welcome to office 2016 video number one
this is going to be an introduction to
office 2016 and the ever important
Windows Explorer now this is a Highline
College business class the official name
is business 216 and the title and the
catalog has Computer Applications for
business I like to call it fun and power
with computers now as we talked about in
the introductory video we're going to
cover these five programs and here are
the percentages for each one of the
programs why are we going to spend so
much time in Excel because in the
business world this is the number one
program used now we're going to start
out in this video just an introduction
to the operating system and a little bit
about Windows Explorer in it and open up
each one of these and talk about the
ribbons and the quacks and things like
that now Windows Explorer we use it to
manage files and folders word we use it
to create documents with words
formatting and pictures like flyers
business letters and research papers
PowerPoint we create presentations with
words images design movement and sound
to articulate some message Excel we can
store data make calculations perform
data analysis and make charts and axis
that's a proper database where we store
data in related tables and create
information and reports from raw data
using queries you may not know what much
of this means right now but by the end
of the class you will know about the
power and fun of each one of these
programs to make our jobs easy now I'm
going to close this file this is the
title bar here's the X up in the title
bar I'm gonna close that now as we
talked about in the introductory video
at our class people dot Highline website
there will be class video projects and
sometimes there will be a start file
finished file a handout assign homework
and maybe even some other things for
this video there's none of those the
only thing that you want to
download is this PDF this has all the
notes and details about what you saw in
the video you can clearly see there's no
link for the video yet because I'm
filming the first video right now now
this is a browser so I'm going to come
up in the title bar and close this using
the X hey now the very first thing since
we're gonna start at zero in this
classes hey this is a desktop down below
the desktop is the taskbar now notice we
have icons to open excel word windows
explorer access we're missing the one
for powerpoint but i'll show you how to
add that in just a second now wait a
second your operating system may be
different than the one I'm using I'm
using operating system windows 7 you
might have Windows 10 or even Windows 8
now in 7 and 10 at the end of the
taskbar we see the start button if
you're in Windows 8 you do not see the
start button so in 7 and 10 I click on
this I could type anything I want here
like I could take Excel to find the
Excel program I want now if you're using
Windows 8 you have to get to the tiles
screen now we're going to learn our
first keyboard in this class and we're
gonna use keyboards throughout the
entire class because they are fast you
gotta look on your keyboard on the left
side between ctrl and alt there's a
window key and we're gonna use this key
a lot but this one all we do is hit the
window key just hit it once and look at
that it opens up the Start menu and we
can start typing if you're in Windows 8
when you hit the window key it opens up
the tiles screen and you can do the same
thing you can simply type whatever it is
you're searching for and it will show up
now I'm gonna click escape here the
taskbar shows up at the bottom of our
desktop or all of our windows in any one
of the operating systems now remember
we didn't have a powerpoint icon which
would open up PowerPoint so we want to
see how to add a button to our taskbar
we can simply hit the window key and
down in the search area I'm gonna type
power and there it is PowerPoint I
simply come up and right click pin to
taskbar and just like that I see there
is PowerPoint now watch it I can click
and hold it and move it notice I'm just
dragging it off to the side and there it
is right next to word I can also if you
have icons you don't want right-click
unpin this program from the taskbar now
the next thing we're going to do is
we're going to talk about Windows
Explorer and then open up each one of
the programs or at least a few of the
programs so you need to take your jump
drive which is required for this class
and put it either into the front of the
computer or the back of the computer or
the side of the computer or wherever so
I'm gonna put mine in
and sometimes this pops up if I click
open folder to view notice it says using
Windows Explorer if I click on this it
opens Windows Explorer now I'm gonna
come up and close this now remember we
plugged in our USB Drive and it opened
up that little window and we clicked on
it I also could to open up Windows
Explorer click on this button and I'm
going to do that
the keyboard to open up Windows Explorer
and we will do this a lot in this class
especially when we're dealing with a lot
of files were downloading you hold the
window key and then tap e so the
keyboard is window e that opens up
Windows Explorer now what is Windows
Explorer well right down the middle
there is a bar that divides the left and
the right side I'm going to very
carefully point to that bar and
sometimes it's hard to get your cursor
there it is that horizontal white arrow
