expression
=Count([RentalDate]). Delete the accompanying label.
i. Align the top edges of the two text boxes in the SchoolName Header.
j. Use the Format Painter to copy the formatting from the label with your name to the new label in the Report
Header section, the SchoolName text box, and the =Count([RentalDate]) expression in the SchoolName Header
section. Switch back and forth between Print Preview and Design View to resize the text boxes in the
SchoolName Header section as needed to show all information in each box.
k. Open the Report Footer section, then copy and paste the =Count([RentalDate]) text box to the Report Footer
section. Right-align the right edges of the =Count([RentalDate]) controls in the SchoolName Header and Report
Footer sections.
l. Add one short line above and two short lines below the =Count([RentalDate]) text box in the Report Footer
section to indicate a subtotal and grand total.
m. Save the report with the name SchoolSummary, then preview it, as shown in FIGURE 8-25.
n. Close the SchoolSummary report, close the Music-8.accdb database, then exit Access.
Access 2016
FIGURE 8-25
As the manager of a music store’s instrument rental program, you have created a database to track instrument rentals. Now
that the rental program is under way, you need to create a parameter report for each instrument type.
a. Start Access, open the Music-8.accdb database from where you store your Data Files, and enable content if
prompted.
b. Create a query with the RentalDate field from the Rentals table, the Description and MonthlyFee fields from the
Instruments table, and the FirstName and LastName fields from the Students table.
c. Enter the parameter criteria Between [Enter start date] And [Enter end date] for the RentalDate
field and [Enter instrument type such as cello] for the Description field.
d. Save the query with the name RentalParameter, then test it with the dates 3/1/17 and 3/31/17 and the
type bass. These criteria should select one record. Close the RentalParameter query.
e. Use the Report Wizard to create a report on all fields in the RentalParameter query. View the data by Instruments, do
not add any more grouping levels, sort the records in ascending order by RentalDate, and use an Outline layout and
a Portrait orientation. Title the report Instrument Lookup.
f. T
To respond to the prompts, enter 1/1/17 for the start date and 6/30/17 for the end date. Enter viola for the
instrument type prompt.
g. In Report Design View, apply the Integral theme.
h. Add your name as a label to the Report Header section. Change the font color to black so that it is clearly visible.
i. Add spaces between all words in the labels in the Description Header section: MonthlyFee, RentalDate, FirstName,
and LastName to change them to Monthly Fee, Rental Date, First Name, and Last Name. Be sure to
change the label controls and not the text box controls.
j. Open the Description Footer section.
k. Add a text box to the Description Footer section that contains the expression
=Count([LastName])*[MonthlyFee]. Change the accompanying label to read Monthly Revenue:,
then move the text box with the expression below the LastName text box and resize both so that their contents are
clearly visible.
l. Open the Property Sheet for the new expression. On the Format tab, change the Format property to Currency
and the Decimal Places property to 0.
m. Display the report for RentalDates 1/1/17 through 4/30/17, instrument type viola. Your report should look
like FIGURE 8-26.
n. Save the Instrument Lookup report, print it if requested by your instructor
instructor, close the Music-8.accdb database, then exit
Access.
FIGURE 8-26
You have created an Access database to help manage college scholarship opportunities. You analyze scholarships by
building a report with conditional formatting.
a. Start Access and open the Scholarships-8.accdb database from the location where you store your Data Files.
b. Use the Report Wizard to create a report based on the Scholarships table. Include all of the fields. Add Major
then Amount as the grouping levels, then click the Grouping Options button in the Report Wizard. Choose
5000s as the Grouping interval for the Amount field. Sort the records by DueDate in descending order. Use a
Stepped layout and a Landscape orientation. Title the report Scholarships by Major.
c. Preview the report, then add your name as a label next to the report title.
d. In Layout View, add spaces to the DueDate and ScholarshipName labels to read Due Date and
Scholarship Name.
e. Resize and narrow the columns to fit on a single sheet of landscape paper
paper, then drag the right edge of the report
to the left in Report Design View to make sure it is within the 10.5” mark on the horizontal ruler.
f. Expand the Page Header section to about twice its height, move the labels in the Page Header section to the bot-
tom of the Page Header section, move the labels from the Report Header section to the top of the Page Header
section, then close up the Report Header section.
g. Open the Major Footer section, then change the Force New Page property of the Major Footer section to
After Section.
h. Click the Amount text box in the Detail section, then apply a new rule of conditional formatting. Use the
Compare to other records rule type, and change the Bar color to light green.
i. Preview page 4 of the report for the Computer Science majors, as shown in FIGURE 8-27.
j. Save and close the Scholarships by Major report and the Scholarships-8.accdb database.
FIGURE 8-27
Access 2016
Visual Workshop
Open the Baseball-8.accdb database from the location where you store your Data Files and enable content if prompted.
Using the Report Wizard, build a report on the PlayerLName field from the Players table and the AtBats and Hits fields from
the PlayerStats table. View the data by Players, do not add any more grouping or sorting fields, and use a Stepped layout
and Portrait orientation. Enter Batting Average as the name of the report. In Report Design View, open the PlayerNo
Footer section and move the PlayerLName text box down to the same position in the PlayerNo Footer section. Add new text
boxes to the PlayerNo Footer section to sum the AtBats, sum the Hits, and calculate the overall batting average per player.
The expression to find the batting average is =Sum([Hits])/Sum([AtBats]). Delete any extra labels that are created
when you add the text boxes, and delete all of the controls in the Detail section. Close the PlayerNo Header and Detail sec-
tions, and resize the PlayerNo Footer section to remove blank space. Modify the Decimal Places property of the batting aver-
age calculation to show 3 digits to the right of the decimal point, and modify the Format property to be Standard. Apply a
conditional format to the batting average expression so that if it is greater than or equal to 0.5, the text is bold and red.
Add a label to the Page Header section to identify the batting average, add a label to the Report Header section with your
name, and then edit the labels and align the controls, as shown in FIGURE 8-28. As a final step, change the Group on field
from PlayerNo to PlayerLName so the records are sorted by player last name, change the Alternate Back Color of the
PlayerLName Footer section to Background 1, and add a line at the bottom of the PlayerLName Footer section as shown in
FIGURE 8-28. Save the Batting Average report, print the report if requested by your instructor, and then close it.
FIGURE 8-28
Integrating Word
and Access
At Reason2Go, you work with files created in several applications including Word
CASE
and Access. You need to merge an Access database with a form letter, and then
create a document in Word that includes a report that you export from Access.
Module Objectives
• Merge from Access to Word • Export an Access report to Word
Files You Will Need

INT 5-1.accdb INT 5-5.accdb
INT 5-4.docx
Integration
Module 5 Merge from Access to Word
Learning You can merge data from an Access database with a Word W document to create a series of individually
Outcomes addressed form letters. CASE YYou want to merge Access data with a form letter that welcomes customers
• Create a query
who have signed up for one of R2G’s corporate tours. You create a query datasheet containing all the fields
• Merge Access data
with a form letter needed for the form letter, merge the data with a form letter in Word, then filter the results.
• Filter
Filter recipients
STEPS
QUICK TIP 1. Start Access, open INT 5-1.accdb from the location where you store your Data Files, save
To save the database the file as a database called INT 5-Corporate Experiences, then click Enable Content
with a new name,
click the File tab, You create a query for the form letter that contains fields from all three related tables.
click Save As, click
the Save As button,
2. Click the Create tab; click the Query Wizard button in the Queries group; click OK, click
navigate to the the Select All Fields button ; click Company ID, click the Remove Single Field button
location where you , click the Tables/Queries list arrow; click Table: Corporate Participants; add the
store your Data
Files, type the new fields Title, First Name, and Last Name; then add the fields Experience Name and Start
lename, then Date from the Corporate Experiences table
click Save.
The Simple Query Wizard dialog box lists fields from all three tables as shown in FIGURE 5-1.
QUICK TIP 3. Click Next, click Next, click Finish, close the query datasheet, click any instance of
The document opens Corporate Clients Query in the Navigation Pane, click the External Data tab, click Word
with the Mail Merge
task pane open. The Merge in the Export group, click OK, navigate to the location where you store your Data
form letter is linked Files, double-click INT 5-2.docx, click OK if prompted, click the Word icon on the taskbar
to the Access data-
base.
(it will be flashing)
flashing) and maximize the W Word document window, then save the document
as INT 5-Corporate Letter
4. Close the Mail Merge task pane, type the current date and your name where indicated,
click the Edit Recipient List button in the Start Mail Merge group, then click Filter
5. Click the Field list arrow
arrow, click Experience Name, type Sun Bear Conservation in the
Compare to: text box, press [Tab], click the And list arrow
arrow, click Or
Or, select the Experience
Name field, type Tiger Conservation as shown in FIGURE 5-2, click OK, then click OK
6. Delete Address below the date (but leave a blank line), click the Address Block button
in the Write & Insert Fields group, click OK, delete Greeting (but leave a blank line),
TROUBLE click the Greeting Line button in the Write & Insert Fields group, then click OK
Press [Spacebar] as
needed to add space
7. Select EXPERIENCE_NAME in paragraph 2, click the Insert Merge Field list arrow in the
between the merge Write & Insert Fields group, click Experience_Name, then as shown in FIGURE 5-3, insert
elds and other text. merge fields to replace the START_DATE and FIRST_NAME placeholders
8. Click the Preview Results button in the Preview Results group, select the address for
QUICK TIP Amir Baashi, click the Layout tab, change the After spacing to 0 in the Paragraph group,
When you open click after the zip code, then press [Enter]
the letter in Word,
a message appears 9. Click the Mailings tab, click the Finish & Merge button in the Finish group, click Edit
telling you that
the letter is linked Individual Documents, click OK, save the document as INT 5-Corporate Letter_Merged,
to the Corporate close the document, then save and close INT 5-Corporate Letter
Experiences data-
base. Click Yes to
re-establish the
connection.
Integration 66 Integrating Word and Access
FIGURE 5-1: Fields entered from three tables
Tables/Queries list arrow
FIGURE 5-2: Filter and Sort dialog box
Integration
“Experience
Name” selected in
the Field boxes “Sun Bear Conservation”
and “Tiger Conservation”
entered in the Compare
to boxes
FIGURE 5-3: Merge Fields inserted
Insert Merge Field button
Additional
merge fields
Integrating Word and Access Integration 67
Integration
Module 5 Export an Access Report
to Word
Learning
Outcomes
• Export an Access
report to Word
• Convert an You can export an Access report to a Rich Text
T Format (.rtf) file that you can open and modify in Word.
W Y
You
exported report to can then use Word
W tools to convert the report into a table that you can format easily. An Access report that
a Word table
you export to an .rtf file is not linked to the Access database. TABLE 5-1 summarizes the integration tasks
you performed in this module. CASE YYou create a report in Access based on the Corporate Report Query
and then export it to a document in Word and format it as a Word table.
STEPS
1. In Access, double-click any occurrence of the Corporate Report Query in the Navigation
Pane, view the data to be included in the report, close the query datasheet, click the
Create tab, then click the Report Wizard button in the Reports group
2. Click the Select All Fields button to add all four fields from the Corporate Report
Query datasheet, then click Next four times
3. Click the Block option button in the Layout section, click Next, then click Finish
The report appears in Print Preview as shown in FIGURE 5-4.
4. Click the Close Print Preview button in the Close Preview group, close the report, click
TROUBLE
any occurrence of Corporate Clients in the Navigation Pane, click the External Data tab,
If the Word document then click the More button in the Export group
opens in WordPad,
copy the text, paste
5. Click Word, click Browse, navigate to the location where you save your data files, save the
it into a blank Word file as INT 5-Corporate Clients, click the Open the destination file after the export
document, then save operation is complete check box to select it, then click OK
it as an .rtf le.
In Word, the document is formatted with [Tab] characters that separate the data columns. You need to show the
hidden formatting symbols so you can remove selected [Tab] characters and then convert the text into a table.
TROUBLE 6. In Word, click the Show/Hide ¶ button in the Paragraph group to show the paragraph
Do not remove
the [Tab] charac-
marks, press [Delete] to remove the Tab character to the left of “Corporate Clients,”
ter to the left of then remove the Tab character to the left of “Company Name” and the name of each of
each participant’s the five companies as shown in FIGURE 5-5
name and ignore
“Conservation” at 7. Scroll down to view the date at the bottom of the page, click to the left of the date to
the left margin.
select it and the space above it, then press [Delete]
8. Select the text from Company Name to the last instance of Sun Bear Conservation, click
the Insert tab, click the Table button in the Tables group, click Convert Text to Table,
then click OK to accept four columns for the table
9. With the table still selected, click the Table Tools Layout tab, click the AutoFit button in
the Cell Size group, click AutoFit Contents, click the Table Tools Design tab, click the More
button in the Table Styles group, then click the Grid Table 2 – Accent 5 table design
10. Click the Layout tab, click Margins, click Normal, click below the table, type your name,
save and close the document and exit Word, switch to Access, click Close, exit Access,
then submit your files to your instructor
FIGURE 5-4: Report in Print Preview
Integration
FIGURE 5-5: Access data pasted into Word document
Company
names now
flush left
Tab character
TABLE 5-1: Module 5 Integration tasks
source destination
object command program program result connection page
Access Word Merge Access Word The elds and records from the Linked 66
query Access query datasheet merge
into a letter created in Word
Access More button, Access Word The Access report is saved in Rich None 68
report then Word on the Text Format with the structure
External Data tab de ned with tabs; the .rtf le is
opened in Word, where it was
formatted with a table design
Practice
Concepts Review
1. Filter a. Use to create a datasheet containing only selected fields
2. Query Wizard b. Send an Access table to WWord or Excel
3. Rich TText c. Format of an Access table or report exported to WWord
4. External Data d. Use to show only selected records in a mail merge
5. Export e. In Access, click to access functions used to share Access objects with other programs
Skills Review
1. Merge from Access to W Word.
a. Start Access, open the file INT 5-3.accdb from the location where you store your Data Files, then save it as a database
called INT 5-Climate Conference. Enable content.
b. Use the Query Wizard to create a query that includes the Company, Address1, City, State, and Zip Code fields from
the Company table; the Title, First Name, and Last Name fields from the Delegates table; and the Workshop1, Time1,
Workshop2, and Time2 fields from the Workshops table.
c. Name the query Conference Letter Query, then close the completed query datasheet.
d. Select Conference Letter Query in the Navigation Pane, then use the Word Merge command to merge the Conference
Letter Query with the data file INT 5-4.docx.
e. Save the WWord document as INT 5-Climate Conference Registration Letter.
f. Maximize the W Word window, close the Mail Merge task pane, then type the current date and your name where
indicated. FIGURE 5-6
g. Open the Mail Merge Recipients dialog box, view all the
fields, then click Filter to open the Filter Records tab in the
Filter and Sort dialog box.
h. Select the State field, specify AZ or W
WA, then close the dialog
boxes.
i. In the letter, replace “Address” with the Address Block in the
default format, and replace “Greeting” with the Greeting
Line in the default format.
j. Insert merge fields over the placeholders shown in upper-
case letters.
k. Preview the letters, then compare the letter for Sofia Carelli
to FIGURE 5-6.
l. Complete the merge, save the four merged letters as
INT 5-Climate Conference Registration
Letter_Merged, close the document, then save and close the Word source document.
2. Export an Access report to Word.
a. In Access, use the Report Wizard to create a report called Conference Report from all the fields in the Report
Query and use the Tabular layout.
b. Close the Climate Conference Report, then export it to an RTF file called INT 5-Climate Conference
Report.rtf that opens in Word, saving it in the location where you store your Data Files.
Word, show the formatting marks, delete the [Tab] character to FIGURE 5-7
c. In W
the left of “Conference Report” and “First Name” and the first
names of each of the delegates, then delete the line containing the
date and page number.
d. Select the text from First Name to the end of the text, convert the
text to a table containing four columns, then autofit the table
contents.
e. Apply the Grid T Table 2 - Accent 1 table design deselected.
f. Change the document margins to Normal, hide the paragraph
marks, then compare the document to FIGURE 5-7.
g. T
Type your name below the table, save the document, then save
and close all open files and programs and submit your files to
your instructor.
You are helping to organize an event called Fit for Life in Chicago. You create a form letter in Word that welcomes
Integration
people to the event, and then you create a report in Access that you publish and format in W Word.
a. In Access, open the file INT 5-5.accdb from the location where you store your Data Files, enable content, then
save the database as INT 5-Fit for Life Event.
b. Create a query called Participants Query that includes all the fields except the ID field from the
Participants table and all the fields except the Specialty and Package ID fields from the Workshops table.
c. Merge the Participants Query with the Data File called INT 5-6.docx, then save the file as INT 5-Fit for Life
Welcome Letter.
d. In W
Word, insert the Address Block and Greeting Line merge fields; use the Dear Joshua Greeting Line format.
Insert merge fields to replace the capitalized text, then add your name and the current date where shown.
e. Filter the Participants list to Nia for W
Workshop1 and Salsa for Workshop2.
f. Preview the form letters and use the Spacing After option to close up the spacing in the address lines, add one
blank line above the greeting line, complete the merge, save the merged document as INT 5-Fit for Life
Welcome Letter_Merged, close the document, then save and close the main document.
g. In Access, create a query called Workshops Query that includes the Specialty field from the Workshops
table and the First Name, Last Name, and City fields from the Participants table.
h. Use the Report Wizard to create a report called Workshops from all the fields in the Workshops Query and
using the Stepped Layout.
i. Close the report, then export it to W Word as an .rtf file called INT 5-Fit for Life Workshops.rtf.
j. In W
Word, delete the date and page number at the bottom of the document, show the paragraph marks, delete
extra Tab characters to the left of Workshops and at the beginning of each specialty category, convert selected
text from “Specialty” to the last line of the text (ends with “Chicago”) to a four-column table separated at tabs,
then autofit contents.
k. Click to the left of W
Workshops at the top of the document, press [Enter], clear the formatting, then type the
following sentence: This year, participants attended workshops related to four fitness
specialties: Healing, Dance, Aerobics, and Strength Training. For the second year
in a row, the dancers topped the list!.
l. Format the table using the table design of your choice, then change the margins to Wide.
m. T
Type your name below the table, save the document in the .docx file format, save and close all open files and
programs, then submit your files to your instructor.
Visual Workshop
You manage the office for Pacific Computing, a distributor that sells software and computer accessories to small retail
outlets in the three west coast states: W
Washington, Oregon, and California. In Access, open the file INT 5-7.accdb from
the location where you store your Data Files, then save it as INT 5-Pacific Computing. In Access, create a report
from the California Sales query that includes all the fields except the ID field and uses the Tabular layout, then export the
report to Word as INT 5-Pacific Computing_California Sales.rtf. Remove the date and page number from
the document, change the margins to Wide, convert the text to a table, then delete the “State” column from the table and
format the table as shown in FIGURE 5-8 with Grid Table 4 - Accent 6. Change the font in the header row to White. Type your
name below the table. Close all open files and programs, then submit your files to your instructor.
FIGURE 5-8
PowerPoint 2016 Module 5
Working with
Advanced Tools
and Masters
As a marketing representative for Reason2Go (R2G), you have been working on a
CASE
presentation that details specific information on proposed community projects for
Kenya. After receiving some initial feedback, you revise the presentation by enhancing shapes,
adding animations, and customizing the master views.
Module Objectives
• Draw and format connectors • Format master text
• Use advanced formatting tools • Change master text indents
• Customize animation effects • Adjust text objects
• Create custom slide layouts • Use templates and add comments
Files You Will Need

PPT 5-1.pptx PPT 5-4.pptx
PowerPoint 2016
Module 5 Draw and Format Connectors
Learning PowerPoint has a number of connector tools that enable you to create three different types of connector
Outcomes lines or arrows—straight, elbow (bent), or curved. For example, you would use the connector tools to con-
• Add and modify
connectors
nect shapes with a line or arrow. Once you have drawn a line or connector,
connector you can format it using Quick
Styles, outline color,
color or effects. CASE Drawing and formatting connecting lines between the shapes on
Slide 15 will enhance the look of the shapes.
STEPS
1. Start PowerPoint, open the presentation PPT 5-1.pptx from the location where you
store your Data Files, save the presentation as PPT 5-R2G, click the Slide 15 thumbnail in
the Slides tab, then click the More button in the Drawing group
Slide 15 of the presentation appears in Normal view, and the Shapes gallery is open.
2. Right-click the Elbow Connector button in the Lines section, click Lock Drawing
Mode on the shortcut menu, then position on the top connection site on the
Nairobi Nat. Park diamond shape
Notice the shape has four possible connection sites to anchor a line or arrow. Locking the drawing mode
allows you to draw the same shape multiple times without having to reselect the tool in the Shapes Gallery.
See FIGURE 5-1.
TROUBLE 3. Press and hold the left mouse button on the , then drag up to connect to the
If you accidentally bottom on the Mt. Kenya diamond shape
release the mouse
before you reach Green handles (circles) appear at each end of the elbow connector line, indicating that it is attached to the
a , a white two shapes. The line has one adjustment handle (yellow circle) in the middle of the elbow connector that
endpoint is created allows you to alter the path of the line.
at the end of the
connector. Drag the 4. Position on the top on the Mt. Kenya diamond shape, drag to the right on
connector endpoint the Hells Gate Nat. Park shape, then press [Esc]
to the correct
connection site. A second connector line now flows from the top of the Mt. Kenya diamond shape to the right of the Hells
Gate Nat. Park diamond shape. Pressing [Esc] unlocks the drawing mode.
QUICK TIP 5. Click the Mt. Kenya to Hells Gate Nat. Park connector line, position over the green
If you rearrange handle on the Hells Gate Nat. Park diamond, then drag the green handle to the bottom
shapes that are
joined with connec- on the Hells Gate Nat. Park diamond shape
tor lines, the connec- The connector line now flows from the top of the Mt. Kenya diamond shape to the bottom of the Hells Gate
tor lines remain
Nat. Park diamond shape as shown in FIGURE 5-2.
attached and move
with the shapes. 6. Click the Nairobi Nat. Park to Mt. Kenya connector line, click the Drawing Tools Format
tab on the Ribbon, click in the Shape Styles group, then click Intense Line – Accent 2
(third row)
The style of the line becomes more distinct.
7. Click the Shape Outline list arrow in the Shape Styles group, point to Weight, then click
QUICK TIP
To reroute a
3pt
connector to the The line is wider and easier to see.
closest points
between shapes, 8. Right-click the Nairobi Nat. Park to Mt. Kenya connector line, point to Connector Types
right-click the on the shortcut menu, click Straight Connector
Connector, click a blank area of the slide, then save
connector then
connector,
click Reroute
your presentation
Connectors on the The connector line is now straight. Compare your screen to FIGURE 5-3.
shortcut menu.
PowerPoint 98 Working with Advanced Tools and Masters
FIGURE 5-1: Shape with connection sites displayed
Plus pointer
© Africanmoose/Shutterstock.com
Connection site
FIGURE 5-2: Moved connector line

FIGURE 5-3: Formatted connector line
Connecter line moved

to new connection site
Adjustment
handle
FIGURE 5-3: Formatted connector line
Modified
connector line
PowerPoint 2016
Changing page setup and slide orientation

When you need to customize the size and orientation of the slides Letter Paper, 35mm Slides, and Banner. You can also set a custom
in your presentation, you can do so using the Slide Size command slide size by specifying the height and width of the slides. If the
in the Customize group on the Design tab. Click the Slide Size presentation would work better in Portrait rather than Landscape
button to change the slide size to Widescreen (16:9) or Standard mode, you can set the slide orientation by clicking either the
(4:3), or click Custom Slide Size to open the Slide Size dialog box. Portrait or Landscape option button in the Slides section. The
In the Slide Size dialog box, you can change the width and height orientation setting for the slides is separate from the orientation
of the slides to 13 different settings, including On-screen Show, setting for the notes, handouts, and outline.
Working with Advanced Tools and Masters PowerPoint 99
PowerPoint 2016
Module 5 Use Advanced Formatting Tools
Learning With the advanced formatting tools available in PowerPoint, you can change the attributes of any object.
Outcomes Y can format text and shapes using solid and texture fills, 3D effects, and shadows. To
You T create a cohesive
• Apply 3D effects
to objects
look on a slide with multiple objects, you can use the Format Painter to copy the attributes from one
object and apply them to other objects. CASE In this lesson, you finish formatting the connector lines on
Slide 15 and then use the advanced formatting tools to enhance the diamond shapes.
STEPS
1. Click the Nairobi Nat. Park to Mt. Kenya connector line, click the Home tab on the
Ribbon, then click the Format Painter button in the Clipboard group
The Format Painter tool “picks up” or copies the attributes of an object and pastes them on the next object
you select.
2. Position over the Mt. Kenya to Hells Gate Nat. Park connector line, click the
connector line, then click a blank area of the slide
Both connector lines are formatted using the same line width and color, as shown in FIGURE 5-4.
QUICK TIP 3. Right-click the Nairobi Nat. Park diamond shape, click the Fill button on the shortcut
To fill a shape with a menu, point to Texture, then click Sand (second row)
picture, right-click
the shape, click the The sand texture fills the shape.
Fill button, then click
Picture to open the
4. Right-click the Nairobi Nat. Park diamond shape, then click Format Picture on the
Insert Pictures shortcut menu
dialog box. The Format Picture pane opens.
5. Click Glow
Glow, click the Presets button, then click Orange, 8 pt glow, Accent color 1
An orange color band surrounds the shape.
6. Click 3-D Format, click the Top bevel button, click the Angle icon, scroll down the
Format Picture pane, click the Lighting button, then click the Balance icon in the
Neutral section
The lighting effect defines the bevel effect better.
7. Click Artistic Effects, scroll down the Format Picture pane, click the Artistic Effects
button , click Pencil Grayscale (1st row), then click the Close button in the
Format Picture pane
Changing the artistic effect changes the 3D effect already applied to the shape.
QUICK TIP 8. Double-click the Format Painter button in the Clipboard group, click each of the five
You can also press remaining diamond shapes, then click Format Painter button again to turn off the
[Esc] to turn off the
Format Painter. Format Painter
Double-clicking the Format Painter button locks the Format Painter allowing you to apply the same
formatting to multiple objects on the slide without having to reselect the tool. Now the six diamond shapes
on the slide have the same fill and 3D effects.
9. Click a blank area of the slide, then save your changes
Compare your screen with FIGURE 5-5.
FIGURE 5-4: Formatted connector lines
Connector line
formatted with the
Format Painter tool
FIGURE 5-5: Formatted shapes
PowerPoint 2016
Creating columns in a text box

When the information you are working with fits better in a The More Columns option allows you to set up to 16 columns
column format, you have the ability to create columns within text and customize the spacing between columns. You can display the
objects. Select the text object, click the Add or Remove Columns ruler to set specific widths for the columns and further customize
button in the Paragraph group on the Home tab, then click either the columns.
One Column, Two Columns, Three Columns, or More Columns.
PowerPoint 2016
Module 5 Customize Animation Effects
Learning Animating objects allows you to control how information flows and objects move on the slide during a slide
Outcomes show. The simplest way to animate an object is to apply a standard animation effect from the Animation
• Apply multiple
animations to an
group on the Animations tab. There are additional entrance, emphasis, exit, and motion path animation
object effects available through the menu at the bottom of the Animation gallery
galler that you can apply to objects.
• Change animation Y can customize effect options including starting time, direction, and speed. And when you want to apply
You
order
animation settings from one object to another, you can use the Animation Painter. CASE YYou decide to
animate the diamond shapes and connector lines you created on Slide 15.
STEPS
1. Click the Animations tab on the Ribbon, click the Nairobi Nat. Park diamond shape, click
the More button in the Animation group, then click More Entrance Effects at the
bottom of the gallery
The Change Entrance Effect dialog box opens. Effects are grouped by categories: Basic, Subtle, Moderate,
and Exciting.
QUICK TIP 2. Click Basic Zoom in the Moderate section, click OK, click the Duration up arrow in the
To delete all Timing group until 01.00 appears in the text box, then click the Preview button in the
animation effects
from an object, Preview group
select the object An animation tag appears next to the diamond shape.
on the slide, then
click None in the 3. Click the Nairobi Nat. Park to Mt. Kenya connector line, click Wipe in the Animation
Animation group. group, click the Nairobi Nat. Park diamond shape, click the Add Animation button in the
Advanced Animation group, click Fill Color in the Emphasis group, then click the Preview
button
The Add Animation feature allows you to apply multiple animations to the same object. Notice another
animation tag appears beside Animation tag 1, which indicates the diamond shape now has two animations
applied to it. You want both animations to run consecutively.
4. Click the Animation tag 2 on the slide, click the Move Later button in the Timing
group, then click the Preview button
The animations for the diamond shape now run consecutively before the animation for the connector line.
5. Click the Nairobi Nat. Park diamond shape, click the Animation Painter button in the
Advanced Animation group, then click the Mt. Kenya diamond shape
When you use the Animation Painter all the animations and animation settings from the first shape are
applied to the second shape. The Nairobi Nat. Park to Mt. Kenya connector line animation would look bet-
ter if it was delayed.
QUICK TIP 6. Click the Nairobi Nat. Park to Mt. Kenya connector line, click the Delay up arrow in the
To set an animation Timing group until 00.50 appears, then click the Preview button
to run after you
click another object, The delay between the diamond shape and the connector line animations defines each animation effect.
click the Trigger
button in the Ad-
7. Click the Animation Painter button in the Advanced Animation group, click the
vanced Animation Mt. Kenya to Hells Gate Nat. Park connector line, then click the Preview button
group, point to On Now both connector lines have the same animation and animation settings. The Mt. Kenya to Hells Gate
Click of, then select
an object. Nat. Park connector line would look a little better if animated from the right.
8. Click the Effect Options button in the Animation group, click From Right, click the
Preview button, then save your changes
FIGURE 5-6: Animation effects applied to the objects
Animation tag for the connector
line moves to third in the
animation order
FIGURE 5-7: Completed animation effects
Animated connector line
PowerPoint 2016
Understanding animation timings

Each animated object on a slide has a starting time in relation to option begins the animation effect at the same time as the
the other animated objects. There are three different starting time previous effect in the animation list, so two or more animation
options: Start On Click, Start With Previous, and Start After effects play at once. The Start After Previous timing option begins
Previous. The Start On Click timing option starts the animation the animation immediately after the previous animation without
effect when you click the mouse. The Start With Previous timing clicking the mouse.
PowerPoint 2016
Module 5 Create Custom Slide Layouts
Learning The standard slide layouts supplied in PowerPoint are adequate to design most of the slides for
Outcomes presentations that you will create. However,
However if you are consistently modifying a standard slide layout
• Add a new slide
master layout for presentations, having a custom slide layout that you created and saved would be helpful. To T create
• Create master a custom slide layout, you choose from eight different placeholders, including text, chart, and media
placeholders
placeholders. You draw the placeholder on the slide in Slide Master view; these then become a part of
the presentation. CASE YYou decide to create a custom slide layout that displays picture thumbnails
on the slide.
STEPS
1. Click the View tab on the Ribbon, click the Ruler check box in the Show group, then
click the Slide Master button in the Master Views group
Slide Master view opens, and the ruler is displayed.
QUICK TIP 2. Scroll down the Master Thumbnails pane, click the last slide layout in the Master
To insert an Thumbnails pane, then click the Insert Layout button in the Edit Master group
additional slide
master to use in A new slide layout is added to the presentation and appears in the Master Thumbnails pane with a title text
your presentation, placeholder and footer placeholders as shown in FIGURE 5-8. The new slide layout contains all of the slide
click the Insert Slide background elements associated with the current theme.
Master button in the
Edit Master group. 3. Click the Insert Placeholder list arrow in the Master Layout group, then click Picture
The pointer changes to when moved over the slide.
4. Position the pointer on the slide so is lined up on the 3 ½" mark on the left side of
the horizontal ruler and the 1" mark on the top of the vertical ruler
As you move the pointer on the slide its position is identified on the rulers by red dotted lines.
5. Drag a box down and to the right until is lined up with the 1 ½" mark on the
horizontal ruler and the 1" mark below 0 on the vertical ruler
You drew a 2" x 2" square picture placeholder on the slide. You can duplicate the placeholder.
6. Click the Home tab on the Ribbon, click the Copy button list arrow in the Clipboard
group, click Duplicate, then duplicate the picture placeholder two more times
There are four picture placeholders on the slide.
QUICK TIP 7. Drag each picture placeholder using Smart Guides to a position on the slide as shown in
To help position FIGURE 5-9, then click the Slide Master tab on the Ribbon
placeholders
precisely on the The placeholders are arranged on the slide layout.
slide as shown in
FIGURE 5-9, you
8. Click the Rename button in the Edit Master group, select the default name, type Picture,
can also display the click Rename, then position over the last slide layout in the Master Thumbnails pane
guides and use the The new name of the custom slide layout appears in the ScreenTip. The new Picture layout now appears
Align and Distribute
commands.
when you click the Layout button or the New Slide list button in the Slides group on the Home tab.
9. Right-click a blank area of the slide, click Ruler
Ruler, click the Close Master View button in the
Close group, then save your changes
The rulers close, and Slide 15 appears in Normal view.
FIGURE 5-8: New custom slide layout
Default
placeholders
Custom slide
layout thumbnail
FIGURE 5-9: Custom slide layout with new placeholders
New Picture placeholders
Restoring the slide master layout

PowerPoint 2016
If the slide master is missing a placeholder, open Slide Master FIGURE 5-10: Master Layout dialog box
view then click the Master Layout button in the Master Layout
view,
group to reapply the placeholder. Clicking the Master Layout
button opens the Master Layout dialog box, as shown in
FIGURE 5-10. Click the placeholder check box to reapply the
placeholder. To quickly apply or remove the title or footer place-
holders on a slide master, click the Title or Footers check boxes
in the Master Layout group.
PowerPoint 2016
Module 5 Format Master Text
Learning To ensure that you use a consistent selection of fonts and font styles throughout the presentation, you
Outcomes should format slide text using standard theme fonts or make changes to the text placeholders in Slide
• Change master
text bullets Master view. A font theme defines two fonts—a major font (for headings) and a minor font (for body text).
• Modify theme The fonts used in a theme can be the same font or two contrasting fonts. You Y can also make specific
fonts
changes to master text, by opening the Slide Master view and changing the text color,
color style, size, and
bullet type. When you change a bullet type, you can use a character symbol, a picture, or an image that
you have stored as a file. CASE YYou decide to make a few formatting changes to the master text place-
holder of your presentation.
STEPS
1. Press [Shift], click the Normal button on the status bar, release [Shift], then click the
Wisp Slide Master thumbnail (first thumbnail) in the Master Thumbnails pane
Slide Master view appears with the slide master displayed in the Slide pane.
QUICK TIP 2. Right-click Edit Master text styles in the master text placeholder, point to Bullets on the
To insert a picture shortcut menu, then click Bullets and Numbering
bullet, click Picture
in the Bullets and The Bullets and Numbering dialog box opens. The Bulleted tab is selected; the Numbered tab in this dialog
Numbering dialog box is used to create sequentially numbered or lettered bullets.
box, then click the
desired image. 3. Point to each bullet option, read each ScreenTip, then click the Arrow Bullets option
shown in FIGURE 5-11
A new symbol is selected.
4. Click the Color list arrow , then click Red, Accent 2 in the Theme Colors section
QUICK TIP 5. Click the Size up arrow until 110 appears, then click OK
To reset the bullet The symbol and color of the new bullet in the second level of the master text placeholder changes. The size
to the default
symbol, click Reset of the bullet is increased to 110% of the size of the second-level text.
in the Bullets and
Numbering dialog
6. Click the Fonts button in the Background group, then click Franklin Gothic
box. Clicking Reset All of the slide layouts in the Master Thumbnail pane now display the new font theme.
does not change the
color or size back 7. Click the Preserve button in the Edit Master group
to their original A pushpin icon appears next to the Wisp Slide Master thumbnail in the Master Thumbnail pane
default settings.
indicating the master is preserved as shown in FIGURE 5-12. Preserving a master ensures it remains with the
presentation even if you eventually use another master.
8. Click the Close Master View button in the Close group, click the Slide 14 thumbnail in
the Slides tab, then save your changes
You see how the changes affect the fonts and the text bullets in Normal view.
FIGURE 5-11: Bullets and Numbering dialog box
Arrow bullet
option
FIGURE 5-12: New bullets and new font theme applied to the slide master
New bullet
symbol New font
theme
Preserve icon
identifies the master
is preserved
PowerPoint 2016
Organizing slides into sections

To help you organize the slides of your presentation into groups, in the Slides group. Click Add Section in the drop down menu to
you can create sections. A section of slides can be grouped in create a new section of slides. Each section you create can be
different meaningful ways, such as by subject matter. To create a customized with a new name. Sections can be collapsed or
section, click the slide thumbnail in the Slides tab where you want expanded in the Slides tab depending on how you want to view
the section to start, then on the Home tab click the Section button the slides of a section.
PowerPoint 2016
Module 5 Change Master Text Indents
Learning Master text and content placeholders have five levels of text, called indent levels. YouY can modify indent
Outcomes levels using PowerPoint’s ruler.
ruler For example, you can change the space between a bullet and text of an
• Change text
indents
indent level or change the position of the whole indent level. The position of each indent level on the ruler
• Set tab stops is represented by two small triangles and a square called indent markers. You Y can modify an indent level
by moving these indent markers on the ruler.
ruler You
Y can also set tabs on the horizontal ruler,
ruler which identifies
where a text indent or a column of text begins. By clicking the tab selector located at the far left of the
horizontal ruler,
ruler you are able to choose which of the four tab options you want to use. TABLE 5-1 describes
PowerPoint’s indent and tab markers. CASE TTo better emphasize the text in the master text placeholder,
placeholder
you change the first two indent levels.
STEPS
1. Press [Shift], click the Normal button on the status bar, release [Shift], then click the
Wisp Slide Master thumbnail (first thumbnail) in the Master Thumbnails pane
Slide Master view opens. The Wisp slide master appears in the Slide pane.
2. Click Edit Master text styles in the master text placeholder, click the View tab on the
Ribbon, then click the Ruler check box in the Show group
The horizontal and vertical rulers for the master text placeholder appear. The indent markers, on the
horizontal ruler, are set so the first line of text—in this case, the bullet—begins to the left of subsequent
lines of text. This is called a hanging indent.
TROUBLE 3. Position over the Hanging Indent marker , then drag to the ½" mark on the ruler
If you accidentally The space between the first indent-level bullet and text increases. Compare your screen to FIGURE 5-13.
drag an indent
marker past the 4. Click Second level in the master text placeholder, then drag the Left indent marker
mark, click the Undo
button on the Quick
to the 1" mark shown in FIGURE 5-14
Access toolbar and The second indent level moves to the right.
tr again.
try
5. Click on the status bar, click the Slide 13 thumbnail in the Slides tab, then drag to
select all four second level bullet points in the text object
Slide Master view closes, and Slide 13 appears in Normal view, showing the Master text indent changes in
the text object. A left tab stop on the ruler allows you to move a line of text in one tab stop.
6. Click on the 4 1/2" mark on the ruler, click to the left of $3500, then press [Tab], as shown
in FIGURE 5-15
A left-aligned tab appears on the ruler. Every text object in PowerPoint has default tab stops identified
by small boxes at every ½" mark under the ruler.
7. Click to the left of $4000 in the text object, press [Tab], click to the left of $5500, press
[Tab], click to the left of $7000, then press [Tab]
All of the accommodation prices move to the right to the tab stop you placed on the ruler.
8. Right-click a blank area of the slide, click Ruler in the shortcut menu, then save
your changes
The rulers close.
FIGURE 5-13: Master level text with moved hanging indent marker
Move the hanging indent

marker to ½” mark
Space between the bullet

and text increases
FIGURE 5-14: Second-level indent moved
Left indent marker
Indent level
moves to the right
FIGURE 5-15: Left tab stop added to ruler
Left tab
stop Default tab stop
Tabbed text
TABLE 5-1: Indent and tab markers
symbol name function

