This video will serve as a brief introduction to the interface in the office 2016 applications. You will pay particular attention to the ribbon controls, which are different from the menus and toolbars found in the Google Apps. You will also explore the small differences between the Windows and Macintosh versions of the Office 2016 applications.
- [Instructor] Once you have your files open in Word, PowerPoint, or Excel, you're sure to notice some differences in the interface compared to Google Apps, so let's take a quick tour of the interface to get you familiar, and this is not a detailed overview of the interface. Just the most important details that are different compared to Google Apps. I'm starting with a Word document, and I have the same document open in Word over here on the left side, and in Google Docs over here on the right side, just so we can see the two interfaces side by side and compare them. The first thing I want you to notice is the ribbon.
Now, in the Google Docs interface, as well as most other similar applications, you do not have the ribbon. Instead, up at the top of the window, we have menus. So I can click on File, and Edit, and View, and I can get a bunch of options in these menus. There's also a toolbar where I have some formatting options. But in Word, I don't have that. Instead, what I have up at the top of the screen is called the ribbon. Now if you do not see the ribbon like I do, it's probably because it's collapsed. You see, if you click on this little up arrow right here, that will collapse the ribbon, so now I don't see it.
If this is what you see on your screen, what I want you to do is click on where it says Home here. That's going to open up the Home ribbon. Then it's probably a good idea to click on this little thumb tack icon, which will pin the ribbon open so it stays open all the time. Now let me just move this a little bit so we can really focus on the interface here in Word. So here in the Home ribbon in Word, you'll see formatting tools, which look similar to tools that we saw in the Formatting bar over in Google Docs. You can also see some buttons that look like menus.
We can see File and Insert, and Design, and Layout, and so on, but these are not menus. They actually take you to different ribbons. So for example if I click on Insert, now I'm on the Insert ribbon, and I see completely different options here. We've got options for inserting new pages over here. We've got options for inserting pictures, inserting charts, and so on. If I go to Design, we're on the Design ribbon, and I have options for themes and colors.
The Layout ribbon is where you'll find options for the size of your page and margins, and stuff like that. But you'll probably spend most of your time in the Home ribbon, and of course this is where we have text formatting options. Font and size, we have Cut, Copy and Paste. We have options for Themes and so on. So instead of digging through menus for these options, each menu is replaced by a full-size toolbar known as the ribbon. But then there's this File button that I skipped over over here on the far left side, and this is one of the big differences between the Windows and Mac versions of Office.
On Mac, you do not have this File button, and we'll talk about why in just a minute. On Windows, this button is different from the rest of the ribbon. This opens a view called backstage. So I'm going to click on that, and now you'll see the interface changes. I'm now in the backstage view, and this is where you would go to do common operations like create a new document, or open an existing document. If I go to New, I can create a new document. I can start with a blank template, or another template. If I go to Open, I can navigate through my OneDrive or my hard drive to find existing documents to open up.
We've got our options for Save and Save As. We can print a document, we can close the existing document. Back here on Info, we have important information about the document that you currently have open. When you want to get out of the backstage view and just go back to your document, you hit this little arrow pointing to the left, and you're back on your document. But as I said, you don't see the File button on Office for Mac, so let's jump over to a Mac. In the Mac version of the Office applications, you do see the ribbons. We see Home and Insert, Design, and Layout, and so on, but of course I do not see that File button to go to the backstage view.
That's because the Mac version of Office just doesn't use backstage view. Instead of backstage, the Mac version just uses the traditional menus, so everything that we saw in the backstage view on Windows can be found simply by going into the File menu all the way up at the top of the screen. Now this is a small difference, but it's really important to be aware of, especially when you see me go into the backstage view in this course. Now here on the Mac, if you go into full screen view by hitting the green button, you'll see that your menus are not visible.
They're not gone, you can just press your mouse cursor all the way up at the top edge and you'll see they will appear. Or if you leave full screen by moving your mouse cursor up, hitting the green button, of course those menus will be up on the top of the screen again. So let's continue on, knowing that anything you find in the backstage view on Windows can be found in the File menu on a Mac. So that gets us familiar with the ribbons. You should click through and get familiar with them. We'll be getting into ribbons even more in the movie on formatting tools.
But finally I want to point out the quick access toolbar, and that's this tiny row of buttons all the way up here at the top of the Word window. This is the same on Mac and Windows so we'll just stay here on Mac, although you may see the buttons in the quick access toolbar are a little bit different from what you see on your screen. The quick access toolbar is meant to hold some of the options that you use a lot, so I see a shortcut here to save my file. I see a shortcut for Undo and a shortcut for Print, and so on, but I can add other commands to the quick access toolbar.
To do that you just click on this little menu button, and there are options for some other common commands, so I could enable Save As, or I could put spell checking here, or I might want to put the option for a new document, so I'm going to click on that. Now that that's enabled, I have a button in the quick access toolbar to create a new document. Pretty handy. But it is possible to add even more options to the quick access toolbar than what you see here on this list. For that, you're going to go to this option that says More Commands.
In the documents that I work on, I need to insert page breaks pretty often, so I like to add a shortcut to the quick access toolbar for page breaks. So here in this interface, I'm going to go through this list on the left to find the option that I'm looking for. Now there is a menu here where you can open up if you do not see the option you're looking for, you might go to one of these other categories, or you might just go to All Commands and then you have a giant list of all of the commands that might be possible. What I'm looking for is the option that says Insert a Page Break, so I'm going to select that.
I'll hit this little arrow pointing to the right which adds it to this list, which is actually the list of buttons in my quick access toolbar. I'll hit Save. I'll close this, and now I have a button to create a page break up here in the quick access toolbar. Now before we wrap up, let's open up an Excel file. So I'm just going to minimize this. I'll go to my Exercise Files to my Converted Files, and I'm going to open up an Excel file. In here, you can see that the interface is pretty much the same, though the contents of the ribbons will clearly be different.
So I have different ribbons. The Home ribbon will always be there, but if I go to Insert, of course you're going to insert different things into a spreadsheet than you would into a Word document. Page Layout will be different and so on, so the interface is the same, but the actual contents of the ribbons will be a little bit different, and the same is true of course for PowerPoint. As we go through the individual applications as we go through this course, we'll be looking at some more interface options, but those are the important pieces that you should be aware of. The ribbon, backstage, and the quick access toolbar.
This course is intended for users of Office 2016 Home & Student, or an Office 365 Home or Student subscription. This course is not intended for Office 365 Business or Enterprise users.
- Explain how to remove the Protected View status from an Excel spreadsheet converted from Google Sheets.
- Identify the specialized ribbon that is activated once you select an image in your Word document.
- Recall how to accept or reject changes made through the Track Changes tool on a Word document.
- Name the ribbon you will select to add graphs to an Excel worksheet and the ribbon you will select to view formulas and function commands.
- Explain how to apply animation to an image in an Excel slide.
- Identify the application tool you should download to sync your address book and calendars from your enterprise-level Google account to Outlook.