if I click and drag now I can move and
make the left side smaller or bigger I'm
gonna stop right about there now the
beauty of Windows Explorer is this is
the whole hierarchical structure of our
computer we can click on any Drive for
example the C Drive and as soon as I
click on it over on the right I can see
everything inside of it now later in a
little bit in this video on next video
we'll do a lot with managing files and
folders we can create folders we can
move files delete files and lots of
other file management tasks now this was
the C I put in my jump drive so watch
this I'm going to click on it
and as soon as I click on it on the left
see everything inside that drive on the
right now I want to go back and click on
see notice I just see the C Drive over
here and everything inside of it on the
right but watch this there's a little
triangle on its side that's called an
expanding collapse button in some
operating systems you might see a plus
and a minus but watch this I'm going to
click on it and there it is I am allowed
to see everything inside C Drive here oh
wait a second it's not everything it's
only folders notice the actual files
over here those are never going to show
up on the left only all of the other
places we can drill into so one great
use for Windows Explorer is drilling
down into the correct folder to do
whatever it is you want inside that
folder and we'll do that a little bit of
next video and a lot in the third video
now I want to click on the F Drive
that's our jump drive we put in by the
way we can come up here since it's
taking up a lot of space and click that
little triangle to collapse everything
back up one other thing notice I can
click and see everything inside when I
use the triangle or the pluses and
minuses those only expose and show
things over here on the left now I'm
going to collapse it and click on my
what's called Kingston F now that letter
might be different on your computer but
that's the jump drive that we put in
now what I want to do is I clicked on
the drive now I'm going to click in the
white area which means I'm in essence
inside of here now I want to create a
new folder using Windows Explorer one
way to do it is click the new folder
button if I click that it's very polite
it creates a new folder and highlights
in blue the name of the folder now I'm
gonna click escape and now I want to
learn the keyboard for delete because I
want to delete it what's the keyboard
well this is sort of a computer joke
it's just the Delete key now it says
delete folder and I want you to notice
something
it says want to permanently delete this
folder usually this message says would
you like me to send this to the
recycling bin that's because when you do
something on a plug-in Drive like this
it is not going to send it to the
recycling bin and if you read the dialog
box
it'll be polite and tell you I do want
to permanently delete this so I'm going
to say yes
you
another way to create a folder is right
click new folder I'm never gonna do that
because that takes too long either that
button up there or later when we're
creating a system of folders the
absolute fastest way is to use a
keyboard ctrl shift + n now notice it's
polite it highlights the potential name
I do not have to hit delete anytime
something's highlighted whether it's in
Word or Excel or Windows Explorer or
even an address bar in a browser all you
have to do is start typing and it will
delete it and put the new name in so I'm
going to type Excel space file now when
I hit enter I have a new folder called
Excel file we're going to use that
folder in just a second when we create
our first excel file now I'm immediately
going to do ctrl shift in I see that
it's highlighted I type word file and
enter
so I have created two folders inside my
jump drive now I'm going to come over
and expose on the left and look at that
there it is excel file word file now
notice these are alphabetically sorted I
don't see that over here this one is
reflecting more quickly than this one
because I created them over here now we
can sort in Windows Explorer just like
we would in iTunes or other systems by
simply clicking on the column header so
if I click on name it sorts it a to Z I
click on name again
Zita a that means the later letters to
the earlier letters now I always want
the excel file to come first and the
word one come second and then this one
can come last so watch this I'm going to
click on the excel file folder and
instead of right-clicking rename I'm
going to use the keyboard f2
now I want to put zero one before the X
so notice I can take my cursor and when
I move it over here there's an i-beam I
can click right before the e and then
type zero one space and enter now let's
do the same thing up here now instead of
taking my cursor and clicking on word
file I'm actually going to use my up
arrow now your arrow keys are in the
navigation area of a standard keyboard
but find your arrow keys and I'm gonna
up arrow so I could certainly up arrow
to highlight that word file folder now
I'm going to hit f2 to rename and
instead of taking my eye beam cursor and
clicking at the beginning there's a
keyboard that we'll use a lot it's the
home key the home and end and page down
page up those are all above the arrow
keys on a standard keyboard you'll have
to find the home key on your keyboard
because it's an important key
now watch this let's hit it and see what
happens it is always going to go to the