First line indent marker Controls the position of the rst line of text in an indent level
PowerPoint 2016
Hanging indent marker Controls the position of the hanging indent
Left indent marker Controls the position of subsequent lines of text in an indent level
Left-aligned tab Aligns tab text on the left
Center-aligned tab Aligns tab text in the center
Right-aligned tab Aligns tab text on the right
Decimal-aligned tab Aligns tab text on a decimal point
PowerPoint 2016
Module 5 Adjust Text Objects
Learning You have complete control over the placement of text on slides in PowerPoint, whether the text is in a
Outcomes shape or in a text object. All text in PowerPoint is created within a text box, which has margins that
• Adjust text line
spacing
determine the distance between the edge of the text and all four edges of the text box. You Y can also
• Set text object modify the space between paragraphs, and the space between lines of text within a paragraph.
margins Paragraph spacing is the space before and after paragraphs (bullet levels). Leading, (rhymes with
“wedding”) refers to the amount of space between lines of text within the same paragraph (bullet level).
Using the text-alignment feature, you can move text within text boxes or shapes. CASE YYou decide
to move the text margin in the text object on Slide 11, change the alignment of text on Slide 10, and then
change paragraph spacing of the text object on Slide 12.
STEPS
1. Click the Slide 11 thumbnail in the Slides tab, click the Home tab on the Ribbon, right-
click a blank area of the slide, then click Ruler on the shortcut menu
Slide 11 appears in the slide pane with the rulers showing.
QUICK TIP 2. Right-click Exciting in the text object, click Format Shape on the shortcut menu, click the
When you right-click Size & Properties icon in the Format Shape pane, then click Text Box in the Format
the text of a grouped
object, the individual Shape pane
object is selected The Format Shape pane opens and the text box options are expanded.
within the grouped
object and the indent 3. Click the Left margin up arrow until 0.3" appears, then click the Top margin up arrow
markers for the text until 0.7" appears
appear in the ruler.
This adjusts the left, and top text margins and centers the text left to right within the shape as shown in
FIGURE 5-16.
4. Click the Slide 10 thumbnail in the Slides tab, click Repair in the text object, then click
in the Format Shape pane
QUICK TIP 5. Click the Resize shape to fit text option button in the Format Shape pane, click the
You can also use the Vertical alignment list arrow
arrow, click Middle Centered, then close the Format Shape pane
Align Text button in
the Paragraph group The text in the text object is aligned in the middle center of the shape. The Format Shape pane closes.
to change how text
is aligned within a
6. Click the Slide 12 thumbnail in the Slides tab, press [Shift], click the text object, release
text box. [Shift], click the Line Spacing button in the Paragraph group, then click
Line Spacing Options
The Paragraph dialog box opens.
7. In the Spacing section, click the Before up arrow until 18 pt appears, click the After up
arrow until 6 pt appears, then click OK
The spacing before and after each bullet on Slide 12 changes. Compare your screen to FIGURE 5-17.
8. Right-click a blank area of the slide, click Ruler
Ruler, add your name and the date to the slide
footer then save your changes
The Ruler closes.
9. Submit your work to your instructor
instructor, click the File tab, then click Close to close the
presentation but do not exit PowerPoint
FIGURE 5-16: Changed text margin
Changed text Size & Properties

margin icon
© Gilles Paire/Shutterstock.com
FIGURE 5-17: Changed line spacing
Added line spacing

between bullets
PowerPoint 2016
Changing text direction

Using the Text Direction button in the Paragraph group on the The Rotate all text 90 text direction rotates text so it faces the
Home tab, you can change the direction of text in a text object or right margin of a text object or shape. The Rotate all text 270 text
shape. There are four text direction options available: Horizontal, direction rotates text so it faces the left margin of a text object or
Rotate all text 90 , Rotate all text 270 , and Stacked. The Horizontal shape. The Stacked text direction stacks letters vertically on top of
option is the standard default text direction for all text in PowerPoint. one another.
PowerPoint 2016
Module 5 Use Templates and
Learning
Outcomes
• Create a
presentation using
Add Comments
a template PowerPoint offers you a variety of ways to create a presentation including starting with a blank presenta-
• Add and modify tion, a theme, a template, or an existing presentation. A template is a type of presentation that contains
comments
design information on the slide master and often includes text and design suggestions for information you
might want to include in the presentation. A template usually contains a cohesive set of theme colors,
theme fonts, theme effects, and background styles. YouY have access to sample templates online from the
templates.office.com website that you can download. CASE YYou want to review available photo album
templates that could be used to display pictures of future projects. NOTE: TTo complete the steps below, your
computer must be connected to the Internet.
STEPS
QUICK TIP 1. Click the File tab on the Ribbon, click New
New, type photo album in the search text box,
You can save any then press [Enter]
presentation as a
template by selecting The New PowerPoint start screen opens, and PowerPoint searches for available photo album templates. See
PowerPoint Template FIGURE 5-18.
( .potx) from the
Save as type list 2. Scroll down, click Contemporary Photo Album, then click the Create button
arrow in the Save As A new presentation with six slides appears.
dialog box.
3. Click the Save button on the Quick Access toolbar, then save the file as
PPT 5-Template to the location where you store your Data Files
QUICK TIP 4. Click the Comments button on the status bar, click the New button in the Comments
To delete a pane, then type This sample photo album might work for our next photo presentation
comment, click the
comment icon on The Comments pane opens, and a comment icon appears on the slide, as shown in FIGURE 5-19.
the slide, then click
the Delete button
5. Click the Slide 5 thumbnail in the Slides tab, click the left photograph, click the New
in the Comments button in the Comments pane, then type I like this picture style
group. A new comment icon appears on Slide 5 next to the left photograph.
6. Click the Review tab on the Ribbon, click the Previous button in the Comments group,
click the Reply text box in the comment text box, then type I think this slide needs to be
modified
QUICK TIP 7. Click the Show Comments list arrow in the Comments group, then click Show Markup
To open the The comment icon on Slide 1 and the Comments pane are hidden. The Show Markup button is a toggle
Comments pane
when it is closed, button, which alternates between showing and hiding comments.
click a comment icon
on the slide.
8. Click the Next button in the Comments group, then add your name to the slide footer
in the Header and Footer dialog box
When you move to the next comment, the comment icon and the Comments pane are visible again.
9. Click the Comments button on the status bar, save your work, submit your presentation
to your instructor, close the presentation, then exit PowerPoint
FIGURE 5-18: Sample photo album templates available
Sample templates: your

results might be different
FIGURE 5-19: Applied template and new comment
Comment icon
Comment text box

New template
with sample
content
PowerPoint 2016
Understanding PowerPoint templates and themes

So what exactly is the difference between a PowerPoint ceilings are a second color, and the window and door trim is a
template and a PowerPoint theme A theme is a coordinated third color. A template, on the other hand, is a presentation
set of colors, fonts, and effects (such as shadows and reflections) that contains a theme and includes sample text about a specific
that is used to modify the slide design of your presentation. For subject matter, such as health and fitness. The sample text in a
example, a theme is like the various colors a painter uses to template provides you with the basic information that you can
paint the inside of a house where the walls are one color, the then use to modify the presentation with your own information.
Practice
Concepts Review
Label each element of the PowerPoint window shown in FIGURE 5-20.
FIGURE 5-20
1
9
2
3 8
4 6
10. Leading a. The first line of text begins to the left of subsequent lines of text
11. Template b. A presentation with a theme and includes sample text about a specific
12. Paragraph spacing subject matter
13. Indent marker c. The space after a paragraph or bullet level
14. Hanging indent d. The distance between the edge of text and the edge of a text box
15. Margin e. Identifies where the indent level is on the ruler
f. The space between lines of text
16. Objects have sites where you can anchor a line or an arrow.
a. plug-in c. painter
b. connection d. drop
17. Which would you change to increase the spacing between lines of text within a paragraph?
a. Letter spacing c. Leading
b. Paragraph spacing d. Indent spacing
18. Locking the of a shape allows you to draw the same shape multiple times.
a. Drawing mode c. Animation painter
b. Format painter d. Connection site
19. A is a type of presentation that contains custom design information and includes
suggestions for sample text.
a. Theme c. Template
b. Section d. Layout
20. What do you use to apply animation settings from one object to another?
a. Duplicate tool c. Format Painter
b. Animation painter d. Animation wand
21. The small triangles and square on the ruler that represent the position of each level in a text
placeholder are .
a. Indent markers c. Indent tabs
b. Ruler tabs d. Indent levels
Skills Review
1. Draw and format connectors.
a. Start PowerPoint and open the presentation PPT 5-2.pptx, then save it as PPT 5-Rogatsky to the location
b. Go to Slide 4, click the More button in the Drawing group, right-click the Elbow Arrow Connector shape icon,
then click Lock Drawing Mode.
c. Position the pointer over the left connection site on the Plant shape, then drag to the top connection site on the
Regional Distribution shape.
d. Position the pointer over the right connection site on the Plant shape, drag to the top connection site on the
Direct Sales shape, then press [Esc].
e. Click the Line button (top row) in the Drawing group, position the pointer over the right connection site on the
Regional Distribution shape, then drag to the left connection site on the Direct Sales shape.
f. Click the Select button in the Editing group, click Selection Pane, press [Ctrl], click each elbow connector
connector, then
release [Ctrl] to select the three connectors.
g. Right-click one of the connectors, click the Outline button, make the line style for the connectors 3 pt wide and
change the line color to a black solid line, then deselect the objects.
PowerPoint 2016
h. Right-click the connector between the Regional Distribution shape and the Direct Sales shape, click the Outline
button, point to Dashes, click Long Dash Dot Dot, then deselect the object.
i. Click the Selection pane Close button, then save the presentation.
2. Use advanced formatting tools.
a. Go to Slide 1, right-click the 2017 Fiscal YYear shape, then click Format Shape.
b. In the Format Shape pane, click Fill, click the Gradient fill option button, click the Preset gradients list arrow
arrow, then
click one of the Accent 5 gradients.
c. Scroll down the Format Shape pane, click Line, then set the Width to 3 pt.
d. Click the Color button, click White, Background 1, then click T Text Options at the top of the Format Shape pane.
e. Click the Color button, click Light Y Yellow, Background 2, then close the Format Shape pane.
f. On the Home tab, double-click the Format Painter button in the Clipboard group, go to Slide 4, apply the picked up
styles to both of the diamond objects, press [Esc], then save your changes.
3. Customize animation effects.
a. Click the Animations tab, click the Plant shape, click the More button in the Animation group, then click Shape in
the Entrance section.
b. Click the Effect Options button in the Animation group, then click Plus.
c. Select the left elbow arrow connector
connector, click the More button in the Animation group, click More Entrance Effects,
apply the Strips animation, click OK, then click the Duration up arrow until 1.00 appears.
d. Click the left elbow arrow connector
connector, click the Animation Painter button, then click the right elbow
arrow connector.
e. Click the Effects Options button, click Right Down, then click the Preview button.
f. Select the Regional Distribution shape, apply the Shape animation, then change the Effect Options to Diamond.
g. Click the Move Earlier button in the Timing group, then click the Preview button.
h. Use the Animation Painter to apply the Regional Distribution shape animation to the Direct Sales shape, then click
the Preview button.
i. Select the dotted line, click Split in the Animation group, then click the Duration up arrow until 1.00 appears.
j. Click the Add Animation button, click Split, change the Effect Options to V Vertical Out, then click the Preview
button.
k. Save your changes.
4. Create custom slide layouts.
a. Switch to Slide Master view
view, then click the last slide layout in the Master Thumbnails pane.
b. Insert a new custom slide layout, then display the ruler and the guides.
c. Add a 3" wide by 6" high Online Image placeholder. Use the guides and rulers to help you create the placeholder.
d. Add an approximately 4" wide by 3" high Media placeholder
placeholder, then place the new placeholders appropriately on
the slide.
e. Name the custom slide layout Online Media, turn off guides, then save your changes.
5. Format master text.
a. Click the Frame Slide Master thumbnail in the Master Thumbnails pane, then format the first-level bulleted item in
the master text placeholder as bold.
b. Use the Bullets and Numbering dialog box to change the bullet symbol of the first-level bullet to Star Bullets.
c. Change the size of the bullet to 110% of the text then change the bullet color to Orange, Accent 6.
d. Set the size of the second-level bullet symbol to 150% of the text, then change the color to Purple.
e. Preserve the master, then save your changes.
6. Change master text indents. FIGURE 5-21
a. Move the hanging indent marker of the
first-level bullet to the 1/2 " mark on the ruler
and left indent marker of the second-level
bullet to the 1" mark as shown in
FIGURE 5-21.
b. Hide the rulers, switch to Normal view view, go
to Slide 2, then save the presentation.
7. Adjust text objects.
a. Press [Shift], right-click anywhere in the left
text object on Slide 2, release [Shift], then
click Format Shape on the shortcut menu.
b. Click the Size and Properties icon in the Format Shape pane, then click T Text Box.
c. Change the vertical alignment of the text to Middle Centered, then click the Resize shape to fit text option button.
d. Close the Format Shape pane, then use the Format Painter to apply the formatting changes to the right text
object. FIGURE 5-22 shows the completed presentation in Slide Sorter view.
e. Add your name to the slide footer
footer, save your work, then close the presentation but do not exit PowerPoint.
FIGURE 5-22
8. Use templates and add comments.

a. Click the File tab, click New
New, click Education in the Suggested searches section, click Academic presentation,
PowerPoint 2016
pinstripe and ribbon design presentation, then click Create. Note: If this template is not available, choose another.
Internet connection required.
b. Save the presentation as PPT 5-Academic to the location where you store your Data Files.
c. Click the Review tab on the Ribbon, click the New Comment button, type What do you think of this
template?, then go to Slide 8.
d. Add a new comment, type I like this title slide also., click the Previous button, then click the New
button on the Comments pane.
e. Type
T We can use our logo on this slide., close the Comments pane, add your name to the slide
footer, then save your work.
f. Submit your presentation to your instructor
instructor, close the presentation, then exit PowerPoint.
You work in marketing at the Leland Winslow Agency in Louisville, Kentucky. The Leland Winslow agency represents all
types of commercial businesses and specializes in high-profile and celebrity clients. As a growing company, your business is
looking for private investment capital to expand its business markets. It is your responsibility to develop a presentation the
owners can present to potential investors. You have been working on the content of the presentation, and now you are
ready to add custom animations and customize slide master text.
a. Open the presentation PPT 5-3.pptx from the location where you store your Data Files, then save it as
PPT 5-Winslow.
b. Open Slide Master view
view, click the Damask Slide Master thumbnail, then bold the text in the first-level indent.
c. Right-click the first level indent, open the Bullets and Numbering dialog box, click the Customize button, click the
Double Dagger bullet (Character code 2021), then click OK.
d. Change the bullet to 115% the size of text, change the bullet color to White, Text 1, then click OK.
e. Adjust the indent markers for the first
indent level as shown in FIGURE 5-23, FIGURE 5-23
then preserve the master.
f. Go to Slide 5, create at least three shapes
connected by connectors, then format
all of the objects using advanced
formatting techniques you learned in
the lesson.
g. Apply animation effects to objects and
text on at least three slides, then preview
the presentation in Slide Show view.
h. Add comments to two slides, then add
your name and slide number to the
slides (except the title slide).
i. Check spelling, save the presentation, then submit your presentation to your instructor.
j. Close the presentation and exit PowerPoint.
You work for Dine To U, a restaurant meal delivery service company in Vancouver, Washington. Using Dine To U, clients
can order meals from local major food chain restaurants and have the food delivered in over 20 major U.S. cities. Dine To U
wants to expand the variety of restaurant choices it offers its clients and open up in two more cities. Continue working on a
presentation you've already started.
PPT 5-Dine.
b. Open Slide Master view
view, click the Banded Slide Master thumbnail, click the Fonts button in the Background group,
then change the Font theme to Times New Roman-Arial.
c. Change the bullet in the first-level indent level to an arrow bullet 110% of text size, then change the bullet in the
second-level indent level to a small filled square, 125% of text size.
d. Adjust the indent marker for the first indent level so there is 1/2" of space between the arrow bullet and the text.
e. Connect the four shapes on Slide 2 using arrow connectors. Format the arrow shapes weight and color.
f. Change the left margin of the text object on Slide 4 to 1", then click the Resize shape to fit text option button.
g. On Slide 3 change the line spacing to 6 pt Before and 12 pt After in the text object.
h. Create a new custom slide layout using at least two different placeholders, then save the new layout as Custom1.
i. View the presentation in Reading view, then add your name and slide number to the slides footer (except the
title slide).
j. Check spelling, save the presentation, then submit your presentation to your instructor.
k. Close the presentation and exit PowerPoint.
You are a computer game designer for FLASH Games, an Internet interactive game developer. One of your responsibilities is
to develop new interactive game concepts and present the information at a company meeting. Complete the presentation
provided, which promotes two new interactive Internet game concepts you’ve developed. Use the following game ideas
in your presentation or create two game ideas of your own.
• Spy Network is an interactive game where you play a CIA member fighting foreign spies during the 1980’s. You
have the option to play with and against others online.
• Galactic World Wars is an interactive science fiction game where you play an aircraft pilot defending Earth against
alien invaders.
PPT 5-Flash. If you develop your own material, open a new presentation, storyboard the ideas for the
presentation, then create at least five slides. What do you want your audience to know about the product idea?
b. Apply a theme, and then change the theme variant. Modify the theme as necessary, such as changing back-
ground objects, font theme, color theme, or effect theme.
c. Edit existing text, and add additional information you think is appropriate to create a professional presentation.
d. Format the master text and title placeholders on the slide master to fit the subject matter.
e. Change the bullet for the first and second indent levels in the master text placeholder
placeholder, then format the bullets.
f. Create a custom slide layout, name it Concept, then apply it to at least one slide in the presentation.
g. Add your name and the slide number to the slides footer
footer, then save the presentation.
h. View the presentation in Slide Show view, check spelling, save the presentation, then submit your presentation
to your instructor.
i. Close the presentation, and exit PowerPoint.

You work at the Lincoln College Student Activities Center. You have been working on a presentation that you eventually
will publish to the college website that describes all of the services offered at the Student Activities Center. Complete
work on the presentation by working with masters and animation effects.
a. Open the presentation PPT 5-6.pptx from the location where you store your Data Files, save it as
PPT 5-Lincoln, then apply a theme.
PowerPoint 2016
b. Apply animation effects to at least four objects in the presentation. Customize the animation settings
as necessary.
c. Create a custom slide layout, and apply it to a slide.
d. Format the bullet and text in the master text and title placeholders on the slide master to fit the subject matter.
e. Modify master text indents on the slide master
master, then create shapes and connector lines on at least one slide.
f. Adjust the alignment, line spacing, and margins of at least one text object.
g. Create and name a section between Slides 5 and 6.
h. Add your name to the slides footer
footer, check spelling, view the final slide show, then submit your presentation to
your instructor.
i. Close the presentation and exit PowerPoint.
Visual Workshop
Create a slide that looks like the example in FIGURE 5-24. Be sure to use connector lines. Use the features on the Drawing
Tools Format tab to customize the connector lines. (Hint: the shapes are formatted with the Preset 2 shape effect) Add your
name to the slide footer, then save the presentation as PPT 5-Training. Submit your presentation to your instructor,
then exit PowerPoint.
FIGURE 5-24
Enhancing Charts
CASE In this module, you continue to work on the Reason2Go (R2G) Kenya project
presentation. YYou will focus on the slides that include charts. You customize the
chart layout, format chart elements, and animate the chart. To present the work done by the finance
team, you embed an Excel chart, and then you link an Excel worksheet to the presentation so the
presentation will always have the most recent data.
Module Objectives
• Work with charts in PowerPoint • Animate a chart
• Change chart design and style • Embed an Excel chart
• Customize a chart • Link an Excel worksheet
• Format chart elements • Update a linked Excel worksheet
Files You Will Need

PPT 6-2.xlsx PPT 6-9.pptx
PPT 6-3.xlsx PPT 6-10.xlsx
PPT 6-4.pptx PPT 6-11.xlsx
PPT 6-5.xlsx PPT 6-12.pptx
PPT 6-6.xlsx PPT 6-13.xlsx
PPT 6-7.pptx PPT 6-14.xlsx
PowerPoint 2016
Module 6 Work with Charts in
Learning
Outcomes
• Explain
PowerPoint charts
PowerPoint
One of the best ways to enhance a presentation is to insert graphic elements such as a chart. When you
have numerical data that you want to compare, a chart helps the audience visualize and understand the
information. Because Excel is integrated with PowerPoint, you can easily create informative charts on any
slides in your presentation. CASE As you continue to develop the R2G Kenya presentation, you plan to
include charts on several slides. YYou review the features, benefits, and methods of charting in PowerPoint.
DETAILS
•
If you have Microsoft Office installed on your computer, PowerPoint integrates with Excel to create charts.
When you create a chart in PowerPoint using the Chart button on the Insert tab or the Insert Chart icon in
a content placeholder, a chart is placed on the slide and a separate worksheet window opens displaying the
chart’s data. See FIGURE 6-1. Using the worksheet window you can perform basic functions such as adding or
editing chart data. If you want to manipulate the data in the worksheet using advanced commands, filters,
or formulas, you can open the worksheet directly in Excel without exiting PowerPoint.
•
You have two options when inserting an Excel chart to your presentation: you can embed it or link it.
Embedded and linked charts are objects created in another program, such as Excel, and inserted in a slide.
An embedded chart becomes a part of the presentation like a picture. The embedded chart’s data is stored in
the worksheet that is included with the presentation file. You can embed a chart in PowerPoint using the
Object button on the Insert tab or by copying a chart from Excel and pasting it on a slide. A linked chart
displays a picture of the chart on the slide that is linked or a connected to the original file in Excel. The
chart is saved in a separate file, not with the presentation. If you want to make changes to a linked Excel
chart, you must open the saved Excel file that contains the chart. You can open embedded or linked charts
through PowerPoint or Excel.
•
Because themes and theme effects are alike for all Office programs, you can apply a specific theme or effect
to a chart in Excel, and PowerPoint will recognize the theme or effect. Using themes gives your chart a con-
sistent look with other objects in your presentation; in addition, there are a number of chart layouts that
you can apply to your chart. A chart layout specifies where chart elements, such as axes titles, data labels,
and the legend, are displayed within the chart area. To easily format a chart you can select one of the
three formatting buttons on the right side of the chart as shown in FIGURE 6-2: the Chart Elements button ,
the Chart Styles button , and the Chart Filters button . The Chart Elements button allows you to
show, hide, or format specific elements such as axis, labels, and gridlines. The Chart Styles button provides
chart styles and color themes you can apply to a chart. The Chart Filters button allows you to show or hide
specific data in a chart, such as a data series or category.
•
If the basic predefined chart styles do not provide you with the formatting options you want, you can
choose to modify individual elements. For example, you may want to alter the way data labels look or how
axes are displayed. You can specify the axes scales and adjust the interval between the values or categories.
You can fine-tune individual elements, such as the data series or legend of your chart. You can also add
trendlines and error bars to a chart to provide more information about the data. A trendline is a graphical
representation of an upward or downward trend in a data series, also used to predict future trends. Error
bars identify potential error amounts relative to each data marker in a data series.
PowerPoint 122 Enhancing Charts
FIGURE 6-1: Embedded chart and worksheet
Worksheet
window
Embedded
Excel chart
FIGURE 6-2: Formatted chart
Chart Elements
button
Data label Trendline Chart title

Chart Styles
Error bar button
Axis title
Chart Filters
button
Axis title
Legend
PowerPoint 2016
Paste Special is used to paste text or objects into PowerPoint using or selected information from another program to PowerPoint using
a specific format. For example, you may want to paste text as a the Paste Special command. This technique is useful when you
picture or as plain text without formatting. Copy the text, or want to link part of an Excel worksheet or a chart from a workbook
object, then in PowerPoint click the Home tab, click the Paste list that contains both a worksheet and a chart. To link just the chart,
arrow click Paste Special, then select the appropriate format
arrow, open the Excel worksheet, then copy the chart. Leaving the Excel
option. You can keep source formatting or apply the destination source file open, click the Paste list arrow, click Paste Special, click
theme. You can also choose whether to embed or link an object one of the Paste link options, then click OK.
Enhancing Charts PowerPoint 123
PowerPoint 2016
Module 6 Change Chart Design and Style
Learning Being able to use Excel to create and modify charts in PowerPoint offers you many advantages, including
Outcomes the ability to use Excel Chart tools to customize chart design, layout, and formatting. After you create
• Modify a chart
layout
a chart, you can immediately alter the way it looks by changing individual chart elements or by applying a
• Change the chart predefined chart layout or style. For example, you can select a chart layout that adds a chart title and
type moves the legend to the bottom of the chart. You Y can also easily change the color and effects of chart
elements by applying one of the styles found in the Chart Styles gallery.
galler CASE YYou change the chart
layout, style, and type of chart on Slide 3.
STEPS
QUICK TIP
To quickly move to
the beginning or the
end of the
presentation press Slide 3 appears in the Slide pane.
[Home] to jump to
the first slide or press
[End] to jump to the The chart is selected and ready to edit.
last slide.
This particular layout option adds value and category axis titles to the chart, moves the legend to the right
side of the chart, removes the chart title, and removes the data labels as shown in FIGURE 6-3.
Year
The new axis titles help identify the meaning of the values in the chart.
The Change Chart Type dialog box opens. The current chart is a Custom Combination chart, which is a
combination of two types of data markers, in this case column and line.
OK
All of the data series markers are now columns.
The Style 8 option inserts a black background behind the data markers in the chart.
QUICK TIP
You can also click the
Change Colors
button in the Chart The column colors change to reflect the new color scheme. Compare your screen to FIGURE 6-4.
Styles group to
change the chart
colors.
FIGURE 6-3: New layout applied to the chart
New value
axis label
Moved legend
New category
axis label
FIGURE 6-4: Chart with new chart type and colors applied
Chart Styles
Chart with button
new colors
New clustered
column chart type
PowerPoint 2016
If the AutoFit Options button appears while you are enter- between the two slides. The second option is to continue the text
ing text in a body text object on a slide with either the Title and on a new slide. Here again, PowerPoint creates a second slide
Content or the Content with Caption layout, you can click the with the same title, but instead of splitting the text between the
button and choose from one of three options for dividing up slides, you are given a blank body text object on the new slide to
the text in the object. The rst option is to split text between insert more text. The nal option on the AutoFit Options button
two slides. If you choose this option, PowerPoint creates a second for splitting text in a body text object is to change the body text
slide with the same title and then automatically divides the text object from one column to two columns.
PowerPoint 2016
Module 6 Customize a Chart
Learning One of the many advantages of creating charts in PowerPoint is the ability you have to customize chart
Outcomes elements, such as labels, axes, gridlines, and the chart background. For example, you can change the plot
• Add gridlines to
a chart
area color so the data markers are distinctly set off, or you can add gridlines to a chart. Gridlines help make
• Add data labels to the data easier to read in the chart and extend from the horizontal axis or the vertical axis across the plot
data markers area. There are two types of gridlines: major gridlines and minor gridlines. Major gridlines identify major
• Apply tick marks
units on the axis and are usually identified by a tick mark. Tick marks are small lines of measurement that
intersect an axis and identify the categories, values, or series in a chart. Minor gridlines identify minor
units on the axis and can also be identified by a tick mark. CASE YYou decide to improve the appearance
of the chart by customizing some elements of the chart.
STEPS
The Gridlines gallery opens. Notice that Primary Major Horizontal is already selected indicating the chart
already has major gridlines on the horizontal axis.
Minor horizontal gridlines appear on the chart as shown in FIGURE 6-5. Notice that the major gridlines are
wider and darker in color than the minor gridlines.
None
You like seeing the data displayed in the chart because it helps define the data markers. However, using the
data table takes up too much room on the slide and makes the chart difficult to read.
Data labels, the actual value for each data series marker, appear just above each data marker. You like the
data labels, but you want to move them to the inside of the data markers.
QUICK TIP
To lter data in a The data labels are placed to the inside center of each of the data series markers.
chart, click the Chart
Filters button next to 50
the chart.
The Format Axis pane opens with options for changing the axes, tick marks, labels, and numbers.
Line icon Line
The tick marks on the chart’s vertical axis change to white and are easier to see. The value axis title would
also look better with a border around it.
A yellow border appears around the value axis title. The category axis title would also look better with a
border around it.
Year
Pressing [F4] repeats the last formatting action. Compare your screen to FIGURE 6-6.
FIGURE 6-5: Minor gridlines applied to the chart
Major gridline
Minor gridline
FIGURE 6-6: Chart with additional formatted elements
Data marker
Tick mark Formatted axis
label
Border around
axis titles
PowerPoint 2016
Sometimes when you are developing a presentation, you need the Smart Lookup button in the Insights group on the Review
help formulating your ideas or researching a particular sub- tab. The Insights task pane has an Explore section, which
ject. Using the Insights task pane, you can nd information on displays articles and images, and a De ne section, which pro-
a selected word or phrase, such as de nitions, Wiki articles, vides a de nition of the word or phrase. The information that
images, and other related information. To open the Insights appears in the Insights task pane is generated by the Microsoft
task pane, select a word or small phrase on a slide, then click Bing search engine.
PowerPoint 2016
Module 6 Format Chart Elements
Learning Quick Styles in PowerPoint provide you with a number of choices to modify all the elements in a chart
Outcomes at one time. Even with all the Quick Style choices, you still may want to format individual elements to
• Add gradient fill to
data markers
make the chart easy to read and understand. CASE Overall, you like what you have done to the
• Modify data population comparison chart so far, but you decide to format some individual elements of the chart to better
markers overlap fit the R2G presentation design. You also consider using the copy and paste commands for inserting other
• Format chart title
and axis labels charts on a slide.
STEPS
QUICK TIP
You can also click the
Chart Elements list
arrow in the Current All of the Kenya data series markers are selected and now have a green fill color.
Selection group
on the Chart Tools
Format tab to select
any of the chart
elements.
A gradient effect is added to the Kenya data series markers.
10%
The space between the data markers for each data series in the chart is deleted. A positive number overlaps
the data markers, while a negative number adds space between each data marker. You can enter a value
from –100% to 100% in the Series Overlap text box.
100
Space is added between each of the three data series. A larger number adds more space between each data
series in the chart. You can enter a value from 0% to 500% in the Gap Width text box. Compare your screen
to FIGURE 6-7.
1990
Clicking any of the numbers on the category axis selects the entire axis.
The category axis is now more distinct with a thicker dashed line.
QUICK TIP
To quickly add a
legend to a chart,
select the chart, click The Theme Styles gallery opens.
the Chart Elements
button , then
click the Legend
checkbox. A solid red 3 pt border line appears around a white filled legend.
FIGURE 6-7: Modified data markers
Data series with

Data markers
new gradient color
overlap each other
in the data series
Added space
between data series
FIGURE 6-8: Completed chart
Formatted axes
Formatted
legend border
PowerPoint 2016
You can customize your installation of PowerPoint by chang- For example, the General area includes options for viewing the
ing various settings and preferences. To change PowerPoint Mini toolbar, enabling Live Preview, and personalizing your
settings, click the File tab on the Ribbon, then click Options to copy of Of ce. You can also set Language options for editing
open the PowerPoint Options dialog box. Nine sections identi- and proo ng as well as which language appears on buttons
ed in the left pane offer you ways to customize PowerPoint. and ScreenTips.
PowerPoint 2016
Module 6 Animate a Chart
Learning You can animate a chart as one object, or you can animate the data series markers separately by series
Outcomes or category. Animating data markers by series (same colored data markers) displays the data marker of
• Animate chart
data markers
each data series individually or as a group. Animating data markers by category displays the data
• Set animation marker of each specific category in the chart individually or as a group. CASE YYou decide to ani-
effects mate the data series markers of the chart.
STEPS
QUICK TIP
Exit animation
effects cause an
object to leave the The Wipe entrance animation is applied to the entire chart, and PowerPoint plays the animation.
slide. Exit animation
effects are in the
Exit section of the
Animation gallery. The Animation Pane opens and displays specific information, such as the type of animation (Entrance, Exit,
Emphasis, or Motion Path), the sequence and timeline of the animation, and the name of the animated object.
Clicking an animation’s list arrow provides access to other custom options. Compare your screen to FIGURE 6-9.
1.50
The Float In entrance animation replaces the Wipe entrance animation. A longer duration, or animation
timing, slows down the animation.
QUICK TIP
If you don’t want to
animate the chart
background, click the Each country data series marker floats up from the bottom of the slide beginning with the 1990 Uganda data
animation list arrow series. There are now 13 animation tags, one for the chart background and one for each data series marker.
in the Animation
Pane, click Effect
Options, click the animation tag
Chart Animation
tab, then remove 1.50
the check in the The Fade animation is now applied to the chart background. Notice the timeline icon for the chart
check box. background animation in the Animation Pane is wider to account for the longer duration.
The chart background fades into view, then data series markers float up from the bottom one after another.
Notice the advancing timeline (vertical line) as it moves over each animation in the Animation Pane.
QUICK TIP
Though there are 00.50
many animation
options available A half-second delay is applied between each animation. Watch closely at how the changed settings affect
with charts and the progression of the animated data series markers.
other objects, limit
how many objects
you animate on
one slide.
Now when Slide 3 appears in Slide Show view, you can click the slide title to play the chart animations. The
animation tags combine into one lightning bolt tag indicating the animation has a trigger.
FIGURE 6-9: Chart with added animation effect
Entrance
Animation tag animation icon
Content
Placeholder list arrow
FIGURE 6-10: Finished chart
Indicates there are

multiple animations
applied to the chart
Animation tag
indicating a trigger is
applied to the animation
PowerPoint 2016
As you have seen, using digital pictures in a presentation can the Format Background button in the Customize group. Click
really enhance the look of the presentation and make it more the Picture or texture ll option button, click the File button to
appealing. Most often pictures are inserted as objects on slides, locate a picture stored on your computer or click the Online
but you can also use a picture as the slide background for one button to search for a picture on the Internet, then click Insert.
or more slides. To insert a picture as the slide background on T insert a picture as the slide background for multiple slides,
To
an individual slide, click the slide in the Thumbnails pane in open Slide Master view, then use the same procedure to insert
Normal view, click the Design tab on the Ribbon, then click a picture on the slide master.
PowerPoint 2016
Module 6 Embed an Excel Chart
Learning When a chart is the best way to present information on a slide, you can either create one within PowerPoint
Outcomes or you can embed an existing Excel chart directly to the slide. When you use another program to create an
• Insert an
Excel chart
object, the program, Excel in this case, is known as the source program. The object you create with the
• Modify an source program is saved to a file called the source file. When you embed a chart into a presentation,
Excel chart the presentation file in which the chart is embedded becomes the destination file. CASE YYou want
to include last year’s sales numbers in your presentation, so you embed an Excel chart in a new slide.
STEPS
QUICK TIP 1
You can also press
[Ctrl][D] to dupli-
cate a slide in the A new slide with the Title Only layout is added to the presentation as slide 14.
Slides tab.
The Insert Object dialog box opens. Using this dialog box, you can create a new chart or locate an existing
one to insert on a slide.
QUICK TIP
Another way to OK OK
embed a chart is
to open the chart
in Excel, copy it, The chart from the Excel data file containing sales figures is embedded in the slide. You can open the chart
then paste it into
and use the commands in Excel to make any changes to it.
your slide.
The chart is now easier to read and is centered on the slide.
The chart appears inside an Excel worksheet on the slide of the open PowerPoint presentation. Both
PowerPoint and Excel are open together, and Excel commands and tabs appear on the Ribbon under the
PowerPoint title bar as shown in FIGURE 6-11.
The changed value is reflected for the Quarter 2 India data series in the chart.
QUICK TIP
If the chart you
want to embed is in
another presentation, The chart style changes with new data marker effects and chart background color.
open both presenta-
tions then copy and
paste the chart from OK
one presentation to Both the value and category axes labels are bold and now easier to read.
the other.
OK
The legend moves to the top of the chart.
FIGURE 6-11: Embedded Excel chart
Excel Ribbon
Embedded chart
FIGURE 6-12: Formatted Excel chart
Legend moved to top

Data markers
with new style
Bold axis labels

Changed data marker
PowerPoint 2016
You can embed all or part of an Excel worksheet in a PowerPoint Browse, locate and double-click the worksheet lename, then click
slide. To embed an entire worksheet, go to the slide where you OK. The worksheet is embedded in the slide. Double-click it to edit
want to place the worksheet. Click the Insert tab on the Ribbon, it using Excel commands as needed to work with the worksheet.
then click the Object button in the Text group. The Insert Object T insert only a portion of a worksheet, open the Excel workbook
To
dialog box opens. Click the Create from le option button, click and copy the cells you want to include in your presentation.
PowerPoint 2016
Module 6 Link an Excel Worksheet
Learning Another way to insert objects to your presentation is to establish a link, or connection, between the
Outcomes source file and the destination file. Unlike embedded objects, a linked object is stored in its source file, not
• Link an Excel
worksheet
on the slide or in the presentation file. So when you link an object to a PowerPoint slide, a representation
• Format a linked (picture) of the object, not the object itself, appears on the slide. Any changes made to the source file of a
worksheet linked object are automatically reflected in the linked representation in your PowerPoint presentation. You Y
can change the contents in a source file of a linked object directly in the source program or from the
PowerPoint presentation. Some of the objects that you can link to PowerPoint include bitmap images,
Excel worksheets, and PowerPoint slides from other presentations. Use linking when you want to be sure
your presentation contains the latest information and when you want to include an object, such as an account-
ing spreadsheet, that may change over time. See TABLE 6-1 for suggestions on when to embed an object
and when to link an object. CASE You link and format an Excel worksheet to the presentation. The work-
sheet was created by the R2G Finance Department earlier in the year.
STEPS
QUICK TIP
If you plan to do
the steps in this
lesson again, make A new slide, Slide 15, is created.
a copy of the Excel
le PPT 6-3.xlsx to
keep the original The Insert Object dialog box opens.
data intact.
OK
OK
The Excel worksheet appears on the slide. The worksheet would be easier to read if it were larger.
FIGURE 6-13
If the worksheet had a background fill color, it would help to emphasize the data and direct the audience’s
attention.
The Format Object pane opens.
A background color is applied to the worksheet.

QUICK TIP
To create custom Line
theme colors,
click the View tab, The background color changes to a 60% transparent red.
click the Slide Master
button, click the
Colors button in the
Background group, The worksheet appears with a new border color and width.
then click Customize
Colors.
FIGURE 6-13: Linked Excel worksheet
Linked Excel
worksheet
FIGURE 6-14: Formatted linked worksheet
Formatted
worksheet
PowerPoint 2016
TABLE 6-1: Embedding vs. linking
situation action
Embed
Embed
Embed
Link
Link
Link
PowerPoint 2016
Module 6 Update a Linked Excel
Learning
Outcomes
• Edit and update a
linked worksheet
Worksheet
To edit or change the information in a linked object, you must open the object’s source file in its source
program. For example, you must open Word to edit a linked table in a document, or you must open Excel
to edit a linked worksheet. You
Y can open the source program by double-clicking the linked object in the
PowerPoint slide, as you did with embedded objects, or by starting the source program directly using any
method you prefer. When you work on a linked object in its source program, your PowerPoint presenta-
tion can be either open or closed. If data in the linked file has changed while the presentation is closed,
you will be asked to update the slides when you open the presentation. CASE You have just received
an email that some of the data in the Excel worksheet is incorrect, so you update the data in the linked
worksheet.
STEPS
QUICK TIP
You can also double-
click the linked
worksheet to open it The worksheet PPT 6-3.xlsx opens in the Excel window.
in Excel.
The Fiscal Yr. 2016 Quarter 1 value for South America and the Fiscal Yr. 2015 Quarter 3 value for Africa
change. All totals that include these values in the Total cells are updated accordingly. Compare your screen
to FIGURE 6-15.
QUICK TIP
To edit or open
a linked object in
your presentation, All of the selected cells now have the accounting format and display the dollar symbol.
the object’s source
program and source
le must be available The same accounting number format is applied to these cells.
on your computer
or network.
The bold font attribute is added to cells F7 and F15.

