By far, the biggest adjustment for anyone migrating from Office 2003 to Office 2016 will be the new, ribbon based, user interface. In this movie, you will know how to navigate the new ui in each of the Office programs, getting familiar with the quick access toolbar, the ribbons, the Tell Me assistant, and backstage view.
- [Voiceover] One of the biggest adjustments you'll need to make when migrating from Office 2003 to 2016 is getting used to your new work environment or user interface. We're going to take a look at the user interface, give you a quick tour to get you comfortable in your surroundings. We'll start by launching Microsoft Word. Just give the icon a click. I'm in Windows 10 and I find it down at the bottom on my taskbar. Now, when you launch the programs here in Office, you arrive at this start screen.
Down the left hand side, you'll see access to files you worked on recently. You're also going to see a color coded section. In Word, we see this shade of blue. When in PowerPoint, you'll see the screen with an orange section down the left hand side. It's green for Excel. Outlook has a different shade of blue. But it does give you access to the files you worked on recently and a link down at the bottom to open other documents. This is where you go to browse your hard drive, network drives, and the Cloud.
Now, over here on the right is where we go to create a new Word document, PowerPoint presentation, Excel spreadsheet, etc. Because we're in Word, we see templates for documents like the default Blank Document, what you're used to seeing when you launch Word 2003, for example. Notice that there are Featured as well as Personal templates. When you create your own templates, you can go directly to the Personal link to find them there. If you don't see what you're looking for here in the Featured templates, there are a number of different categories.
So long as you're connected to the internet, you'll be able to access those different categories, or click in the search field to find specific templates online to help you get started. The other thing you see in the start screen over here in the top right hand corner are your credentials, if you're logged in to your Microsoft account. So, here I can see my email address, my account. I could switch to another account. For example, if you're sharing a computer and someone else needs to login to their account, this is where you can do it, right from the Switch Account link.
Notice also the standard buttons look a little bit different. Flatter and cleaner than they did in Office 2003 to Minimize, Maximize, and Restore button. There's your Close button in the top right hand corner and the question mark is where you go for help. Now, if we were to start a brand new document, a blank document, all we do is click the Blank Document template here under Featured and that's what we see. Now, I want you to see in the top right hand corner that you're still logged in and your name should show up here as signed in.
This is important and you'll understand why later on when we get into Cloud computing. In the top right hand corner, you still have access to Minimize, Restore, or Maximize buttons, and your Close button, but as you can see, the user interface is a whole lot different than you're used to in Office 2003. For example, in the top left hand corner, something called the Quick Access Toolbar, it's the only toolbar you're going to see with some default buttons and a button that'll allow you to customize this toolbar.
We'll get into that later as well. Then you'll see across the top here, on the title bar, the name of your document. If it's unnamed, you'll just see Document and a number. But when you save your document, the name appears up at the top. Also, you're going to notice tabs running across the top, just below the title bar. These are the ribbon tabs and this is what you need to get used to. Commands are grouped together in these tabs. Under the Home tab, you can see there are groups like Clipboard, where we see Cut, Copy, and Paste. Something called the Format Painter.
There's the font group, paragraph formatting, Styles, etc. If you need to insert something into your document, maybe an image, you would go to the Insert tab. This is a different ribbon and you can see it too has groups Pages, Illustrations, that's where we go to find pictures, other things like Shapes and SmartArt. As you move across, you'll see the different groups and how it's all logical, making it easier for you to find things. Now, the one thing that is different is the very first tab, the File tab.
This is actually going to take you into something known as Backstage view. Remember, this applies to PowerPoint, Excel as well. Clicking File brings us to Backstage view, where we could go to access those recent files. So, we can open up another file if we needed to. Here's where we go to do things like Save and Print. Just like clicking the File menu in Office 2003, but there are more options here as well. Also, you'll see a back button up at the top to take you back out of Backstage view and back to your document.
Also across the top, when you move through the tabs in the ribbon, there's something called the Tell Me What You Want To Do or Tell Me assistant. Clicking here doesn't just give you help on how to perform a function, but it actually steps you through performing that function on the fly. We'll check that out a little bit later as well. The other important thing is the Share tab up here in the top right hand corner. Here's where we go to share our files with others. We can do that by sending an email attachment the old fashioned way, or if you're connected and using Cloud computing, you can simply save your documents to the Cloud.
That means multiple people you invite can access that document, even collaborate on it simultaneously. You can see there are scrollbars here to scroll up and down. You're used to that. But in the bottom right hand corner, a zoom slider for zooming in and out of your document. You can click the minus sign to zoom out, the plus sign to zoom in, or simply click and drag the slider to a desired level. There are also different view buttons down here as well. I'm going to click right in the middle to get back to 100%.
There is a status bar here in the bottom left hand corner, giving you information, such as you're on page one of one, how many words in your document. You can see also as we hover over these, there are things like checking for proofing errors and there's a little macro button if you're using macros. Let's go back to the Home tab now. That's a quick view of the user interface here in Microsoft Word. If we want to switch to some of the other apps, you can use Alt+Tab. If you haven't launched PowerPoint, go ahead and launch it.
You'll see that start screen and here's a new blank presentation. Same layout, different color code, but there's the tabs, Home, Insert. You can see the Tell Me What You Want To Do tab at the end. So, when you get used to one app, you'll actually have a nice head start in all of the other apps. If we switch over to Excel, for example, where we've started a new blank workbook. You can launch it if you like or just look at what I'm doing, but there it is, File, Home, Insert. There it is at the end, Tell Me What You Want To Do.
You may see other different types of tabs that are related to the app or program you're working in. There's a Quick Access Toolbar in the top left corner of each of them. So, again, once you get comfortable in one program, you'll have a nice head start in the others. Let's Alt+Tab now or launch Outlook. Outlook is a little bit different. It does have a File tab for Backstage view and a Tell Me What You Want To Do, but you'll see there are fewer tabs across the top and we can change views down here in the bottom.
We'll spend more time working with Outlook a little bit later on in this course. For now, I'm going to switch back to Microsoft Word, because we're going to use Word to move through this chapter mainly.
- Describe how to customize the Quick Access Toolbar.
- Summarize cloud computing and how to use OneDrive.
- Explain how to search with the navigation pane.
- Recall how to convert older versions of templates to Word 2016.
- Describe how to use formulas and functions.
- Cite how to format a workbook.
- Summarize how to create charts with the Recommended Charts tool.
- Explain how to animate objects with transitions and animations.