front of the line here in Windows
Explorer it goes to the very beginning
of the folder name if we were in a Word
document it would go to the front of the
sentence if we were creating an excel
formula it would go to the front of the
formula if you're in an address bar in a
browser it'll go to the very front of
the address so now I'm going to type 0 2
space and enter now look at that over
here on the left it's already
recognizing the sort but over here I'm
going to click on name and there we go
now we've used Windows Explorer to look
through various drives we looked inside
on the right we even created a few
folders now we're going to open an excel
file and a word file new ones and save
them to these two locations and then
we're going to look at some of the
different aspects of the ribbons and the
quick access toolbar in excel and word
now I'm going to come down to the
taskbar and I'm going to click on the
Excel icon this is a shortcut that opens
up the executable file excel oh look at
that it opened up it's trying to be
polite it's trying to let me or have the
option to open up recent files that I've
opened over on the right there's the
blank workbook and in all of the
programs will see Word PowerPoint
they'll always try to offer up these
templates now I suppose some people use
these templates but the problem with
templates is they oftentimes are generic
and don't fit your specific needs so
we're not going to use templates in this
class we're always going to create
things from scratch that match exactly
the needs or whatever project we're
working on now we can click on the blank
with our cursor here and it opens up a
new workbook or every time you open up
Excel you can simply hit the Escape key
the Escape key is up in the upper left
hand corner there it is a brand new
blank Excel workbook look at this up
this is called the tidal bar and that is
a terrible name book one we always want
to name our file smartly just like we're
gonna name our folders smartly now we
haven't talked about the ribbons we'll
talk about those in just a second and
this up here is called a quick access
toolbar but I want to go and click on
file this is called backstage view now
there's lots of options here we can
click on info that'll give you
information about this particular file
new we're never gonna use this option
here in backstage view because we're
going to use keyboards if we want to
open up a new blank file we'll use the
keyboard ctrl n open we're never gonna
use this either because when we want to
open something and we're inside a
program we'll use ctrl o there'll be an
advantage too because notice I had to
click on file then I had to click on
open then I have to come down and click
browse
that's three clicks to get to the open
dialog box so later we'll learn the
keyboard same with say we're never going
to use this option here we're gonna use
ctrl s to save notice it says save as
here even though that's a different
option down here the reason that save is
saying save as right here it's because
Excel and word and the other programs
are smart enough to know that we have
never named this file here so it has no
idea where we should save the changes so
currently save and save as are the same
but again when we have a file we're just
saving changes we're never going to use
this we're gonna use ctrl s same with
this if we want it to come up to file
save as this that's three clicks we're
gonna use the keyboard f12
when we're doing save as save as PDF
we're never gonna do that either I
shouldn't have even clicked on it
because there's a better keyboard we'll
see how to do that later
same with print ctrl P is what we'll use
share we're never going to use this in
this class but if you ever want to share
you might use this export we're never
going to use that because we know how to
use
save as publish we're never going to use
that well actually in an advanced Excel
class we've learned how to publish to
power bi but not in this class 'close
we're never going to use that because
we'll use alt f4 the red X or something
like this here's an option that is
useful account this tells you things
about your account you could actually
change the background and the office
theme if you wanted to over here this is
very important because in this day and
age there are all sorts of different
versions of office or different versions
of Excel or Word so this gives you good
information version so and so build so
and so you can even go online and manage
your account and if you're signed up for
office 365 they change things
periodically so you might come here to
update or you might even come here to
say hey what's new in the latest version
feedback we're never going to use that
options we will use options in whatever
program you're in PowerPoint Word Excel
there's a bunch of important options
they change default settings and we'll
get to do that a lot in this class now
I'm going to close that so that was the
backstage view escape and the backstage
view is very similar in all the
different programs also the ribbon
structure is similar in all the
different programs this is the home
ribbon tab these are where standard
things are that are used most often now
the first part and second part sort of
look the same when we get to Word and
PowerPoint access is a whole different
animal but they still have a ribbon
there but here's some things that have
to do with copy cut paste we'll see a