QUICK TIP
If your presentation
is closed when you
update a linked A black border is added to cells F7 and F15 to highlight the overall totals.
object, a security
dialog box opens the
next time you open
your presentation. The Excel window closes. The Excel worksheet in the PPT 6-R2G.pptx presentation file is now updated with
Click Update Links
in the dialog box to the new data and shows the formatting changes you made. PowerPoint automatically makes all of the
update the linked changes to the linked object. Compare your screen to FIGURE 6-16.
object.
If your instructor requires you to print your presentation, then use the print layout setting 6 Slides
Horizontal.
FIGURE 6-15: Modified Excel worksheet
Changed data
FIGURE 6-16: Updated Excel worksheet
Formatted
worksheet with
updated links
PowerPoint 2016
Once you link an object to your presentation, you have the ability to dialog box is the only place where you can change a linked object’s
edit its link. Using the Links dialog box, you can update a link, open sour le, break a link, and change the link updating method. To
source
or change a linked object’s source le, break a link, and determine open the Links dialog box, click the File tab on the Ribbon, then
if a linked object is updated manually or automatically. The Links click Edit Links to Files button under Related Documents in the pane.
Practice
Concepts Review
Label each of the elements of the PowerPoint window shown in FIGURE 6-17.
FIGURE 6-17
1
8
3
6
5
4
Match each of the terms with the statement that describes its function.
9. Source file a. The file that an embedded object is inserted into
10. Error bar b. Used to predict future tendencies
11. T
Trendline c. Identifies possible mistakes relative to each data series marker
12. Tick marks d. Small lines that intersect an axis and identify a category or value
13. Destination file e. An object saved in a separate file that can be embedded into a presentation
14. Y
You have two options when inserting an Excel chart into a presentation: you can embed it or
it.
a. autofit c. adapt
b. link d. integrate
15. identify potential mistake amounts relative to each data marker in a data
series.
a. Trendlines
T c. Major gridlines
b. Tick marks d. Error bars
16. A(n) program is used to create an object that can be embedded into a
presentation.
a. destination c. linked
b. source d. object
17. identify minor and major units on the value axis of a chart.
a. Gridlines c. Guides
b. Bars d. Labels
18. A is applied to an animation tag when it displays a lightning bolt.
a. delay c. trigger
b. duration d. timing
19. What does a positive number in the Overlap text box do?
a. Adds space between data markers c. Overlaps data markers
b. Adjusts the space between gridlines d. Removes space between data markers
20. To
T edit a linked object, you must open the object’s file.
a. source c. embedded
b. network d. destination
Skills Review
1. Change chart design and style.
a. Start PowerPoint, open the presentation PPT 6-4.pptx, then save it as PPT 6-Solomon to the location where
you store your Data Files.
b. Go to Slide 2, then select the chart.
c. Open the Chart T Tools Design tab, click the Quick Layout button, then apply Layout 9.
d. Change the VVertical (Value) Axis title to Millions, then change the Horizontal (Category) Axis title to
Divisions.
e. Apply Style 14 from the Chart Styles group, then change the chart type to Clustered Bar.
f. Type
T Fiscal Year as the chart title, then save your changes.
PowerPoint 2016
2. Customize a chart.
a. Click the Add Chart Elements button, then add primary minor vertical gridlines, primary major horizontal
gridlines, and outside end data labels.
b. In the Chart Element gallery, point to Error Bars, click Standard Error then close the Chart Elements gallery.
c. Right-click the value axis label, click the Outline button on the Mini toolbar
toolbar, then click Black, Text 1.
d. Select the category axis label, then press [F4].
e. Right-click 10 on the value axis, click Format Axis, click Tick Marks in the Format Axis pane, click the Major
type list arrow, then click Cross.
f. Click the Minor type list arrow
arrow, click Outside, then close the Format Axis pane.
g. Click a blank area of the chart, then save your changes.
3. Format chart elements.
a. Open the Chart T Tools Format tab, click the Chart Area list arrow in the Current Selection group, then click Series
“1st Qtr.”
b. Click the Format Selection button in the Current Selection group, change the Gap Width to 150%, then change the
Series Overlap to –20%.
c. Click the Fill & Line icon at the top of the pane, then change the fill to a gradient fill, click the Preset gradients list
arrow, then click Bottom Spotlight - Accent 1.
arrow
d. Click the Effects icon at the top of the pane, then click Glow.
e. Click the Presets list arrow
arrow, click Blue-Gray, 11 pt glow, Accent color 1, then close the pane.
f. Right-click the legend, click Format Legend, then click the Right option button.
g. Click the Fill & Line icon, click Fill, click the Solid fill option button, set the T
Transparency to 75%, then close the pane.
4. Animate a chart.
a. Select the Animations tab, then apply the Wipe Entrance animation to the chart.
b. Click the Effect Options button, click From Left, click the Effect Options button again, then change the animation
to By Element in Series.
c. Click the Animation Pane button, click the Object 4 list arrow in the Animation Pane, click Effect Options, then
click the Chart Animation tab in the Wipe dialog box.
d. Click the Start animation by drawing the chart background check box to deselect it, then click OK.
e. Change the duration to 1.50 and the delay to .75 for all the animations, then click the Play Selected button in the
Animation Pane.
f. Close the Animation Pane, then save your changes.
5. Embed an Excel chart.
a. Go to Slide 3, click the Insert tab, then click the Object button in the TText group.
b. Click the Create from file option button, click Browse, then locate and embed the file PPT 6-5.xlsx from the location
c. Drag the lower-right sizing handle to increase the size of the chart, then move to the blank area of the slide.
d. Double-click the chart, click the Sheet1 tab in the worksheet that opens, change the value in cell D6 to 35,590.20,
change the value in cell D7 to 67,429.00, then click the Sheet2 tab.
e. Right-click the value axis, click the Outline button on the Mini toolbar
toolbar, click Automatic, click the category axis,
then press [F4].
f. Right-click the legend, click the Outline button on the Mini toolbar
toolbar, then click Blue, Accent 1.
g. Right-click the legend again, then change the legend outline to a 2 1/4 pt square dot dash.
h. Click a blank area of the slide, then save your changes.
6. Link an Excel worksheet.
a. Insert a new slide after slide 3 with the Title Only layout.
b. Type
T Credit Balance, click the Insert tab, then click the Object button in the Text group.
c. Click the Create from file option button, click Browse, locate the file PPT 6-6.xlsx from the location where you store
your Data Files, then link it to the slide. ((Hint: make a copy of the Excel file PPT 6-6.xlsx to keep the original data
intact.)
d. Resize the worksheet object by dragging its sizing handles, then center it in the blank area of the slide.
e. Right-click the worksheet, click Format Object, click the Solid fill option button, click the Color list arrow
arrow, then click
Green, Accent 6.
f. Change the fill transparency to 20%, close the pane, then save your changes.
7. Update a linked Excel worksheet.
a. Double-click the worksheet.
b. Select cells B4 to E7, click the Number Format list arrow in the Number group, then click Currency.
c. Click cell F8, then click the Bold button in the Font group.
d. Click cell D5, type 31,596.54, click cell B6, then type 74,992.21.
e. Close the Excel window
window, then click Save to save your changes. The changes appear in the linked worksheet.
FIGURE 6-18 shows the completed presentation.
f. Add your name to the slide footer
footer, save your work, submit your presentation to your instructor, close the
presentation, and exit PowerPoint.
FIGURE 6-18
You work for Vortec Systems, a business consulting company that helps businesses organize or restructure themselves to be
more efficient and profitable. You are one of four consultants who work directly with clients. To prepare for an upcoming
meeting with executives at a local Internet communications company, you create a brief presentation outlining typical
investigative and reporting techniques, past results versus the competition’s, and the company’s business philosophy
philosophy. Use
PowerPoint to customize a chart on Slide 3 of the presentation.
a. Start PowerPoint, open the presentation PPT 6-7.pptx from the location where you store your Data Files, then
save it as PPT 6-Vortec.
b. Select the chart on Slide 3, then apply Layout 3 from the Quick Layout gallery.
PowerPoint 2016
c. Type
T I.S. Rating Scale in the chart title text box.
d. Change the chart type to Clustered BarBar, then add primary minor vertical gridlines to the chart.
e. Right-click the value axis, click Format Axis, click Tick Marks, add outside major tick marks, then close the pane.
f. Click the Chart Elements button, add Inside End data labels, then add percentage error bars.
g. Add your name as a footer to the slides, check the spelling of the presentation, then view the presentation in
Reading View.
h. Save the presentation, submit your presentation to your instructor
One of your responsibilities working in the Indiana State schools system is to provide program performance data for
educational programs designed for ESL and special needs IP children in the state. Y
You need to develop and give a presenta-
tion describing the program’s results at an upcoming national education forum. You have been working on the presentation,
and now you need to use PowerPoint to put the finishing touches on a chart.
a. Start PowerPoint, open the presentation PPT 6-8.pptx from the location where you store your Data Files, then save it
as PPT 6-Indiana.
b. Select the chart on Slide 6, then change the chart type to Clustered Column.
c. Add primary major vertical gridlines, move the legend to the top of the chart then change the data series overlap to
–25% and the gap width to 200%.
d. Open the Chart T Tools Format tab, click the Reading data series, then change the shape fill to a dark Linear Down
gradient.
e. Change the Math data series shape fill to the Recycled paper texture, then change the W Writing data series shape out-
line to a blue 3 pt weight.
f. Apply the Split Entrance animation to the chart, then change the Effect options to By Category.
g. Check the spelling in the presentation, add your name as a footer to the slides, then save the presentation.
h. View the presentation in Slide Show view, submit your presentation to your instructor, close the presentation, then
exit PowerPoint.
Jendos Industries is a large company that develops and produces medical equipment and technical machines for operating
and emergency rooms throughout the United States. You are one of the client representatives in the company, and one of
your assignments is to prepare a presentation for the division management meetings on the profitability and efficiency
of each division in the company. Use PowerPoint to develop the presentation.
a. Open the file PPT 6-9.pptx from the location where you store your Data Files, then save it as PPT 6-Jendos.
b. Apply the Crop theme, then apply a variant to the presentation.
c. Add a new slide with the Title and Content layout after the title slide titled Company Divisions, then create a
SmartArt graphic that identifies the company’s five divisions: Administration, Accounting, Sales and
Marketing, Research and Development, and Manufacturing.
d. Format the new SmartArt graphic using SmartArt Styles and colors.
e. Go to the Division Performance slide, then embed the chart in the Excel file PPT 6-10.xlsx from the location where
f. Drag the corner sizing handles of the chart so it fills the blank area of the slide, double-click the chart, click the
chart in Excel, then click the Chart T Tools Design tab.
g. Apply the Style 5 chart style to the chart, right-click Last Yr. in the chart, click Format Axis, scroll down, click Labels,
click the Label Position list arrow, click Low, click OK, then click a blank area of the slide.
h. Go to the Division Budgets slide, then link the worksheet in the Excel file PPT 6-11.xlsx from the location where
i. Open the linked worksheet in Excel, select cells B4 through F10, click the Accounting Number Format button in the
Number group, save the changes to the worksheet, then close Excel.
j. Right-click the linked worksheet, click Format Object, click the Solid fill option button, change the fill color to an
accent color at 30% transparency.
k. Close the pane, resize the worksheet to fill the slide, add your name as a footer to the slides and handouts, check the
spelling, then view your presentation in Slide Show view.
l. Submit your presentation to your instructor
You are on staff at your college newspaper. One of your jobs is to review online computer games and post a presentation
on the paper’s website. The presentation identifies the top online computer games based on student testing and other
reviews. Use PowerPoint to create a presentation that includes research and your own information. Use the basic infor-
mation in the presentation provided as a basis to develop your presentation. NOTE: To complete the Independent Challenge,
your computer must be connected to the Internet. (Before you complete this step make a copy of the Data File PPT 6-13.xlsx.)
As you create this presentation, research online game descriptions and reviews to help you develop information for
your presentation. Assume the top three gaming categories are Sci Fi, Superhero, and Mythology.
a. Connect to the Internet, then use a search engine to locate websites that have information on online PC
computer games. Review at least two websites that contain information about computer games. Print the
home pages of the websites you use to gather data for your presentation.
b. Open the presentation PPT 6-12.pptx from the location where you store your Data Files, then save it as
PPT 6-Review.
c. Add the slide number and your name as the footer on all slides, apply the V Vapor Trail design theme then apply a
variant to the presentation.
d. Go to the Game Reviews slide, locate and link the Excel chart PPT 6-13.xlsx from the location where you store
your Data Files.
e. Resize the chart to fit on the slide, then open the linked chart in Excel.
f. Click the Sheet 1 tab at the bottom of the Excel window
window, provide a name for each game, click the Sheet 2 tab,
then save your changes.
g. Right-click the chart legend, click Delete on the shortcut menu, click the Chart Styles button, click Color
Color, then
click Color 3, save your changes, then exit Excel.
h. Click the File tab, click Edit Links to Files under Related Documents to open the Links dialog box, then click the
Automatic Update check box to deselect it.
i. Click the Open Source button, click Sheet1 at the bottom of the Excel window, click cell B3, type 10.2, click
Sheet2 tab, save your work, then exit Excel.
j. Click the Back button to return to your presentation, right-click the Excel chart, then click Update Link.
k. Check the spelling in the presentation, save the presentation, then view the presentation in Slide Show view. An
example of a finished presentation is shown in FIGURE 6-19.
FIGURE 6-19
PowerPoint 2016
Visual Workshop
Create a slide that looks like the example in FIGURE 6-20. Start a new presentation, then embed the Excel worksheet
PPT 6-14.xlsx from the location where you store your Data Files. (Hint: The worksheet is formatted with a gradient fill.)
Save the presentation as PPT 6-Capital. Add your name and the slide number as a footer to the slide, then submit
your presentation to your instructor.
FIGURE 6-20
Module 7
Inserting Graphics,
Media, and Objects
CASE
Module Objectives
• •
• •
• •
• •
Files You Will Need
PowerPoint 2016
Module 7 Create a Custom Table
Learning In PowerPoint, you have the ability to create dynamic tables. Tables
T you create in PowerPoint automati-
Outcomes cally display the style as determined by the theme assigned to the slide, including color combinations and
• Customize table
line style
shading, line styles and colors, and other effects. It is easy to customize the layout of a table or change
• Insert table rows how data is organized. YouY can delete and insert rows or columns, merge two or more cells together,
together or
• Split table cells split one cell into more cells. CASE You open a short presentation on Egyptian side tours that you have
been working on and finish customizing a table.
STEPS
store your Data Files, save the presentation as PPT 7-R2G, click the Slide 3 thumbnail in
the Slides tab, then click the table
Slide 3 appears in the Slide pane with the table selected.
2. Click the Table Tools Design tab on the Ribbon, click the Pen Style button in the Draw
Borders group, click the dot style (3rd style), click the Pen Weight button in the Draw
Borders group, click 3 pt, click the Pen Color button in the Draw Borders group, then
click Green in the Standard Colors section
The pointer changes to , which indicates that you are in drawing mode.
3. Click the white vertical column line that divides the Attraction and Hotel/Transportation
columns in the first row in the table, then click the vertical column line for each row in
that column
QUICK TIP 4. Click the Draw Table button in the Draw Borders group, click the Table Tools Layout tab
To change the text on the Ribbon, click the Valley of Kings cell in the table, click the Insert Above button in
direction in a text
box or a table, select the Rows & Columns group, then enter the information below in the new row
the text, click the
T Direction button
Text Colossi of Memnon Camel 2 Meals/day
in the Alignment
group, then click the Clicking the Draw Table button turned the drawing mode off. A new row is added to the table.
appropriate option.
5. Click the Valley of Kings cell, then click the Split Cells button in the Merge group
The Split Cells dialog box opens. The default table is 2 columns and 1 row.
QUICK TIP 6. Click the Number of columns down arrow once, click the Number of rows up arrow
Select two or more once, then click OK
cells, then click
Merge Cells in the You split the cell to create a new row in that cell.
Merge group to
merge multiple cells
7. Drag to select all the text below V
Valley of Kings in that cell, right-click the selected text,
into one. click Cut on the shortcut menu, right-click the new row
row, click the Keep Source
Formatting Paste Options button on the shortcut menu, then press [Backspace]
The text for the optional tour is in a separate row. See TABLE 7-1 for Paste button options.
8. Click the Distribute Rows button in the Cell Size group
All the rows distributed proportionally as shown in FIGURE 7-2.
9. Click outside the table, then save your presentation
PowerPoint 146
FIGURE 7-1: Table with new column line style
Pen Style button Pen Weight button
New dot column

line style
FIGURE 7-2: Modified table
New cell with

moved data
TABLE 7-1: Understanding common Paste button options

PowerPoint 2016
button button name result

Use Destination Theme Use the current theme of the presentation
Keep Source Formatting Use the formatting characteristics from the object’s source file
Picture Insert the object as a picture
Keep Text Only Insert the object as text only with no formatting
Embed Insert the object as an embedded object
PowerPoint 147
PowerPoint 2016
Module 7 Design a SmartArt Graphic
Learning Using SmartArt graphics in a presentation dramatically improves your ability to create vibrant content on
Outcomes slides. SmartArt allows you to easily combine your content with an illustrative diagram, improving the
• Add a SmartArt
bullet overall quality of your presentation. Better presentations lead to improved understanding and retention by
• Modify SmartArt your audience. In a matter of minutes, and with little training, you can create a SmartArt graphic using
graphics
slide content that would otherwise have been placed in a simple bulleted list. CASE YYou continue
working on the Egypt Side Tours presentation by changing the graphic layout, adding a shape and text to the
SmartArt graphic, and then changing its color and style.
STEPS
QUICK TIP 1. Click the Slide 2 thumbnail in the Slides tab, click the Tours shape in the SmartArt
To create individual graphic, then click the SmartArt Tools Design tab on the Ribbon
shapes, select the
SmartArt graphic, The Tours shape is selected and displays sizing handles and a rotate handle. Each shape in the SmartArt
click the SmartArt graphic is separate and distinct from the other shapes and can be individually edited, formatted, or moved
T
Tools Design tab, within the boundaries of the SmartArt graphic.
click the Convert
button in the Reset 2. If necessary, click the Text Pane control button to open the Text pane, click the Add
group, click Convert
to Shapes, then Bullet button in the Create Graphic group, type Mount Sinai in the Text pane, then click
ungroup the shapes. the Move Up button in the Create Graphic group
A new bullet appears in the Text pane and in the graphic. Compare your screen with FIGURE 7-3.
3. Click the More button in the Layouts group, click Horizontal Picture List (4th row),
then click the Package Details shape
Live Preview shows you how each layout changes the SmartArt graphic. The SmartArt graphic layout is now
a Horizontal Picture List.
QUICK TIP 4. Click the Add Shape list arrow in the Create Graphic group, click Add Shape After
After, then
While the Text pane click the Move Down button once in the Create Graphic group
is open, use the
Promote and Demote A new shape in the same style appears with a new bullet in the Text pane and then is moved to the end of
buttons to increase or the Text pane.
decrease the level of
the bullet or shape in 5. Type Upgrades, press [Enter], press [Tab], type Valley of the Queens, press [Enter], type
the graphic. Cairo, press [Enter], then type Personal guide
6. Click in the SmartArt Styles group, then click Moderate Effect in the Best Match for
Document section
The style of the SmartArt graphic changes.
7. Click the Change Colors button in the SmartArt Styles group, then click Colorful Range -
Accent Colors 4 to 5 in the Colorful section
Each shape now has a different color that follows the Theme colors of the presentation.
8. Click the Text Pane button in the Create Graphic group to close the Text pane, then click
the Right to Left button in the Create Graphic group
The graphic flips and appears as a mirror image. You prefer the original arrangement of the graphic.
9. Click the Right to Left button, click a blank area of the slide, then save your changes
PowerPoint 148
FIGURE 7-3: SmartArt graphic with added text
Text pane
New bullet with

added text
FIGURE 7-4: SmartArt graphic with new design
New SmartArt shape
New SmartArt
text
New shape colors
PowerPoint 2016
Creating mathematical equations

You can insert or create mathematical equations using the to open the Equation Tools Design tab. On this tab you can use
Equation button in the Symbols group on the Insert tab. Click the the Ink Equation button to insert an equation using your own
Equation button list arrow to access nine common equations, handwriting or you can create an equation using eight different
which include the area of a circle, the Pythagorean Theorem types of mathematical symbols including basic math, geometry,
(my personal favorite), and the Quadratic Formula (my editor’s operators, and scripts. You also have the ability to create
favorite). To create your own equations click the Equation button mathematical structures such as integrals and functions.
PowerPoint 149
PowerPoint 2016
Module 7 Enhance a SmartArt Graphic
Learning You can use styles and themes to quickly format a SmartArt graphic, you still may need to refine individual
Outcomes aspects of the graphic. You Y can use the commands on the SmartArt Tools T Format tab to change shape
• Design SmartArt
shapes styles, fills, outlines, and effects. You
Y can also convert text within the SmartArt graphic to WordArt
W and
• Insert and format format the text using any of the WordArtW formatting commands. Individual shapes in the SmartArt
pictures in
graphic can be made larger or smaller,
smaller or altered into a different shape altogether.
altogether CASE YYou continue
SmartArt graphics
working on the SmartArt graphic on Slide 2 by adjusting four shapes, adding pictures to the shapes, and resiz-
ing the graphic.
STEPS
TROUBLE 1. Click the SmartArt graphic, click the SmartArt Tools Format tab on the Ribbon, then click
If you click the Picture the picture placeholder shape (not the picture icon) above the Tours shape
icon in the shape and
the Insert Pictures The shape behind the left-most picture icon is selected.
dialog box opens,
close the Insert
2. Click the Change Shape button in the Shapes group, then click Snip Diagonal Corner
Pictures dialog box. Rectangle in the Rectangles section
The form of the shape changes.
3. Click the picture placeholder shape above the Package Details shape, press and hold
[Ctrl], click the remaining two picture placeholder shapes, release [Ctrl], press [F4], then
click in a blank area of the SmartArt graphic
All four picture placeholder shapes now have the diagonal corner snip rectangle shape as shown in
FIGURE 7-5.
4. Click the picture icon in the picture placeholder shape above the Tours shape
The Insert Picture dialog box opens.
QUICK TIP 5. Click the From a file Browse button, navigate to the location where you store your Data
You can convert pic- Files, click PPT 7-2.jpg, then click Insert
tures on a slide to a
SmartArt graphic. The picture is placed in the picture placeholder shape. Notice the picture fills the contour of the shape.
Select the pictures,
click the Picture Tools
6. Following the instructions in Step 5, click above the Package Details shape, insert
Format tab, click the the file PPT 7-3.jpg, click above the Tour Details shape, insert the file PPT 7-4.jpg,
Picture Layout but- click above the Upgrades shape, then insert the file PPT 7-5.jpg
ton in the Picture
Styles group, then All four shapes in the SmartArt graphic have pictures in them.
click a layout.
7. Click the picture above the Tours shape, click the Larger button in the Shapes group,
click the picture above the Package Details shape, press and hold [Ctrl], click the remain-
ing two pictures, release [Ctrl], then press [F4]
All of the pictures are a little larger now.
8. Click a blank area inside the SmartArt graphic, then drag the SmartArt graphic’s sizing
handles to enlarge the graphic
The SmartArt graphic fills the white area on the slide as shown in FIGURE 7-6.
9. Click a blank area of the slide, then save your work
PowerPoint 150
FIGURE 7-5: New shapes in SmartArt graphic
New picture
shapes
FIGURE 7-6: Completed SmartArt graphic
Added and
Mark52/Shutterstock.com; Alena Mozhjer/Shutterstock.com; eFesenko/Shutterstock.com;

resized pictures
Copycat37/Shutterstock.com
Saving a presentation in PDF, XPS, or other fixed file formats

PowerPoint 2016
In certain situations, such as when sharing sensitive or legal box, choose other options (optimization), then publish your presen-
materials with others, you may find it necessary to save your tation in a fixed layout format. To view a fixed layout format presen-
presentation file in a fixed layout format. A fixed layout format is a tation, you need appropriate viewer software that you can
specific file format that “locks” the file from future change and download from the Internet. Other common file formats supported
allows others only the ability to view or print the presentation. To in PowerPoint include PowerPoint Template (.potx), PowerPoint
save a presentation in one of these fixed formats, click the File tab Show (.ppsx), OpenDocument Presentation (.odp), and PowerPoint
on the Ribbon, click Export, click Create PDF PS Document, then Picture Presentation (.pptx). On the File tab click Export, then click
click the Create PDF PS button. The Publish as PDF or PS dialog Change File Type to save a file in another file format and to view
box opens. Select the appropriate file type in the Save as type list descriptions of these and other supported file formats.
PowerPoint 151
PowerPoint 2016
Module 7 Insert and Edit Digital Video
Learning In your presentation, you may want to use special effects to illustrate a point or capture the attention of
Outcomes Y can do this by inserting digital or animated video. Digital video is live action captured
your audience. You
• Link a video
• Apply a poster in digital format by a video camera. You
Y can embed or link a digital video file from your hard drive or link
frame a digital video file from a webpage on the Internet. Animated video contains multiple images that
• Add a bookmark
stream together or move to give the illusion of motion. If you need to edit the length of a video or add
effects or background color to a video, you can use PowerPoint’s video-editing tools to accomplish those
and other basic editing tasks. CASE YYou continue to develop your presentation by inserting and editing a
video clip of the Mount Sinai Sacred Pools.
STEPS
1. Click the Slide 5 thumbnail in the Slides tab, right-click the picture, then click Cut in the
shortcut menu
The picture is deleted from the slide leaving an empty Content placeholder.
2. Click the Insert Video icon in the Content placeholder, click the From a file Browse
button, navigate to the location where you store your Data Files, click PPT 7-6.wmv
7-6.wmv, click
the Insert list arrow
arrow, then click Link to File
The PPT 7-6.wmv video clip displaying a black preview image is linked to the slide. By linking the digital
video to the presentation, you do not increase the file size of the presentation, but remember, you need
direct access to the location where the video file is stored in order to play it.
QUICK TIP 3. Move over the video control timeline located below the video, click the video control
Adjust the volume of timeline at about 00:21.00, click the Poster Frame button in the Adjust group, then click
the video using the
Mute Unmute con- Current Frame
trol on the video The video frame at about 21 seconds is now set as the preview video image as shown in FIGURE 7-7.
control timeline.
4. Click the Play/Pause button in the video control bar
The short video plays through once but does not rewind to the beginning.
5. Click the Video Tools Playback tab on the Ribbon, click the Rewind after Playing check
box in the Video Options group, then click the Play button in the Preview group
The video plays through once, and this time the video rewinds back to the beginning and displays the
preview image.
QUICK TIP 6. Click the video control timeline at about 00:24.00, then click the Add Bookmark button
You can also add in the Bookmarks group
fade effects to the
beginning and end A yellow circle appears in the video control timeline, indicating the video has a bookmark. A bookmark
of a video using the can indicate a point of interest in a video; it can also be used to jump to a specific point in a video.
Fade Duration
commands in the 7. Click the Slide Show button on the status bar, move over the video, the pointer
Editing group. changes to , then click the bookmark as shown in FIGURE 7-8
The video moves to the bookmarked frame.
8. Click the Play/Pause button on the video
QUICK TIP The video plays from the bookmarked frame to the end of the video and then rewinds to the beginning.
Click the Reset
Design button in the 9. Press [Esc], click the video, click the Video Tools Format tab on the Ribbon, click the
Adjust group to
remove all format-
More button in the Video Styles group, then click Moderate Beveled Rectangle in
ting changes you the Moderate section
made to the video. A bevel effect is added to the video.
10. Click a blank area of the slide, then save your work
PowerPoint 152
FIGURE 7-7: Video clip inserted on the slide
New preview image
Video control
bar
Play/Pause button
Video control timeline
Indicates a new poster frame is set
FIGURE 7-8: Video in Slide Show view with selected bookmark
Play/Pause button
Bookmark
PowerPoint 2016
Trimming a video
After you watch a video clip, you may determine certain por- beginning of the video clip, drag the start point (green marker)
tions of the video are not relevant to your slide show. From to the right until you reach a new starting point. To trim the end
PowerPoint, a video clip can be trimmed only from the begin- of a video clip, drag the end point (red marker) to the left until
ning or the end of the clip; you can’t use PowerPoint to trim out you reach a new ending point. If you want to precisely choose a
the middle of a clip. To trim a video clip, select the video, click the new beginning or ending point for the video clip, you can
Video Tools Playback tab, then click the Trim Video button in the click the up or down arrows on the Start Time and End Time
Editing group. The Trim Video dialog box opens. To trim the text boxes.
PowerPoint 153
PowerPoint 2016
Module 7 Insert and Trim Audio
Learning PowerPoint allows you to insert sound files in your presentation to help narrate a slide or add audio
Outcomes effects. You
Y can add sounds to your presentation from files on a removable storage device, the Internet,
• Insert, edit, and
play a sound file or a network drive. The primary use of sound in a presentation is to provide emphasis to a slide or an ele-
ment on the slide. For example, if you are creating a presentation about a tour up the Nile River, River you
might consider inserting a rushing water sound on a slide with a photograph showing people on the
Nile. CASE YYou insert a recorded sound file sent to R2G by a customer who added a side tour to Egypt on
Slide 4 of the presentation.
STEPS
1. Click the Slide 4 thumbnail in the Slides tab, click the Insert tab on the Ribbon, click the
Audio button in the Media group, then click Audio on My PC
The Insert Audio dialog box opens. Common sound formats you can insert into a presentation include
Windows audio files (waveform) (.wav), MP4 audio files (.mp4), and MPEG 4 audio files (.m4a).
2. Navigate to the location where you store your Data Files, click PPT 7-7.m4a, then
click Insert
A sound icon with an audio control bar appears in the center of the slide as shown FIGURE 7-9.
QUICK TIP 3. Drag the sound icon beneath the slide text, then click the Play/Pause button in
You can hide the the audio control bar
sound icon during
a slide show by The sound icon moves off the picture and plays one time through. After hearing the audio play, you decide
clicking the Hide to trim the end point to cut out the end of the audio clip.
During Show check
box in the Audio 4. Click the Trim Audio button in the Editing group on the Audio Tools Playback tab
Options group. The Trim Audio dialog box opens as shown in FIGURE 7-10. Notice on the audio timeline there is a start
point (green marker) and an end point (red marker), which identify the beginning and end of the audio.
The audio is 14.953 seconds long.
5. Click the Play button in the Trim Audio dialog box, watch the sound on the audio
timeline, then drag the end point to the left to about 00:12.000
The audio will now end at this point when played. The beginning of the audio can also be adjusted.
QUICK TIP 6. Click the Start Time up arrow until 00:01.200 appears as shown in FIGURE 7-11, click OK,
You can use book- then click on the audio control bar
marks to manually
start or end an audio The audio now plays between the new start and end points. By default, the audio plays when you click the
or jump to a precise sound icon during a slide show.
point in the audio.
7. Click the Start button in the Audio Options group, then click Automatically
The audio will now run automatically as soon as the slide appears in Slide Show view.
8. Click the Slide Show button on the status bar, then listen to the audio
Notice that the sound icon appears during the slide show.
9. Press [Esc], click a blank area of the slide, then save your changes
PowerPoint 154
FIGURE 7-9: Sound clip inserted on the slide
Sound icon
Play/Pause button
Alena Mozhjer/Shutterstock.com
Audio control timeline
Audio control bar Mute/Unmute button
FIGURE 7-10: Trim Audio dialog box
Audio filename Identifies the

audio length
Start point
End point
Audio timeline
Play button
FIGURE 7-11: Trim Audio dialog box with trimmed audio
Repositioned Identifies trimmed

start point audio length
Repositioned
Indentifies new end point
start position
Indentifies new
end position
PowerPoint 2016
Recording a narration on a slide

If your computer has speakers, a sound card, and a microphone, button when you are finished. A sound icon appears on the slide.
you can record a voice narration and then play it during a slide Narration recordings and other sounds are embedded in the
show. To record a narration, click the Insert tab on the Ribbon, presentation and will increase the PowerPoint file size. You can
click the Audio button in the Media group, then click Record preview a narration in Normal view by pointing to the sound icon
Audio. The Record Sound dialog box opens. To start recording, on the slide, then clicking the Play Pause button in the audio
click the Record button in the dialog box, then click the Stop control bar.
PowerPoint 155
PowerPoint 2016
Module 7 Edit and Adjust a Picture
Learning Inserting pictures and other media to your slides can dynamically enhance the message of your
Outcomes presentation. When working with pictures in PowerPoint, you have a number of available design options
• Replace a picture
• Remove picture you can use to format pictures in creative ways, including artistic effects, color saturation, color tone, recol-
background oring, sharpening, brightness, contrast, and background removal. These advanced picture-formatting
• Convert picture to
features can dramatically change how a picture appears, and they can be useful when you are trying tr
SmartArt graphic
to match the picture to other content in the presentation. CASE On Slide 4 you experiment with
PowerPoint’s picture tools.
PowerPoint’
STEPS
QUICK TIP 1. Click the Slide 4 thumbnail in the Slides tab, click the picture, click the Picture Tools
To compress a Format tab on the Ribbon, click the Width text box in the Size group, type 5.5, then
picture, select the
picture, click the press [Enter]
Compress Pictures The picture proportionally decreases slightly in size.
button in the Adjust
group, choose the 2. Click the Change Picture button in the Adjust group
options you want, The Insert Pictures dialog box opens. Use this dialog box to search for a replacement picture. The file can be
then click OK.
on a removable storage device, on your computer, on a webpage on the Internet, or in your OneDrive folder.
The current picture does not convey the scene you want to display on this slide.
3. Click the From a file Browse button, navigate to the location where you store your Data
Files, click PPT 7-8.jpg, then click Insert
A new picture takes the place of the original picture at the same size. Eliminating the background of a
picture can highlight the subject or remove distracting aspects of the picture.
4. Click the Remove Background button in the Adjust group
The Background Removal tab opens on the Ribbon. The suggested background is highlighted in pink. The
picture displays a removal marquee box with sizing handles that surrounds the subject of the picture you
might want to keep, as shown in FIGURE 7-12.
5. Drag the removal marquee sizing handles to match FIGURE 7-13, then click the Keep
Changes button in the Close group
The entire blue sky portion of the picture is removed from the picture.
QUICK TIP 6. Click the Color button in the Adjust group, click Saturation: 0% in the Color Saturation
To make one color in section, click the Corrections button in the Adjust group, then click Brightness: –20%
a picture transparent,
select the picture, Contrast: +40% in the Brightness/Contrast section (5th row)
click the Color The picture color, saturation, brightness, and contrast change. You like the adjusted picture formatting, but
button in the Adjust
you want to compare it to the original.
group, click Set
Transparent Color, 7. Click the Reset Picture button in the Adjust group, view the picture, then click the Undo
then click the color
on the picture you button on the Quick Access
want to make After looking at the picture in its original condition, you decide to keep all of the formatting you have
transparent. applied to the picture.
8. Click the Picture Layout button in the Picture Styles group, click Bending Picture
Semi-Transparent Text (2nd row), click the text box, then type Temple
The picture is converted to a SmartArt graphic with a stylistic text box.
9. Drag the SmartArt graphic corner sizing handles until the SmartArt graphic looks similar
to FIGURE 7-14, click a blank area of the slide, then save your work
PowerPoint 156
FIGURE 7-12: Picture with background area to be removed
Removal
marquee
sizing handle
Mark52/Shutterstock.com
Removal marquee
FIGURE 7-13: Adjusted removal marquee

Background area
Drag this to be removed
handle to here
Drag this handle
Drag this to here
handle to here
Drag this
handle to here
FIGURE 7-14: Picture converted to SmartArt graphic
Removed picture
background
Picture converted to
SmartArt graphic
SmartArt
graphic text
PowerPoint 2016
Compressing pictures
It’s important to know that when you compress a picture File tab, click Options, then click Advanced in the left pane. In
you change the amount of detail in the picture, so it might the Image Size and Quality section, you can change picture
look different than it did before the compression. Compressing a compression settings or stop the automatic compression of
picture changes the amount of color used in the picture with no pictures. If you want to apply an effect from the Artistic Effects
loss of quality. By default, all inserted pictures in PowerPoint are gallery to a compressed picture, compress the picture first to
automatically compressed using the settings in the PowerPoint maintain the best picture quality possible.
Options dialog box. To locate the compression settings, click the
PowerPoint 157
PowerPoint 2016
Module 7 Add Action Buttons
Learning An action button is an interactive button that you create from the Shapes gallery
galler to perform a specific
Outcomes task. For example, you can create an action button to play a video or a sound, or to link to another slide in
• Create action
button your presentation. Action buttons can also link to a webpage on the Internet, a different presentation, or
• Duplicate action any file created in another program. You
Y can also run a macro or another program using an action button.
buttons
A macro is a set of actions that you use to automate tasks. Action buttons are commonly used in self-
running presentations and presentations published on the web. CASE YYou finish working on this
presentation by adding action buttons to each slide, which will allow you to move from slide to slide and back
to the first slide.
STEPS
1. Click the Slide 1 thumbnail in the Slides tab
Slide 1 appears in the Slide pane.
QUICK TIP 2. Click the More button in the Drawing group to open the Shapes gallery, click Action
Any shape in the Button: Forward or Next in the Action Buttons section, press and hold [Shift], drag
Shapes gallery as well
as most objects can to create a button as shown in FIGURE 7-15, then release [Shift]
be an action button. A small action button appears on the slide, and the Action Settings dialog box opens. Pressing [Shift] while
Click the shape or
you create a shape maintains the shape’s proportions as you change its size.
object, click the Insert
tab, click the Action 3. Make sure Next Slide is selected in the Hyperlink to list, then click OK
button in the Links
group, then select an The dialog box closes. The action button now has an action, in this case, linking to the next slide.
action.
4. Click the Drawing Tools Format tab on the Ribbon, click in the Shape Styles group,
point to Other Theme Fills, then click Style 6
The new theme fill makes the action button easier to see on the slide.
QUICK TIP 5. Drag the action button to the lower-right corner of the slide, then right-click the
Use the arrow keys action button
on your keyboard
or press [Alt] while The shortcut menu opens.
dragging the action
button to nudge
6. Click Copy in the shortcut menu, click the Slide 2 thumbnail in the Slides tab, then click
the action button the Paste button in the Clipboard group
into place. An exact copy of the action button, including the associated action, is placed on Slide 2.
7. Paste a copy of the action button on Slides 3, 4, and 5, click the Slide 6 thumbnail in
the Slides tab, click in the Drawing group, then click Action Button: Home in the
Action Buttons section
8. Use [Shift] to create a similar-sized action button as you did for Slide 1, make sure First
Slide is selected in the Hyperlink to list, click OK, then drag the action button to the
lower-left corner of the slide
9. Click the Slide Show button on the status bar, click the Home action button, click the
action buttons to move from Slide 2 to Slide 6, then press [Esc] to end the slide show
The pointer changes to when you click each action button.
10. Add your name to the slide footer
footer, save your changes, submit your presentation to your
instructor, click the File tab on the Ribbon, then click Close to close the presentation,
but do not exit PowerPoint
PowerPoint 158
FIGURE 7-15: Inserted action button
Action button
Waj/Shutterstock.com
FIGURE 7-16: Home action button on last slide
Volodymyr Martyniuk/Shutterstock.com
Home action button
PowerPoint 2016
Changing the transparency of a picture

Pictures in PowerPoint are commonly used as slide backgrounds, transparency of a picture you want to insert on a slide, first draw a
individual objects on a slide, or inserted in another object, such as a shape from the Shapes gallery, such as a rectangle the size you
SmartArt graphic. To change the transparency of a picture used as want the picture to be, then right-click the shape. Click Format
a slide background, insert the picture as a slide background using Shape on the shortcut menu, click Fill, click the Picture or texture
the Format Background button on the Design tab, then adjust the fill option button, click the File button, locate and insert the picture,
T
Transparency slider in the Format Background pane. To change the then move the Transparency slider in the Format Picture pane.
PowerPoint 159
PowerPoint 2016
Module 7 Insert Hyperlinks
Learning While creating a presentation, there might be a circumstance where you want to view a document that
Outcomes either won’t fit on the slide or is too detailed for your presentation. In these cases, you can insert a hyperlink,
• Create hyperlinks
• View and use a specially formatted word, phrase, graphic, or drawn object that you click during a slide show to “jump
hyperlinks to,” or display,
display another slide or PowerPoint presentation in your current presentation; a document from
another program, like Word;
W or a webpage. A hyperlinked object is similar to a linked object because you
can modify the object in its source program from within PowerPoint. CASE YYou add two hyperlinks to
the primary presentation you have been working on that provide more detail on the 5-day Egypt side tours.
STEPS
1. Open the presentation PPT 7-9.pptx from the location where you store your Data Files,
then save the presentation as PPT 7-Final.pptx
2. Click the Slide 12 thumbnail in the Slides tab, select Egypt Side Tour in the text object,
click the Insert tab on the Ribbon, click the Hyperlink button in the Links group, then
click Existing File or Web Page in the Link to: pane
The Insert Hyperlink dialog box opens. The Existing File or Web Page button is selected in the Link to: pane,
and the Current Folder button is selected in the Look in pane. The location where you store your Data Files
should be the open folder.
QUICK TIP 3. Click the file PPT 7-10.docx, click OK, then click in a blank area of the slide
Links can also be Now that you have made the text “Egypt Side Tour” a hyperlink to the file PPT 7-10.docx, the text is
established between
slides of the same formatted in an orange color and is underlined, which is the color a hyperlink is formatted in this theme.
presentation, a new
presentation, an
4. Click the Slide Show button on the status bar, point to Egypt Side Tour
Tour, notice the
email address, or any pointer change to , then click Egypt Side Tour
webpage. Microsoft Word opens, and the Word document containing a detailed description of the Pyramids & Tombs
5-day tour appears, as shown in FIGURE 7-17.
5. Read the document, then close the Word window
The PowerPoint slide reappears in Slide Show view.
QUICK TIP 6. Press [Esc], click the Slide 10 thumbnail in the Slides tab, right-click the Information action
To edit, open, copy, button, click Hyperlink
Hyperlink, click the Hyperlink to option button, click the Hyperlink to list
or remove a hyper-
link, right-click the arrow, then click Other PowerPoint Presentation
arrow
hyperlink, then click The Hyperlink to Other PowerPoint Presentation dialog box opens.
the appropriate
command on the 7. Open the file PPT 7-R2G.pptx (that you worked on earlier in this module) from the loca-
shortcut menu. tion where you store your Data Files, then click OK
The Hyperlink to Slide dialog box opens. You can choose which slides you want to link to.
8. Click OK to link to Slide 1, click OK to close the Action Settings dialog box, click to
start the slide show, click the Information action button, click the action buttons to view
the slides in the presentation, press [Esc] to end the slide show, then press [Esc] again
The slide show ends. The hyperlinks and action buttons all work correctly.
9. Add your name to the slides footer
footer, save your changes, then click the Slide Sorter button
on the status bar
10. Submit your presentation to your instructor
instructor, close the presentation, then
exit PowerPoint
PowerPoint 160
FIGURE 7-17: Linked Word document
Document in
Microsoft Word
FIGURE 7-18: Final presentation in Slide Sorter view
PowerPoint 2016
Inserting a screenshot
Using the Screenshot button in the Images group on the Insert PowerPoint. Screenshots are static and are not able to be
tab, you can insert a picture, or screenshot, of an open program updated if the source information changes. Only open nonmini-
window or a specific part of the window. A screenshot is simply mized windows are available to be captured as a screenshot.
a picture of the window displayed on your screen. For example, When you click the Screenshot button all open program
you could use the screenshot feature to insert a picture of windows appear in the Available Windows gallery. To take a
information you found on a webpage or found in other docu- screenshot of part of a window, click the Screenshot button,
ments or programs that might not be easily transferable to then click Screen Clipping.
PowerPoint 161
Practice
Concepts Review
FIGURE 7-19
2
5
3 4
Match each of the terms with the statement that best describes its function.
8. Fixed Layout Format a. An interactive object that performs a specific task
9. Digital video b. Multiple images that move to give the illusion of motion
10. Action button c. Live action captured with a video camera
11. Bookmark d. A file that is locked and can only be viewed
12. Hyperlink e. A formatted word or graphic that you can click to open a document from
13. Animated video another program
f. Can be used to jump to specific point in a video
PowerPoint 162
14. Use a to display content with an illustrative diagram.
a. video c. table
b. SmartArt graphic d. screen recording
15. Y
You can use to manually start or stop an audio clip.
a. narrations c. bookmarks
b. action buttons d. hyperlinks
16. Adjust the to remove the background of a picture?
a. picture border c. background transparency
b. picture compression d. removal marquee box
17. T
To open a webpage during a slide show, you need to create a .
a. hyperlink c. web file
b. screenshot d. recording
18. a picture changes the amount of color used in the picture.
a. Embedding c. Linking
b. Sharpening d. Compressing
Skills Review
1. Create a custom table.
a. Start PowerPoint, open the presentation PPT 7-11.pptx from the location where you store your Data Files, then
save it as PPT 7-Dairy.
b. Go to Slide 3, select the table, click the T
Table Tools Design tab, click the More button in the Table Styles group,
then click the Themed Style 1 - Accent 4 in the Best Match for Document section.
c. Click the Pen W Weight button in the Draw Borders group, select 3 pt, click the Pen Color button, then click
White, Background 1.
d. Apply the 3-pt line style to the vertical border lines between each of the cells in the first row
row, then click the
Draw Table button.
e. Select the whole table, click the T Table Tools Layout tab, click the Cell Margins button in the Alignment group,
then click Wide.
f. Click anywhere in the bottom row row, then click the Insert Below button in the Rows & Columns group.
g. Click the left cell of the new row
row, type Muenster, press [Tab], type 52,982,000 lbs., press [Tab], type 32.5%,
press [Tab], type 1, then save your changes.
2. Design a SmartArt graphic.
a. Go to Slide 4, click the SmartArt graphic, then click the SmartArt T Tools Design tab.
b. Click the More button in the Layouts group, then click V Vertical Picture List in the fourth row.
c. Click the Add Shape list arrow in the Create Graphic group, then click Add Shape After.
d. Open the T Text pane, type Cheese production, press [Enter], click the Demote button in the Create
Graphic group, type American varieties 419,000 tons, press [Enter], type Italian varieties
PowerPoint 2016
711,100 tons, press [Enter], type Total 1.1 million tons.

e. Close the TText pane, click the Change Colors button in the SmartArt Styles group, then click Colorful Range -
Accent Colors 5 to 6 in the Colorful section.
f. Click the Right to Left button in the Create Graphic group, then save your changes.
3. Enhance a SmartArt graphic.
a. Click the SmartArt T
Tools Format tab, click the top picture shape in the SmartArt graphic, click the Larger button
in the Shapes group, then increase the size of the two other picture shapes.
PowerPoint 163
b. Click the Insert picture icon in the bottom picture shape, then locate and insert the file PPT 7-12.jpg from the loca-
tion where you store your Data Files.
c. Follow the above instructions, insert the file PPT 7-12.jpg to the other two picture shapes, then save your changes.
4. Insert and edit digital video.
a. Go to Slide 2, click the Insert tab on the Ribbon, click the Video button in the Media group, then click Video on
My PC.
b. Locate the file PPT 7-13.mp4 from the location where you store your Data Files, click the Insert list arrow
arrow, then click
Link to File.
c. Click the number in the Height text box in the Size group, type 3.2, press [Enter], then move the video clip to the
center of the blank area of the slide.
d. Move the pointer over the video control timeline, click at approximately 00:15.20 in the timeline, click the Poster
Frame button in the Adjust group, then click Current Frame.
e. On the Video Tools Playback tab, click the Rewind after Playing check box, then add a bookmark at about the
00:05.05 point on the video control timeline.
f. Preview the video clip in Slide Show view
view, then save your presentation.
5. Insert and trim audio.
a. Go to Slide 5, click the Insert tab, click the Audio button in the Media group, then click Audio on My PC.
b. Locate and insert the sound file PPT 7-14.w4a from the location where you store your Data Files.
c. Preview the sound, set the sound to start automatically during a slide show
show, then drag the sound icon above the text
object.
d. Use the TTrim Audio dialog box to change the start point of the audio clip to 00:01.200 and the end point to
00:05.000.
e. Click the Hide During Show check box in the Audio Options group, click the Slide Show button on the status bar bar,
review the slide, press [Esc], then save your presentation.
6. Edit and adjust a picture.
a. Go to Slide 5, click the Picture, then change the picture with PPT 7-15.jpg.
b. Change the color of the picture to T Temperature: 4700 K (Color Tone section), then correct the picture to
Brightness: +20% Contrast: 0% (Normal).
c. Change the picture to a Bending Picture Caption layout using the Picture Layout button, then type Leslie Farms.
7. Add action buttons.
a. Go to Slide 1, click the More button in the Drawing group, then click Action Button: Forward or Next.
b. Draw a small button, click OK in the Action Settings dialog box, then position the button in the lower-right corner
of the slide.
c. Click the Drawing T Tools Format tab on the Ribbon, click the More button in the Shape Styles group, then click
Intense Effect - Gold, Accent 1 in the sixth row.
d. Copy and paste the action button on Slides 2, 3, and 4.
e. Go to Slide 5, click the More button in the Drawing group, click Action Button: Beginning, draw a small button,
click OK, then drag the button to the lower-right corner of the slide.
f. Go to Slide 4, click the action button, click the Format Painter button in the Clipboard group, click Slide 5, then
click the action button.
g. Run the slide show from Slide 1, test the action buttons, exit the slide show
show, then save your work.
8. Insert hyperlinks.
a. Go to Slide 5, then select the words “Jose Ferrar - U.S. Dairy News” in the text object.
b. Click the Insert tab on the Ribbon, click the Hyperlink button, locate the file PPT 7-16.docx from the location where
you store your Data Files, then click OK.
c. Click in the Notes pane, then type The hyperlink opens Jose’s review of the cheddar.
PowerPoint 164
d. Open Slide Show view
view, click the FIGURE 7-20
hyperlink, read the review, then
MaraZe/Shutterstock.com; Wasan Srisawat/Shutterstock.com

close the Word window.
e. Press [Esc], then add your name
and the slide number as a footer
to the slides.
f. Check the spelling in the presen-
tation, then view the presentation
in Slide Show view from Slide 1.
g. Make any necessary changes. The
completed presentation is shown
in FIGURE 7-20.
h. Submit your presentation to your instructor
instructor, then save and close the presentation.
CP Industrial Engineering is a mechanical and industrial design company that specializes in designing manufacturing
plants around the world. As a company financial analyst, you need to investigate and report on a possible contract to
design and build a large manufacturing plant near Atlanta, Georgia.
a. Open the file PPT 7-17.pptx, then save it as PPT 7-Atlanta.

b. On Slide 4, apply a table style from the Best Match for Document section of the T Table Styles gallery, then draw a
3-pt dashed line down the column divider of the table using the Pen Style button.
c. Select the top row of the table, insert a row above the top row
row, type Line Item in the left cell, then type
Budget in the right cell.
d. Click the Overhead/Benefits cell, split the cell into two columns and one row
row, then move the word “Benefits” to
the new cell and delete the slash.
e. Create a new SmartArt graphic on Slide 3 using the Vertical Box List layout, then add two new shapes to
the graphic.
f. Starting with the top shape, type the following in the shapes: Planning & Design, Site Acquisition,
Site Development, Construction, and Building Final.
g. Change the colors of the graphic to a colorful theme, then apply a 3D style.
h. Change the shape of the last shape in the SmartArt graphic using the Change Shape button, then use the Larger
button in the Shapes group to make each shape larger.
i. Drag the sizing handles to make the SmartArt graphic larger
larger, add your name as a footer on the slides, then save
your changes.
j. Check the presentation spelling, view the presentation in Reading View, submit your presentation to your
instructor, then close the presentation and exit PowerPoint.
PowerPoint 2016
You work for The Abbott Group, a large investment banking firm in Dumont, New Jersey. Abbott is considering buying
RBB Financial Services, a smaller investment company. As part of the company financial operations team, you need to
present some projections regarding the purchase to a special committee formed by Abbott to study the proposed deal.
Note: To complete the Independent Challenge, your computer must be connected to the Internet.
a. Open the file PPT 7-18.pptx from the location where you store your Data Files, then save it as PPT 7-RBB.
b. On Slide 3, apply a table style from the Dark section of the T Table Styles gallery, then format the three column
divider lines in the first row of the table as 4½ pt dot line.
PowerPoint 165
c. Click the First Column check box in the T Table Style Options group.
d. Convert the text on Slide 5 to a SmartArt graphic using one of the List layouts.
e. Format the SmartArt graphic by applying an Accent 4 color theme, then change the SmartArt style to
Moderate Effect.
f. Create a new slide after Slide 3, enter Abbott Profits as the slide title, then link a digital or animated video from
the Internet using the Video button on the Insert tab. Use the words business or profits to search for an appro-
priate short video, or ask your instructor or technical support person for assistance.
g. Add a bookmark to the video, then set a new preview image using the Poster Frame button.
h. Select the word RBB Financial Services on Slide 2, then use the Hyperlink button on the Insert tab, locate the
file PPT 7-19.pptx from the location where you store your Data Files, then click OK.
i. Add your name as a footer on the slides, check the spelling of the presentation, then save your changes.
j. View the presentation in Slide Show view. Be sure to click the hyperlink on Slide 2 and watch the video on Slide 4.
k. Submit your presentation to your instructor
You have been recently hired at JMS Services Inc., a U.S. company that imports and exports goods to all parts of Asia,
including Japan, South Korea, China, and India. One of your new responsibilities is to prepare short presentations on
different subjects for use on the company website using data provided to you by others in the company.
a. Open the file PPT 7-20.pptx from the location where you store your Data Files, then save it as PPT 7-JMS.
b. Add a design theme, background shading, or other objects to make your presentation look professional.
c. Convert the text on Slide 2 to a SmartArt graphic, then format the graphic using any of the formatting commands
available.
d. Insert a sound on Slide 2 using the Audio button on the Insert tab. Use the Record Audio feature to create your own
audio narration, or ask your instructor or technical support person for assistance.
e. Set the audio clip to play automatically in Slide Show view
view, click the Rewind after Playing check box on the Audio
Tools Playback tab, then move the sound icon to the bottom of the slide.
f. Change the layout, and format the charts on Slides 3, 4, and 5.
g. Create, format, and position Forward action buttons on Slides 1–5.
h. Create, format, and position Back action buttons on Slides 2–6, then create, format, and position a Home action
button on Slide 6. Slides 2–6 will
have two action buttons. FIGURE 7-21
i. Add your name as a footer to the
slides, check the spelling of the pre-
sentation, save your changes, then
view the presentation in Slide Show
view. See FIGURE 7-21.
j. Submit your presentation to your
instructor, close the presentation,
instructor
then exit PowerPoint.
PowerPoint 166
One of the assignments in your business course at the university is to give a 10-minute presentation on any subject to
the class. The goal of the assignment is for you to persuade the class (and your instructor) to make an informed decision
about a product, marketing idea, or some other business concept.
To develop the content of this presentation:
•
•
a. Create a new presentation, then save it as PPT 7-Presentation.
b. Add your name and the slide number as the footer on all slides.
c. Decide on a presentation subject, then think about what results you want to see and what information you will
need to create the slide presentation.
d. Give each slide a title, add text where appropriate, then apply an appropriate theme.
e. Insert an appropriate audio clip from your computer. If you have a microphone, you can record your own sound
to insert into the presentation.
f. Insert an appropriate video clip from your computer or the Internet. If you have a video camera, you can record
your own video to insert into the presentation.
g. Use the formatting and playback tools to trim the audio and video clips, and then format the clips as necessary.
h. Create a table and a SmartArt graphic with appropriate information, then format the objects. An example of a
presentation slide might look like FIGURE 7-22.
i. Check the spelling of the presentation, view the final presentation in Slide Show view
view, save the final version,
then submit the presentation to your instructor.
j. Close the presentation, then exit PowerPoint.
FIGURE 7-22
PowerPoint 2016
PowerPoint 167
Visual Workshop
Create a new presentation, then save it as PPT 7-Rose. Locate the file PPT 7-21.jpg from the location where you store
your Data Files, then insert the picture. Change the width of the picture to 6", then remove the background from the
picture. On the Background Removal tab, click the Mark Areas to Remove button, then click the rose stem as shown in
FIGURE 7-23. Click the Keep Changes button in the Close group to save the changes to the picture and create a finished slide
that looks like the example in FIGURE 7-24. Add your name as a footer on the slide, save the presentation, then submit the
presentation to your instructor.
FIGURE 7-23
Click here to
remove this part
of the picture
FIGURE 7-24
PowerPoint 168
Using Advanced
Features
Before you distribute the R2G Kenyan tour presentation, you need to have
CASE
other people in the company review it. Once others have reviewed your
presentation, you can incorporate their changes and comments. You will then create
a custom slide show, change slide show options, and prepare the presentation for
distribution. You end your day by creating a photo album of your last trip to the
Caribbean and make it possible for others to view the photo album on the Internet.
Module Objectives
• Customize handout and notes masters • Create a custom show
• Send a presentation for review • Prepare a presentation for distribution
• Combine reviewed presentations • Create a photo album
• Set up a slide show • Deliver a presentation online
Files You Will Need

PPT 8-1.pptx PPT 8-9.jpg
PPT 8-3.jpg PPT 8-11.jpg
PPT 8-4.jpg PPT 8-12.jpg
PPT 8-5.jpg PPT 8-13.pptx
PPT 8-6.jpg PPT 8-14.pptx
PowerPoint 2016
Module 8 Customize Handout and
Learning
Outcomes
• Modify the
handout master
Notes Masters
• Change page It is often helpful to provide your audience with supplemental materials of the presentation. Creating
orientation handouts for your audience provides them a way to follow along and take notes during your presentation.
As the presenter,
presenter creating notes pages that you can refer to while giving the presentation can be useful,
especially when your presentation is complex or detailed. Before you create handouts or notes pages you
might want to customize them to fit your specific needs. CASE YYou plan to create supplemental
materials to hand out when you give the presentation. YYou customize the handout master by changing the
slides per page and the background style. Then you modify the notes master by changing the page setup and
the notes page orientation.
STEPS
store your Data Files, then save the presentation as PPT 8-R2G
2. Click the View tab on the Ribbon, then click the Handout Master button in the Master
Views group
The Handout Master view opens. The master has six large empty placeholders that represent where the
slides will appear on the printed handouts. The four smaller placeholders in each corner of the page are the
header, footer, date, and page number placeholders. The date placeholder displays today’s date.
QUICK TIP 3. Click the Background Styles button in the Background group, then click Style 11
To change the When you print handouts on a color printer, they will have a blue fill background.
orientation of the
slides on the handout, 4. Click the Slides Per Page button in the Page Setup group, then click 2 Slides on the menu
click the Handout
Orientation button Two slide placeholders appear on the handout as shown in FIGURE 8-1.
in the Page Setup
group. 5. Click the Header placeholder
placeholder, drag the Zoom Slider on the status bar to 100%, type
Kenyan Water Wells, press [Pg Dn], click the Footer placeholder
placeholder, then type your name
Now your handouts are ready to print when you need them.
6. Click the Fit slide to current window button on the status bar, then click the Close
Master View button in the Close group
Your presentation is in Normal view so you don’t see the changes you made to the handout master.
QUICK TIP 7. Click the View tab on the Ribbon, then click the Notes Master button in the Master
To create custom Views group
theme fonts, click the
View tab, click the Notes Master view opens. It has four corner placeholders—one each for the header, footer, date, and page
Slide Master button, number—a large notes text box placeholder, and a large slide master image placeholder.
click the Fonts
button, then click 8. Click the Notes Page Orientation button in the Page Setup group, then click Landscape
Customize Fonts. The page orientation changes to landscape. Notice that all of the text placeholders are now resized to fill the
width of the page. Compare your screen to FIGURE 8-2.
9. Click the Close Master View button in the Close group, submit the presentation to your
instructor, then save your work
If required by your instructor, print the presentation with a handout or notes page setting.
PowerPoint 170 Using Advanced Features
FIGURE 8-1: Handout Master view
Header placeholder Date placeholder
Handout Master view

Slide placeholders with applied fill
Page number
Footer placeholder placeholder
FIGURE 8-2: Notes Master view in landscape orientation
Header Date placeholder

placeholder
Slide master New landscape

image placeholder orientation
Text box
placeholder
Footer Page number

placeholder placeholder
PowerPoint 2016
Creating handouts in Microsoft Word

Sometimes it’s helpful to use a word processing program like options. There are two layouts that include notes entered in the
Microsoft Word to create detailed handouts or notes pages. You Notes pane. Select a layout, then click OK. Word
W opens and a new
might also want to create a Word document based on the outline document opens with your inserted presentation, using the layout
of your presentation. To send your presentation to Word, click the you selected. To send just the text of your presentation to Word,
File tab on the Ribbon, click Export, click Create Handouts, then click the Outline only page layout. To link the slides to your Word
click the Create Handouts button. The Send to Microsoft Word document, which will reduce the file size of the handout, click the
dialog box opens and provides you with five document layout Paste link option button.
Using Advanced Features PowerPoint 171
PowerPoint 2016
Module 8 Send a Presentation for Review
Learning When you finish creating a presentation, it is often helpful to have others look over the slides for accuracy
Outcomes and clarity. If you are not in the same location as the reviewers, and you have Microsoft Outlook on your
• Send a
presentation computer you can open Outlook directly from PowerPoint and send a presentation file as an attachment
computer,
using email in an email. A reviewer can open the presentation, make changes and comments, and then email it back
to you. CASE Use Outlook to send the presentation to your supervisor for her comments and suggestions.
STEPS
TROUBLE 1. Click the File tab on the Ribbon, click Share, click Email in the Share section, then click
If you do not have the Send as Attachment button in the Email section
Outlook installed,
you will be unable to Microsoft Outlook opens with a new message window as shown in FIGURE 8-3. The subject text box includes
complete the steps the name of the presentation. The presentation is automatically attached to the email.
in this lesson.
2. Click the To button in the Outlook message window
The Select Names: Contacts dialog box opens. If you have added Contacts to the address book in Outlook,
you can use this dialog box to select email addresses for the people you want to review the presentation.
3. Click Cancel, then type your email address in the To text box
Your email address appears in the To text box in the Outlook message window.
4. Click in the message body
body, then type Please review and get back to me. Thanks
The email is ready to send. Compare your screen to FIGURE 8-4.
5. Click the Send button in the Outlook message window
The Outlook message window closes. Outlook sends the email message with the attached presentation file.
QUICK TIP
If the presentation 6. Start Outlook, click the Send/Receive tab on the Ribbon, then click the Send/Receive All
you are sending for
review includes
Folders button in the Send & Receive group
linked files, you need You may have to wait a short time before the email message you sent to yourself arrives in the Inbox
to attach the linked with the PowerPoint file attachment. If the email message is selected, it appears in the Reading pane.
files to your email
You see that the message carries the attached presentation.
message or change
the linked files to 7. Click the Outlook Close button
embedded objects.
Outlook closes, and the PowerPoint window is open on your screen.
FIGURE 8-3: Outlook message window
Subject text automatically

entered
Attached PowerPoint
presentation file
FIGURE 8-4: Completed Outlook message window
Email recipient
Added text
PowerPoint 2016
Packaging a presentation
Before you copy and distribute one or more presentations, you At this point you can add or remove presentations that you want
should always inspect the presentations for personal or confiden- packaged together. All linked and embedded objects are included
tial information. Once you are ready to save the presentations to in the package. In the Package for CD dialog box, click the Copy
a CD or folder, open a presentation, click the File tab, then click to Folder button to save the presentations to a folder on your
Export. Click Package Presentation for CD, then click the Package computer or network, or insert a CD into your computer and click
for CD button. The Package for CD dialog box opens with the the Copy to CD button. Follow the instructions, then click Close
current open presentation shown in the list of files to be copied. when the saving process is completed.
PowerPoint 2016
Module 8 Combine Reviewed
Presentations
Learning
Outcomes
• Apply changes
from a reviewer
• View comments After a reviewer completes reviewing your presentation and sends it back, you can merge the changes in
from a reviewer the reviewer’s presentation into your original presentation using the Compare command on the Review
tab. You
Y can accept individual changes, changes by slides, changes by reviewer if there is more than one
reviewer or all changes to the presentation. You
reviewer, Y also have the option of rejecting some or all of the
changes and ending the review without making all of the changes. CASE YYou sent the Kenyan presen-
tation to your supervisor who has reviewed the presentation and sent it back to you. You are now ready to
combine the reviewed presentation with your original one.
STEPS
1. Click the Review tab on the Ribbon, then click the Compare button in the Compare
group
The Choose File to Merge with Current Presentation dialog box opens.
QUICK TIP 2. If necessary, navigate to the location where you store your Data Files, click
To accept changes in PPT 8-2.pptx, then click Merge
the whole presenta-
tion, click the Accept The reviewed presentation is merged with your original one, and the Revisions pane opens showing the re-
list arrow, then click viewer’s changes. Slide 2 is selected because it is the first slide with a change as shown in FIGURE 8-5.
the appropriate
option. 3. Click the All changes to Content Placeholder 2 check box, then review the changes in
the text object
The change icon and both check boxes now have check marks in them indicating that the change has been
accepted.
4. Click the Next button in the Compare group, then click the All changes to Content
Placeholder 2 check box
The change is accepted.
QUICK TIP 5. Click the Reject list arrow in the Compare group, click Reject Change, then click the
To reject changes in Next button in the Compare group
the whole presenta-
tion, click the Reject The change on Slide 4 is removed and a message dialog box appears.
button list arrow,
then click the appro-
6. Click Cancel, click the End Review button in the Compare group, then click Yes in the
priate option. message dialog box
The Revisions task pane closes and applied changes are made.
7. Click the Next button in the Comments group, read the comment, click the Next button
in the Comments task pane, click Continue in the message dialog box, then read the
comment
The Comment task pane opens and the comment on Slide 3 appears as shown in FIGURE 8-6.
8. Click the Delete button list arrow in the Comments group, click Delete All Comments
and Ink in This Presentation, then click Yes in the message dialog box
All of the comments in the presentation are now deleted.
9. Close the Comments pane, then save your work
FIGURE 8-5: Open Revisions pane showing reviewer’s changes
Click to see how the slide would look

with all the suggested changes
Change icon
List of reviewer
All changes to Content changes
Placeholder 2 check box
FIGURE 8-6: Open Comments pane showing reviewer’s comment
Comment icon Click to add new comment
Reviewer
comment
Click to enter
reply comment
PowerPoint 2016
Coauthoring a presentation
By using collaboration software, such as SharePoint Online, or presentation and begin working, and if someone else is working
saving a presentation to a OneDrive location, you have the ability on the presentation, you will see a Co-authoring icon in the status
to work with others on a presentation over the Internet at the bar All changes made to the presentation are recorded, including
bar.
same time. To set up a presentation to be coauthored with you as who is working on the presentation and where in the presenta-
the original author, click the File tab, click Share, click Share with tion they are working. When updates to a presentation are
People, click Save To Cloud, then click your OneDrive location. available, an Updates Available button appears in the status bar.
Choose a shared location or server to store a primary copy of T use this feature, all authors must have PowerPoint 2010 or
To
your presentation, then click the Save button. Open the later installed on their computers.
PowerPoint 2016
Module 8 Set Up a Slide Show
Learning With PowerPoint, you can create a self-running slide show that plays without user intervention. For example,
Outcomes you can set up a presentation so viewers can watch a slide show on a stand-alone computer,
computer in a booth
• Automate a slide
show or kiosk, at a convention, trade show,
show shopping mall, or some other public place. You Y can also create
• Hide a slide a self-running presentation on a CD, DVD, or Flash drive. You
Y have a number of options when designing a
self-running presentation; for example, you can include hyperlinks or action buttons to assist your
audience as they move through the presentation. You can also add a synchronized voice that narrates
the presentation, and you can set either manual or automatic slide timings. CASE You prepare the
presentation so it can be self-running.
STEPS
1. Click the Slide Show tab on the Ribbon, then click the Set Up Slide Show button in the
Set Up group
The Set Up Show dialog box has options you use to specify how the show will run.
QUICK TIP 2. Make sure the All option button is selected in the Show slides section, then make sure
You must use auto- the Using timings, if present option button is selected in the Advance slides section
matic timings, navi-
gation hyperlinks, or All the slides in the presentation are included in the slide show, and PowerPoint will advance the slides at
action buttons when time intervals you set.
you use the kiosk
option; otherwise, 3. Click the Browsed at a kiosk (full screen) option button in the Show type section of the
you will not be able Set Up Show dialog box
to progress through
the slides. This option allows you to have a self-running presentation that can be viewed without a presenter. See
FIGURE 8-7.
4. Click OK, click the Transitions tab on the Ribbon, click the On Mouse Click check box in
the Timing group to remove the check mark, click the After up arrow until 00:05.00
appears, then click the Apply To All button in the Timing group
Each slide in the presentation will now be displayed for 5 seconds before the slide show advances
automatically to the next slide.
5. Click the Slide Show button on the status bar, view the show, let it start over from
the beginning, press [Esc], then click the Slide Show tab on the Ribbon
PowerPoint advances the slides automatically at 5-second intervals. After the last slide, the slide show starts
over because the kiosk slide show option loops the presentation until someone presses [Esc].
6. Click the Set Up Slide Show button in the Set Up group, click the Presented by a speaker
(full screen) option button, then click OK
The slide show options are back to their default settings.
QUICK TIP 7. Click the Slide 1 thumbnail in the Slides tab, click the Hide Slide button in the Set Up
To view a hidden group, click the From Beginning button in the Start Slide Show group, watch the slide
slide while in Slide
Show view, click the appear then press [Esc]
See all slides button The slide show begins with Slide 2. Notice the Slide 1 thumbnail in the Slides tab is dimmed and has a back-
on the Slide Show
slash through its number indicating it is hidden, as shown in FIGURE 8-8.
toolbar then click
toolbar,
the hidden slide. 8. Right-click the Slide 1 thumbnail in the Slides tab, click Hide Slide in the shortcut menu,
then save your changes
Slide 1 is no longer hidden, the slide thumbnail is not dimmed, and the backslash over the slide number is
removed.
FIGURE 8-7: Set Up Show dialog box
Verify this option

is selected
Verify this option

is selected
Click to change
the pen color
Click to change
the laser
pointer color
FIGURE 8-8: Slide 1 is a hidden slide
Hidden slide is
dimmed
Backslash indicates
slide is hidden
PowerPoint 2016
Installing and using Office Add-ins

Office add-ins are applications you can download to add-ins, dictionary and word usage add-ins, as well as news
PowerPoint and your other Office programs for free (or for and social media add-ins. To install an add-in for the first
a small fee) from the Microsoft Office Store on the Internet. time, click the Store button on the Insert tab, then search
Add-ins can help you speed up and locate information on through the add-in categories. After you locate the add-in
the Internet and help you be more productive when creating you want, add it to PowerPoint. To use an app already installed,
content for your presentation. Typical add-ins available to click the Insert tab, click the My Add-ins button, then click
download to PowerPoint include navigation and mapping the add-in.
PowerPoint 2016
Module 8 Create a Custom Show
Learning A custom show gives you the ability to adapt a presentation for use in different circumstances or with
Outcomes different audiences. For example, you might have a 25-slide presentation that you show to new customers,
• Create and modify
a custom slide but only 12 of those slides are necessary
necessar for a presentation for existing customers. PowerPoint provides
show two types of custom shows: basic and hyperlinked. A basic custom show is a separate presentation or a
• Use the laser
presentation that includes slides from the original presentation. A hyperlinked custom show is a separate
pointer
(secondar presentation that is linked to a primary
(secondary) primar custom show or presentation. You Y can also use the
laser pointer to help you focus the audience’s attention on specific areas of slides. CASE YYou have
been asked to create a version of the Kenyan presentation for a staff meeting, so you create and view a custom
slide show containing only the slides appropriate for that audience. You also learn to use the laser pointer during
a slide show.
STEPS
QUICK TIP 1. Click the Slide Show tab, click the Custom Slide Show button in the Start Slide Show
To print a custom group, click Custom Shows to open the Custom Shows dialog box, then click New
show click the File
show,
tab, click Print, click The Define Custom Show dialog box opens. The slides that are in your current presentation are listed in the
Print All Slides under Slides in presentation list box.
Settings, then click
the name of the cus- 2. Click the Slide 1 check box, click the check boxes for Slides 4–9, then click Add
tom show under The seven slides you selected move to the Slides in custom show list box, indicating that they will be
Custom Shows.
included in the custom show. See FIGURE 8-9.
3. Click 5. Technology Considerations in the Slides in custom show list, then click the slide
order Up button once
The slide moves from fifth place to fourth place in the list. You can arrange the slides in any order in your
custom show by clicking the slide order Up or Down arrows.
QUICK TIP 4. Click 7. Unique Travel Experience in the Slides in custom show list, click the Remove
Clicking the Remove button , drag to select the existing text in the Slide show name text box, type Project
button does not
delete the slide from Presentation, then click OK
the presentation; it The Custom Shows dialog box lists your custom presentation. The custom show is not saved as a separate
only deletes the slide
presentation file even though you assigned it a new name. To view a custom slide show, you must first open
from the custom
show. the presentation you used to create the custom show in Slide Show view. You then can open the custom
show from the Custom Shows dialog box.
5. Click Show
Show, view the Project Presentation slide show, then press [Esc] to end the
slide show
The slides in the custom show appear in the order you set in the Define Custom Show dialog box. At the
end of the slide show, you return to the presentation in Normal view.
6. Click the From Beginning button in the Start Slide Show group, right-click the screen,
point to Custom Show
Show, then click Project Presentation
The Project Presentation custom show appears in Slide Show view.
QUICK TIP 7. When Slide 1 appears, press and hold [Ctrl], press and hold the left mouse button, move
To change the color the laser pointer around the slide as shown in FIGURE 8-10, release [Ctrl], then release the
of the laser pointer,
click the Slide Show left mouse button
tab, click the Set Up Automatic slide timings are set so your slide show can advance to the next slide even though you use the
Slide Show button,
laser pointer. You can use the laser pointer in any presentation on any slide during a slide show.
then click the Laser
pointer color button. 8. Press [Esc] at any point to end the slide show, then save your changes
FIGURE 8-9: Define Custom Show dialog box
Slides in the
custom show
Up button
Remove
button
Down
button
FIGURE 8-10: First slide of custom slide show with laser pointer
Laser pointer
Africanmoose/Shutterstock.com
PowerPoint 2016
Linking to a custom slide show

You can use action buttons to switch from the “parent” show to Now when you run a slide show you can click the action button
the custom show. Click the Shapes button in the Drawing group you created to run the custom show. You can also create an
on the Home tab, then click an action button. Draw an action interactive table of contents using custom shows. Create your
button on the slide. Click the Hyperlink to list arrow, click Custom table of contents entries on a slide, then hyperlink each entry to
Show click the custom show you want to link, then click OK.
Show, the section it refers to using a custom show for each section.
PowerPoint 2016
Module 8 Prepare a Presentation
for Distribution
Learning
Outcomes
• Protect a
presentation with
a password Reviewing and preparing your presentation before you share it with others is an essential step, especially
• Check presentation with so many security and privacy issues on the Internet. One way to help secure your PowerPoint presen-
compatibility
tation is to set a security password, so only authorized people can view or modify its content. If you plan to
open a presentation in an earlier version of PowerPoint, it is a good idea to determine if the presentation is
compatible. Some features in PowerPoint 2016, such as sections and SmartArt graphics, are not compat-
ible in earlier versions of PowerPoint. CASE YYou want to learn about PowerPoint security and compat-
ibility features so you can use them on presentations and other documents.
STEPS
1. Click the Slide 1 thumbnail in the Slides tab, click the File tab on the Ribbon, click the
Protect Presentation button, then click Encrypt with Password on the menu
The Encrypt Document dialog box opens.
2. Type 123abc
As you type, solid black symbols appear in the text box, as shown in FIGURE 8-11, which hides the password
and makes it unreadable. This protects the confidentiality of your password if anyone happens to be looking
at your screen while you type.
TROUBLE 3. Click OK to open the Confirm Password dialog box, type 123abc, then click OK
If you mistype the
A password is now required to open this presentation. Once the presentation is closed, this password must
password in the
Confirm Password be entered in the Password dialog box to open the presentation. The presentation is now password protected
dialog box, an alert from unauthorized users.
dialog box opens.
4. Click Close, click Save to save changes, click the File tab, then click PPT 8-R2G.pptx in
the Recent Presentations list
The Password dialog box opens.
QUICK TIP 5. Type 123abc, then click OK to open the presentation
To set other password The presentation opens. Be aware that if you don’t remember your password, there is no way to open or
options, open the
Save As dialog box, view the presentation.
click Tools, then click
General Options.
6. Click the File tab on the Ribbon, click the Protect Presentation button, click Encrypt with
Password, select the password, press [Delete], click OK, then click Save
The password is removed and is no longer needed to open the presentation.
QUICK TIP 7. Click the File tab on the Ribbon, click the Check for Issues button, then click Check
Click the File tab, Compatibility
click the Check for
Issues button, The Compatibility Checker analyzes the presentation, and the Microsoft PowerPoint Compatibility Checker
then click Check dialog box opens, as shown in FIGURE 8-12. Each item in the dialog box represents a feature that is not sup-
Accessibility to check ported in earlier versions of PowerPoint. This means that if you try to run this presentation using an earlier
for potential issues
for people with version of PowerPoint, the items listed will function in a limited capacity or not at all.
reading disabilities.
8. Click the down scroll arrow
arrow, read all of the items in the dialog box, click OK, add your
name to the slide footer, then click the Slide Sorter button on the status bar
The dialog box closes. Compare your screen to FIGURE 8-13.
9. Save your work, submit your presentation to your instructor
instructor, then close the presentation
but do not exit PowerPoint
FIGURE 8-11: Encrypt Document dialog box FIGURE 8-12: Compatibility Checker dialog box
Hidden
password
FIGURE 8-13: Final presentation in Slide Sorter view
Gilles Paire/Shutterstock.com; Africanmoose/Shutterstock.com
PowerPoint 2016
Recording a slide show

With the Record Slide Show feature you have the ability to record tab, click the Record Slide Show button list arrow in the Set Up
and save audio narrations, slide and animation timings, and laser group, then start recording from the beginning or the current
pointer gestures for each slide during a slide show. This feature is slide. You then have to choose which elements you want to
great to use if you want to record audience comments so that record during the slide show. If you choose to record audio narra-
people who were unable to attend the presentation live can view tions, you must have a microphone, a sound card, and speakers.
and listen to it later. To record a slide show, click the Slide Show A sound icon appears on every narrated slide.
PowerPoint 2016
Module 8 Create a Photo Album
Learning A PowerPoint photo album is a presentation designed speci cally to display photographs. You Y can add
Outcomes pictures to a photo album from any storage device such as a hard drive, ash drive, digital camera, scanner,
scanner
• Create a photo
album or web camera. As with any presentation, you can customize the layout of a photo album presentation
• Customize a photo by adding title text to slides, applying frames around the pictures, and applying a theme. YouY can also
album
format the pictures of the photo album by adding a caption, converting the pictures to black and white,
rotating them, applying artistic effects, and changing their brightness and contrast. CASE On a break
ffrom work, you decide to create a personal photo album showing some of the pictures you took on a trip to
the Caribbean.
STEPS
1. Click the Insert tab on the Ribbon, click the Photo Album list arrow in the Images group,
then click New Photo Album
The Photo Album dialog box opens.
QUICK TIP 2. Click File/Disk
File/Disk, select the file PPT 8-3.jpg from the location where you store your Data
In the Photo Album Files, then click Insert
dialog box click a
picture check box, The picture appears in the Preview box and is listed in the Pictures in album list, as shown in FIGURE 8-14.
then click New Text
Box to create a text
3. Click Create, save the presentation as PPT 8-Photo Album to the location where you
box after the picture. store your Data Files, then change the presentation title from “Photo Album” to
My Holiday Photos
A new presentation opens. PowerPoint creates a title slide along with a slide for the picture you inserted.
The computer user name appears in the subtitle text box by default.
4. Click the Slide 2 thumbnail in the Slides tab, click the Photo Album list arrow in the
Images group, then click Edit Photo Album
The Edit Photo Album dialog box opens. You can use this dialog box to add and format pictures and modify
the slide layout in the photo album presentation.
5. Click File/Disk
File/Disk, click PPT 8-4.jpg, press and hold [Shift], click PPT 8-6.jpg, release [Shift],
click Insert, click the 4 PPT 8-6 check box in the Pictures in album list, then click the
Rotate Right button
Three more pictures are added to the presentation, and picture PPT 8-6.jpg is rotated to the right 90 degrees.
QUICK TIP 6. Click the Picture layout list arrow
arrow, click 2 pictures, then click the Captions below ALL
Click the ALL pictures pictures check box
black and white
check box to change 7. Click the Frame shape list arrow
arrow, click Soft Edge Rectangle, click Update, then click the
all the pictures in the
photo album to Slide 2 thumbnail in the Slides tab
black and white. Two pictures with a caption below each picture (currently the picture filename) appear on each slide, and
each picture is formatted with a soft edge.
8. Click the Slide Sorter view button , then drag the Zoom Slider on the status bar
until your screen looks similar to FIGURE 8-15
9. Add your name to the slides footer
footer, save your changes, then submit your presentation
to your instructor
FIGURE 8-14: Photo Album dialog box
Brightness
buttons
Click to move a picture
up or down in the list
Contrast
Mihai-Bogdan Lazar/Shutterstock
buttons
Click to apply a design Shows current

theme to the photo album picture layout
FIGURE 8-15: Completed photo album
Mihai-Bogdan Lazar/Shutterstock; Tami Freed/Shutterstock; Ruth Choi/Shutterstock;

Picture captions
Andrzej Kubik/Shutterstock.com
PowerPoint 2016
Publishing slides to a Slide Library

If your computer is connected to a network server running created on a server), click the File tab, click Share, click Publish
Office SharePoint Server software, you can store slides in a Slides, then click the Publish Slides button. The Publish Slides
folder called a Slide Library for others to access, modify, and dialog box opens. Use Browse in the dialog box to select the
use. Using a Slide Library, others can make changes to your Slide Library location you are going to use. To add slides to
slides, and you in turn can track and review all changes and a Slide Library, click the check box next to each slide, then
have access to the latest version of your slides. To publish slides click Publish.
from PowerPoint to a Slide Library (after a Slide Library is
PowerPoint 2016
Module 8 Deliver a Presentation Online
Learning Being able to assemble everyone in the same room for a presentation can be dif cult, which is why
Outcomes PowerPoint provides a way to share your presentation with remote viewers. Using PowerPoint, you
• Give an online
presentation can host an online presentation in real time over the Internet to viewers using Microsoft’s free Of ce
Presentation Service. Viewers of an online presentation need to have a computer connected to the
browser and a link to an Internet address, called a URL, which is automatically sup-
Internet, a web browser,
plied by PowerPoint. The URL link for your online broadcast can be emailed to viewers directly from
PowerPoint. CASE In preparation for hosting an online presentation to others in your company
company, you
test the online broadcasting features in PowerPoint. NOTE: To complete this lesson as a host, you need to
be logged into PowerPoint 2016 with a Microsoft account and have Internet access. As a viewer, you need
Internet access and the URL link entered into a web browser.
STEPS
1. Click the Normal button on the status bar, click the Slide 1 thumbnail in the Slides
tab, click the File tab on the Ribbon, click Share, then click Present Online
Read the information on the screen. If you don’t have a Microsoft account, you need to acquire one from
the Microsoft website before you proceed.
TROUBLE 2. Click the Present Online button
If you get a service
The Present Online dialog box opens, and PowerPoint connects to the Office Presentation Service online.
error message, try
to connect again. Once connected, PowerPoint prepares your presentation to be viewed online, which may take a couple of
See your instructor minutes. The Present Online dialog box eventually displays a URL link, as shown in FIGURE 8-16.
or technical support
person for 3. If approved by your instructor
instructor, click the Send in Email link to open an Outlook new
additional help. message window
window, type an email address in the To text box, then click Send
The Microsoft Outlook window opens with the URL link in the message box and is then sent to the person
you want to view the online presentation. Anyone you provide the URL link to can enter the link into their
web browser and watch the broadcast.
4. Click the START PRESENTATION button
The first slide of the presentation opens in Slide Show view. Make sure viewers can see the presentation in
their web browser.
QUICK TIP 5. Press [Spacebar], wait for your viewers to see the slide, press [Spacebar], wait for your
Until you end the viewers to see the slide, end the slide show, then click the Present Online tab on the
broadcast or close
the presentation, Ribbon
you are continuously Each slide in the presentation is viewed by you and your online viewers. The Present Online tab opens, as
broadcasting the
shown in FIGURE 8-17. Use this tab to start the slide show from different slides, share meeting notes using
presentation.
OneNote, invite others to view the broadcast, and end the broadcast.
6. When you are finished broadcasting click the End Online Presentation button in the
Present Online group
A message box opens asking if you want to end the online presentation.
7. Click End Online Presentation, close the presentation, then exit PowerPoint
The online presentation stops, and the presentation closes.
FIGURE 8-16: Present Online dialog box
Your broadcast link

Broadcast link will look different
Click to copy the broadcast

link to the Clipboard
Click to send viewers the

broadcast link in an email
FIGURE 8-17: Online presentation broadcast
Presentation being broadcast
New tab
Tami Freed/Shutterstock; Ruth Choi/Shutterstock
PowerPoint 2016
Mastering PowerPoint features and online presentations

Not all PowerPoint features are supported for broadcasting, and hyperlinks are not shown to your audience. Keep in mind too that
some features are altered altogether. For example, you cannot if you have a large presentation you might have file size limitations
annotate or markup slides during an online presentation, and imposed on your presentation file when trying to broadcast.
Practice
Concepts Review
FIGURE 8-18
1 6
Gilles Paire/Shutterstock.com
2
Match each term with the statement that best describes its function.
8. Basic custom show a. A presentation specifically designed to display photographs
9. URL b. An Internet web address
10. Kiosk c. A slide show created from selected slides in a presentation
11. Photo album d. A small booth for a stand-alone computer that can run a slide show without
12. Office add-in user intervention
e. A mini application you can download to PowerPoint
13. You
Y must use automatic or action buttons when you create a self-running slide
show.
a. transitions c. animations
b. timings d. bullets
14. How can you collaborate on a presentation at the same time with another person?
a. Email the presentation. c. Package the presentation
b. Present the presentation online. d. Save the presentation to a OneDrive location
15. What is a hyperlinked custom show?
a. A secondary presentation linked to a primary presentation.
b. A presentation that is packaged.
c. A presentation you present online.
d. A presentation sent as an Internet fax.
16. What does the Compatibility Checker do to a presentation?
a. Inspects for unsupported features. c. Checks for reading disability content.
b. Inspects for hidden properties. d. Restricts access to editing and printing.
17. What is the easiest way to present a presentation to multiple viewers in different locations at the
same time?
a. Publish to a Slide Library. c. Broadcast over the Internet.
b. Create handouts. d. Create a PDF document.
18. What is a photo album specifically designed to do?
a. Create a video using photographs. c. Organize photographs in a database.
b. Display photographs. d. Broadcast photographs on the Internet.
19. Use view to display a custom slide show.
a. Slide c. Presenter
b. Custom Show d. Slide Show
Skills Review
1. Customize handout and notes masters.
a. Start PowerPoint, open the file PPT 8-7.pptx from the drive and folder where you store your Data Files, then
save it as PPT 8-Java Stop. Note: You need to have access to Outlook and the Internet to complete all the steps in
this Skills Review.
b. Switch to Handout Master view
view, then change the slides per page to 4 slides.
c. Change the handout orientation to Landscape, then type The Java Stop in the header text placeholder.
d. T
Type your name in the footer text placeholder, then switch to Notes Master view.
e. Change the background style to Style 9, type Proposal in the header text placeholder, then type your name
in the footer text placeholder.
f. Close Notes Master view
view, then save your work.
PowerPoint 2016
2. Send a presentation for review.

a. Click the File tab, click Share, click Email, then click the Send as Attachment button.
b. T
Type a brief message in the email message, then send the presentation to yourself.
c. Open Microsoft Outlook, open the message you sent to yourself, then close Outlook.
3. Combine reviewed presentations.
a. Click the Review tab, then click the Compare button in the Compare group.
b. Navigate to the location where you store your Data Files, click PPT 8-8.pptx, then click Merge.
c. Accept the changes to the text box and the action button on Slide 1, then click the Next button in the Compare group.
d. Accept the changes to the text object, accept the rest of the changes in the presentation, then end the review.
e. Open the Comments pane, then use the Next button in the Comments task pane to read all the comments in the
presentation.
f. Delete all comments in the presentation, close the Comments pane, then save your work.
4. Set up a slide show.
a. Click the Slide Show tab, click the Set Up Slide Show button, use automatic slide timings, set up a slide show so it
will be browsed at a kiosk, then click the T Transitions tab.
b. Remove the check mark from the On Mouse Click check box, set a slide timing of 3 seconds to all the slides, run the
slide show all the way through to Slide 1, then end the slide show.
c. Change the slide show options to be presented by a speakerspeaker, then change the slide timings to manual in the Set Up
Show dialog box.
d. Run through the slide show from Slide 1 using the action buttons at the bottom of the slides. Move forward and
backward through the presentation, then press [Esc] when you are finished.
e. Hide Slide 5, then run through the slide show.
f. When you have finished viewing the slide show show, reset the slide timings to automatic, then save your work.
5. Create a custom show.
a. Create a custom show called Issues that includes Slides 2, 3, and 4.
b. Move Slide 3 Publicity above Slide 2 Considerations.
c. View the show from within the Custom Shows dialog box, then press [Esc] to end the slide show.
d. Go to Slide 1, begin the slide show
show, then, when Slide 1 appears, go to the Issues custom show.
e. View the custom slide show, return to Normal view, then save your work.
6. Prepare a presentation for distribution.
a. Click the File tab, click Protect Presentation, then click Encrypt with Password.
b. Type
T 123abc, then type the same password in the Confirm Password dialog box.
c. Close the presentation, save your changes, open the presentation, then type 123abc in the Password dialog box.
d. Open the Encrypt Document dialog box again, then delete the password.
e. Click the File tab, click Check for Issues, click Check Compatibility
Compatibility, read the information, then close the dialog box.
f. Save your work, add your name to the slides footer
footer, then check the spelling in the presentation. The completed presen-
tation is shown in FIGURE 8-19.
g. Submit your presentation FIGURE 8-19
to your instructor
instructor, then
close the presentation.
7. Create a photo album.
a. Create a new photo
album presentation,
navigate to the location
where you store your Data
Files, then insert the files
PPT 8-9.jpg, PPT 8-10.jpg,
PPT 8-11.jpg, and
PPT 8-12.jpg.
b. Rotate picture PPT 8-12.jpg to the right, move the picture so it is first in the list, create the photo album, then
save it as PPT 8-Hackensack to the location where you store your Data Files.
c. Change the title on the title slide to Up the Hackensack, then type your name in the subtitle text box.
d. Open the Edit Photo Album dialog box, change the picture layout to 1 picture, then change the frame shape to
Simple Frame, White.
FIGURE 8-20
e. Make all pictures black
and white, add cap-
tions to all pictures,
update the presenta-
tion, then save
your changes.
f. Submit your presenta-
tion to your instructor.
The completed photo
album is shown in
FIGURE 8-20.
8. Deliver a presentation
online.
a. Click the File tab, click Share, click Present Online, then click the Present Online button.
b. Send invitations to people you want to view the broadcast using the Send in Email link in the Present Online
dialog box.
c. Start the online presentation, then move through each slide in the presentation.
d. When you are finished broadcasting, end the online presentation, save your work, close the presentation, then
exit PowerPoint.
You work for The Cruise Guide, online company that reviews cruises throughout the world. You have to develop a pre-
sentation on a new river cruise on the Mekong River in Vietnam. To complete the presentation, you need to compare
two presentations and then add media and slide effects. Note: To complete all the steps of this Independent Challenge, you
must be connected to the Internet.
a. Start PowerPoint, open the presentation PPT 8-13.pptx, then save it as PPT 8-Vietnam to the location
b. Open the Review tab on the Ribbon, merge the file PPT 8-14.pptx, then apply all changes to the presentation,
which includes a new slide.
c. Read all comments in the presentation, then delete the comment on the Cruise Lines slide.
d. Use the Previous button in the Comments group to move back to slides that have comments, then write a reply
PowerPoint 2016
comment to each of the original comments.