lot of tricks with those font alignment
that starts to get much different here
in Excel now each one of these clipboard
font and alignment those are called
groups and then within a group we have a
particular button like wrapped X we use
number group and these buttons a lot
when we get to Excel now so that's the
home ribbon tab this whole thing is
considered the ribbon that's the Home
tab
in the ribbon over here there's the
insert ribbon tap each one of the
versions will have different things that
we can insert into the file they all
pretty much have pictures Excel here has
charts other programs don't have these
types of charts page layout that's where
we determine what it looks like when we
print this ribbon tab is in all the
different programs each one has their
different groups formulas well that
one's just in Excel data that one's just
in Excel review that's like where you
find spellcheck although we'll learn a
keyboard for that view that's where you
can go to view different things in Excel
we can uncheck gridlines to not show the
gridlines each one of the programs has a
view and PowerPoint we can view the
PowerPoint in different ways now a
developer that is not one you probably
see on your computer we're not going to
use that in this class add-ins
Acrobat power pivot those are not ones
you see probably on your home computer
those are all added in special so those
are the ribbon tabs there's the tab each
one of these is called a group and these
are buttons
now I want to click in cell a1 and I'm
going to use my ctrl key and the wheel
on my mouse to zoom in that's a great
keyboard it works in Word it works in
browsers it works in lots of different
programs the other way to do this is
down here there's a zoom bar now this
zoom bar right here is actually part of
what's called the status bar and we'll
see this in each program there'll be
different options in the status bar but
right here that's the zoom you can slide
it like that as an alternative method
for me it just takes too long to come
down here and try and grab it when you
have control and roll the wheel I'm just
gonna type something excel is fun and
enter now I'm gonna come down here and
double click this sheet to rename it and
I'm gonna type excel is fun and enter so
that's all I've done I name this sheet I
put something in cell a1 and now I want
to save it now we've got to talk about
save and save as and the fundamental
difference between age
now as I mentioned where I work we're
gonna use keyboard so let's just try
ctrl s that is the keyboard to save
changes to a file that's already been
saved somewhere and has a name but
notice what it does it opens up save as
so I'm gonna click escape because I
don't want to have to click all these
times to get to the dialog box to save
it the keyboard we're going to use when
we're saving it for the first time or
every time we want to do save as which
is we want to change the location of the
file name or the extension anytime we do
save as we're going to use the f12 key
that is a huge time saver every time you
do save as if you did it the long way
you'd be clicking three times
all right here's save as we can see up
in the upper corner this is a window
right now you could point to one of the
corners of this window and you see right
there there's a diagonal white arrow you
can click and drag and resize this now
there's three parts to save as notice
left right that looks just like Windows
Explorer the first part to save as is
where do you want to save it so I could
scroll down and I could click on
Kingston we're gonna change that in just
a second but right now I'm using save as
to save this file to that drive now the
second part is file name so I'm very
carefully gonna click notice I just
clicked once with my I bean cursor and
it was polite it highlighted the whole
thing
now I'm gonna type my first excel file
that's the second step the third step is
save as type this is also known as the
extension now your computer might not
show the dot xlsx but I'm going to show
you how to change that right after we
save this file your file might not have
the settings set correctly to show the
file extension and that file extension
is very
your computer might just say Excel
workbook now I want to click in the save
as type text box and notice there's all
sorts of different file types that we
can use when saving an excel file now
because we haven't changed the file
extension I will show you that in our
next example I'm just gonna accept the
default but here it is there's three
things where do you want to save it what
do you want to call it what's the file
type or extension now I can already tell
you that is gonna be a quiz question I'm
going to say one of the three parts of
say that now I actually want to change
something I don't want to save it
exactly the Kingston so I'm gonna click
the triangle to expose now I can either
use the scroll bar here or I can use the
wheel on my mouse now I'm gonna click on
the folder inside of Kingston this is
smart file management I have created a
folder and I'm gonna save this file
exactly to the location I want alright
you ready
where do you want to save it what do you
want to call it what's the file
extension one two three now I can click
Save now immediately look up to the
table bar there's the file name file
names are oh so important in this class
now I'm going to change something in
this file so I'm gonna click in cell c1