e. Use the Compatibility Checker on the presentation.
f. Use the Internet to research information on the city of Hanoi Vietnam, then add content to Slide 6 of the
presentation.
g. Insert and format at least two different media clips (pictures, videos, or sounds). Use approved media clips from
legal sources.
h. Apply slide transitions, timings, and animations to all the slides in the presentation.
i. Convert the text on Slide 4 to a SmartArt diagram, then format the diagram using the techniques you learned in
this book.
j. Use the Compatibility Checker again on the presentation. Note any differences, then view the presentation in Slide
Show view and use the laser pointer.
k. Add your name as a footer on all slides, then check the spelling in the presentation.
You work at the Oregon Department of Agriculture. Part of your job is to compile agricultural information gathered from
all the state counties and create presentations that display the data for public viewing. You are currently working on a sum-
mary presentation that will be made public on the agency website.
a. Start PowerPoint, open the presentation PPT 8-15.pptx, then save it as PPT 8-Oregon to the location where you
b. Insert the file PPT 8-16.jpg from the location where you store your Data Files on Slide 2.
c. Format the picture using the commands on the Picture T Tools Format tab.
d. Change the table layout on Slide 4 by splitting each of the four cells that contain more than one piece of data, such
as the Fruits and Berries cell.
e. Separate the data in the split cells, then format the table.
f. Create a custom slide show that displays any two slides from the presentation, then save it as Custom.
g. Insert and format at least two media clips (pictures, videos, or sounds). Use approved media clips from
legal sources.
h. Change the handout master to two slides per page, then apply the Style 9 background style.
i. Save the presentation, add your name as the footer on all notes and handouts, check the spelling of the presenta-
tion, then view the presentation in Slide Show view.
j. Use the Present Online feature to invite others in your class to watch an online presentation.
k. Submit your presentation to your instructor
You are the assistant director of operations at AsiaWest, an international marine shipping company based in Seattle,
Washington. AsiaWest handles 55 percent of all the trade between Asia, the Middle East, and the West Coast of the United
States. You need to give a quarterly presentation to the company’s operations committee outlining the type and amount of
trade AsiaWest handled during the previous quarter.
Plan a presentation with at least five slides that details the type of goods AsiaW
AsiaWest carries. Create your own content, but
assume the following:
•
70,000 automobiles in a quarter.
•
•
•
a. Start PowerPoint, create a new presentation, save it as PPT 8-AsiaWest, then apply a design theme to
the presentation.
b. Use the information provided to help develop the content for your presentation. If you have Internet access, use the
Internet to research the shipping business.
c. Insert and format at least two media clips (pictures, videos, or sounds). Use approved media clips from legal
sources.
d. Set transitions and animations, rehearse slide timings, then view the presentation in Slide Show view.
e. Change the handout master to 6 slides per page, change the background style to Style 8, then change the orien-
tation to Landscape.
f. Send the presentation to a friend as an email attachment.
g. Check the spelling of the presentation, add your name as a footer on all notes and handouts, then save
your work.
h. Submit your presentation to your instructor

You have just been given an assignment in your Cultural Anthropology class to create a photo album that shows your
personal family history. You must use your own pictures of past family members, homes, businesses, vacations, and
other pictures that help tell your personal family life story and history.
a. Start PowerPoint, create a photo album presentation, insert your pictures, then save the presentation as
PPT 8-Family History to the location where you store your Data Files.
b. Enter a title in the title text placeholder
placeholder, add your name to the subtitle text placeholder and as the footer on the
slides, then apply a design.
c. Use the Edit Photo Album dialog box to format the pictures as needed. An example of a family photo album is
d. Send the presentation for review to at least one friend, and ask them to provide changes and comments. Use the
Compare feature to merge your original presentation with the reviewed presentation.
e. Accept or reject reviewer changes, then leave any comments made by the reviewer in your presentation.
f. Check the spelling of the presentation, save your changes, then broadcast this presentation to two friends using
the Present Online feature.
g. Click the File tab, click Export, click Create Handouts, then click the Create Handouts button.
h.
PPT 8-Handout to the location where you store your Data Files.
i. Submit your presentation and your handout to your instructor. Close the Word document, exit Word, close the
presentation, then exit PowerPoint.
FIGURE 8-21
PowerPoint 2016
Visual Workshop
Create a presentation and save it as PPT 8-Project Final. Use an instructor-approved topic and the following task list
to help you complete this Visual Workshop:
•
•
•
•
•
•
•
•
•
•
Add your name as a footer on the slide, save the presentation, then submit the presentation to your instructor. FIGURE 8-22
shows an example of a presentation you can create.
FIGURE 8-22
Integrating Word,
Excel, Access, and
PowerPoint
At Reason2Go (R2G), you need to compile materials for a PowerPoint
CASE
presentation and a Word report about corporate volunteer experiences. The
presentation includes an Access table, objects copied from Word, and a file linked to Excel. The
Word report is created from handouts exported from PowerPoint and includes an embedded
PowerPoint slide.
Module Objectives
• Insert an Access table into PowerPoint • Create PowerPoint handouts in Word
• Insert Word objects into PowerPoint • Embed a PowerPoint slide in Word
• Link an Excel file into PowerPoint
Files You Will Need

INT 6-1.pptx INT 6-9.xlsx
INT 6-2.accdb INT 6-10.docx
INT 6-5.docx INT 6-13.pptx
INT 6-6.pptx INT 6-14.accdb
INT 6-8.docx INT 6-16.xlsx
Integration
Module 6 Insert an Access Table
into PowerPoint
Learning
Outcomes
• Paste an Access
table in
PowerPoint You can copy a table or a query datasheet from Access and paste it on a PowerPoint slide. You can then use
• Format a pasted PowerPoint tools to modify the table attractively for use in a presentation. However, you cannot create a direct
table in
PowerPoint link between the Access table and the table copied to the PowerPoint presentation. CASE You already
have an Access database containing information about the corporate volunteer experiences offered by R2G. Because
you don’t need to link the database information to the presentation, you copy a query datasheet from the Access
database, paste it directly into a PowerPoint slide, and then format it attractively
attractively.
STEPS
TROUBLE 1. Start PowerPoint, open the file INT 6-1.pptx from the location where you store your
If necessary, click the Data Files, save the presentation as INT 6-Corporate Experiences, then scroll through
Enable Editing button
in the bar above the the presentation
presentation. The blank slides will contain objects that you import from other programs.
2. Start Access, open the Data File INT 6-2.accdb from the location where you store your
Data Files, enable content if prompted, then double-click either instance of Company
Query in the list of database objects to open it
The Company Query lists the experiences purchased by six companies.
3. Close Company Quer
Query, then with Company Query still selected, click the Copy button in
the Clipboard group
4. Switch to PowerPoint, go to Slide 4 (Corporate Customers), click the content
placeholder to designate where the query datasheet will be pasted, click the Paste list
arrow in the Clipboard group, then move the mouse pointer over each of the Paste
options to view how the pasted query datasheet will appear
The format of the query datasheet does not change to reflect Source or Destination themes because the
query datasheet is copied from Access, which does not use Office themes. The preview of the pasted query
datasheet changes only when you move the mouse pointer over the Keep Text Only Paste option.
5. Click the Use Destination Theme button as shown in FIGURE 6-1
You can use PowerPoint tools to format the pasted table.
6. Click the Table Tools Design tab, click the More button in the Table Styles group,
then select the Themed Style 1 - Accent 6 design (pale red option in the top row)
7. Click to the left of “Company Query” in the table, drag to select all the text in the table,
click the Home tab, then click the Increase Font Size button in the Font group until
18+ appears in the Font Size text box
8. Click anywhere in row 1, click the right mouse button, click the Delete Table button on
the mini-toolbar, click Delete Rows, point to the left of row 1 to show , click to select
all the text in the new row 1, increase the font size to 24 point, then apply Bold
formatting
9. Adjust column widths and position the table so that it appears as shown in FIGURE 6-2,
save the presentation, switch to Access, then exit the program, answering Yes to empty
the Clipboard, if prompted
Integration 74 Integrating Word, Excel, Access, and PowerPoint
FIGURE 6-1: Viewing Paste Options for a copied Access table
Three Paste
options available
Use Destination
Theme button selected
A theme is
not applied
to the pasted
Access table
Integration
FIGURE 6-2: Access table formatted in PowerPoint
Integrating Word, Excel, Access, and PowerPoint Integration 75
Integration
Module 6 Insert Word Objects
into PowerPoint
Learning
Outcomes
• Paste copied text
as objects in
PowerPoint Often you need a PowerPoint presentation to include text that you have already entered in a Word document.
• Format pasted Instead of retyping the text in PowerPoint, you can copy it from Word and paste it into PowerPoint. The
Word objects
pasted text becomes a text box that you can then format and position using PowerPoint tools. YYou can
choose to paste the object with or without linking it to the source document. CASE You want
information about R2G’s most popular corporate volunteer experience to appear on Slide 5 of the presentation.
The text that describes this experience is contained in a Word document.
STEPS
1. Start Word, open the file INT 6-3.docx from the location where you store your Data
Files, then select the Sea Turtle Rescue heading and the paragraph that follows
2. Click the Copy button in the Clipboard group, switch to PowerPoint, go to Slide 5 (Most
Popular Experience), click the Layout button in the Slides group, then click Title Only
3. Click the Paste list arrow in the Clipboard group, click the Use Destination Theme
button , click the Quick Styles button in the Drawing group, click the Subtle Effect -
Rose, Accent 6 quick style (far right column, fourth row), select all the text in the text
box, then click the Increase Font Size button in the Font group once (20+ appears)
4. Drag the left and right sizing handles and drag the text box edge to size and position it
so it fills the slide as shown in FIGURE 6-3, then click outside the object to deselect it
5. Select the text baby turtles in the second line of the Sea Turtle Rescue description, click
the Copy button, click outside the text box, click the Paste button (the object will
appear within the large text box), drag the pasted object into the area below the text
box, then deselect it
6. Copy Costa Rica from the text box, click outside the text box, paste the object, then
drag the pasted object into the area below the text box
7. Press and hold [Shift], click the baby turtles object so both objects are selected, release
[Shift], increase the font size to 24 pt, apply Bold formatting, click the Drawing Tools
Format tab, click the Shape Fill list arrow in the Shape Styles group, then select the
Rose, Accent 6, Lighter 60% color
8. Click the Shape Effects button in the Shape Styles group, point to Bevel, then select the
Cool Slant bevel style as shown in FIGURE 6-4
9. Capitalize the first letters of “baby turtles”, use the alignment guides to adjust their
positions relative to each other so the slide appears as shown in FIGURE 6-5, save the
presentation, switch to Word, then close the document
FIGURE 6-3: Resized and repositioned text box
FIGURE 6-4: Selecting the Cool Slant bevel style
Integration
Cool Slant bevel
style selected
FIGURE 6-5: Completed slide with objects copied from Word
Alignment guides
Integration
Module 6 Link an Excel File into
PowerPoint
Learning
Outcomes
• Insert a linked
Excel file in
PowerPoint You can use the Object command to insert a linked Excel file into a PowerPoint presentation. To edit the
• Edit Excel data in content of the inserted Excel file, you double-click it to open it in Excel, the source program. Changes you
PowerPoint
make to the file in Excel appear in PowerPoint and in the original Excel file. CASE You want Slide 7 to
contain information about projected sales. You already have this information stored in an Excel spreadsheet. You
insert the Excel file into a PowerPoint presentation and then update selected content.
STEPS
1. Start Excel, open the file INT 6-4.xlsx from the location where you store your Data Files,
then save it as INT 6-Corporate Sales
2. Click cell E14, click the AutoSum button in the Editing group twice, apply Bold and
widen the column to view the result ($1,361,600.00), then save and close the file
QUICK TIP 3. In PowerPoint, go to Slide 7 (Corporate Sales), change the layout to Title Only
Only, click the
Instead of applying Insert tab, then click the Object button in the Text group
the Title Only slide
layout, you can just 4. Click the Create from file option button, click Browse, navigate to the location where you
delete the lower
placeholder by stored the INT 6-Corporate Sales.xlsx file, then double-click INT 6-Corporate Sales.xlsx
clicking its edge and 5. Click the Link check box to select it in the Insert Object dialog box as shown in FIGURE 6-6,
pressing [Delete].
then click OK
The Excel file appears on the PowerPoint slide as a worksheet object formatted using the Banded theme that
was applied to the source file.
6. Size and position the worksheet object as shown in FIGURE 6-7
You decide to use the tools of the source program (Excel) to modify the linked object.
QUICK TIP 7. Double-click the worksheet object (Excel opens), maximize the Excel worksheet window,
You can edit the then change the price for Sea Turtle Rescue to $5,000 and the price for School Helpers
linked object by
opening the file in to $3,000
Excel or by
double-clicking it in 8. Click the Page Layout tab, click the Themes button in the Themes group, select the Crop
PowerPoint. theme, widen column E, then save and close the workbook and exit Excel
9. In PowerPoint, verify that the total projected sales are now $1,476,600.00, size and
position the worksheet object as shown in FIGURE 6-8, then save the presentation
FIGURE 6-6: Insert Object dialog box
Link check box selected
FIGURE 6-7: Excel worksheet object inserted into PowerPoint
Integration
Banded theme from
the source program
currently applied to the
Excel worksheet object Drag the lower-right
corner of the
worksheet object to
increase its size
FIGURE 6-8: Modified worksheet object in PowerPoint
Crop theme
applied
Updated total
Integration
Module 6 Create PowerPoint Handouts
in Word
Learning
Outcomes
• Send PowerPoint
slides to Word
• Edit linked slides You can print slides as handouts directly from PowerPoint, or you can create handouts of PowerPoint slides in
in Word a Word document. You can then use Word tools to modify the document content and format. CASE You
create handouts of the PowerPoint slides in a Word document, and then add the report text to it.
STEPS
1. In PowerPoint, save the presentation, click the File tab, click Export, click Create
Handouts, click Create Handouts in the far-right pane, verify that the Notes next to
slides option button is selected, click the Paste link option button, then click OK
TROUBLE 2. Wait a few moments for the handout creation process to finish, click the Word button
If the slides do not on the taskbar (it will be flashing) to view the three-column table in Word that contains
appear in Word
within a few the exported slides, save the Word document as INT 6-Corporate Report, click the View
moments, click the tab, click the 100% button in the Zoom group, scroll to and then click to the left of the
Word button on the
taskbar to switch table row containing the Slide 6 text at the bottom of page 2 to select the entire row as
to Word. shown in FIGURE 6-9, click the Home tab, then click the Cut button in the Clipboard group
When you delete slide content from the Word document, that slide is not deleted from the PowerPoint
presentation, even though the presentation and the document are linked. You must delete it manually from
the PowerPoint presentation. Similarly, if you delete a slide from PowerPoint, you need to delete it manually
from the linked Word document.
3. Switch to PowerPoint, click Slide 6 (Proposed Experiences) in the Slides pane, press
[Delete], go to Slide 2, select the text Proposed Experiences on the slide, press [Delete],
go to Slide 3, insert Experiences following “Corporate” in the slide title so it reads
Corporate Experiences Sales Focus, then return to Slide 2 and add Experiences to the
first bullet point and delete Volunteer from the third bullet point
4. Switch to Word, click the File tab, then click Edit Links to Files
In the Links dialog box, six entries appear. Each slide is linked separately to the PowerPoint presentation.
5. Press and hold [Shift], click the bottom link to select all six links as shown in FIGURE 6-10,
Now, click OK, click to exit Backstage view, change Slide 7 to Slide 6 in
click Update Now
the last row of the table, then scroll up to see the updated slides
The text on Slides 2 and 3 in the Word document is updated.
6. Press [Ctrl][Home], press [Enter] to insert a blank line above the table containing the
slides, open the file INT 6-5.docx from the location where you store your Data Files, click
TROUBLE the Select button in the Editing group, click Select All, click the Copy button in the
You may need to
click in a few areas of Clipboard group, then close the document
the table to show 7. In the corporate report document, click the Paste button in the Clipboard group, scroll
the Table select icon.
down and click in the table containing the slides, click the Table select icon , click the
Cut button in the Clipboard group, click in the blank area above “Conclusion” on page 1,
TROUBLE then click the Paste button
If table gridlines do
not show, select the 8. Scroll up to page 1 and select the table containing the slides again, click the Table Tools
table, click the Table Layout tab, select the contents of the Height text box in the Cell Size group, type 1.7,
Tools Layout tab,
then click the View then press [Enter]
Gridlines button in 9. Deselect the table, click the View tab, click the Multiple Pages button in the Zoom
the TTable group.
group, save the document, then compare your screen to FIGURE 6-11
FIGURE 6-9: Selecting a table row
Click to the left of

the text to select
the entire table row
Integration
FIGURE 6-10: Selecting linked PowerPoint slides in the Links
dialog box in Word
FIGURE 6-11: Word document containing slides exported from PowerPoint
Integration
Module 6 Embed a PowerPoint Slide
in Word
Learning
Outcomes
• Create a
PowerPoint slide
in Word You can embed a PowerPoint slide in a Word document and then, because it is embedded, use PowerPoint
• Break links between tools within Word to add text to the slide and apply formatting. The PowerPoint slide is not linked to a
linked files
PowerPoint presentation. It exists only in the Word document. You can accomplish the same goal by
copying a slide from PowerPoint, pasting it into Word, and then double-clicking it to make changes using
PowerPoint tools. CASE You replace the title of the Word report with a PowerPoint slide that includes the
report title and then you break all the links to the presentation and report so you can send the document to
other managers without sending the supporting PowerPoint file.
STEPS
1. In Word, return to 100% view, select the document title R2G Corporate Volunteer
Experiences, then press [Delete]
2. Click the Insert tab, click the Object button in the Text group, scroll to and click
Microsoft PowerPoint Slide, then click OK
3. Enter text on the embedded slide as shown in FIGURE 6-12
4. Click the Design tab, click the More button in the Themes group, select the Crop
theme, select the slide title, click the Home tab and reduce the font size to 60 pt, then
click outside the embedded object to return to Word
5. Switch to PowerPoint, click the File tab, click Edit Links to Files, click the link
link, click Break
Link, click Close, then click to exit Backstage view
Link
You’ve broken the link to the Excel workbook. Now if you make changes to the Excel workbook, the data in
the worksheet object will not change.
6. Switch to Word, click the File tab, click Edit Links to Files, select all the links (use [Shift]),
click Break Link
Link, then click Yes
7. Click to exit Backstage view, click the Design tab, click the Themes button in the
Document Formatting group, then click Crop
8. Click the View tab, click the Multiples Pages button in the Zoom group, add a page
break to the left of the “Corporate Experiences Presentation” heading, then compare
the completed report to FIGURE 6-13
9. Save and close the document, exit Word, save and close the presentation, exit
PowerPoint, then submit your files to your instructor
TABLE 6-1 summarizes the integration activities you performed in this module.
FIGURE 6-12: Text entered on an embedded PowerPoint slide
Word is the
host program
containing
the embedded
PowerPoint
slide
FIGURE 6-13: Completed report
Integration
TABLE 6-1: Module 6 integration tasks
source destination page

object command(s) program program result connection no.
Access table Copy/Paste Access PowerPoint Access table or query datasheet None 74
or query is pasted into the PowerPoint slide,
datasheet then formatted with PowerPoint tools
Word text Copy/Paste Word PowerPoint Word text is pasted into the None 76
PowerPoint slide, then formatted
with PowerPoint tools
Excel file Insert/Object/ Excel PowerPoint Excel file is inserted into PowerPoint, Linked 78
Paste Link then modified in Excel
PowerPoint Create Handouts PowerPoint Word PowerPoint slides are contained in Linked 80
slides a three-column table in Word
PowerPoint Object button on PowerPoint Word PowerPoint slide is embedded in Embedded 82
slide the Insert tab a Word document and updated with
PowerPoint tools
Practice
Concepts Review
1. T
Table Tools Design tab a. Click this command to insert an Excel file in PowerPoint
2. Export b. Use to modify the appearance of a table copied to a PowerPoint slide
3. Use Destination Theme c. Select this command to send PowerPoint slides to WWord
4. PowerPoint slide d. A Paste option that is available in W
Word, PowerPoint, and Excel
5. Object e. Item you can insert in WWord as an embedded object

6. Which of the following actions is not available when you copy a table or query datasheet from Access
to PowerPoint?
a. Paste the table c. Change the table fill color
b. Delete a table row d. Link the table
7. How is a block of W Word text pasted into PowerPoint?
a. As a picture c. As a bulleted item
b. As a graphic object d. In a text box
8. In PowerPoint, which tab do you click to gain access to the Links dialog box?
a. View c. File
b. Object d. Insert
Skills Review
1. Insert an Access table into PowerPoint.
a. Start PowerPoint, open the file INT 6-6.pptx from the location where you store your Data Files, save it as
INT 6-Westview Plant Lovers Presentation, add your name where indicated on the title slide, then
scroll through the presentation to identify what information is required.
b. Start Access, open the file INT 6-7.accdb from the location where you store your Data Files. Enable content if necessary.
c. Select either instance of the Events Query in the list of database objects, copy it, switch to PowerPoint, then go to
Slide 4.
d. Paste the Access query information on the slide using the Use Destination Theme Paste Option, then change the
layout to Title Only.
e. Apply the Themed Style 1 - Accent 2 table style to the pasted datasheet. Select all the text in the table, then change
the font size to 16+ pt.
f. Delete row 1, increase the font size of the text in the new header row 1 to 18 pt, then apply Bold formatting.
g. Adjust the column widths so none of the lines wrap and the table fits attractively on the slide, position the table so
the left edge is even with the left edge of the slide title, save the presentation, switch to Access, then close the
database and exit Access, answering Y Yes to empty the Clipboard, if prompted.
2. Insert Word objects into PowerPoint.
a. Start W
Word, open the file INT 6-8.docx from the location where you store your Data Files, then select the
Planting Summer Bulbs heading and the paragraph following.
b. Copy the text, switch to PowerPoint, go to Slide 5, apply the Title Only slide layout, then paste the text.
c. Apply the Subtle Effect - Lime, Accent 2 Shape Style to the text box, then increase the font size of all the text
until 24+ pt appears in the Font Size text box.
d. Size and position the object so it fills the area attractively
attractively, then deselect it.
e. Copy and paste the text “stunning gladiolas,” drag the pasted object below the text box, then deselect it.
(
(Hint : Make sure you click away from the text box before you paste the copied object.)
f. Copy and paste the text “dancing amaryllis,” then drag the pasted object below the text box.
g. Select both text boxes, increase the font size to 24 pt, fill the text boxes with Lime, Accent 2, Lighter 60%,
then apply the Angle Bevel shape effect.
h. Capitalize each of the four words in the two text boxes, use the alignment guides to position them attractively
below the main text box, save the presentation, switch to W Word, then close the document.
3. Link an Excel file into PowerPoint.
a. Start Excel, open the file INT 6-9.xlsx from the location where you store your Data Files, and save it as
INT 6-Westview Plant Lovers Budget.
Integration
b. In cell F16, enter the formula =F8-F15, then save and close the file.
c. In PowerPoint, go to Slide 7, change the layout to Title Only, then insert the INT 6-Westview Plant Lovers
Budget file as a linked object.
d. Slightly enlarge the linked worksheet object, and position it so it fills the slide attractively.
e. Double-click the worksheet object to open the source object in Excel, change the Catering expense for Qtr 1 to
$1,500 and the Speakers expense for Qtr 2 to $6,000, then save and close the Excel worksheet.
f. In PowerPoint, verify that the two expense items were changed and that the total Profit/Loss is now $41,040.
(
(Hint : If the Excel data did not update, open the Links dialog box from the File tab and click Update Now.)
g. Save the presentation.
4. Create PowerPoint handouts in W Word.
a. In PowerPoint, create handouts in W Word
ord as pasted links, using the Notes next to slides layout. ((Hint
Hint: You may
need to wait for several moments to allow the handout creation process to be completed.)
b. Save the new W Word document as INT 6-Westview Plant Lovers Report, use the Cut command to
delete the row containing Slide 6, then change the zoom to 100%.
c. Switch to PowerPoint, delete Slide 6 (New Gardening W Workshops), delete New Gardening Workshops on Slide 2,
then change the title of Slide 3 to Plant Lovers Focus.
d. In W
Word, open the Links dialog box and update all the links.
e. Use [Ctrl][Home] to move to the top of the W Word document, then insert a blank line above the table containing
the linked slides.
f. Open the file INT 6-10.docx from the location where you store your Data Files, select all the text, then copy it.
g. Paste the copied text above the slides in the INT 6-W
6-Westview Plant Lovers Report document, then close the
INT 6-10.docx document.
h. Select the table containing the PowerPoint slides, cut the table, then paste it in the blank area above Conclusion
on page 1.
i. Change the row height of all the rows in the table containing the linked PowerPoint slides to 1.8", then change
Slide 7 to Slide 6 at the end of the document and save the document.
5. Embed a PowerPoint slide in W Word.
a. Delete the document title W Westview Plant Lovers, then insert a PowerPoint slide.
b. On the embedded slide, enter Westview Plant Lovers Annual Report as the slide title and your name
as the subtitle.
c. Apply the same theme (the Feathered theme) with the third variant from the left to the embedded slide so it
matches the slides you exported from PowerPoint.
d. Click outside the slide, then apply the Feathered theme to the W Word document.
e. In the W
Word document, break all the links, view all three pages of the report, add a page break to move “Annual Meeting”
and the following paragraph to page 2, compare the document to FIGURE 6-14, then save and close the document.
f. In PowerPoint, break the link to the Excel worksheet, then save and close the presentation.
FIGURE 6-14
You are the owner of a boutique hotel in San Antonio, Texas, and a member of the San Antonio Accommodators (SAA), a
small organization that meets monthly to discuss issues and sponsor events related to the hospitality industry. At the last
meeting, you were asked to assemble the meeting minutes. Y You create the minutes in Word from a selection of materials
contained in PowerPoint, Excel, and Access files.
a. Open the file INT 6-11.docx from the location where your Data Files are located, then save it as INT 6-SAA May
Minutes.
b. At the beginning of the document, embed a PowerPoint slide, and enter SAA May Minutes as the title and
your name as the subtitle. Apply the Organic theme.
c. In Excel, open the file INT 6-12.xlsx from the location where your Data Files are located, save it as INT 6-SAA
Data, calculate the required totals in the range B5:D5, apply Bold formatting to the totals and widen columns as
needed, then save and close the workbook.
d. In the W
Word document, replace the text “EXCEL WORKSHEET” with the SAA Data workbook inserted as a linked
object. Edit the worksheet to change the revenue from the Gallery tours in 2016 to 33,000 in cell C3, then apply
the Organic theme. Save and close the workbook in Excel, and then update the link in Word. ((Hint: Right-click the
worksheet object, then click Update Link. The total for Gallery Tours should be $58,000.)
e. In PowerPoint, open the file INT 6-13.pptx, then save it as INT 6-SAA Presentation.
f. In Access, open the file INT 6-14.accdb, copy the Events Query, and paste it on the appropriate slide in the
PowerPoint presentation using the Use Destination Theme Paste option.
g. Apply the Themed Style 1 - Accent 3 table design, remove the first rowrow, then increase the font size of the table
text to 16 pt, bold the top row and increase its font size to 20 pt, and modify column widths so the table fills
the space attractively. Close the Access database.
h. Copy the text “Run for San Antonio” from the second page of the minutes in W Word and paste it as an object
below the table on the SAA Events slide in PowerPoint.
i. Add the phrase “Coming soon:” before “Run for San Antonio” and increase the font size to 24 pt.
j. Format the pasted object with the shape style and bevel effect of your choice, then position the object so it
appears centered below the table.
k. Save the presentation, then create handouts in W Word, using the default style and selecting the Paste link option
in the Send to Microsoft Word dialog box. Save the handouts in Word as INT 6-SAA Slides. In PowerPoint,
change the title of the first slide to SAA Mission, save the presentation, then verify that the slide updates in
Word. Click in the table to show the Table Select handle, select and copy the table, paste it in the appropriate
area of the minutes using the Use Destination Theme Paste option, answer No to update links, then reduce the
height of the table rows to 2".
l. In W
Word, open the Links dialog box, then break all links.
Integration
m. Save the document, compare it to FIGURE 6-15, close the document, break the links in the INT 6-SAA Slides
document, then save and close it.
n. Save and close the presentation, then submit your files to your instructor.
FIGURE 6-15
Visual Workshop
As the resident naturalist at the Windswept Nature Preserve on the Washington coast, you are responsible for putting
together presentations about the local wildlife for school and community groups. You need to create two slides that you can
later use to integrate into other presentations. One slide contains query data from Access, and another slide contains data
from an Excel worksheet. Open the Access database called INT 6-15.accdb from the location where you store your Data Files,
copy the Bird Sightings Query, paste it into a blank PowerPoint slide and apply the Title Only slide layout, close the Access
database, then edit the slide and table text and format the slide and table as shown in FIGURE 6-16. ((Hint: The slide uses the
Savon design with the Green variant, and the table uses the Themed Style 1 – Accent 4 table style with the Header Row
check box selected. Row 1 is deleted. The font size of the header row is 24 pt, and the font size of the table text is 18 pt.)
Open the Excel workbook called INT 6-16.xlsx from the location where you store your Data Files, save it as
INT 6-Nature Preserve Data, change the number of Bald Eagle sightings to 80, then save the workbook. Insert a
new slide in the presentation using the Title Only layout, add the slide title text, insert the Nature Preserve Data file as an
embedded object (not linked), apply the Savon theme to the embedded object in Excel, change the font size for all the data
to 18 pt and adjust column widths, and position the worksheet object as shown in FIGURE 6-17. Return to Excel, go to the
Chart worksheet, copy the chart, then paste it using the Use Destination Theme & Embed Workbook Paste Option. Position
the pasted chart as shown. Click the Chart Tools Design tab, then apply Chart Style 4 to the chart. Insert a slide footer
containing your name. ((Hint: Click the Insert tab, click the Header & Footer button in the Text group, click the Footer check
box, type your name in the Footer text box, then click Apply to All.) Save the presentation as INT 6 Nature Preserve
Presentation, then close all files, exit all programs, and submit the files to your instructor.
FIGURE 6-16
FIGURE 6-17
Glossary
.accdb The file extension that means the database is an Action Each task that you want a macro to perform.
Access database, created with Access 2007, 2010, 2013,
Action block In Macro Design View, the area of the window
or 2016.
that organizes all of the arguments for a current action.
.accdw The file extension for an Access web app file.
Action button An interactive button created from the Shapes
.jpg The filename extension for JPEG files. gallery that you click in Slide Show view to perform an
.laccdb The file extension for a temporary file that keeps activity, such as advancing to the next slide or play a video or
track of record-locking information when a .accdb database sound file.
is open. It helps coordinate the multiuser capabilities of an Action Center Opened by clicking the Notifications button
Access database so that several people can read and update the on the right side of the taskbar; shows notifications, tips, and
same database at the same time. reminders. Contains Quick Actions buttons for commonly-
.ldb The file extension for a temporary file that keeps track of used Windows settings.
record-locking information when a .mdb database is open. Action query A query that changes the selected records when
It helps coordinate the multiuser capabilities of an Access it is run. Access provides four types of action queries: Delete,
database so that several people can read and update the same Update, Append, and Make Table.
database at the same time.
Active The currently available document, program, or
.mdb The file extension for Access 2000 and 2002–2003 object; on the taskbar, when more than one program is
databases. open, the button for the active program appears slightly
3-D reference A worksheet reference that uses values on lighter.
other sheets or workbooks, effectively creating another Active cell The selected cell in a worksheet.
dimension to a workbook.
Active window The window you are currently using; if
3D printer Deposits multiple layers of material (typically multiple windows are open, the window in front of other
heated plastic) onto a surface. To achieve the desired shape, open windows.
the tool head may travel in a different direction as each layer
is applied. Add-in Software that works with an installed app to extend
its features.
Address A sequence of drive and folder names that describes
Absolute cell reference In a formula, a cell address that a folder’s or file’s location in the file hierarchy; the highest
hierarchy level is on the left, with lower hierarchy levels
refers to a specific cell and does not change when you copy
the formula; indicated by a dollar sign before the column separated by the symbol to its right.
letter and/or row number. See also Relative cell reference. Address bar In a window, the area just below the Ribbon
Access web app A special type of Access database that is that shows the file hierarchy, or address of the files that
stored on a SharePoint server and allows users to enter and appear in the file list below it; the address appears as a series
edit data using a common browser. of links you can click to navigate to other locations on your
computer.
Accessories Simple Windows application programs (apps)
that perform specific tasks, such as the Calculator accessory Address book A stored list of names and email addresses that
for performing calculations. Also called Windows accessories. you can access through an email program such as Outlook to
address messages.
Account Log-on information including ISP, email address,
and password for each person using Outlook; used to create Adjustment handle The yellow square that appears when
folders in Outlook for contacts, email, and schedules. See also certain shapes are selected; used to change the shape, but not
Personal account. the size, of a shape.
Glossary 1
Adobe Reader software A software program provided free of And logical condition A filtering feature that searches for
charge by Adobe Systems for reading PDF (portable document records by specifying that all entered criteria must be
format) files. matched.
After Update A property that specifies an action to perform Animated video A video that contains multiple images that
after an object or control is updated. stream together to give the illusion of motion.
Aggregate function function such as Sum, Avg, and Count Animation emphasis effect In Sway, a special effect you can
used in a summary query to calculate information about a apply to an object to animate it.
group of records. Animation tag Identifies the order an object is animated on
Alias A property that renames a field list in Query Design a slide during a slide show.
View. App An application program; Windows 10 apps are smaller
Align To place objects’ edges or centers on the same plane. apps available at the Windows store. Desktop apps, such as
Microsoft Office, are more full-featured programs and are
Alignment The placement of cell contents in relation to a available from many software companies.
cell’s edges; for example, left-aligned, centered, or right-
App window The window that opens after you start an app,
aligned. Also, the position of text in a Word document
showing you the tools you need to use the program and any
relative to the margins.
open program documents.
Alignment command A command used in Layout or Design Append To add records to an existing table.
View for a form or report to left-, center-, or right-align a value
within its control using the Align Left, Center, or Align Right Append Only A field property available for Long Text fields.
buttons on the Home tab. In Design View, you can also align When enabled, the property allows users to add data to a
the top, bottom, right, or left edge of selected controls using Long Text field, but not change or remove existing data.
the Align button. Append query An action query that adds selected records to
Allow Multiple Values A lookup property that lets you create an existing table called the target table.
a multivalued field. Append To row When creating an Append query, a row that
Allow Multiple Values property A field property that allows appears in the query design grid to show how the fields in the
you to store multiple values in one field. query match fields in the target table.
Allow Value List Edits The Lookup field property that Application developer The person responsible for building
determines whether users can add to or edit the list of items and maintaining tables, queries, forms, and reports for all of
in a lookup field. the database users.
Application Part An object template that creates objects
Allow Zero Length A field property that determines whether
such as tables and forms.
to allow zero-length strings (“”). Zero-length strings are
intentional “nothing” entries, such as a intentionally entering Application program Any program that lets you work with
“” into a Phone Number field. files or create and edit files such as graphics, letters, financial
summaries, and other useful documents, as well as view Web
Alternate Back Color property A property that determines pages on the Internet and send and receive e-mail. Also called
the alternating background color of the selected section in a an app.
form or report.
Appointment In the Outlook Calendar, an activity that does
Anchored The state of a floating graphic that moves with a not involve inviting other people or scheduling resources.
paragraph or other item if the item is moved; an anchor
symbol appears next to the paragraph or item when the Argument Information that a function uses to create the
floating graphic is selected and formatting marks are final answer. Multiple arguments in a function are separated
displayed. by commas. All of the arguments for a function are
surrounded by a single set of parentheses. For example, the IIf
Anchoring A layout positioning option that allows you to tie function has three arguments: IIf(logical test, value if true,
controls together so you can work with them as a group. value if false).
AND criteria Criteria placed in the same row of the query Arithmetic operators In a formula, symbols that perform
design grid. All criteria on the same row must be true for a mathematical calculations, such as addition (+), subtraction
record to appear on the resulting datasheet. (–), multiplication (*), division (/), or exponentiation (^).
Glossary 2
Ascending order In sorting an Excel field (column), the
lowest value (the beginning of the alphabet, or the earliest Back up (v) To create a duplicate copy of a database that is
date) appears at the beginning of the sorted data. stored in a secure location.
Asterisk (*) A wildcard character used to search for any Back-end database Part of a split database that contains the
number of characters in query criteria. table objects and is stored on a file server that all users can
access.
Attachment A file, such as a picture, audio clip, video clip,
document, worksheet, or presentation, that is sent in addition Background The area behind the text and graphics on
to the email message composed by typing in the message a slide.
window. Background graphic An object placed on the slide
Attachment field A field that allows you to attach an master.
external file such as a Word document, PowerPoint
Background image An image that fills an entire form or
presentation, Excel workbook, or image file to a record.
report, appearing “behind” the other controls; also sometimes
AutoComplete A feature that automatically suggests text to called a watermark.
insert.
Backstage view The set of commands that appears when
AutoCorrect A feature that automatically detects and corrects the File tab is clicked; related to managing files and the
typing errors, minor spelling errors, and capitalization, and information about them, including opening, printing, and
inserts certain typographical symbols as you type. saving a document, creating a new document, and
AutoExec A special macro name that automatically executes protecting a document before sharing it with others.
when a database opens. Backup A duplicate copy of a file that is stored in another
AutoFill Feature activated by dragging the fill handle; location.
copies a cell’s contents or continues a series of entries into Backward-compatible Software feature that enables
adjacent cells. documents saved in an older version of a program to be
AutoFill Options button Button that appears after using the opened in a newer version of the program.
fill handle to copy cell contents; enables you to choose to fill Banding Worksheet formatting in which adjacent rows and
cells with specific elements (such as formatting) of the copied columns are formatted differently.
cell if desired.
Bang notation A format that separates the object type from
AutoFilter A table feature that lets you click a list arrow and an object name and from a control name by using [square
select criteria by which to display certain types of records; also brackets] and exclamation points (!).
called filter.
bas An abbreviation for Basic that is sometimes used to prefix
AutoFilter list arrows See Filter List arrows. the names of standard (global) modules.
AutoFit A feature that automatically adjusts the width of a Between…and Criteria that selects all records between the
column or the height of a row to accommodate its widest two dates, including the two dates. Between…and criteria
or tallest entry. work the same way as the >= and <= operators.
AutoKeys A macro designed to be assigned a key combination Bibliography A list of sources that you consulted or cited
(such as [Shift][Ctrl][L]). while creating a document.
Automatic page break A page break that is inserted
Bitmap graphic A graphic that is composed of a series of
automatically at the bottom of a page.
small dots called “pixels” and often saved with a .bmp, .png,
AutoNumber A field data type in which Access enters a .jpg, .tif, or .gif file extension.
sequential integer for each record added into the datasheet.
Blind courtesy copy (Bcc) A way to send an email message
Numbers cannot be reused even if the record is deleted.
to recipients when the sender does not want to reveal who
Avg function A built-in Access function used to calculate the has received courtesy copies.
average of the values in a given field.
Blog An informal journal that is created by an individual
Axis label Text on the horizontal or vertical axis that or a group and available to the public on the Internet; short
identifies data in a chart. for weblog.
Glossary 3
Blogger The person who creates and maintains a blog. query design grid creates a calculated field called Profit that is
the difference between the values in the RetailPrice and
Bluetooth A type of wireless technology that uses short
WholesalePrice fields.
range radio waves. A Bluetooth device must first be “paired”
with a computer so that it knows to trust that particular Calculation A new value that is created by an expression in a
device. text box on a form or report.
Boilerplate text Text that appears in every version of a Calculation operators Symbols in a formula that indicate
merged document. what type of calculation to perform on the cells, ranges, or
values.
Bold Formatting applied to text to make it thicker and darker.
Bookmark A point in a video that can be used to jump to a Calendar In Outlook, provides a convenient way to manage
specific point in the video; identified with a yellow circle in appointments and events.
the video control timeline. Calendar Picker A pop-up calendar from which you can
Border A line that can be added above, below, or to the sides choose dates for a date field.
of a paragraph, text, or table cell; a line that divides the Canvas In the Paint accessory, the area in the center of the
columns and rows of a table. app window that you use to create drawings.
Bound control A control used in either a form or report to Caption A field property that determines the default field
display data from the underlying field; used to edit and enter name at the top of the field column in datasheets as well as in
new data in a form. labels on forms and reports.
Breakpoint A VBA debugging tool that works like a Caption property A property that specifies the text to display
bookmark to suspend execution of the procedure at that in place of the value of the Name property for an object,
statement so you can examine what is happening. control, or field.
Brightness The relative lightness of a photograph. Card A section for a particular type of content in a Sway
Brown-out A power problem caused by a dip in power, often presentation.
making the lights dim. Cascade Delete Related Records A relationship option
Building block A reusable piece of formatted content or that means that if a record in the “one” side of a one-to-
document part that is stored in a gallery. many relationship is deleted, all related records in the
“many” table are also deleted.
Bullet A small graphic symbol, usually a round or square dot,
that is placed at the left of a new line; used to identify the Cascade Update Related Fields A relationship option that
beginning of a new item in a list. means that if a value in the primary key field (the field on the
“one” side of a one-to-many relationship) is modified, all
Business Intelligence tools Excel features for gathering and values in the foreign key field (the field on the “many” side of
analyzing data to answer sophisticated business questions. a one-to-many relationship) are automatically updated as
Button A small rectangle you can click in order to issue a well.
command to an application program. Cascading Style Sheets (CSS) A powerful, flexible, and
Byte A field size for Number fields that allows entries only productive way to define webpage formatting and layout.
from 0 to 255. Case In VBA, a programming structure that executes one of
several groups of statements depending on the value of an
C
expression.
alculated columns In a table, a column that Case sensitive An application program’s (app’s) ability to
automatically fills in cells with formula results, using a differentiate between uppercase and lowercase letters; usually
formula entered in only one other cell in the same column. used to describe how an operating system evaluates passwords
Calculated field A field created in Query Design View that that users type to gain entry to user accounts.
results from an expression of existing fields, Access functions, Categories In Outlook, a feature used to tag items so you can
and arithmetic operators. For example, the entry track and organize them by specific criteria.
Profit:[RetailPrice]-[WholesalePrice] in the field cell of the
Glossary 4
Category axis Horizontal axis in a chart, usually containing Class module An Access module that is contained and
the names of data categories; in a 2-dimensional chart, also executed within specific forms and reports.
known as the x-axis.
Click To quickly press and release the left button on the
Category axis title A title entered on the category axis of a pointing device; also called single-click. The touch-screen
chart that contains the categories or labels defining the data equivalent is a tap on the screen.
series.
Click and Type A feature that allows you to automatically
Cell The intersection of a column and a row in a worksheet apply the necessary paragraph formatting to a table, graphic,
or table. or text when you insert the item in a blank area of a
Cell address The location of a cell, expressed by cell document in Print Layout or Web Layout view.
coordinates; for example, the cell address of the cell in Click and Type pointer A pointer used to move the insertion
column A, row 1 is A1. point and automatically apply the paragraph formatting
Cell pointer Dark rectangle that outlines the active cell. necessary to insert text at that location in the document.
Cell reference A code that identifies a cell’s position in a Client In client/server computing, the user’s PC.
table. Each cell reference contains a letter (A, B, C, and so Client/server computing Two or more information systems
on) to identify its column and a number (1, 2, 3, and so on) cooperatively processing to solve a problem.
to identify its row.
Clip A media file, such as a graphic, sound, animation, or
Cell styles Predesigned combinations of formats based on movie; also, a short segment of audio or video.
themes that can be applied to selected cells to enhance the
look of a worksheet. Clip art A collection of graphic images that can be inserted
into documents, presentations, Web pages, spreadsheets, and
Center Alignment in which an item is centered between other Office files.
the margins.
Clipboard A temporary storage area for items that are cut or
Character spacing Formatting that changes the width or copied from any Office file and are available for pasting. See
scale of characters, expands or condenses the amount of space Office Clipboard and System Clipboard.
between characters, raises or lowers characters relative to the
line of text, and adjusts kerning (the space between standard Close button In a Windows title bar, the rightmost button;
combinations of letters). closes the open window, app, and/or document.
Chart A visual representation of numeric data that helps users Closing tag In HTML, the tag used to mark the end of text to
see comparisons, patterns, and trends in data. Chart types be identified or formatted, such as for end bold.
include 2-D and 3-D column, bar, pie, area, and line charts. Cloud computing Work done in a virtual environment using
Also called a graph. data, applications, and resources stored on servers and
Chart sheet A separate sheet in a workbook that contains accessed over the Internet or a company’s internal network
only a chart, which is linked to the workbook data. rather than on users’ computers.
Chart type A category of chart layouts that determines the Cloud storage location File storage locations on the World
presentation of data on the chart such as column, pie, or line. Wide Web, such as Windows OneDrive or Dropbox.
Chart Wizard A wizard that guides you through the steps of cmd A common three-character prefix for command buttons.
creating a chart in Access. Code window Contains the VBA for the selected form,
Check box A box that turns an option on when checked or report, or module.
off when unchecked. Color saturation The vividness and intensity of color in a
Child record A record contained in the “many” table in a photograph.
one-to-many relationship. Color scale In conditional formatting, a formatting scheme
Child table The “many” table in a one-to-many relationship. that uses a set of two, three, or four fill colors to convey relative
values of data.
Citation A parenthetical reference in the document text that
gives credit to the source for a quotation or other information Color tone The relative warmth or coolness of the colors in a
used in a document. photograph.
Glossary 5
Column break A break that forces text following the break to Compatibility The ability of different programs to work
begin at the top of the next column. together and exchange data.
Column heading Box that appears above each column in a Compatibility Checker Finds potential compatibility issues
worksheet; identifies the column letter, such as A, B, etc. between a PowerPoint 2016 presentation and earlier versions of
Column separator The thin line that separates field names to PowerPoint.
the left or right in a datasheet or the query design grid. Compile time The period during which source code is
Combination chart Two charts in one, such as a column translated to executable code.
chart combined with a line chart, that together graph related Compile-time error In VBA, an error that occurs as a result
but dissimilar data. of incorrectly constructed code and is detected as soon as you
Combo box A bound control used to display a drop-down list run your code or select the Compile option on the Debug
of possible entries for a field. You can also type an entry from menu.
the keyboard into the control so it is a “combination” of the Complex formula A formula that uses more than one
list box and text box controls. arithmetic operator.
Combo Box Wizard A wizard that helps you create a combo Computer network The hardware and software that make it
box control on a form. possible for two or more computers to share information and
Comma-separated values (CSV) A text file where fields are resources.
delimited, or separated, by commas. Conditional expression An expression resulting in either a
Command An instruction to perform a task, such as opening true or false answer that determines whether a macro action
a file or emptying the Recycle Bin. will execute. Conditional expressions are used in VBA If
statements.
Command button An unbound control commonly called a
button, used to provide an easy way to initiate an action on a Conditional formatting Formatting that is based on
form. specified criteria. For example, a text box may be
conditionally formatted do display its value in red if the value
Command Button Wizard A wizard that organizes the most is a negative number.
common command button actions within several categories.
Connection site An anchor point to attach a line or an arrow
Command-line option A special series of characters added to on a shape.
the end of the path to the file (for example, C:\R2G.accdb /
excl), and execute a special command when the file is opened. Consolidate To combine data on multiple worksheets and
display the result on another worksheet.
Comment Text in a module that helps explain and document
the code. Comments in VBA start with an apostrophe (‘) or Constant In VBA, an value that doesn’t change throughout
the keyword rem (short for remark). the execution of the code.
Comment line In VBA, a statement in the code that Contact Group A named subset of the people in your
documents the code; it does not affect how the code runs. Outlook Contacts folder, the named group includes the email
Comments in VBA start with an apostrophe (‘) or the keyword addresses for all people in the group so you can send a
rem (short for remark). message or invitation to everyone in the group at once. See
also Distribution list.
Comments button A button on the PowerPoint status bar in
Normal view allows you to open the Comments pane where Contacts In Outlook, all information related to people, such
you can create, edit, select, and delete comments. as business associates and personal friends.
Compact and repair To reorganize the parts of the database Content control An interactive object that is embedded in a
to eliminate wasted space on the disk storage device, which document you create from a template and that expedites your
also helps prevent data integrity problems. ability to customize the document with your own
information.
Compact Flash (CF) card A card about the size of a
matchbook that you can plug into your computer to store Content placeholder A placeholder that is used to enter text
data. Current compact flash cards store anywhere from or objects such as clip art, charts, or pictures.
128MB to about 4GB of data. Contextual tab A tab that appears only when a specific task
Comparison operators In a formula, symbols that compare can be performed; contextual tabs appear in an accent color
values for the purpose of true/false results. and close when no longer needed.
Glossary 6
Continuous section break A break that begins a new section Crosstab Query Wizard A wizard used to create crosstab
on the same page. queries and which helps identify fields that will be used for
row and column headings, and fields that will be summarized
Contrast The difference in brightness between the darkest
within the datasheet.
and the lightest areas of a photograph.
Crosstab row A row in the query design grid used to specify
Control Any element on a form or report such as a label,
the column and row headings and values for the crosstab
text box, line, or combo box. Controls can be bound,
query.
unbound, or calculated.
CSV See comma-separated values.
Control Name A property that specifies the name of a control
on a form or report. Currency A numeric format within the Format property that
Control Source property A property of a bound control in a displays numbers with a currency symbol.
form or report that determines the field to which the control Current record The record that has the focus or is being
is connected. edited.
Conversations Emails that discuss a common subject or Custom show Feature used to adapt the order or slides used
thread. in a presentation for use in different circumstances or with
Convert To change the database file into one that can be different audiences.
opened in another version of Access such as an Access .mdb Cut To remove an item from a document and place it on the
file for Access 2003. Clipboard.
Copy To make a duplicate copy of a file, folder, or other object Cut and paste To move text or graphics using the Cut and
that you want to store in another location. Paste commands.
Copy and paste To move text or graphics using the Copy and
Paste commands.
Cortana The Microsoft Windows virtual assistant that
Data area When creating a chart, the area in the Chart
Wizard that determines what data the chart graphs.
integrates with Microsoft Edge to find and provide information.
Also comes with Windows 10 and Windows phones. Data cleansing The process of removing and fixing orphan
records in a database.
Courtesy copy (Cc) In email, a way to send a message to a
recipient who needs to be aware of the correspondence Data entry area The unlocked portion of a worksheet where
between the sender and the recipients but who is not the users are able to enter and change data.
primary recipient of the message. Data field A category of information, such as last name, first
Creative Commons license A public copyright license that name, street address, city, or postal code.
allows the free distribution of an otherwise copyrighted work. Data macro A type of macro that allows you to embed macro
Criteria Entries (rules and limiting conditions) that determine capabilities directly in a table to add, change, or delete data
which records are displayed when finding or filtering records based on conditions you specify.
in a datasheet or form, or when building a query.
Data marker A graphical representation of a data point in a
Criteria range In advanced filtering, a cell range containing chart, such as a bar or column.
one row of labels and at least one additional row underneath
Data point Individual piece of data plotted in a chart.
it that contains the criteria you want to match.
Data record A complete set of related information for a
Criteria syntax Rules by which criteria need to be entered.
person or an item, such as a person’s contact information,
For example, text criteria syntax requires that the criteria are
including name, address, phone number, e-mail address, and
surrounded by quotation marks (“ ”). Date criteria are
so on.
surrounded by pound signs (#).
Data series The selected range in a worksheet whose related
Crop To hide part of an object by using the Cropping tool or
data points Excel converts into a chart.
to delete a part of a picture.
Data series label Text in the first row and column of a
Crosstab query A query that represents data in a cross-
worksheet that identifies data in a chart.
tabular layout (fields are used for both column and row
headings), similar to PivotTables in other database and Data series marker A graphical representation of a data
spreadsheet products. series, such as a bar or column.
Glossary 7
Data source In a mail merge, the file with the unique data Deleted Items The folder that stores items when you delete
for individual people or items. or erase a message from any email folder, which means a
deleted item, such as an email or contact card, is actually
Data type A required property for each field that defines the
stored rather than being immediately and permanently
type of data that can be entered in each field. Valid data types
deleted. Also called Trash folder.
include AutoNumber, Short Text, Long Text, Number,
Currency, Yes/No, Date/Time, and Hyperlink. Delimited text file A text file that typically stores one record
on each line, with the field values separated by a common
Database administration The task of making a database
character such as a comma, tab, or dash.
faster, easier, more secure, and more reliable.
Delimiter A separator such as a space, comma, or semicolon
Database designer The person responsible for building and between elements in imported data.
maintaining tables, queries, forms, and reports.
Deprecate To retire the usage of some type of technology in
Database Documenter A feature on the Database Tools tab the current standard. For example the tag has been
that helps you create reports containing information about deprecated in the latest HTML standards.
the database.
Descending order In sorting an Excel field (column), the
Database template A tool that can be used to quickly create order that begins with the letter Z, the highest number, or the
a new database based on a particular subject such as assets, latest date of the values in a field.
contacts, events, or projects.
Description A query property that allows you to better
Database user The person primarily interested in entering, document the purpose or author of a query.
editing, and analyzing the data in the database.
Design View A view in which the structure of an object can
Datasheet A spreadsheet-like grid that displays fields as be manipulated. Every Access object (table, query, form,
columns and records as rows. report, macro, and module) has a Design View.
Datasheet View A view that lists the records of an object Desktop apps Application programs (apps), such as Microsoft
in a datasheet. Tables, queries, and most form objects have a Word, that are full-featured and that are often purchased,
Datasheet View. either from the Windows Store or from a software developer;
also called traditional apps.
Date function A built-in Access function used to display the
current date on a form or report; enter the Date function as Desktop database A traditional Access database available to
Date(). users who work with Access on their computers over a local
area network.
Date Navigator A monthly calendar in the To-Do Bar that
gives you an overview of the month. Destination file In integration, the file that receives the
copied information. A Word file that contains an Excel file is
Debug To determine why a macro or program doesn’t run the destination file.
correctly.
Destination presentation The presentation you insert slides
Declaration statement A type of VBA statement that to when you reuse slides from another presentation.
precedes procedure statements and helps set rules for how the
statements in the module are processed. Device A hardware component that is part of your computer
system, such as a disk drive, a pointing device, or a touch
Default In an app window or dialog box, a value that is screen device.
automatically set; you can change the default to any valid
value. Dialog box A window with controls that lets you tell
Windows how you want to complete an application
Default View property A form property that determines program’s (app’s) command.
whether a subform automatically opens in Datasheet or
Continuous Forms view. Dialog box launcher An icon you can click to open a
dialog box or task pane from which to choose related
Delete To permanently remove an item from a document. commands.
Delete query An action query that deletes selected records Digital signature A way to authenticate a presentation files
from one or more tables. using computer cryptography. A digital signature is not visible
Delete row When creating a Delete query, a row that appears in a presentation.
in the query design grid to specify criteria for selecting which Digital video Live action captured in digital format by a
records to delete. video camera.
Glossary 8
Dim A VBA keyword that declares a variable. Drag To point to an object, press and hold the left button on
the pointing device, move the object to a new location, and
Distribute To evenly divide the space horizontally or
then release the left button. Touch-screen users can press and
vertically between objects relative to each other or the slide
hold a location, then move along the screen with a finger or
edges.
stylus.
Distribution list A collection of contacts to whom you want
Drag and drop To move text or a graphic by dragging it to a
to send the same messages; makes it possible for you to send a
new location using the mouse.
message to the same group without having to select each
contact in the group. See also Contact Group. Drawing canvas A workspace for creating graphics.
DLookup A domain function that returns, or “looks up,” a Drawing gridlines A grid of nonprinting lines that appears
value from a specified table or query. within the margins in Print Layout view to help you size,
align, and position graphics.
DoCmd A VBA object that contains many methods to run
common Access commands such as closing windows, opening Drive A physical location on your computer where you can
forms, previewing reports, navigating records, and setting the store files.
value of controls. Drive name A name for a drive that consists of a letter
Docs.com A Microsoft website designed for sharing followed by a colon, such as C: for the hard disk drive.
Sway sites. Drop cap A large dropped initial capital letter that is often
Document The electronic file you create using Word. used to set off the first paragraph of an article.
Document Inspector A PowerPoint feature that examines a Dropbox A free online storage site that lets you transfer files
presentation for hidden data or personal information. that can be retrieved by other people you invite. See also
Cloud storage location.
Document properties Details about a file, such as author
name or the date the file was created, that are used to Dynamic page breaks In a larger workbook, horizontal or
describe, organize, and search for files. vertical dashed lines that represent the place where pages
print separately. They also adjust automatically when you
Document window The portion of a application program’s insert or delete rows or columns, or change column widths or
(app’s) window in which you create the document; displays row heights.
all or part of an open document.
Dynaset A property value for the Recordset Type query
Documents folder The folder on your hard drive used to property that allows updates to data in a recordset.
store most of the files you create or receive from others;
might contain subfolders to organize the files into smaller
groups.
Domain The recordset (table or query) that contains the field
Edit To make a change to the contents of an active cell.
Edit List Items button A button you click to add items to a
used in a domain function calculation.
combo box list in Form View.
Domain function A function used in an expression to
Edit mode When working with Access records, the mode in
calculate a value based on a field that is not included in the
which Access assumes you are trying to edit a particular
Record Source property for a form or report. Also called
field, so keystrokes such as [Ctrl][End], [Ctrl][Home], [],
domain aggregate function.
and [] move the insertion point within the field. When
Double-click To quickly press and release or click the left working with charts, a mode that lets you select and modify
button on the pointing device twice. The touch-screen individual chart elements such as the title, legend, bars,
equivalent is a double-tap on the screen. or axes.
Draft view A view that shows a document without margins, Edit record symbol A pencil-like symbol that appears in the
headers and footers, or graphics. record selector box to the left of the record that is currently
being edited in either a datasheet or a form.
Drafts The folder that stores unfinished messages that you
can finish writing at a later time; many email programs Electronic mail (email) The technology that makes it
automatically save unsent messages at regular intervals in the possible for you to send and receive messages through the
Drafts folder as a safety measure. Internet.
Glossary 9
Electronic spreadsheet A computer program used to Endnote Text that provides additional information or
perform calculations and analyze and present numeric data. acknowledges sources for text in a document and that appears
at the end of a document.
Element A pair of HTML tags and its contents, such as
paragraph text. Error bars Used in a chart to identify potential error amounts
relative to each data marker in a data series.
Else The part of an If statement that allows you to run a
different set of actions if the conditional expression evaluates Error indicator An icon that automatically appears in Design
False. View to indicate some type of error. For example, a green error
indicator appears in the upper-left corner of a text box in
ElseIf In VBA, a keyword that executes a statement depending
Form Design View if the text box Control Source property is
on the value of an expression.
set to a field name that doesn’t exist.
Email message A message sent using email technology.
Even page section break A break that begins a new section
Email software A computer program that enables you to on the next even-numbered page.
send and receive email messages over a network, within an
Event A specific activity that happens, such as the click of a
intranet, and through the Internet.
command button or an entry in a field, that can be used to
Embed Placement of an object such as a text selection, value, initiate the execution of a macro or VBA procedure. In the
or picture created in a source file into a destination file. An Outlook Calendar, an activity that lasts 24 hours or longer.
embedded object is edited by opening it in the destination file
Event handler A procedure that is triggered by an event. Also
and then using the tools of the source file to make changes.
called an event procedure.
These changes appear only in the embedded object in the
destination file. Exclusive mode A mode indicating that you are the only
person who has the database open, and others cannot open
Embedded chart A chart displayed as an object in a
the file during this time.
worksheet.
Exploding Visually pulling a slice of a pie chart away from
Embedded object An object that is created in one
the whole pie chart in order to add emphasis to the pie slice.
application and inserted to another; can be edited using the
original program file in which they were created. Export To copy Access records to another database,
spreadsheet, or file format.
Emoticon A symbol created by combining keyboard
characters; used to communicate feelings in emails. Expression A combination of values, functions, and operators
that calculates to a single value. Access expressions start with
Empty tag In HTML, a single, unpaired tag that ends with a
an equal sign and are placed in a text box in either Form
forward slash, such as for line break or <hr /> for a
Design View or Report Design View.
horizontal rule (line).
Extensible Markup Language (XML) A open source markup
Enabled property A control property that determines
language mainly used to identify and share data across a wide
whether the control can have the focus in Form View.
range of applications.
Encryption To make the data in the database unreadable by
External hard drive A portable storage device that typically
tools other than opening the Access database itself, which is
plugs into a computer using either a USB or FireWire port.
protected by a password.
External reference indicator The exclamation point (!)
End Function In VBA, a required statement to mark the end
used in a formula to indicate that a referenced cell is
of the code that defines the new function.
outside the active sheet.
End If In VBA, a statement needed to mark the end of the If
Extract To place a copy of a filtered table in a range you
block of code.
specify in the Advanced Filter dialog box.
End Select When defining a new Select Case group of VBA
statements, the End Select statement is required as the last
statement to mark the end of the VBA code.
End Sub When defining a new sub in VBA, the End Sub
Field A code that serves as a placeholder for data that
changes in a document, such as a page number. In Excel, a
statement is required as the last statement to mark the end of column that describes a characteristic about records, such as
the VBA code that defines the sub. first name or city.
Glossary 10
Field list A list of the available fields in the table or query Find Duplications Query Wizard A wizard that guides you
that the field list represents. Also, a pane that opens in Access through the steps of creating a query that finds duplicate
and lists the database tables and the fields they contain. values in a field, which can help you find and correct data-
entry errors.
Field name A column label that describes a field.
Field properties Characteristics that further define the field. First line indent A type of indent in which the first line of a
Field properties are displayed in Table Design view. paragraph is indented more than the subsequent lines.
Field Properties pane The lower half of Table Design View, First normal form (1NF) The first degree of normalization,
which displays field properties. in which a table has rows and columns with no repeating
groups.
Field property A property that describes a field.
Fixed layout format A specific file format, such as .pdf or
Field selector The button to the left of a field in Table Design .xps, that locks the file so no changes can be made but allows
View that indicates the currently selected field. Also the thin viewing and printing of the file.
gray bar above each field in the query grid.
Flag A method of coding email messages by assigning
Field Size property A field property that determines the different flags to the messages to categorize them or indicate
number of characters that can be entered in a field. their level of importance for follow up.
File A collection of information stored on your computer, Flash Fill An Excel feature that automatically fills in column
such as a letter, video, or app. or row data based on calculations you enter.
File Explorer A Windows app that allows you to navigate Floating graphic A graphic to which text wrapping has been
your computer’s file hierarchy and manage your files and applied, making the graphic independent of text and able to
folders. be moved anywhere on a page.
File extension A three- or four-letter sequence, preceded by a Focus The property that indicates which field would be edited
period, at the end of a filename that identifies the file as a if you were to start typing.
particular type of document; for example, documents in the
Rich Text Format have the file extension .rtf. Folder An electronic container that helps you organize
your computer files, like a cardboard folder on your desk; it
File hierarchy The tree-like structure of folders and files on
can contain subfolders for organizing files into smaller
your computer.
groups.
File list A section of a window that shows the contents of the
Folder name A unique, descriptive name for a folder that
folder or drive currently selected in the Navigation pane.
helps identify the folder’s contents.
File management The ability to organize folders and files on
your computer. Font The typeface or design of a set of characters (letters,
numbers, symbols, and punctuation marks).
File server A centrally located computer from which every
user can access the same information via the network. Font effect Font formatting that applies a special effect to
text, such as small caps or superscript.
File syncing Changes to files stored in the Cloud are
automatically synced to all devices. Font size The size of characters, measured in units called
points.
File tab Provides access to Backstage view and the Word
Options dialog box. Font style Format such as bold, italic, and underlining that
can be applied to change the way characters look in a
Filename A unique, descriptive name for a file that identifies worksheet or chart.
the file’s content.
Footer Information, such as text, a page number, or a graphic,
Filter In a mail merge, to pull out records that meet specific that appears at the bottom of every page in a document or
criteria and include only those records in the merge. a section.
Filter By Form A way to filter data that allows two or more Footnote Text that provides additional information or
criteria to be specified at the same time. acknowledges sources for text in a document and that appears
Filter By Selection A way to filter records for an exact match. at the bottom of the page on which the note reference mark
appears.
Filter list arrows List arrows that appear next to field names
in an Excel table; used to display portions of your data. Also Force New Page A property that forces a report section to
called AutoFilter list arrows. start printing at the top of a new page.
Glossary 11
Foreign key field In a one-to-many relationship between Front-end database Part of a split database application that
two tables, the foreign key field is the field in the “many” contains the database objects other than tables ( it contains
table that links the table to the primary key field in the the queries, forms, reports, macros, and modules), and which
“one” table. links to the back-end database tables.
Form An Access object that provides an easy-to-use data entry Function A predefined formula that provides a shortcut for a
screen that generally shows only one record at a time. common or complex calculation, such as SUM (for calculating
a sum) or FV (for calculating the future value of an
Form Header The section of a form that appears at the
investment).
beginning of a form and typically displays the form title.
Form section A location in a form that contains controls.
The section in which a control is placed determines where
and how often the control prints.
G allery A visual collection of choices you can browse
through to make a selection. Often available with Live
Form View View of a form object that displays data from Preview.
the underlying recordset and allows you to enter and Gesture An action you take with your finger (or fingers)
update data. directly on the screen, such as tapping or swiping.
Form Wizard An Access wizard that helps you create a form. Get External Data – Excel Spreadsheet A dialog box used to
Format The appearance of a cell and its contents, including import data from an external file into an Access database.
font, font styles, font color, fill color, borders, and shading. Gigabyte (GB or G) One billion bytes (or one thousand
See also Number format. megabytes).
Format Painter A feature used to copy the format settings Global module Modules that store code that may be reused
applied to the selected text to other text you want to format many places in the database application.
the same way.
Graphic image See Image.
Format property A field property that controls how
Gridlines Nonprinting lines that appear on screen to show
information is displayed and printed.
the boundaries of table cells or to help you size, align, and
Formatting Enhancing the appearance of information position graphics. See also table gridlines or drawing gridlines.
through font, size, and color changes. Group A collection of related commands on a tab on the
Formatting marks Nonprinting characters that appear on Ribbon. In PowerPoint, a feature in which you combine
screen to indicate the ends of paragraphs, tabs, and other multiple objects into one object.
formatting elements. Grouping A way to sort records in a particular order, as well
Formula A set of instructions used to perform one or more as provide a section before and after each group of records.
numeric calculations, such as adding, multiplying, or Gutter Extra space left for a binding at the top, left, or inside
averaging, on values or cells. margin of a document.
Formula bar The area above the worksheet grid where you
enter or edit data in the active cell.
Formula prefix An arithmetic symbol, such as the equal sign Handout Master view The master view used to specify
(=), used to start a formula. the header and footer placeholders, the page orientation,
and specify the number of slides to print for printed
Forwarding Sending an email message you have received to handouts.
someone else.
Hanging indent A type of indent in which the second and
Free response quiz A type of Office Mix quiz containing subsequent lines of a paragraph are indented more than the
questions that require short answers. first.
Freeze To hold in place selected columns or rows when Hard disk A built-in, high-capacity, high-speed storage
scrolling in a worksheet that is divided in panes. See also medium for all the software, folders, and files on a computer.
Panes. Also called a hard drive.
FROM A SQL keyword that determines how tables are joined. Hard page break See Manual page break.
Glossary 12
Header Information, such as text, a page number, or a Icon sets In conditional formatting, groups of images used to
graphic, that appears at the top of every page in a document visually communicate relative cell values based on the values
or a section. they contain.
Header row In an Excel table, the first row; it contains field If statement A statement in a macro that allows you to run
(column) names. macro actions based on the result of a conditional expression.
Hidden property A property you can apply to an object to If…Then In VBA, a logical structure that executes code (the
hide the object in the Navigation Pane. code that follows the Then statement) when the value of an
Highlighted Describes the changed appearance of an item or expression is true (the expression follows the If statement).
other object, usually a change in its color, background color, If…Then…Else In VBA, a logical structure that allows you
and/or border; often used for an object on which you will to test logical conditions and execute statements only if the
perform an action, such as a desktop icon. conditions are true. If…Then…Else code can be composed
Highlighting Transparent color that can be applied to text to of one or several statements, depending on how many
call attention to it. conditions you want to test, how many possible answers
you want to provide, and what you want the code to do
Horizontal ruler A ruler that appears at the top of the based on the results of the tests.
document window in Print Layout, Draft, and Web Layout view.
Image A nontextual piece of information such as a picture,
Horizontal scroll bar See Scroll bar. piece of clip art, drawn object, or graph. Because images are
HTML (Hypertext Markup Language) The coding format graphical (andnot numbers or letters), they are sometimes
used for web documents. referred to as graphical images.
Immediate window In the Visual Basic Editor, a pane where
HTML5 The latest version of HTML as defined by the leading
you can determine the value of any argument at the
international standards committee on fundamental web
breakpoint.
technologies, the W3C, www.w3c.org.
Import To quickly convert data from an external file into an
Hub A pane in Microsoft Edge that provides access to favorite
Access database. You can import data from one Access
websites, a reading list, browsing history, and downloaded
database to another—or from many other data sources such
files.
as files created by Excel, SharePoint, Outlook, or text files in
Hyperlink An specially formatted object (a filename, word, an HTML, XML, or delimited text file format such as CSV
phrase, or graphic) that, when clicked, “jumps to” another (comma separated values).
location specified in the current file or opens another
Import Spreadsheet Wizard A wizard that guides you
PowerPoint presentation, a Word, Excel, or Access file, or an
through the steps of importing data from Excel into an Access
address on the web. Also called link. See also Target.
database.
Hyperlink Address property A control property that allows Inactive window An open window you are not currently
the control to behave like a hyperlink. using; if multiple windows are open, the window(s) behind
Hyperlink control A control on a form that when clicked, the active window.
works like a hyperlink to redirect the user to a webpage Inbox An email folder that stores all incoming email.
or file.
Indent The space between the edge of a line of text or a
Hyperlink data type A data type for fields that store a link to paragraph and the margin.
a webpage, file, or email address.
Indent levels Text levels in the master text placeholder. Each
Hyperlink field A field with the Hyperlink data type. level is indented a specified amount from the left margin;
Hyperlink pointer A mouse pointer that looks like a pointing control their placement by dragging indent markers on the
hand when it is positioned over a hyperlink. ruler.
Indent markers Small markers (two triangles and one square)
I-beam pointer The pointer used to move the insertion