and I'm going to type sales and enter
then I'm going to type 23.5 to enter
thirty six point nine nine enter now
guess what I've changed the file the
content is different so now we're gonna
use the keyboard ctrl s nothing happened
what what I thought I was supposed to
open say that no we've already saved
this file someplace so when I click ctrl
s it just saves the changes now let's
prove this to ourself either click the X
in the upper right hand corner or use
alt f4
now notice the only other window I have
open actually I have a video recorder
window open but the only other window we
should have open is Windows Explorer so
when I closed it it let us see in here
now we're going to use Windows Explorer
to verify that the file is saved in the
correct location so I click on oh one
excel file and sure enough when I click
on the Left I can see on the right
there's the file now let's double click
we're going to use Windows Explorer to
open our file and actually that's how we
will open files in this class most of
the time I'm gonna double click now now
I'm gonna close this because I should
have done because I know this is a
basics class sometimes when you're
learning how to double click you do a
slow double click if you double click
really slowly it tries to put it and
please rename mimo now as soon as that
happens hit the Escape key in the upper
left hand corner and now if you want to
make sure double click the icon then
even if you slow double click it won't
put it in edit mode and sure enough ctrl
s totally work when we change something
it's simply saved the changes to that
location now what do you save ass so
what are we going to do we're not gonna
go to file save as browse that's too
many clicks escape escape I'm just
immediately gonna hit f12 now remember
if there's three parts to save as that
means we can change three things we can
change the location we can change the
file name or we can change the extension
now as soon as we do one of those things
we actually are creating a new file and
this is common we have our file and
we're happy with our file but maybe we
want to change the name or change the
location in this case I want to change
the file type or extension so I'm going
to click the drop-down and I'm gonna
choose this one Excel 97 2003
workbook now why in the world would I do
that although the vast majority of
people who use Excel on the planet Earth
have one of the newer versions either
Excel 2007 2010 2013 or 2016 there's
still a proportion of people that have
this older version and the newer
versions that we create with any one of
the versions we're using Excel 2016 that
older computer cannot read our file so
if we're going to email this to someone
who does not have the proper version we
can simply use this drop-down to select
it and then when we send this workbook
to this person they can read it now what
did we do we we did not change the
location if I click the triangle I can
still see it's highlighted oh one excel
file I didn't change the name I changed
the extension now when I click save and
close this alt f4 guess what there's two
files every time you use save as it will
create a new file now I'm going to
double click and open up my first excel
file I'm immediately gonna hit the f12
key and I'm gonna change the name now
watch this I'm gonna come to the file
name and double click the word first we
will see that in word PowerPoint file
names if you double click a word it
highlights the word I don't have to hit
delete I'm just gonna type second and a
space now notice if I click the triangle
I'm still in the same location the file
extension is the same but I change the
name so when I click Save alt f4 there
it is three files and notice we're using
Windows Explorer to look and verify that
the files we created are actually there
now before we create our next word file
I actually want to show you how to show
these extensions I mentioned that your
computer might not be showing you these
extensions and these extensions are
important because they tell us important
things about the file now we need to get
to fold or
auctions now in Windows Explorer up in
this menu bar under organize I can click
and come down to folder and search
options and when I click this that's the
dialog box we want now your particular
I'm gonna click escape your particular
Windows Explorer might not have that
organized so here's a more Universal way
to get to that folders options folders
options have been around forever you
have to get to the control panel if you
don't have this button up here now
remember you might have Windows a
Windows 7 Windows 10 so I need to get to
either the Start menu or the tile screen
so I'm going to hit the window key and
you might immediately see control panel
but you can simply type I type cancion t
and i already have it in my list so when
i click control panel and your control
panel might look different to depending
on which version you have but all you
got to do is search through folders
options again i've been around forever
so this is on every one of our computers
in the control panel so I'm going to
click folder options and there is our
dialog box now we have some tabs general
view search we want view and down here
almost all computers when you first get
them the operating system is set up with
this button checked hide extensions for
known file types if I click OK look at
that now I can come over here and see
the type and read it