on the horizontal ruler that indicate the indent settings for
the selected text.
point and select text.
Index A field property that keeps track of the order of the
Icon A small image that represents an item, such as the values in the field. If you often sort on a field, the Index
Recycle Bin on your Windows desktop; you can rearrange, property should be set to Yes to improve performance (because
add, and delete desktop icons. the order of the records has already been created by the index).
Glossary 13
Indexed property A field property that can be changed to Is Not Null A criterion that finds all records in which any
determine whether a field is indexed. entry has been made in the field.
Infinity symbol The symbol that indicates the “many” side Is Null A criterion that finds all records in which no entry has
of a one-to-many relationship. been made in the field.
Ink annotations A freehand drawing on the screen in Slide Italic Formatting applied to text to make the characters slant
Show view made by using the pen or highlighter tool. to the right.
Ink to Math tool The OneNote tool that converts
handwritten mathematical formulas to formatted equations
or expressions. J oin line The line identifying which fields establish the
relationship between two related tables. Also called a link line.
Ink to Text tool The OneNote tool that converts inked
handwriting to typed text. JPEG (Joint Photographic Experts Group) Acronym for
Joint Photographic Experts Group, which defines the
Inked handwriting In OneNote, writing produced when standards for the compression algorithms that allow image
using a pen tool to enter text. files to be stored in an efficient compressed format. JPEG files
Inking Freehand pen and highlighter marks you can draw on use the .jpg filename extension.
a slide in Normal view to emphasize information. Junction table A table created to establish separate one-to-
Inking toolbar In Microsoft Edge, a collection of tools for many relationships to two tables that have a many-to-many
annotating a webpage. relationship.
Inline graphic A graphic that is part of a line of text. Junk email Unwanted email that arrives from unsolicited
sources. Also called spam. Also a default folder in Outlook
Inner join A type of relationship in which a query displays for junk email.
only records where joined fields from both tables are equal.
This means that if a parent table has any records for which Justify Alignment in which an item is flush with both the left
there are no matching records in the child table, those parent and right margins.
records do not appear in the resulting datasheet.
Input Mask A field property that provides a visual guide for
users as they enter data. K ey symbol The symbol that identifies the primary key
field in each table.
Insertion point A blinking vertical line that appears when
you click in a text box; indicates where new text will be Keyboard shortcut A combination of keys or a function key
inserted. that can be pressed to perform a command. Also called
shortcut key.
Instance A worksheet in its own workbook window.
Keyword A descriptive word or phrase you enter to obtain
Integrate To incorporate a document and parts of a a list of results that include that word or phrase. Also called
document created in one program into another program; for shortcut key.
example, to incorporate an Excel chart into a PowerPoint
slide, or an Access table into a Word document. Kiosk A freestanding booth usually placed in a public
area that can contain a display device used to show
Integration Term used to describe the process of combining information.
objects and data from two or more applications. For example,
a report created in Word can include a chart copied from Excel,
or a presentation created in PowerPoint can include a table
copied from Access.
L abel control An unbound control that displays text
to describe and clarify other information on a form or
IntelliSense technology In VBA, visual aids that appear as report.
you write a VBA statement to help you complete it.
Label Wizard A report wizard that precisely positions and
Interface The look and feel of a program; for example, the sizes information to print on a vast number of standard
appearance of commands and the way they are organized in business label specifications.
the program window.
Labels Descriptive text or other information that identifies
Intranet An internal network site used by a group of people data in rows, columns, or charts, but is not included in
who work together. calculations.
Glossary 14
Landscape Page orientation in which the contents of a page Link (text box) A connection between two or more text
span the length of a page rather than its width, making the boxes so that the text flows automatically from one text box
page wider than it is tall. to another.
Laser pointer A virtual pointer that moves as you move the Link Child Fields A subform property that determines which
mouse used in Slide Show view to highlight parts of the slide. field serves as the “many” link between the subform and
main form.
Launch To open or start a program on your computer.
Link line The line identifying which fields establish the
Launcher An icon you click to open a dialog box or task pane.
relationship between two related tables.
Layout A way to group several controls together on a form or Link Master Fields A subform property that determines
report to more quickly add, delete, rearrange, resize, or align which field serves as the “one” link between the main form
controls.
and the subform.
Layout View An Access view that lets you make some design Link Spreadsheet Wizard A wizard that guides you through
changes to a form or report while you are browsing the data. the steps of linking to a spreadsheet.
Leading The spacing between lines of text in a text object Linked object An object such as a text selection, value, or
within the same paragraph. picture that is contained in a destination file and linked to a
Left-align Alignment in which the item is flush with the left source file. When a change is made to the linked object in the
margin. source file, the change also occurs in the linked object in the
destination file.
Left function An Access function that returns a specified
number of characters, starting with the left side of a value in a Linking The dynamic referencing of data in the same or in
Text field. other workbooks, so that when data in the other location is
changed, the references in the current location are
Left indent A type of indent in which the left edge of a automatically updated.
paragraph is moved in from the left margin.
List arrows See AutoFilter list arrows.
Left join A type of relationship in which a query displays all
of the records in the “one” (parent) table, regardless of List box A bound control that displays a list of possible
whether they have matching records in the “many” (child) choices for the user. Used mainly on forms.
table. Also called a left outer join. List Rows A control property that determines how many
Legend Text box feature in a chart that provides an items can be displayed in a list, such as in a combo box.
explanation about the data presented in a chart. In a chart, Live Preview A feature that lets you point to a choice in a
information that identifies how data is represented by colors gallery or palette and see the results in the document or object
or patterns. without actually clicking the choice.
Len function Built-in Access function used to return the Live tile Updated, “live” content that appears on some apps’
number of characters in a field. tiles on the Windows Start menu, including the Weather app
Like operator An operator used in a query to find values in a and the News app.
field that match the pattern you specify. Local area network (LAN) A type of network installed to
Limit to List A combo box control property that allows you link multiple PCs together so they can share hardware and
to limit the entries made by that control to those provided by software resources.
the combo box drop-down list. Lock To secure a row, column, or sheet so that data in that
Line A graphical element that can be added to a report to location cannot be changed.
highlight information or enhance its clarity. Lock screen The screen that appears when you first start your
Line spacing The amount of space between lines of text. computer, or after you leave it unattended for a period of
time, before the sign-in screen.
Link A connection between a source file and a destination
Locked property A control property specifies whether you
file, which when the source file is updated, the destination file
can edit data in a control on Form View.
can also be updated. Also formatted text that has a URL which
is used to jump to a webpage on the Internet. See also Log in To select a user account name when a computer starts
Hyperlink. up, giving access to that user’s files. Also called sign in.
Glossary 15
Logic error In VBA, an error that occurs when the code runs Main document In a mail merge, the document used to
without obvious problems, but still doesn’t produce the desired determine how the document and Access data are combined.
result. This is the standard text that will be consistent for each
document created in the mail merge process.
Logical conditions Using the operators And and Or to
narrow a custom filter criteria. Main form A form that contains a subform control.
Logical formula A formula with calculations that are based Main report A report that contains a subreport control.
on stated conditions.
Major gridlines In a chart, the gridlines that represent the
Logical test The first part of an IF function; if the logical values at the tick marks on the value axis.
test is true, then the second part of the function is applied;
Make Table query An action query that creates a new table
if it is false, then the third part of the function is applied.
of data for a selected datasheet. The location of the new table
Logical view The datasheet of a query is sometimes called can be the current database or another Access database.
a logical view of the data because it is not a copy of the
Manual page break A page break inserted to force the text
data, but rather, a selected view of data from the underlying
following the break to begin at the top of the next page.
tables.
Many-to-many relationship The relationship between two
Long Date A date format provided by the Format property tables in an Access database in which one record of one table
that displays dates in the following format: Friday, relates to many records in the other table and vice versa. You
June 19, 2017. cannot directly create a many-to-many relationship between
Long Integer The default field size for a Number field. two tables in Access. To relate two tables with such a
relationship, you must establish a third table called junction
Lookup field A field that has lookup properties. Lookup
table that creates separate one-to-many relationships with the
properties are used to create a drop-down list of values to
two original tables.
populate the field.
Map It An Outlook feature on a Contact card that lets you
Lookup properties Field properties that allow you to supply
view a contact’s address on a map.
a drop-down list of values for a field.
Margins The distance between the edge of the text and all
Lookup table A small table that stores values used in a field
four edges of the text box, text object, or slide.
of another table.
Master Thumbnails pane On the left side of Slide Master
Lookup Wizard A wizard used in Table Design View that view, used to navigate through the master slide layouts.
allows one field to “look up” values from another table or
entered list. For example, you might use the Lookup Wizard Master view A specific view in a presentation that stores
to specify that the Customer Number field in the Sales table information about font styles, text placeholders, and color
display the Customer Name field values from the themes. There are three master views: Slide Master view,
Customers table. Handout Master view, and Notes Master view.
Masters One of three views that stores information about the
Macro An Access object that stores a collection of presentation theme, fonts, placeholders, and other
background objects. The three master views are Slide Master
keystrokes or commands such as those for printing several view, Handout Master view, and Notes Master view.
reports in a row or providing a toolbar when a form opens.
Maximize button On the right side of a window’s title bar,
Macro Design View An Access window in which you create the center button of three buttons; used to expand a window
and modify macros. so that it fills the entire screen. In a maximized window, this
Macros Programmed instructions that perform tasks in a button changes to a Restore button.
workbook. Maximized window A window that fills the desktop.
Mail In Outlook, lets you manage all email. Medium Date A date format provided by the Format
Mail merge To merge a main document that contains property that displays dates in the dd-Mmm-yy format, such
as 19-Jun-17.
boilerplate text with a file that contains customized
information for many individual items to create customized Meeting In the Outlook Calendar, an activity you invite
versions of the main document. people to or reserve resources for.
Mail merge task pane A pane that appears in the Word Megabyte (MB or M) One million bytes (or one thousand
window to step you through the mail-merge process. kilobytes).
Glossary 16
Menu A list of related commands. Microsoft Word Mail Merge Wizard A wizard that guides
you through the steps of preparing to merge Access data with
Merge To combine adjacent table cells into a single larger
a Word document.
cell. In PowerPoint, used to combine multiple shapes
together; provides you a way to create a variety of unique Mini toolbar A toolbar that appears faintly above text when
geometric shapes that are not available in the Shapes gallery. you first select it and includes the most commonly used text
See also mail merge. and paragraph formatting commands.
Merge field A code in the main document of a mail merge Minimize button On the right side of a window’s title bar,
that is replaced with the values in the field that the code the leftmost button of three buttons; use to reduce a window
represents when the mail merge is processed. so that it only appears as an icon on the taskbar.
Merged document In a mail merge, the document that Minimized window A window that is visible only as an icon
contains customized versions of the main document. on the taskbar.
Message body In an email message, where you write the text Minor gridlines In a chart, the gridlines that represent the
of your message. values between the tick marks on the value axis.
Message header Contains the basic information about Mirror margins Margins used in documents with facing pages,
a message including the sender’s name and email address, where the inside and outside margins are mirror images of each
the names and email addresses of recipients and Cc other.
recipients, a date and time stamp, and the subject of Mixed reference Cell reference that combines both absolute
the message. and relative cell addressing.
Message threading Allows you to navigate through a group Mode indicator An area on the left end of the status bar that
of messages, seeing all replies and forwards from all recipients; indicates the program’s status. For example, when you are
includes all emails that discuss a common subject. changing the contents of a cell, the word ‘Edit’ appears in the
MessageBox A macro action that displays an informational mode indicator.
message to the user. Module An Access object that stores Visual Basic for
Metadata Another name for document properties that Applications (VBA) programming code that extends the
includes the author name, the document subject, the functions of automated Access processes.
document title, and other personal information. Mouse pointer A small arrow or other symbol on the screen
Method An action that an object can perform. Procedures that you move by manipulating the pointing device; also
are often written to invoke methods in response to user called a pointer.
actions. Move To change the location of a file, folder, or other object
Microsoft account A web service that lets users sign on to one by physically placing it in another location.
web address so they can use Windows 10 computers as well as Multicolumn report A report that repeats the same
Outlook com. information in more than one column on the page.
Microsoft Edge New in Windows 10, the Microsoft Web Multilevel list A list with a hierarchical structure; an
browser that is intended to replace Internet Explorer. outline.
Microsoft Excel The spreadsheet program in the Microsoft Multilevel sort A reordering of table data using more than
Office suite. one column (field) at a time.
Microsoft OneDrive A Microsoft Web site where you can Multiuser A characteristic that means more than one person
obtain free file storage space, using your own account, that can enter and edit data in the same Access database at the
you can share with others; you can access OneDrive from a same time.
laptop, tablet computer, or smartphone.
Multivalued field A field that allows you to make more than
Microsoft OneNote Mobile app The lightweight version of one choice from a drop-down list.
Microsoft OneNote designed for phones, tablets, and other
mobile devices.
Microsoft Store A website, accessible from the Store icon in Name box Box to the left of the formula bar that shows the
the Windows 10 taskbar, where you can purchase and cell reference or name of the active cell.
download apps, including games, productivity tools, and Name property The property that determines the name of a
media software. control or object. The Name property value is used in VBA to
Microsoft Windows 10 An operating system. reference and work with the control.
Glossary 17
Narration A voice recording you make using a microphone Note In OneNote, a small window that contains text or other
on one or more slides. Narrations can be heard through types of information.
speakers or a headset during a slide show.
Note reference mark A mark (such as a letter or a number)
Navigate To move around in a worksheet; for example, you that appears next to text to indicate that additional
can use the arrow keys on the keyboard to navigate from cell information is offered in a footnote or endnote.
to cell, or press [Page Up] or [Page Down] to move one screen
Notebook In OneNote, the container for notes, drawings,
at a time.
and other content.
Navigate down To move to a lower level in your computer’s
Notes In Outlook, the electronic version of the sticky notes
file hierarchy.
you buy at your local stationery store; a convenient way to
Navigate up To move to a higher level in your computer’s file quickly jot down a reminder or an idea.
hierarchy.
Notes button A button on the status bar in PowerPoint that
Navigation buttons Buttons in the lower-left corner of a opens the Notes pane.
datasheet or form that allow you to quickly navigate between
Notes Master view The master view for Notes Pages view.
the records in the underlying object as well as add a new
record. Notes Page view A presentation view that displays a
reduced image of the current slide above a large text box
Navigation form A special Access form that provides an easy-
where you can type notes.
to-use database interface to navigate between the objects
of the database. Notes pane The area in Normal view that shows speaker
notes for the current slide; also in Notes Page view, the area
Navigation mode A mode in which Access assumes that you
below the slide image that contains speaker notes.
are trying to move between the fields and records of the
datasheet (rather than edit a specific field’s contents), so Notification area An area on the right side of the
keystrokes such as [Ctrl][Home] and [Ctrl][End] move you to Windows 10 taskbar that displays the current time as
the first and last field of the datasheet. well as icons representing selected information; the
Notifications button displays pop-up messages when a
Navigation Pane A pane in the Access program window that
program on your computer needs your attention. Click the
provides a way to move between objects (tables, queries,
Notifications button to display the Action Center. See also
forms, reports, macros, and modules) in the database.
Action Center.
Navigation system style In a navigation form, a style that
Now() An Access function that displays today’s date.
determines how the navigation buttons will be displayed on
the form. Nudge To move a graphic a small amount in one direction
using the arrow keys.
Negative indent A type of indent in which the left edge of a
paragraph is moved to the left of the left margin. Also called Null Means that a value has not been entered for the field.
outdent.
Null entry The state of “nothingness” in a field. Any
Nested table A table inserted in a cell of another table. entry such as 0 in a numeric field or a space in a text
field is not null. It is common to search for empty fields
Next page section break A break that begins a new section
by using the Null criterion in a filter or query. The Is Not
on the next page.
Null criterion finds all records where there is an entry of
Normal style The default style for text and paragraphs any kind.
in Word.
Number format A format applied to values to express
Normal view Default worksheet view that shows the numeric concepts, such as currency, date, and percentage.
worksheet without features such as headers and footers; ideal
for creating and editing a worksheet, but may not be detailed
enough when formatting a document. In PowerPoint, the
primary view that you use to write, edit, and design a
Object A table, query, form, report, macro, or module in a
database. In VBA, any item that can be identified or
presentation. Normal view is divided into three areas: Slides
manipulated is an object, including the traditional Access
tab, Slide pane, and Notes pane.
objects (table, query, form, report, macro, module) as well as
Normalize To structure data for a relational database using other items that have properties such as controls, sections,
appropriate one-to-many relationships between related tables. and existing procedures.
Glossary 18
Object Linking and Embedding (OLE) The term used On Got Focus An Access event that is triggered when a
to refer to the technology Microsoft uses to allow the specified control gets the focus.
integration of data between programs. The difference
OneDrive A cloud-based storage and file-sharing service
between linking and embedding relates to where the object
provided by Microsoft. Saving files to OneDrive means that
is stored and how the object is updated after placement in a
you can access those files from any devise connected to the
document. A linked object in a destination file is an image of
Internet.
an object contained in a source file. Both objects share a
single source, which means the object is updated only in the One-to-many line The line that appears in the Relationships
source file. or query design window and shows which field is used
between two tables to serve as the linking field. The one-to-
Object list In a VBA class module, lists the objects associated
many line displays a “1” next to the field that serves as the
with the current form or report.
“one” side of the relationship and displays an infinity
ODBC See open database connectivity symbol next to the field that serves as the “many” side of the
Odd page section break A break that begins a new section relationship when referential integrity is specified for the
on the next odd-numbered page. relationship. Also called the one-to-many join line.
Office Add-ins Applications available for download to Online collaboration The ability to incorporate feedback or
PowerPoint from the Microsoft Office Store on the Internet. share information across the Internet or a company network
Add-ins can be used for mapping, word usage, and other or intranet.
productivity applications. Open To use one of the methods for opening a document to
Office Clipboard A temporary storage area shared by retrieve it and display it in the document window.
all Office programs that can be used to cut, copy, and Open database connectivity (ODBC) A collection of
paste multiple items within and between Office programs. standards that govern how Access connects to other sources
The Office Clipboard can hold up to 24 items collected of data.
from any Office program. See also Clipboard and System
Clipboard. Opening tag In HTML, the tag used to mark the beginning
of text to be identified or formatted, such as to start a
Office Mix A free add-in application integrated to the paragraph.
PowerPoint Ribbon that allows you to create interactive
content. OpenReport action A macro action that opens a specified
report.
Office Online Apps Versions of the Microsoft Office
applications with limited functionality that are available Operating system A program that manages the complete
online from Microsoft OneDrive. Users can view documents operation of your computer and lets you interact with it.
online and then edit them in the browser using a selection of Option button A small circle in a dialog box that you click to
functions. select only one of two or more related options.
Off-site backup Duplicate storage of computer data at a Option Compare Database A VBA declaration statement
remote location other than your home or office. The backup that determines the way string values (text) will be sorted.
may be stored on a removable hard drive or sent over the
Internet to a Cloud service. Option Explicit A VBA declaration statement that specifies
that you must explicitly declare all variables used in all
OLE A field data type that stores pointers that tie files, such as procedures; if you attempt to use an undeclared variable
pictures, sound clips, or spreadsheets, created in other programs name, an error occurs at compile time.
to a record.
Option group A bound control placed on a form that is used
On Click A property of a control such as a command button to group together several option buttons that provide a
that triggers an event when the control is clicked. limited number of values for a field.
On Current An event that occurs when focus moves from one Option Value An option button property that determines
record to another in a form. the values entered into a field when the option button is
On Dbl Click An Access event that is triggered by a double-click. selected.
On Error GoTo Upon an error in the execution of a OR criteria Criteria placed on different rows of the query
procedure, the On Error GoTo statement specifies the location design grid. A record will be selected for the resulting
(the statement) where the procedure should continue. datasheet if it is true for any single row.
Glossary 19
Or logical condition A filtering feature that searches for Parameter query A query that displays a dialog box to
records by specifying that only one entered criterion must be prompt users for field criteria. The entry in the dialog box
matched. determines which records appear on the final datasheet,
similar to criteria entered directly in the query design grid.
ORDER BY A SQL keyword that determines how records in
the query result are sorted. Parameter report A report that prompts you for criteria to
determine the records to use for the report.
Order of precedence Rules that determine the order in
which operations are performed within a formula containing Parent record A record contained in the “one” table in a
more than one arithmetic operator. one-to-many relationship.
Orphan The first line of a paragraph when it appears alone at Parent table The table on the “one” side of a one-to-many
the bottom of a page. relationship.
Orphan record A record in the “many” table of a one-to- Password A special sequence of numbers and letters that
many relationship that doesn’t have a matching entry in the users can employ to control who can access the files in their
linking field of the “one” table. Orphan records cannot be user account area; keeping the password private helps keep
created if referential integrity is enforced on a relationship. users’ computer information secure.
Outbox A temporary storage folder for email messages that Paste To place a copied item from the Clipboard to a location
have not yet been sent. in a document.
Outdent See Negative indent. Paste Options button Button that appears onscreen after
pasting content; enables you to choose to paste only specific
Outline view A view that shows the headings of a
elements of the copied selection, such as the formatting or
document organized as an outline. A view in PowerPoint
values, if desired.
where you can enter text on slides in outline form. Includes
three areas. The Outline pane where you enter text, the Paste Special A method that is used to paste text or objects
Slide pane for the main slide, and the Notes pane where using special formats, such as plain text without formatting or
you enter notes. an object as a picture.
Outlook Today A feature in Outlook that shows your day at a Path An address that describes the exact location of a file in a
glance, like an electronic version of a daily planner book; file hierarchy; shows the folder with the highest hierarchy
when it is open, you can see what is happening in the level on the left and steps through each hierarchy level
Calendar, Tasks, and Messages for the day. toward the right. Locations are separated by small triangles or
by backslashes.
Padding The space between the outside borders of adjacent Peek A feature in Outlook that opens a small window when
you mouse over an event, task, or some activity and shows
controls.
you a snapshot of the details for the item.
Page In OneNote, a workspace for inserting notes and other
People In Outlook, where you manage all your business and
content, similar to a page in a physical notebook.
personal contact information.
Page break See Automatic page break or Manual page break.
People Pane Available in several Outlook views; shows you
Page Break Preview A worksheet view that displays a any social media information available for the person sending
reduced view of each page in your worksheet, along with the current message and included files, appointments, and
page break indicators that you can drag to include more or notes related to that person.
less information on a page.
Percent A number format provided by the Format property
Page Layout view Provides an accurate view of how a that displays numbers with a percent symbol.
worksheet will look when printed, including headers and
Performance Analyzer An Access tool that studies the
footers.
structure and size of your database and makes a variety of
Panes Sections into which you can divide a worksheet when recommendations on how you can improve its performance.
you want to work on separate parts of the worksheet at the
Personal account In Outlook, identifies you as a user with
same time; one pane freezes, or remains in place, while you
information such as your email address and password, the
scroll in another pane until you see the desired information.
type of Internet service provider (ISP) you are using, and the
Paragraph spacing The amount of space between incoming and outgoing email server address for your ISP.
paragraphs. See also Account.
Parameter criteria Text entered in [square brackets] that Photo album A type of presentation designed specifically to
prompts the user for an entry each time the query is run. display photographs.
Glossary 20
Photos app A Windows 10 app that lets you view and without opening an app; might not work for some types of
organize your pictures. files, such as databases.
Picture A digital photograph, piece of line art, or other Previewing Prior to printing, seeing onscreen exactly how
graphic that is created in another program and is inserted into the printed document will look.
PowerPoint.
Primary key field A field that contains unique information
Pixel (picture element) One pixel is the measurement of for each record. A primary key field cannot contain a null
one picture element on the screen. entry.
Plot area In a chart, the area inside the horizontal and Print area A portion of a worksheet that you can define
vertical axes. using the Print Area button on the Page Layout tab; after you
Pmt function Built-in Access function used to calculate the select and define a print area, the Quick Print feature prints
monthly payment on a loan; enter the Pmt function as only that worksheet area.
Pmt([Rate],[Term],[Loan]). Print Layout view A view that shows a document as it will
Point The unit of measurement for text characters and the look on a printed page.
space between paragraphs and characters; 1/72 of an inch. Print Preview An Access view that shows you how a report or
Pointer See Mouse pointer. other object will print on a sheet of paper.
Pointing device A device that lets you interact with your Print title In a table that spans more than one page, the field
computer by controlling the movement of the mouse pointer names that print at the top of every printed page.
on your computer screen; examples include a mouse, Private Sub A statement that indicates that a sub procedure
trackball, touchpad, pointing stick, on-screen touch pointer, is accessible only to other procedures in the module where it
or a tablet. is declared.
Pointing device action A movement you execute with your Procedure A series of VBA statements that performs an
computer’s pointing device to communicate with the operation or calculates an answer. VBA has two types of
computer; the five basic pointing device actions are point, procedures: functions and subs.
click, double-click, drag, and right-click.
Procedure list In a VBA standard module, lists the
Portable Document Format (PDF) A file format developed procedures in the module; in a class module, lists events
by Adobe Systems that has become the standard format for (such as Click or Dblclick).
exchanging documents. Page orientation in which the
contents of a page span the width of a page, so the page is Program A set of instructions written for a computer, such as
taller than it is wide. an operating system program or an application program; also
called an application or an app.
Portrait Page orientation in which the contents of a pan span
the width of a page, so the page is taller than is it wide. Project In VBA, a module object or a form or report object
that contains a class module.
Poster frame The image that appears on an inserted digital
video, also known as the preview image. Project Explorer window In the Visual Basic Editor, a
window you use to switch between objects that can contain
Power button The physical button on your computer that VBA code.
turns your computer on.
Properties File characteristics, such as the author’s name,
PowerPoint window A window that contains the running
keywords, or the title, that help others understand, identify,
PowerPoint application including the Ribbon, panes, and
and locate the file.
tabs.
Property A characteristic that defines the appearance and
Presentation software A software program used to organize
behavior of items in the database such as objects, fields,
and present information typically as part of an electronic slide
sections, and controls. You can view the properties for an item
show.
by opening its Property Sheet.
Presenter view A PowerPoint view you access while in Slide
Property control A control that contains document
Show view. Typically you use this view when showing a
property information or a placeholder, and that can be used
presentation through two monitors, one that you see as the
to assign or update the document property directly from the
presenter and one that the audience sees.
document.
Preview image See Poster frame.
Property Sheet A window that displays an exhaustive list of
Preview pane A pane on the right side of a File Explorer properties for the chosen control, section, or object on a form
window that shows the actual contents of a selected file or report.
Glossary 21
Property Update Options A Smart Tag that applies property
changes in one field to other objects of the database that use R AM (Random Access Memory) The storage location that
the field. is part of every computer, that temporarily stores open apps
and document data while a computer is on.
Publish To share Excel workbook data on a network or on the
web so that others can access it using a web browser. Range A selection of two or more cells, such as B5:B14.
Pull quote A text box that contains a quote or an excerpt Read Mode view A document view that hides the tabs and
from an article, formatted in a larger font size, and placed Ribbon and is useful for reading long documents.
on the same page. Read-only An object property that indicates whether the
object can read and display data, but cannot be used to
change (write to) data.
Query An Access object that provides a spreadsheet-like Read-only format Describes cells that display data but that
view of the data, similar to that in tables. It may provide the cannot be changed in a protected worksheet.
user with a subset of fields and/or records from one or more
Reading view In PowerPoint, a view you use to review a
tables. Queries are created when the user has a “question”
presentation or present a slide show to someone on a computer
about the data in the database.
monitor. In Microsoft Edge, the display of a webpage that
Query Datasheet View The view of a query that shows the removes ads and most graphics and uses a simple format for
selected fields and records as a datasheet. Query Datasheet the text.
View is displayed when you run a query.
Record A row of data in a table.
Query design grid The bottom pane of the Query Design Record Source A property of a form or report that identifies
View window in which you specify the fields, sort order, and the table or query containing the data to display.
limiting criteria for the query.
Recordset Type A property that determines if and how
Query Design View The window in which you develop records displayed by a query are locked. The Recordset Type
queries by specifying the fields, sort order, and limiting settings are Snapshot and Dynaset.
criteria that determine which fields and records are
displayed in the resulting datasheet. Recycle Bin A desktop object that stores folders and files you
delete from your hard drive(s) and enables you to restore
Question mark (?) A wildcard character used to search for them.
any single character in query criteria.
Reference operators In a formula, symbols which enable
Quick Access buttons Buttons that appear at the bottom of you to use ranges in calculations.
the Windows Action Center; single-click to perform common
actions such as turning WiFi on or off. Referential integrity A set of Access rules that govern data
entry and help ensure data accuracy. Setting referential integrity
Quick Access Toolbar A small toolbar on the left side of a on a relationship prevents the creation of orphan records.
Microsoft application window’s title bar, containing icons
Relational database software Software such as Access that
that you click to quickly perform common actions, such as
is used to manage data organized in a relational database.
saving a file.
Relationship report A printout of the Relationships window
Quick Access view A list of frequently-used folders and
that shows how a relational database is designed and includes
recently used files that appears when you first open
table names, field names, primary key fields, and one-to-many
File Explorer.
relationship lines.
Quick Analysis tool An icon that is displayed below and to Relative cell reference In a formula, a cell address that
the right of a range that lets you easily create charts and refers to a cell’s location in relation to the cell containing the
other elements. formula and that automatically changes to reflect the new
Quick Part A reusable piece of content that can be inserted location when the formula is copied or moved; default type
into a document, including a field, document property, or a of referencing used in Excel worksheets. See also Absolute cell
preformatted building block. reference.
Quick Style Determines how fonts, colors, and effects of the Removable storage Storage media that you can easily
theme are combined and which color, font, and effect is transfer from one computer to another, such as DVDs, CDs, or
dominant. A Quick Style can be applied to shapes or text. USB flash drives.
Glossary 22
Removal marquee box The box that surrounds the part of a Row heading The box containing the row number to the left
picture that you want to retain when the background or other of the row in a worksheet.
areas of the picture are being deleted.
Row Source A property that defines the values to display in a
Removal marquee sizing handle The sizing handles around list, such as in a Lookup field or combo box.
a removal marquee box that are dragged to change how much
RTF See Rich Text Format.
of the background or sections of a picture are to be deleted.
Rule In Outlook, enables you to organize your email by
Report An Access object that creates a professional printout
setting parameters for incoming email; for example, you can
of data that may contain such enhancements as headers,
specify that all email from a certain person goes into the
footers, and calculations on groups of records.
folder for a specific project.
Report Design View An Access view that allows you to work
Ruler A vertical or horizontal guide that appears in Form and
with a complete range of report, section, and control
Report Design View to help you position controls.
properties.
Run a query To open a query and view the fields and records
Report Wizard An Access wizard that helps you create a
that you have selected for the query presented as a datasheet.
report.
Run-time error In VBA, an error that occurs as incorrectly
Resize bar A thin gray bar that separates the field lists in the
constructed code runs and includes attempting an illegal
query design grid.
operation such as dividing by zero or moving focus to a
Responsive design A way to provide content so that it adapts control that doesn’t exist. When you encounter a run-time
appropriately to the size of the display on any device. error, VBA will stop executing your procedure at the statement
Restore Down button On the right side of a maximized in which the error occurred and highlight the line with a
window’s title bar, the center of three buttons; use to reduce a yellow background in the Visual Basic Editor.
window to its last non-maximized size. In a restored window,
this button changes to a Maximize button.
Return In a function, to display a result.
S andbox A computer security mechanism that helps to
prevent attackers from gaining control of a computer.
Ribbon In many Microsoft app windows, a horizontal strip near Sans serif font A font (such as Calibri) whose characters do
the top of the window that contains tabs (pages) of grouped not include serifs, which are small strokes at the ends of
command buttons that you click to interact with the app. letters.
Ribbon Display Options button A button on the title bar Save To store a file permanently on a disk or to overwrite
that is used to use to hide or show the Ribbon and the Ribbon the copy of a file that is stored on a disk with the changes
tabs and commands. made to the file.
Rich Text Format (RTF) A file format for exporting data to a Save As command A command on the File tab that saves the
text file that can be opened and edited in Word. entire database (and all objects it contains) or only the current
Right-align Alignment in which an item is flush with the object with a new name.
right margin. Save Database As An Access command that saves an entire
Right-click To press and release the right button on the database including all of its objects to a completely new
pointing device; use to display a shortcut menu with database file.
commands you issue by left-clicking them.
Save Object As An Access command that allows you to save
Right function Built-in Access function used to return the the current object, such as a table, query, form, report, macro,
specified number of characters from the end of a field value. or module with a new name.
Right indent A type of indent in which the right edge of a Saved Exports An option provided in Access that lets
paragraph is moved in from the right margin. you quickly repeat the export process by saving the
export steps.
Right join A type of relationship in which a query selects all
records in the “many” (child) table even if there are no matches Saved Imports An option provided in Access that lets you
in the “one” (parent) table. Also called a right outer join. quickly repeat the import process by saving the import steps.
Rotate handle A small round arrow at the top of a selected Scale To resize a graphic so that its height to width ratio
object that you can drag to turn the selected object. remains the same.
Glossary 23
Schema A description of the fields and their properties stored Secondary axis In a combination chart, an additional axis
in XML data. that supplies the scale for one of the chart types used.
Scope In a named cell or range, the worksheet(s) in which the Section A location of a form or report that contains controls.
name can be used. The section in which a control is placed determines where
and how often the control prints.
Screen capture An electronic snapshot or picture of your
screen, placed in the clipboard which you can then paste into Section break A formatting mark inserted to divide a
a document. document into sections.
Screen clipping In OneNote, an image copied from any part Section properties Characteristics that define each section
of a computer screen. in a report.
Screen recording In Office Mix, a video you create by Section tab In OneNote, a divider for organizing a notebook.
capturing your desktop and any actions performed on it.
Secure digital (SD) card A type of small external storage
Screenshot A static picture you take of an open program device that slips directly into a computer with an SD card
window; can be inserted on a slide. reader slot.
ScreenTip A label that identifies the name of the button or SELECT A SQL keyword that used to create select queries.
feature, briefly describes its function, conveys any keyboard
Select To change the appearance of an item by clicking,
shortcut for the command, and includes a link to associated
double-clicking, or dragging across it, to indicate that you
help topics, if any.
want to perform an action on it.
Scroll To use the scroll bars or the arrow keys to display
Select Case In VBA, executes one of several groups of Case
different parts of a document in the document window.
statements depending on the value of an expression.
Scroll arrow The arrow at the end of a scroll bar that is
Select pointer The mouse pointer shape that looks like a
clicked to scroll a document one line at a time, or to scroll a
white arrow pointing toward the upper-left corner of the
document left and right in the document window.
screen.
Scroll bars Bars on the right edge (vertical scroll bar) and
Select query The most common type of query that retrieves
bottom edge (horizontal scroll bar) of the document window
data from one or more linked tables and displays the results in
that allow you to move around in a document that is too
a datasheet.
large to fit on the screen at once.
Selection box A dashed border that appears around a text
Scroll box A box in a scroll bar that you can drag to display a
object or placeholder, indicating that it is ready to accept
different part of a window.
text.
Scrub the database To remove and fix orphan records and
Selection pointer A pointer used to click a button or another
otherwise improve the quality and consistency of data in the
element of the Word program window.
database.
Sent Items When you send an email message, a copy of the
Search criteria Descriptive text that helps identify the
message is stored in this folder to help you track the
application program (app), folder, file, or Web site you want
messages you send out.
to locate when conducting a search.
Serif font A font (such as Times New Roman) whose
Search criterion In a workbook or table search, the text you
characters include serifs, which are small strokes at the
are searching for.
ends of letters.
Search Tools tab A tab that appears in the File Explorer
Server In client/server computing, the shared file server,
window after you click the Search text box; lets you specify
mini, or mainframe computer. The server usually handles
a specific search location, limit your search, repeat previous
corporate-wide computing activities such as data storage and
searches, save searches, and open a folder containing a
management, security, and connectivity to other networks.
found file.
Service provider The organization or company that provides
Second normal form (2NF) The second degree of
email or Internet access.
normalization, in which redundant data from an original
table is extracted, placed in a new table, and related to the SetProperty A macro action that allows you to manipulate
original table. the property value of any control on a form.
Glossary 24
Shading A background color or pattern that can be applied to Single step To run a macro one line (one action) at a time to
text, tables, or graphics. observe the effect of each specific action in the Macro Single
Step dialog box.
Shape A drawing object, such as a rectangle, oval, triangle,
line, block arrow, or other shape that you create using the Sizing handles Small squares at each corner of a selected
Shapes command. control in Access. Dragging a handle resizes the control. Also
known as handles.
Shape effect A special visual impact (such as shadow, glow,
soft edges, and bevel) applied to command buttons. Slide layout This determines how all of the elements on a
slide are arranged, including text and content placeholders.
Share button A button on the Ribbon that is used to save a
document to the Cloud. Slide Library A folder that you and others can access to open,
modify, and review presentation slides.
Shared folder A folder created online, such as on OneDrive,
which you allow others to open and access. Slide Notes In Office Mix, the written and displayed version
of notes typically used to recite narration while creating a
SharePoint server A server computer that runs Microsoft slide recording.
SharePoint, software that allows an organization to host Web
pages on an intranet. Slide pane The main section of Normal view that displays the
current slide.
Sheet tab scrolling buttons Allow you to navigate to
additional sheet tabs when available; located to the left of the Slide recording In Office Mix, a video you create by
sheet tabs. recording action with a webcam, a camera attached or built
into a computer.
Sheet tabs Identify the sheets in a workbook and let you
switch between sheets; located below the worksheet grid. Slide Sorter view A view that displays a thumbnail of all
slides in the order in which they appear in a presentation;
Short Date A date format provided by the Format property used to rearrange slides and slide transitions.
that displays dates in the mm/dd/yyyy format, such as
6/19/2017. Slide thumbnail See Thumbnail.
Shortcut An icon that acts as a link to an app, file, folder, or Slide timing The amount of time each slide is visible on the
device that you use frequently. screen during a slide show.
Shortcut key See Keyboard shortcut. Slide transition The special effect that moves one slide off
the screen and the next slide on the screen during a slide
Shortcut menu A menu of context-appropriate commands show. Each slide can have its own transition effect.
for an object that opens when you right-click that object.
Slides tab On the left side of the Normal view, displays the
Shut down To exit the operating system and turn off your slides in the presentation as thumbnails.
computer.
Smart Guides A feature in PowerPoint used to help position
Sidebar A text box that is positioned adjacent to the body of objects relative to each other and determine equal distances
a document and contains auxiliary information. between objects.
Sign in To select a user account name when a computer starts Smart Tag A button that provides a small menu of options
up, giving access to that user’s files. Also called log in. and automatically appears under certain conditions to help
you work with a task, such as correcting errors. For example,
Simple Query Wizard An Access wizard that prompts you for
the AutoCorrect Options button, which helps you correct
information it needs to create a new query.
typos and update properties, and the Error Indicator button,
Single-click See Click. which helps identify potential design errors in Form and
Single-factor authentication Security protocol in which an Report Design View, are smart tags.
individual provides only one credential (password) to verify SmartArt A diagram, list, organizational chart, or other
their identity. graphic created using the SmartArt command.
Single-file webpage Format that integrates all of the SmartArt Style A pre-set combination of formatting options
worksheets and graphical elements from a workbook into a that follows the design theme that you can apply to a
single file, in the format MHTML, also known as MHT. SmartArt graphic.
Glossary 25
Snap assist feature The Windows 10 feature that lets you Standard module A type of Access module that contains
drag a window to the left or right side of the screen, where it global code that can be executed from anywhere in the
“snaps” to fill that half of the screen and displays remaining database. Standard modules are displayed as module objects in
open windows as thumbnails you click to fill the other half. the Navigation Pane.
Snapshot A property value for the Recordset Type query Start button A clickable button at in the lower left corner of
property that locks the recordset (which prevents it from the Windows 10 screen that you click to open the Start menu.
being updated).
Start menu Appears after you click the Start button; provides
Soft page break See Automatic page break. access to all programs, documents, and settings on the
computer.
Sort Change the order of, such as the order of files or folders
in a window, based on criteria such as date, file size, or Startup option One of a series of commands that execute
alphabetical by filename. when the database is opened.
Source file In integration, the file from which the Stated conditions In a logical formula, criteria you create.
information is copied or used. An Excel file that is inserted Statement A single line of code within a VBA procedure.
into a file that contains a Word report is the source file.
Status bar Bar at the bottom of an application window that
Source presentation The presentation you insert slides from provides a brief description about the active command or task
when you reuse slides from another presentation. in progress.
Source program The program in which a file was created. Storyline In Sway, the workspace for assembling a
Spam Unwanted email that arrives from unsolicited sources. presentation.
Also called junk email. Strong password A password longer than eight characters
Spamming The sending of identical or near-identical that uses a combination of uppercase and lowercase letters,
unsolicited messages to a large number of recipients. Many numbers, and symbols.
email programs have filters that identify this email and place Structured reference Allows table formulas to refer to table
it in a special folder. columns by names that are automatically generated when the
Sparkline A quick, simple chart located within a cell that table is created.
serves as a visual indicator of data trends. Stub In the Visual Basic window, the first and last lines of a
Spike A surge in power, which can cause damage to the procedure.
hardware. Style A named collection of character and paragraph formats
Spin box A text box with up and down arrows; you can type that are stored together and can be applied to text to format it
a setting in the text box or click the arrows to increase or quickly.
decrease the setting. Style Set A named collection of font and paragraph settings
for heading and body text styles, so that when you apply a
Split To divide a cell into two or more cells, or to divide a
new style set to a document, all body text and headings that
table into two tables.
have been formatting with a style change.
Split form A form split into two panes; the upper pane allows
Sub (sub procedure) A procedure that performs a series of
you to display the fields of one record in any arrangement,
VBA statements, but it does not return a value and cannot be
and the lower pane maintains a datasheet view of the first few
used in an expression like a function procedure. You use subs
records.
to manipulate controls and objects. They are generally
SQL (Structured Query Language) A language that provides executed when an event occurs, such as when a command
a standardized way to request information from a relational button is clicked or a form is opened.
database system.
Subdatasheet A datasheet that is nested within another
SQL View A query view that displays the SQL code for the datasheet to show related records. The subdatasheet shows
query. the records on the “many” side of a one-to-many
relationship.
Standard A number format provided by the Format property
that displays numbers with no symbols or decimal places. Subfolder A folder within another folder.
Glossary 26
Subform A form placed within a form that shows related System on a Chip (SoC) Consolidates the functions of the CPU,
records from another table or query. A subform generally graphics and sound cards, memory, and more onto a single
displays many records at a time in a datasheet arrangement. silicon chip. This miniaturization allows devices to become
Subject line Meaningful text in the subject text box of an increasingly compact.
email message providing recipients with an idea of the
Tab A page in an application program’s Ribbon, or in a

message content.
Submacro A collection of actions within a macro object that
allows you to name and create multiple, separate macros dialog box, that contains a group of related commands and
within a single macro object. settings. See also Tab stop.
Subreport A control that displays a report within another Tab control An unbound control used to create a three-
report. dimensional aspect to a form so that other controls
can be organized and shown in Form View by clicking
Subscript A font effect in which text is formatted in a smaller the “tabs.”
font size and placed below the line of text.
Tab Index property A form property that indicates the
Subtitle text placeholder A box on the title slide reserved numeric tab order for all controls on the form that have the
for subpoint text. Tab Stop property set to Yes.
Suite A group of programs that are bundled together and Tab leader A line that appears in front of tabbed text.
share a similar interface, making it easy to transfer skills and
program content among them. Tab order property A form property that determines the
sequence in which the controls on the form receive the focus
Sum function A mathematical function that totals values in when the user presses [Tab] or [Enter] in Form view.
a field.
Tab selector Tab icon on the horizontal ruler that, when
Summary query A query used to calculate and display clicked, cycles through four tab alignment options.
information about records grouped together.
Tab stop A location on the horizontal ruler that indicates
Summary report A report that calculates and displays
where to align text.
information about records grouped together.
Tab Stop property A form property that determines whether
Superscript A font effect in which text is formatted in a
a field accepts focus.
smaller font size and placed above the line of text.
Table A collection of records for a single subject, such as all of
Surge protector A power strip with surge protection.
the customer records; the fundamental building block of a
Sway site A website Sway creates to share and display a Sway relational database because it stores all of the data. Also, an
presentation. organized collection of rows and columns of similarly
Switchboard form A special Access form that provides structured data on a worksheet.
command buttons to help users navigate throughout a Table Design View The view in which you can add, delete, or
database. modify fields and their associated properties.
Symbol A special character that can be inserted into a Table gridlines Nonprinting grey dotted lines that show the
document using the Symbol command. boundaries of table cells. See also gridlines.
Sync In OneNote, to save a new or updated notebook so that Table layout A way of connecting controls together so that
all versions of the notebook, such as a notebook on OneDrive when you move or resize them in Layout or Design View, the
and a copy on a hard drive, have the same contents. action you take on one control applies to all the controls in
Syntax Rules that govern how to write programming the layout.
statements so that they execute properly. Table styles Predesigned formatting that can be applied to
Syntax error In VBA, an error that occurs immediately as you a range of cells or even to an entire worksheet; especially
are writing a VBA statement that cannot be read by the Visual useful for those ranges with labels in the left column and
Basic Editor. Syntax errors are displayed in a red text color. top row, and totals in the bottom row or right column.
See also Table.
System Clipboard A clipboard that stores only the last item
cut or copied from a document. See also Clipboard and Office Table total row A row you can add to the bottom of a table
Clipboard. for calculations using the data in the table columns.
Glossary 27
Tabs Organizational unit used for commands on the Ribbon. Theme A predefined set of colors, fonts, line and fill effects,
The tab names appear at the top of the Ribbon and the active and other formats that can be applied to an Access database
tab appears in front. and give it a consistent, professional look.
Tag In HTML, the codes used to identify or “mark up” the Theme colors The set of 12 coordinated colors that make up
content in a webpage such as …. tags to markup a a PowerPoint presentation; a theme assigns colors for text,
paragraph. lines, fills, accents, hyperlinks, and background.
Target The location that a hyperlink displays after you Theme effects The set of effects for lines and fills.
click it.
Theme fonts The set of fonts for titles and other text.
Target table The table to which an Append query adds
Third normal form (3NF) The third degree of normalization,
records.
in which calculated fields (also called derived fields) such as
Task In Outlook, an item in Tasks. totals or taxes are removed. Strive to create databases that
Task view A new Windows 10 area, accessible from the Task adhere to the rules of third normal form.
view button on the taskbar, that lets you switch applications Thumbnail A small image of a slide on the Slides tab and in
and create multiple desktops (also called virtual desktops). Slide Sorter view.
Taskbar The horizontal bar at the bottom of the Windows 10 Tick mark A small line of measurement that intersects an axis
desktop; displays icons representing apps, folders, and/or files and identifies the categories, values, or series of a chart.
on the left, and the Notification area, containing the date and
time and special program messages, on the right. Tile A shaded rectangle on the Windows 10 Start menu that
represents an app. See also App and Application program.
Tasks In Outlook, the electronic to-do list, whereby each task
has a subject, a start and end date, priority, and a description. Title bar The bar at the top of the program window
that indicates the program name and the name of the
td An HTML table data tag <td>…</td> that separates each current file.
field of data in a table.
Title placeholder A box on a slide reserved for the title of a
Tell Me box A text box on the Ribbon that is used to find a presentation or slide.
command or access the Word Help system.
Title slide The first slide in a presentation.
Template A predesigned, formatted file that serves as the
basis for a new file. To Do tag In OneNote, an icon that helps you keep track of
your assignments and other tasks; in Microsoft Edge, an
Terabyte (TB) One triillion bytes (or one thousand annotation on a webpage.
gigabytes).
Toggle button A button that turns a feature on and off.
Text Align property A control property that determines the
alignment of text within the control. Toolbar In an application program, a set of buttons, lists, and
menus you can use to issue program commands.
Text annotations Labels added to a chart to draw attention
to or describe a particular area. Top Values A feature in Query Design View that lets you
specify a number or percentage of sorted records that you
Text box The most common type of control used to display want to display in the query’s datasheet.
field values.
Total row Row in the query design grid used to specify how
Text concatenation operators In a formula, symbols used records should be grouped and summarized with aggregate
to join strings of text in different cells. functions. Total row also refers to the last row of a datasheet
Text effect Formatting that applies a visual effect to text, where the values in a field may be summarized in a number of
such as a shadow, glow, outline, or reflection. ways such as summed or counted.
Text placeholder A box with a dotted border and text that tr An HTML table row tag <tr>…</tr> that separates each
you replace with your own text. record in a table.
Text wrapping Formatting applied to a graphic to make it a Trash folder See Deleted Items folder.
floating graphic.
Trendline A graphical representation of an upward or
Text wrapping break Forces the text following the break to downward movement in a data series, used to predict future
begin at the beginning of the next line. tendencies.
Glossary 28
Trusted database When opened, a trusted database that Validation Rule A field property that helps eliminate
allows you to run its macros and VBA without prompts. unreasonable entries by establishing criteria for an entry
before it is accepted into the database.
Trusted folder A folder specified as a trusted folder is used for
storing databases with macros and VBA. When opened, Validation Text A field property that determines what
databases in a trusted folder allow you to run their macros message appears if a user attempts to make a field entry that
and VBA without prompts. does not pass the validation rule for that field.
Two-factor authentication (2FA) Security protocol in which Value argument In a macro, the argument that determines
an individual provides two credentials (often a pre-established the value of a property or field.
password plus a one-time, randomly-generated code sent to a
mobile phone) to verify their identity. Value axis In a chart, the axis that contains numerical
values; in a 2-dimensional chart, also known as the
y-axis.
Ultraportable computer A type of laptop that is generally Value axis title A title entered on the value axis of a chart
that contains values or numbers defining the data series.
smaller and less powerful.
Unbound control A control that does not change from Values Numbers, formulas, and functions used in
record to record and exists only to clarify or enhance the calculations.
appearance of the form, using elements such as labels, lines,
Variable In VBA, a named location that stores data that can
and clip art.
be used, modified, or displayed during the execution of the
Universal apps See Windows 10 apps. procedure.
Update query An action query that updates the values in a Variant A custom variation of the applied theme that uses
field. different colors, fonts, and effects.
Update To row When creating an Update query, a row that VBA See Visual Basic for Applications.
appears in the query design grid to specify criteria or an
expression for updating records. VBE See Visual Basic Editor.
UPS (Uninterruptible Power Supply) A device that provides Vertical alignment The position of text in a document
constant power to other devices, including computers. relative to the top and bottom margins.
URL Abbreviation for uniform resource locator, which is an Vertical ruler A ruler that appears on the left side of the
address of a webpage on the Internet. document window in Print Layout view.
USB (Universal Serial Bus) drive A removable storage device Vertical scroll bar See scroll bar.
that plugs into a computer’s USB port to store data. Also called
Video frame A single photographic image, or picture, in a
a pen drive, flash drive, jump drive, keychain drive, travel
video.
drive, or thumb drive.
View A method of displaying a document window to show
User account A special area in a computer’s operating system
more or fewer details or a different combination of
where users can store their own files and preferences.
elements that makes it easier to complete certain tasks,
User interface A collective term for all the ways you interact such as formatting or reading text.
with a software program.
View buttons Buttons on the status bar that are used to
User interface A term for all the ways you interact with change document views.
an app.
View Shortcuts The buttons at the bottom of the PowerPoint
Username The first part of an email address that identifies window on the status bar that you click to switch among
the person who receives the email that is sent to this email views.
address.
Visible property A property that determines whether a
control such as a label is visible in a form or report.
V acation response An automatically-generated email Visual Basic Editor (VBE) Comprises the entire Microsoft
Visual Basic program window that contains smaller
message you can have sent in response to received emails
when you are away; most email programs allow you to create windows, including the Code window and Project
a vacation response. Explorer window.
Glossary 29
Visual Basic for Applications (VBA) A programming Windows accessories Application programs (apps), such as
language provided within each program of the Microsoft Paint or WordPad, that come with the Windows 10 operating
Office suite to help you extend the program’s capabilities. In system.
Access, VBA code is stored within modules.
Windows Action Center A pane that appears in the lower
right corner of the Windows 10 screen that lets you quickly
W atermark A translucent background design on a
view system notifications and selected settings; also has Quick
Action buttons to perform common actions in one click.
worksheet that is displayed when the worksheet is printed. A
watermark is a graphic file that is inserted into the document Windows app Small program available for free or for
header. purchase in the Windows Store; can run on Windows
desktops, laptops, tablets, and phones.
Wearables Computer devices that may be worn on a person’s
wrist or incorporated into clothing. Windows Search The Windows feature that lets you look
for files and folders on your computer storage devices; to
Web compatible An Access object that can be opened and
search, type text in the Search text box in the title bar of
used in a browser.
any open window, or click the Start button and type text
Web Layout view A view that shows a document as it will in the search text box.
look when viewed with a Web browser. Word art A drawing object that contains text formatted with
Web Note In Microsoft Edge, an annotation on a webpage. special shapes, patterns, and orientations.
Web-based email Web site that provides free email addresses Word processing program A software program that includes
and service. tools for entering, editing, and formatting text and graphics.
What-if analysis A decision-making tool in which data is Word program window The window that contains the
changed and formulas are recalculated, in order to predict Word program elements, including the document window,
various possible outcomes. Quick Access toolbar, Ribbon, and status bar.
Widow The last line of a paragraph when it is carried over to Word wrap A feature in word processing programs that
the top of the following page, separate from the rest of the determines when a line of text extends into the right margin
paragraph. of the page and automatically forces the text to the next line
without you needing to press Enter.
Wildcard A special symbol that substitutes for unknown
characters in defining search criteria in the Find and WordArt A drawing object that contains text formatted with
Replace dialog box. The most common types of wildcards special shapes, patterns, and orientations.
are the question mark (?), which stands for any single Workbook A collection of related worksheets contained
character, and the asterisk (*), which represents any within a single file which has the file extension xlsx.
group of characters.
Works cited A list of sources that you cited while creating
Window A rectangular-shaped work area that displays an app a document.
or a collection of files, folders, and Windows tools.
Worksheet A single sheet within a workbook file; also, the
Window control buttons The set of three buttons on the entire area within an electronic spreadsheet that contains a
right side of a window’s title bar that let you control the grid of columns and rows.
window’s state, such as minimized, maximized, restored to its
previous open size, or closed. Worksheet window Area of the program window that
displays part of the current worksheet; the worksheet window
Windows 10 desktop An electronic work area that lets you displays only a small fraction of the worksheet, which can
organize and manage your information, much like your own contain a total of 1,048,576 rows and 16,384 columns.
physical desktop.
World Wide Web Consortium (W3C) The leading
Windows 10 UI The Windows 10 user interface. See also User international standards committee on fundamental web
interface. technologies.
Glossary 30
X-axis The horizontal axis in a chart; because it often shows Zoom level button A button on the status bar that is used
to change the zoom level of the document in the document
data categories, such as months or locations, also called window.
Category axis.
Zoom slider A slider on the status bar that is dragged to
XML Acronym that stands for eXtensible Markup Language,
enlarge or decrease the display size of the document in
which is a language used to structure, store, and send
the document window. Also a feature in PowerPoint that
information. See also Extensible Markup Language (XML).
allows you to change the size of the slide visible in the
XSD A file that stores the schema of data stored in an XML file. Slide pane.
XSL A file that describes how to display the data in an XML file. Zooming A feature that makes screen information appear
larger but shows less of it on screen at once, or shows more of
Y-axis The vertical axis in a chart; because it often shows a document on screen at once but at a reduced size; does not
affect actual document size.
numerical values, also called Value axis.
Zooming in A feature that makes a document or printout
Z-axis The third axis in a true 3-D chart, lets you compare appear larger but shows less of it on screen at once; does not
affect actual size of the document or printout.
data points across both categories and values.
Zero-length string A deliberate entry that contains no Zooming out A feature that shows more of a document or
characters. You enter a zero-length string by typing two printout on screen at once but at a reduced size; does not
quotation marks (“”) with no space between them. affect actual size of the document or printout.
Glossary 31
Index
SPECIAL CHARACTERS animation effects
* (asterisk), AC 145, AC 147, EX 160, EX 180, WD 116 customizing, PPT 102–103
/ (division operator), AC 147
= (equal sign), AC 143, EX 117, EX 118, WD 116
deleting, PPT 102
^ (exponentiation operator), AC 147 emphasis, PA 8
< (left angle bracket), EX 117, EX 118 exit, PPT 130
- (minus sign), AC 147, WD 116
# (number sign), EX 113, EX 135 timings, PPT 103
+ (plus sign), AC 147, WD 116 annotating webpages, PA 15
? (question mark), AC 145, EX 160, EX 180
/ (slash), WD 116
apps, inserting in slides, PA 12
[] (square brackets), AC 146 arithmetic operators, AC 147
> (right angle bracket), AC 143, EX 117, EX 118 Arrange Windows dialog box, EX 130, EX 131
<<>> (chevrons), WD 186
artistic effects, WD 131
Artistic Effects command, WD 131
ascending order, EX 164, EX 165, WD 112
A asterisk (*)
.accdb file extension, AC 123, WD 183 formulas, WD 116
Access. See Microsoft Access 2016 multiplication operator, AC 147
accessibility wildcard, AC 145, EX 160, EX 180
reading disabilities, PPT 180 Attachment controls, AC 164
video recordings, PA 11 Attachment fields, AC 122–123
action buttons, PPT 158–159 audio files. See also sounds
add-ins, PA 10. See also specific add-ins bookmarks, PPT 154
Office add-ins, PPT 177 trimming, PPT 154, PPT 155
Add View dialog box, EX 134, EX 135 Author property, WD 162
addition operator (+), AC 147 AutoFilter, EX 178, EX 179
Address Block command, WD 189 AutoFilter arrow, AC 117
Advanced Filter feature, EX 182–183 AutoFilter list arrows, EX 178
aggregate functions, AC 148, AC 149 AutoFit Options button, PPT 125
Align Text button, PPT 110 AVERAGEIF function, EX 108
aligning AVERAGEIFS function, EX 108
control edges, AC 168–169 Avg function, AC 149
graphic objects to each other, WD 144
anchoring
controls, AC 168
graphics, WD 130 B
AND criteria, AC 142–143 backgrounds
AND function, EX 118–119 slides, inserting pictures as, PPT 131
And logical condition, EX 180, EX 182 worksheets, EX 136–137
animated video, PPT 152 banding, EX 157
animating charts, PPT 130–131 bevel shape, WD 140, WD 141
Index 32
bitmap graphics, WD 130 cell references, WD 116, WD 117
blank pages, inserting, WD 164 circular, correcting, EX 113
boilerplate text, WD 178, WD 179 Center-aligned tab, PPT 109
bookmarks, audio files, PPT 154 chart(s), PPT 121–137
borders, tables, WD 106 animating, PPT 130–131
brightness, graphics, WD 131 changing type, WD 142
Build button, AC 164 colors, PPT 124, PPT 125
building blocks, WD 160 creating, PPT 122, WD 142–143
creating, WD 166–167 customizing, PPT 126–127
deleting, WD 168 embedding, PPT 122, PPT 123, PPT 132–133
editing contents, WD 168 formatting, PPT 122
editing properties, WD 167 layouts, PPT 122, PPT 124, PPT 125
inserting, WD 168–169 legends, PPT 128
renaming, WD 167 linking, PPT 122
saving, WD 168 styles, PPT 122
sidebars, WD 160–161 chart elements, formatting, PPT 128–129,
storing paragraph formatting with, WD 166 WD 142
Building Blocks Organizer, WD 168, WD 169 Chart Elements button, PPT 122
bullets Chart Filters button, PPT 122
increasing/decreasing level, PPT 148 Chart Styles button, PPT 122
picture, PPT 106 Check for Errors command, WD 189
resetting to default, PPT 106 chevrons (<<>>), merge fields, WD 186
Bullets and Numbering dialog box, PPT 106, PPT 107 child table, AC 111
circles, drawing, WD 140
circular references, correcting, EX 113
clips, PA 11
C cloud, syncing notebooks to, PA 2–3
calculated columns, EX 166 coauthoring, PPT 175
calculated fields, AC 146–147 color(s)
calculations charts, PPT 124, PPT 125
future value with FV function, EX 121 custom, themes, PPT 134
payments with PMT function, EX 120–121 graphics, changing, WD 131
tables, WD 116–117 laser pointer, PPT 178
cards, Sway, PA 6 making transparent, PPT 156
caret (^), exponentiation operator, AC 147 Color command, WD 131
CDs, saving presentations to, PPT 173 color saturation, WD 131
cell(s), tables, WD 106 color scale, EX 183
changing margins, WD 114 color schemes
merging, WD 114, WD 115 in active Style set, changing, WD 154
multiple, merging into one, PPT 146 custom, removing from gallery, WD 158
selecting, WD 109 color tone, WD 131
splitting, WD 114, WD 115 Colors button, WD 118
cell(s), worksheets column(s)
locking, EX 132 datasheets, resizing, AC 140
named, EX 114 subforms, adjusting width, AC 166
restricting values, EX 190 text boxes, PPT 100, PPT 101
Index 33
column(s), tables control margin, AC 168
copying, WD 109 Convert Text to Table command, WD 106
deleting, WD 108, WD 109 converting
inserting, WD 108, WD 109 tables to text, WD 107
moving, WD 109 text to tables, WD 107
column(s), worksheets copying
calculated, EX 166 formatting to more than one control, AC 198
freezing, EX 133 hyperlinks, PPT 160
tables, EX 154 rows and columns in tables, WD 109
too narrow to display values, EX 113 correcting pictures, WD 131
Columnar layout, AC 167 Corrections button, WD 131
combining reviewed presentations, PPT 174–175 Cortana, PA 14–15
combo box(es) Count function, AC 149
data entry, AC 170–171 COUNTIF function, EX 108, EX 109
finding records, AC 172–173 COUNTIFS function, EX 108
Combo Box Wizard, AC 170 cover pages, WD 164–165
command buttons. See also specific buttons removing, WD 164
forms, AC 174–175 Create New Building Block dialog box, WD 166,
comments, deleting, PPT 112 WD 167
Comments pane, opening, PPT 112 Create New Theme Colors dialog box, WD 158,
comparison operators, AC 143, EX 117 WD 159
compatibility, earlier versions of PowerPoint, PPT 180, Create New Theme Fonts dialog box, WD 158,
PPT 181 WD 159
Compatibility Checker dialog box, EX 142, EX 143, Create Table dialog box, EX 156, EX 157
PPT 180, PPT 181 Creative Commons license, PA 7
compressing pictures, PPT 147, PPT 156, PPT 157 criteria, AC 142–145
conditional formatting AND, AC 142–143
multiple rules, EX 181 multiple, EX 182
reports, AC 194–195 OR, AC 144–145
saving time using, EX 183 parameter, AC 192, AC 193
sorting data, EX 164 search, EX 178
Conditional Formatting Rules Manager dialog box, stated conditions, EX 116
AC 194, AC 195 criteria range, EX 182, EX 185
connectors, drawing and formatting, PPT 98–99 cropping graphics, WD 133
consolidating data crosstab queries, AC 150–151
formulas, EX 110–111 Crosstab Query Wizard, AC 150
named ranges, EX 114 Crosstab row, AC 150
content, adding to build story, PA 7 Currency fields, modifying, AC 116–117
contrast, graphics, WD 131 Custom AutoFilter dialog box, EX 180, EX 181
control(s), forms, AC 164 custom filters, EX 180–181
aligning edges, AC 168–169 custom slide layouts, PPT 104–105
anchoring, AC 168 custom tables, PPT 146–147
Attachment, AC 164 custom theme fonts, PPT 170
multiple, copying formatting to, AC 198 Customize Address List dialog box, WD 182, WD 183
multiple, selecting, AC 168 customizing
rectangle, AC 196 animation effects, PPT 102–103
tab, AC 178–179 charts, PPT 126–127
Index 34
handouts, PPT 170, PPT 171 objects, AC 148
notes, PPT 170, PPT 171 slides, PPT 178
PowerPoint installation, PPT 129 table data, EX 162–163
themes, WD 158–159 views from active worksheet, EX 134
delimiters, EX 107
descending order, EX 164, EX 165, WD 112
design themes. See themes
D Design View, forms, AC 164–165
data bars, conditional formatting using, AC 195 designing SmartArt graphics, PPT 148–149
data cleansing, AC 107, AC 111 destination file, PPT 132
data entry area, EX 132 Detail section
data fields, WD 178 forms, AC 173
data markers, PPT 128, PPT 129 reports, AC 191
data records, WD 178, WD 179. See also data sources DGET function, EX 189
data sources, WD 178, WD 179 digital video
designing, WD 182–183 editing, PPT 152, PPT 153
editing records, WD 184, WD 185 inserting, PPT 152, PPT 153
entering records, WD 184, WD 185 displaying. See also viewing
file extensions, WD 183 fields, AC 146
filtering records, WD 192, WD 193 long entries in field cells, AC 146
matching merge fields with field names in, WD 187 distribution
Outlook, merging with, WD 183 preparing workbooks for, EX 138–139
sorting records, WD 192, WD 193 saving workbooks for, EX 142–143
data types #DIV/0! error value, EX 113
foreign key field, AC 108 dividing body text, PPT 125
OLE, AC 122 division operator (/), AC 147
databases Docs.com public gallery, PA 8
common functions, EX 189 document(s)
queries. See queries graphics. See graphics
relational. See relational database(s) inserting online videos and pictures, WD 145
saving with new name, INT 66 main. See main document
tables. See table(s) merging. See data source; mail merge; main document
datasheet(s), resizing columns, AC 140 properties, updating, WD 162
Datasheet layout, AC 167 saving as webpages, WD 155
DATE function, AC 147, EX 109 Document Inspector dialog box, EX 138, EX 139
Date/Time fields, modifying, AC 118–119 documentation, table design, EX 154, EX 155
DAVERAGE function, EX 189 Draw Table command, WD 106
DCOUNT function, EX 189 Draw Table feature, WD 121
DCOUNTA function, EX 189 drawing
Decimal-aligned tab, PPT 109 circles, WD 140
Default View property, AC 166 connectors, PPT 98, PPT 99
Define Custom Show dialog box, PPT 178, PPT 179 shapes, WD 140–141
deleting. See also removing tables, WD 121
animation effects, PPT 102 text boxes, WD 136
building blocks, WD 168 drawing canvas, PA 3, WD 141
comments, PPT 112 DSUM function, EX 189
fields from query grid, AC 139 dynamic page breaks, EX 135
Index 35
E F
Edge. See Microsoft Edge fade effects, PPT 152
Edit Data Source dialog box, WD 184, field(s)
WD 185 Attachment, AC 122–123
Edit Recipient List command, WD 189 calculated, AC 146–147
Edit Relationships dialog box, AC 110, AC 111 deleting from query grid, AC 139
editing displaying, AC 146
building block contents, WD 168 merge. See merge fields
building block properties, WD 167 modifying in Datasheet View, AC 117
digital video, PPT 152, PPT 153 multivalued, AC 112
file summary information, EX 138 tables, EX 154
links, INT 53, PPT 137, PPT 160 Value, AC 150
pictures, PPT 156, PPT 157 field names, WD 178
records in data sources, WD 184, WD 185 field properties, AC 114
effects, graphic objects, WD 139 Field Properties pane, AC 114
Embed button, PPT 147 field results, changing to regular text,
embedded objects, formatting, INT 56 WD 116
embedding field selector, AC 139
charts in slides, PPT 122, PPT 123, PPT 132–133 field selector button, AC 114
Excel files in Word, INT 56–57 Field Size property, AC 114
PowerPoint slides in Word, INT 82–83 Number fields, AC 116
worksheets in slides, PPT 133 file(s). See document(s)
Enabled property, AC 177 file extensions
envelope mail merge, WD 190 .accdb, AC 123
Envelopes and Labels dialog box, WD 191 data sources, WD 183
Envelopes command, WD 189, WD 191 .htm and .html, EX 143
equal sign (=) .jpg, AC 122
comparison operators, AC 143, EX 117, EX 118 .mdb, AC 123
expressions entered in controls, AC 143 .mht and .mhtml, EX 143
formulas, WD 116 .ods, EX 143
equations, creating, PPT 149 .pdf, EX 143
error(s), checking formulas for, EX 112–113 workbooks, EX 143
error alerts, EX 191 .xls and .xlsm, EX 143
error bars, PPT 122 .xltm, EX 143
Error Indicator Smart Tag, AC 119 .xltx, EX 143
error value(s), EX 113 .xps, EX 143
##### error value, EX 113 file formats
Excel Spreadsheet command, WD 106 fixed layout formats, PPT 151
exit animation effects, PPT 130 supported in PowerPoint, PPT 151
exponentiation operator (^), AC 147 Filter and Sort dialog box, INT 66, INT 67
exporting filter list arrows, EX 178
Access reports to Word, INT 68–69 filtering
Excel files into other formats, EX 142 data, PPT 126
expressions, AC 146 records in data sources, WD 192, WD 193
extracting data from tables, EX 184–185 tables. See filtering tables
Index 36
filtering tables, EX 178–183 format(s)
Advanced Filter feature, EX 182–183 conditional. See conditional formatting
AutoFilter, EX 178, EX 179 read-only, EX 132
custom filters, EX 180–181 saving workbooks, EX 142, EX 143
Find and Replace dialog box, EX 160, EX 161 Format Object dialog box, INT 50, INT 51
Find Duplicates Query Wizard, AC 151 Format Painter, AC 198, AC 199, PPT 100–101
Find Recipient command, WD 189 Format property, AC 118
Find & Select button, EX 161 formatting. See also style(s)
Find Unmatched Query Wizard, AC 151 chart elements, PPT 128–129, WD 142
finding charts, PPT 122
records, combo boxes, AC 172–173 conditional. See conditional formatting
table data, EX 160–161 connectors, PPT 98, PPT 99, PPT 100, PPT 101
Finish & Merge command, WD 189 copying to more than one control, AC 198
First function, AC 149 data, using functions, EX 106–107
First line indent marker, PPT 109 embedded objects, INT 56
fitting body text, PPT 125 Format Painter, PPT 100–101
fixed layout formats, PPT 151 linked objects, INT 56
Flash Fill feature, EX 106 pasted objects, INT 56
floating graphics, changing to inline graphics, WD 130 removing all changes, PPT 152
folders, saving presentations to, PPT 173 replacing graphics with another graphic while
font(s) preserving, WD 134
in active Style set, changing, WD 154 sidebars, WD 160
custom, themes, PPT 170 SmartArt graphics, PPT 150, PPT 151
merged data, changing, WD 192 tables, custom, WD 120–121
WordArt, changing, WD 138 text. See formatting text
font sizes, WordArt, changing, WD 138 formatting text
footers, WD 162, WD 163 line and paragraph spacing, WD 158
tables, EX 168 master text, PPT 106–107
worksheets, EX 140 as text boxes, WD 136, WD 137
foreign key field, AC 106 formula(s), WD 116–117
data types, AC 108 checking for errors, EX 112–113
form(s), AC 163–179 consolidating data, EX 110–111
aligning control edges, AC 168–169 hiding, EX 132
combo boxes for data entry, AC 170–171 logical. See logical formulas
combo boxes to find records, AC 172–173 named ranges, EX 114–115
command buttons, AC 174–175 tables, EX 166–167
Design View, AC 164–165 Formula dialog box, WD 116, WD 117
layout, AC 166, AC 167 forward slash (/), division operator, AC 147
main, AC 166 free-response quizzes, inserting in slides, PA 12
option groups, AC 176–177 freezing rows and columns, EX 133
padding, AC 168 FROM keyword, AC 140
protecting, AC 177 function(s), AC 146, AC 147. See also specific
sections, AC 172, AC 173 functions
subforms, AC 166–167 aggregate, AC 148, AC 149
tab controls, AC 178–179 database, common, EX 189
Form Footer section, AC 173 formatting data using, EX 106–107
Form Header section, AC 173 return, EX 118
Index 37
Function Arguments dialog box, EX 106, EX 188,
EX 189
H
handouts
future value, calculating with FV function, EX 121
changing slide orientation, PPT 170
Fv argument, EX 120
creating in Word, PPT 171
FV function, EX 121
customizing, PPT 170, PPT 171
PowerPoint, creating in Word, INT 80–81
handwriting, converting to text, PA 3–4
hanging indent(s), PPT 108, PPT 109
G Hanging indent marker, PPT 109
graphics, WD 129–145. See also picture(s) header(s), WD 162, WD 163
aligning to each other, WD 144 tables, EX 168
anchoring, WD 130 worksheets, EX 140
artistic effects, WD 131 Header & Footer Tools Design tab, EX 136, EX 137
bitmap, WD 130 header rows, tables, repeating on every page, WD 112
correcting, WD 131 hidden slides, viewing in Slide Show view, PPT 176
cropping, WD 133 hiding
enhancing with styles and effects, WD 139 formulas, EX 132
floating. See floating graphics gridlines, EX 168
inline. See inline graphics worksheets, EX 130
inserting in documents, WD 130–131, Highlight Merge Fields command, WD 189
WD 145 HLOOKUP function, EX 187
nudging, WD 134 HOUR function, EX 109
online, inserting in documents, WD 145 .htm file extension, EX 143
positioning, WD 130, WD 134–135 HTML (Hypertext Markup Language), EX 142
removing background, WD 135 .html file extension, EX 143
replacing with another graphic while preserving HTML format, saving documents as, WD 155
formatting, WD 134 Hub, Edge, PA 14
scaling, WD 132, WD 133 hyperlinks, EX 140–141
shifting order of stack of graphic objects, changing link sources, INT 58–59
WD 140 copying, PPT 160
sizing, WD 132, WD 133 editing, INT 53, PPT 137, PPT 160
SmartArt. See SmartArt graphics inserting, PPT 160–161
text boxes, WD 136–137 opening, PPT 160
WordArt, WD 138–139 reestablishing, INT 59
greater than operator (>), AC 143, EX 117 removing, EX 140, INT 53, PPT 160
greater than or equal to operator (>=), AC 143, target, EX 140, EX 141
EX 117 between Word and Excel, creating, INT 52–53
Greeting Line command, WD 189
gridlines
charts, PPT 126, PPT 127
tables, WD 115, WD 120, WD 162
worksheets, hiding and printing, EX 168 I
Group Footer section, reports, AC 191 icon sets, EX 183
Group Header section, reports, AC 191 IF function, EX 116, EX 117
grouping worksheets, EX 144–145 functions inside, EX 118
Index 38
IFERROR function, EX 112
images, tiling, EX 136
K
Keep Source Formatting button, PPT 147
In operator, AC 143
Keep Text Only button, PPT 147
indent(s), master text, PPT 108–109
key symbols, AC 108
indent levels, PPT 108
keywords, EX 138
indent markers, PPT 108, PPT 109
kiosks, PPT 176–177
Ink to Text button, PA 3
inked handwriting, PA 3
Inking toolbar, PA 15
inline graphics, changing floating graphics to, WD 130
Input Mask property, AC 114, AC 115 L
input messages, EX 191 label(s), creating, WD 190–191
Insert Chart dialog box, WD 142 Label Options dialog box, WD 190, WD 191
Insert Merge Field command, WD 189 Labels command, WD 189, WD 191
Insert Merge Field dialog box, WD 186, WD 193 laser pointer, color, PPT 178
Insert Object dialog box, INT 78, INT 79 Last fund, AC 149
Insert Table command, WD 106 Last Modified By property, WD 162
Insights task pane, PPT 127 layout(s)
installing Office add-ins, PPT 177 charts, PPT 122, PPT 124, PPT 125
instances, EX 130 forms, AC 166, AC 167
integrating Word, Excel, Access, and PowerPoint, pages. See page layout
INT 73–83 Layout dialog box, WD 132, WD 133, WD 134
creating PowerPoint handouts in Word, INT 80–81 leading, PPT 110
embedding PowerPoint slides in Word, INT 82–83 lectures, recording, PA 4
inserting Access tables into PowerPoint, INT 74–75 Left-aligned tab, PPT 109
inserting Word objects into PowerPoint, INT 76–77 left angle bracket (<), comparison operators, AC 143,
linking Excel files into PowerPoint, INT 78–79 EX 117, EX 118
integrating Word and Access, INT 65–69 LEFT function, AC 147
exporting Access reports to Word, INT 68–69 Left indent marker, PPT 109
merging from Access to Word, INT 66–67 legends, charts, PPT 128
integrating Word and Excel, INT 49–59 LEN function, AC 147
changing link sources, INT 58–59 less than operator (<), AC 143, EX 117
creating Excel spreadsheets in Word, INT 54–55 less than or equal to operator (<=), AC 143, EX 117
embedding Excel files in Word, INT 56–57 Like operator, AC 143
hyperlinks, INT 52–53 Limit To List property, AC 112, AC 171
Paste and Paste Special options, INT 50–51 lines
intranets, EX 142 forms, AC 196–197
Is Not Null operator, AC 143 text, changing spacing, WD 158
Link Child Fields property, AC 166
Link Master Fields property, AC 166
linked objects
editing or opening, PPT 136
J formatting, INT 56
JPEG (Joint Photographic Experts Group), AC 122 worksheets, updating, PPT 136–137
.jpg file extension, AC 122 linking. See also hyperlinks
junction table, AC 106 charts, PPT 122
Index 39
creating hyperlinks between Word and Excel, main form, AC 166
INT 52–53 main report, AC 200
to custom slide show, PPT 179 major gridlines, PPT 126
data. See linking data many-to-many relationships, AC 106
Excel files into PowerPoint, INT 78–79 margins, PPT 110, PPT 111
text boxes, WD 137 cells, changing, WD 114
worksheets, PPT 134–135 Master Layout dialog box, PPT 105
linking data, EX 110, EX 111 master text
between workbooks, EX 111 formatting, PPT 106–107
list(s), sorting, WD 113 indents, PPT 108–109
list arrows, EX 178 Match Fields command, WD 189
list boxes, forms, AC 170, AC 171 MATCH function, EX 187
List Rows property, AC 172 mathematical equations, creating, PPT 149
Locked property, AC 177 Max function, AC 149
locking cells, EX 132 .mdb file extension, AC 123, WD 183
logical conditions, EX 180 merge fields, WD 178, WD 179
logical formulas adding to main document, WD 186–187
AND function, EX 118–119 individual, inserting, WD 193
IF function, EX 116–117 matching with field names in data source, WD 187
logical functions merged documents, WD 178. See also data source;
NOT function, EX 118 mail merge; main document
OR function, EX 118 merging
logical tests, EX 116 cells, WD 114, WD 115
logical view, AC 138 documents. See data source; mail merge; main
Long Integer property, AC 116 document
Lookup fields, AC 112–113 multiple cells into one, PPT 146
LOOKUP function, EX 187 metadata, EX 138
lookup functions, EX 186–187 .mhtml file extension, EX 143
Lookup properties, AC 112 Microsoft Access 2016
LOWER function, EX 107 data sources created and saved as databases, WD 183
integrating with Word. See integrating Word and
Access
integrating with Word, Excel, and PowerPoint. See
M integrating Word, Excel, Access, and PowerPoint
macros, PPT 158 Microsoft Edge, PA 14–16
mail merge, WD 177–193. See also data source; annotating webpages, PA 15
main document; merge fields browsing the web, PA 14
envelope, WD 190 locating information with Cortana, PA 14–15
merging directly to printer, WD 188 Microsoft Excel 2016
merging from Access to Word, INT 66–67 integrating with Word. See integrating Word and
performing, WD 188–189 Excel
mail merge templates, WD 180 integrating with Word, Access, and PowerPoint. See
main document integrating Word, Excel, Access, and PowerPoint
boilerplate text, WD 178, WD 179 Microsoft Office Mix, PA 10–13
creating, WD 180–181 adding to PowerPoint, PA 10
merge fields, WD 178, WD 179, WD 186–187 capturing video clips, PA 11
Index 40
inserting quizzes, live webpages, and apps, PA 12
sharing presentations, PA 12
N
#NA error value, EX 113
Microsoft OneDrive, sharing workbooks, EX 139
#NAME? error value, EX 113
Microsoft OneNote 2016, PA 2–5
Name Manager dialog box, EX 115
converting handwriting to text, PA 3–4
named cells, EX 114
creating notebooks, PA 2
named ranges, EX 114–115
recording lectures, PA 4
consolidating data, EX 114
syncing notebooks to cloud, PA 2–3
narration, recording, PPT 155
taking notes, PA 3
nested tables, WD 115
Microsoft OneNote Mobile app, PA 2
New Address List dialog box, WD 182, WD 183, WD 184,
Microsoft PowerPoint 2016 WD 185
adding Office Mix, PA 10 New Name dialog box, EX 114, EX 115
changing settings, PPT 129 not equal to operator (<>), AC 143, EX 117, EX 118
compatibility with earlier versions, PPT 180, NOT function, EX 118
PPT 181 Not operator, AC 143
features, online presentations, PPT 185 note(s), PA 2. See also Microsoft OneNote 2016
integrating with Word, Excel, and Access. See customizing, PPT 170, PPT 171
integrating Word, Excel, Access, and PowerPoint taking, PA 3
Microsoft Sway, PA 6–9 notebooks, PA 2. See also Microsoft OneNote 2016
adding content, PA 7 NOW function, EX 109
creating presentations, PA 6–7 nudging graphics, WD 134
designing presentations, PA 8 #NULL! error value, EX 113
publishing presentations, PA 8 Null operator, AC 143
sharing presentations, PA 8 #NUM! error value, EX 113
Microsoft Word 2016 Number fields
creating handouts, PPT 171 modifying, AC 116–117
documents. See document(s) properties, AC 116, AC 117
integrating with Access. See integrating Word and number sign (#)
Access column too narrow to display data, EX 113
integrating with Excel. See integrating Word and Excel Page Break Preview, EX 135
integrating with Excel, Access, and PowerPoint. See
integrating Word, Excel, Access, and PowerPoint
Min function, AC 149
minor gridlines, PPT 126, PPT 127
minus sign (–) O
formulas, WD 116 object(s)
subtraction operator, AC 147 deleting or removing, AC 148
MINUTE function, EX 109 embedded, formatting, INT 56
moving. See also positioning graphic, effects, WD 139
to beginning or end of presentation, PPT 124 linked. See linked objects
connectors, PPT 98, PPT 99 pasted, formatting, INT 56
rows and columns in tables, WD 109 SmartArt. See SmartArt graphics
multilevel sorts, EX 164 text. See text objects
multiplication operator (*), AC 147 object linking and embedding (OLE) data type, AC 122
Multivalued fields, AC 112 .ods file extension, EX 143
Index 41
Office Presentation Service, PPT 184 paragraph formatting
OLE (object linking and embedding) data type, AC 122 merged data, changing, WD 192
one-to-many join lines, AC 110, AC 138 storing with building blocks, WD 166
one-to-many relationships, AC 106, AC 109, AC 110–111 parameter criteria, AC 192, AC 193
OneDrive. See Microsoft OneDrive parameter reports, AC 192–193
OneNote. See Microsoft OneNote 2016 parent table, AC 111
opening passwords, PPT 180, PPT 181
Comments pane, PPT 112 Paste button options, PPT 147
hyperlinks, PPT 160 Paste options, INT 50–51
Property Sheets, AC 152 Paste Special command, PPT 123
option buttons, forms, AC 176 Paste Special options, INT 50–51
option groups, forms, AC 176–177 pasted objects, formatting, INT 56
Option Value property, AC 176 payments, calculating with PMT function, EX 120–121
OR criteria, AC 144–145 .pdf file extension, EX 143
OR function, EX 118 PDF format, publishing workbooks, EX 142, EX 143
Or logical condition, EX 180, EX 182 Photo Album dialog box, PPT 182, PPT 183
ORDER BY keyword, AC 140 photo albums, PPT 182–183
orphan records, AC 107 picture(s). See also graphics; SmartArt graphics
Outlook data sources, merging with, WD 183 adjusting, PPT 156, PPT 157
changing transparency, PPT 159
compressing, PPT 147, PPT 156, PPT 157
converting to SmartArt graphics, PPT 150
P editing, PPT 156, PPT 157
packaging presentations, PPT 173 filling shapes with, PPT 100
padding, forms, AC 168 inserting as slide background, PPT 131
page(s) in photo albums, changing to black and white,
blank, inserting, WD 164 PPT 182
cover, WD 164–165 text boxes following, PPT 182
page break(s), dynamic, EX 135 picture bullets, PPT 106
Page Break view, EX 135 Picture button, PPT 147
Page Footer section placeholders, positioning, PPT 104
forms, AC 173 planning tables, EX 154–155
reports, AC 191 plus sign (+)
Page Header section addition operator, AC 147
forms, AC 173 formulas, WD 116
reports, AC 191 PMT function, AC 147, EX 120–121
page layout positioning. See also moving
finalizing, WD 144–145 graphics, WD 130, WD 134–135
laying out using tables, WD 115 placeholders, PPT 104
page setup, changing, PPT 99 text boxes, WD 136
Page Setup dialog box, EX 168, EX 169 PowerPoint. See Microsoft PowerPoint 2016;
panes, EX 133 presentation(s); slide(s); slide show(s)
paragraph(s) Present Online dialog box, PPT 184, PPT 185
formatting. See paragraph formatting presentation(s)
selecting, WD 138 coauthoring, PPT 175
sorting, WD 113 delivering online, PPT 184–185
spacing, PPT 110, PPT 111, WD 158 moving to beginning or end, PPT 124
Index 42
Office Mix, sharing, PA 12 reports, AC 152–153
packaging, PPT 173 running, AC 138
preparing for distribution, PPT 180–181 select, AC 138
reviewed, combining, PPT 174–175 sorting data, AC 140, AC 141
saving as templates, PPT 112 SQL, AC 140, AC 141
saving to a CD or folder, PPT 173 summary, AC 148–149
sending for review, PPT 172–173 Query Datasheet View, AC 138
Sway. See Microsoft Sway Query Design View, AC 138
presentation graphics software. See Microsoft query wizards, AC 151
PowerPoint 2016 question mark (?), wildcard, AC 145, EX 160, EX 180
presentation software. See Microsoft PowerPoint 2016 Quick Parts feature, WD 162–163
Preview Results command, WD 189 Quick Tables command, WD 106
primary key fields, AC 106, AC 108 quizzes, inserting in slides, PA 12
print area, EX 169
printers, merging directly to, WD 188
printing
gridlines, EX 168 R
setting a print area, EX 169 ranges
slide shows, PPT 178 criteria, EX 185
properties. See also specific properties named. See named ranges
advanced, tables, WD 111 read-only format, EX 132
charts, EX 138, EX 139 reading disabilities, accessibility, PPT 180
documents, updating, WD 162 Reading view, PA 14
property controls, WD 162 record(s)
Property Sheets, opening, AC 152 combo boxes to find, AC 172–173
Property Update Options Smart Tag, AC 119 data sources. See data sources
Protect Sheet dialog box, EX 132, EX 133 orphan, AC 107
protecting worksheets and workbooks, EX 132–133 tables, EX 154
Protection tab, EX 132, EX 133 Record Source, AC 152
publishing Record Source property, AC 192
Sways, PA 8 recording
workbooks, EX 142, EX 143 lectures, PA 4
pull quotes, WD 160 narration on slides, PPT 155
slide shows, PPT 181
recordings
screen, PA 11
Q slide, PA 11
queries, AC 137–153 Rectangle button, AC 196
adding tables, AC 148 #REF! error value, EX 113
calculated fields, AC 146–147 references, structured, EX 166
AND criteria, AC 142–143 referential integrity, AC 107, AC 111
crosstab, AC 150–151 relational database(s), AC 106–111
deleting fields from grid, AC 139 designing related tables, AC 108–109
merging into Word, INT 69 Lookup fields, AC 112–113
multitable, creating, AC 138–139 redesigning a list into, AC 106–107
OR criteria, AC 144–145 Relationship report, AC 110
Index 43
Relationships window, AC 110, AC 111 row(s), tables, EX 154
Remove Background command, WD 135 copying, WD 109
Remove Duplicates dialog box, EX 162, EX 163 deleting, WD 108, WD 109
removing. See also deleting inserting, WD 108, WD 109
cover pages, WD 164 moving, WD 109
custom themes from gallery, WD 158 Row Source property, AC 112, AC 170
hyperlinks, EX 140, INT 53, PPT 160 rows, tables
objects, AC 148 header rows, repeating on every page, WD 112
renaming building blocks, WD 167 Rules command, WD 189
replacing table data, EX 160–161 running queries, AC 138
report(s), AC 189–205
adding lines, AC 196–197
conditional formatting, AC 194–195
exporting Access reports to Word, INT 68–69 S
Format Painter, AC 198, AC 199 sandbox, PA 15
modifying section properties, AC 202–203 saving
parameter, AC 192–193 building blocks, WD 168
queries, AC 152–153 databases, with new name, INT 66
Report Design View, AC 190–191 files. See saving files
sections, AC 191 presentations. See saving presentations
subreports, AC 200–201 saving files
summary, AC 204–205 custom views of worksheets, EX 134–135
themes, AC 198, AC 199 documents as webpages, WD 155
Report Design View, viewing lines, AC 196, workbooks, for distribution, EX 142–143
AC 197 saving presentations
Report Header section, AC 191 to a CD or folder, PPT 173
Report View, AC 196 in fixed file formats, PPT 151
rerouting connectors, PPT 98 as templates, PPT 112
research tools, EX 141 scaling
resizing to fit, EX 136
columns in datasheets, AC 140 graphics, WD 132, WD 133
graphics, WD 133, WD 144 scope, EX 114
tables, EX 158 screen clippings, PA 2
responsive design, PA 6 screen recordings, PA 11
return, functions, EX 118 screenshots, EX 137
return address, envelope mail merges, WD 190 inserting, PPT 161
review, sending presentations for, PPT 172–173 scrubbing data, AC 107, AC 111
Right-aligned tab, PPT 109 search criteria, EX 178
right angle bracket (>), comparison operators, AC 143, sections
EX 117, EX 118 forms, AC 172, AC 173
RIGHT function, AC 147 organizing slides into, PPT 107
rotate handle, WD 130 sections, reports, AC 191
rotating text, PPT 111 modifying properties, AC 202–203
row(s), freezing, EX 133 security, forms, AC 177
Index 44
SELECT keyword, AC 140 slide show(s)
Select Recipients command, WD 189 custom, PPT 178–179
selecting linking to, PPT 179
entire paragraphs, WD 138 printing, PPT 178
multiple controls at same time, AC 168 recording, PPT 181
self-running slide shows, PPT 176–177 self-running, PPT 176–177
Set Up Show dialog box, PPT 176, PPT 177 setting up, PPT 176–177
shape(s) Smart Tags, AC 119
as action buttons, PPT 158 SmartArt graphics, WD 143
adding text, WD 140 designing, PPT 148–149
changing direction, PPT 111 enhancing, PPT 150–151
drawing, WD 140–141 Sort dialog box, WD 112, WD 113
filling with pictures, PPT 100 sorting
shape effects, AC 174 conditionally formatted data, EX 164
sharing custom sort orders, EX 165
Office Mix presentations, PA 12 lists, WD 113
Sways, PA 8 multilevel sorts, EX 164
workbooks, EX 139 paragraphs, WD 113
sidebars, WD 160–161 queries, AC 140–141
changing format, WD 160 records in data sources, WD 192, WD 193
single-file web pages, EX 142 selecting sort order different from field order, AC 141
size, fonts. See font sizes table data, EX 164–165, WD 112–113
size, graphics sounds. See also audio files
changing, WD 132, WD 133, WD 144 adjusting volume, PPT 152
confirming, WD 144 source file, PPT 132
sizing handles, WD 130 source program, PPT 132
slash (/), formulas, WD 116 spacing
slide(s) lines, changing, WD 158
changing orientation, PPT 99 paragraphs, changing, WD 158
changing orientation on handout, PPT 170 Split Cells dialog box, WD 114, WD 115
deleting, PPT 178 splitting
embedding in Word, INT 82–83 cells, WD 114, WD 115
hidden, viewing in Slide Show view, PPT 176 worksheets into multiple panes, EX 131
inserting pictures as background, PPT 131 spreadsheets, Excel, creating in Word, INT 54–55
organizing into sections, PPT 107 square brackets [], referencing field names within
publishing to Slide Library, PPT 183 expressions, AC 146
recording narration on, PPT 155 Start Mail Merge command, WD 189
slide layouts, custom, PPT 104–105 stated conditions, EX 116
Slide Libraries, publishing slides to, PPT 183 StDev function, AC 149
slide master(s) Storylines, PA 6
additional, inserting, PPT 104 structured references, EX 166
restoring layout, PPT 105 style(s)
Slide Notes feature, PA 11 applying to text, WD 154–155
slide recordings, PA 11 charts, PPT 122
Index 45
formatting SmartArt graphics, PPT 150, PPT 151 deleting rows and columns, WD 108, WD 109
graphic objects, WD 139 documenting design, EX 154, EX 155
table, EX 156, EX 157 drawing, WD 121
table, applying, WD 118–119 extracting data, EX 184–185
Style sets, WD 154 filtering. See filtering tables
changing, WD 156 finding and replacing data, EX 160–161
subforms, AC 164 formulas, EX 166–167
adding to forms, AC 166–167 gridlines, WD 115, WD 120, WD 162
subreports, AC 200–201 headers and footers, EX 168
SUBSTITUTE function, EX 107 inserting in documents, WD 106–107
subtotal(s), tables, EX 192–193 laying out pages using, WD 115
Subtotal dialog box, EX 192, EX 193 looking up values, EX 186–187
subtraction operator (–), AC 147 nested, WD 115
Sum function, AC 149 parent, AC 111
SUM function, WD 116 planning, EX 154–155
SUMIFS function, EX 108 printing, EX 168–169
summarizing table data, EX 188–189 repeating header row on every page, WD 112
summary queries, AC 148–149 resizing, EX 158
summary reports, AC 204–205 rows. See rows, tables
Sway. See Microsoft Sway selecting elements, EX 159
Sway sites, PA 6 sorting data, EX 164–165, WD 112–113
Synchronous Scrolling button, EX 130 subtotals, EX 192–193
syncing, notebooks to cloud, PA 2–3 summarizing data, EX 188–189
text alignment, WD 118
validating data, EX 190–191
Table Datasheet View, modifying fields, AC 117
T Table Design View, AC 108, AC 109
tab controls, forms, AC 178–179 Table menu commands, WD 106
tab markers, PPT 109 Table Properties dialog box, WD 111
tab selector, PPT 108 table styles, EX 156, EX 157
table(s), EX 153–169, WD 105–121 applying, WD 118–119
Access, inserting into PowerPoint, INT 74–75 table total row, EX 166
adding data, EX 158–159 Tabular layout, AC 167
adding to queries, AC 148 targets, hyperlinks, EX 140, EX 141
advanced properties, WD 111 templates, PA 2, PPT 112–113
borders, WD 106 mail merge, WD 180
calculations, WD 116–117 themes vs., PPT 113
cells. See cell(s), tables text
centering in page, WD 110 adding to shapes, WD 140
child, AC 111 adjusting text box to fit, WD 160
columns. See column(s), tables alignment in tables, WD 118
converting to text, WD 107 applying styles, WD 154–155
custom, PPT 146–147 body, dividing and fitting, PPT 125
customizing format, WD 120–121 boilerplate, WD 178, WD 179
data restrictions, EX 190, EX 191 changing field results to, WD 116
deleting data, EX 162–163 converting handwriting to, PA 3–4
Index 46
converting to table, WD 107
documents. See document(s)
U
Undo button, AC 168
formatting. See formatting text
Update Labels command, WD 189
master. See master text
updating
paragraphs. See paragraph(s)
document properties, WD 162
text boxes
linked worksheets, PPT 136–137
adjusting to fit text, WD 160
UPPER function, EX 107
columns, PPT 100, PPT 101
Use Destination Theme button, PPT 147
drawing, WD 136
following pictures in photo albums, PPT 182
formatting text as, WD 136, WD 137
linking, WD 137
positioning, WD 136
Text Effects and Typography button, WD 138
V
text fields, short, modifying, AC 114–115 validating table data, EX 190–191
text objects Validation Rule property, AC 120–121
adjusting, PPT 110–111 Validation Text property, AC 120–121
changing direction, PPT 111 value(s), column too narrow to display, EX 113
rotating, PPT 111 #VALUE! error value, EX 113
themes, WD 156–157 Value field, AC 150
custom colors, PPT 134 Var function, AC 149
custom fonts, PPT 170 video(s)
customizing, WD 158–159 animated, PPT 152
default, changing, WD 157 digital, inserting and editing, PPT 152–153
default, restoring document to, WD 156 online, adding to documents, WD 145
formatting SmartArt graphics, PPT 150, PPT 151 trimming, PPT 153
forms, AC 198, AC 199 video clips, capturing, PA 11
templates vs., PPT 113 view(s), EX 134
3-D references, EX 110 deleting from active worksheet, EX 134
tick marks, PPT 126 logical, AC 138
tiling, images, EX 136 View Side by Side button, EX 130
TIME function, EX 109 viewing
timings, animation effects, PPT 103 file summary information, EX 138
To Do Tags, PA 2 hidden slides in Slide Show view, PPT 176
TODAY function, EX 109 worksheets, EX 130, EX 131
Total row, AC 148, AC 150 virtual assistant, Edge, PA 14–15
transparency VLOOKUP function, EX 186–187
making colors transparent, PPT 156 volume, adjusting, PPT 152
pictures, changing, PPT 159
Transpose function, EX 187
trendlines, PPT 122
Trim Audio dialog box, PPT 154, PPT 155
trimming W
audio, PPT 154, PPT 155 watermarks, EX 136
videos, PPT 153 web browser. See Microsoft Edge
Type argument, EX 120 Web Note tools, PA 15
Index 47
web pages hiding, EX 130
annotating, PA 15 linked, updating, PPT 136–137
live, inserting in slides, PA 12 linking, PPT 134–135
saving documents as, WD 155 previewing, EX 110
single-file, EX 142 protecting, EX 132–133
wildcards, AC 145, EX 160, EX 180 saving custom views, EX 134–135
Word. See Microsoft Word 2016 scaling to fit, EX 136
WordArt, WD 138–139 splitting into multiple panes, EX 131
workbooks viewing, EX 130, EX 131
linking data between, EX 111
managing names, EX 115
preparing for distribution, EX 138–139
protecting, EX 132–133 X
publishing, EX 142, EX 143 .xls file extension, EX 143
sharing using OneDrive, EX 139 .xlsm file extension, EX 143
worksheets .xltm file extension, EX 143
active, deleting views from, EX 134 .xltx file extension, EX 143
arranging, EX 130, EX 131 .xps file extension, EX 143
background, EX 136–137
embedding, PPT 133
fitting on one page, EX 118
grouping, EX 144–145 Y
headers and footers, EX 140 YEAR function, EX 109
Index 48
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Module 5: Creating and Formatting Linking text boxes

Sort and Filter Records................................. Word 192 Protect Worksheets and

Working with text in other ways Sharing a workbook using OneDrive

Sum a Data Range Based on Insert Hyperlinks ......................................... Excel 140

Sorting conditionally formatted data Editing and removing a hyperlink

Specifying a custom sort order Create an Excel Spreadsheet in

Creating multivalued fields Choosing between a combo box

Modifying fields in Datasheet View Shape effects

Installing and using Office Add-ins Insert an Access Table into

Practice .............................................. PowerPoint 186 Index ..................................................... Index 32

School and Work Edge

Lochlan keeps track of

Nori is creating a Sway

Being computer literate no longer means mastery of only Word, Excel,

Introduction to OneNote 2016 ................. 2

Learn to use productivity apps!

Introduction to Sway .................................. 6

Productivity Apps for School and Work PA-1

Figure 1: OneNote 2016 notebook

Each notebook is divided into Use To Do tags, icons that

Type on a page Personalize a page Write or draw

Creating a OneNote Notebook

Syncing a Notebook to the Cloud

PA-2 Productivity Apps for School and Work

Figure 2: Microsoft OneNote Mobile app

Converting Handwriting to Text

Productivity Apps for School and Work PA-3

Ink to Text button

On the Job Now Recording a Lecture

Record Video Audio & Video

PA-4 Productivity Apps for School and Work

2: Using OneNote to Organize a Research Paper

3: Planning Your Career

Productivity Apps for School and Work PA-5

Figure 6: Sway site with responsive design

You can display a

Creating a Sway Presentation

PA-6 Productivity Apps for School and Work

Design and create

Arrange content in a Storyline,

To add content, select a

Adding Content to Build a Story

Figure 8: Images in Sway search results

Information about Creative

Drag an image to the

Productivity Apps for School and Work PA-7

Figure 9: Sharing a Sway site

Drag the slider button to

Post the Sway

Options differ depending

Send friends a link

PA-8 Productivity Apps for School and Work

2: Creating an Online Sway Newsletter