we definitely need important information
about our file types
now just for excel it's important to see
the different file types but you might
have a word document you might have an
MOV which is a video file or avi or a
PDF so we want to turn those extensions
on window key I'm going to take control
all I'm clicking on control here folder
options and there it is view uncheck
hide extensions for known file types now
in your notes that you can download for
each video this video when you download
the notes there's a picture of this
because that's very important that on
your computer you're going to be working
on in this class you need to uncheck
that click OK or alt f4 I can close that
and there's the file extensions now I
want to go down and open a word document
a blank one so I'm going to click on the
blue W and just like in Excel we have a
list of recent files we also have our
blank and our templates we can either
click on blank or click disk 8 and
there's our new blank Word document
there it is that's a terrible name up
there document 1 so we want to
immediately name it even before we do
anything we're always going to do that
in this class we're always going to open
up a blank Excel workbook PowerPoint
Word and the first thing we're gonna do
or we're going to try to do it the first
is to save it with a good name in the
right location now I don't want to go up
to file save and I don't want to do ctrl
s because that opens up save as and I
have to click all these times we're
gonna use f12 every time we save a file
for the first time now here it is where
do you want to save it I'm going to
click the triangle and Kingston or
whatever your jump drive is and we're
gonna click on Oh two word file now once
you've changed the extension all of us
should be able to see do see I'm gonna
click it highlights everything and I'm
going to call this my first document now
I'm gonna click the drop down here and
the most common file extension for us in
Word it's going to say do see X in Excel
it's going to say xlsx in PowerPoint
it'll save PPT X but right below the X
version is an M
version if you ever see an M version
especially emailed to you from someone
you don't know you've got to be
suspicious because M means macro I
clicked it macro means that this file
has the ability to have code behind the
scenes now in our Excel portion of this
class we're not going to write code but
we are going to use files dot XLS M that
have the ability to have code in them
it's more so because the files are from
our class were going to trust it but
that's the M so that's an important part
of file management knowing that that M
means macro or code that's in the notes
in your handout to the X that's our
standard file type in office so I'm
going to change this to do see M where
do you want to save it o to word file
folder what do you want to call it my
first Word document and the file
extension is dot do cm I'm going to
click Save or here's a great keyboard
any dialog box that we open and there
are a lot of them in all the different
programs if there is a button that is
highlighted that means the Enter key
will enact that button almost always the
Save button or the close button you will
see it highlighted in some color in our
case it's this blue now watch this I'm
going to hit enter and that click that
Save button and we saved ass now I got
to show you a great trick in a word just
to be silly type an equal sign that's a
key to the left of the backspace and the
type are IND open parentheses close
parentheses and watch this when I hit
enter this is a secret trick and word
enter it adds a bunch of written text
now the reason that that's there is
oftentimes people want to teach certain
formatting tricks so that's a quick way
to add a bunch of text for us I just
wanted some text there because now I'm
going to control s now I'm going to
either use the X up here or alt f4 and
we're going to use Windows Explorer to
verify that our file got saved to the
right location and sure enough it did
now I'm going to double click and open
this and we've got to talk about one
last thing in this first video these are
ribbon tabs so each one of these if I
click the insert I can see everything
pretty clearly but watch what happens
this is called the title bar over in the
title bar that's the minimize button now
minimize doesn't close it it just
minimizes it down to the task bar so I'm
gonna click on this again that own
minimizes it this one right here is
called restore down now let's click
restore down oh it makes it a much
smaller size now you have control over
this restore down you can point to one
of the edges and when you see a
horizontal arrow you can move it in or
move it back you can point to the corner
and click and drag but the important
thing is our ribbon tabs are totally
changing and they will always change
depending on the size of the window or
the screen resolution now I'm going to
maximize this there's actually a
keyboard for maximizing and restoring
windows if you find the window key
window down arrow and window up arrow
window down arrow restores it down to
whatever size your last hand and window
up arrow maximizes it all right I'm
gonna close this alt f4 go over to the
excel file double click this my first
excel file and I'm going to click
restore down or use window down arrow
now if I come over and squeeze this way
in the buttons just totally change so be
aware that sometimes
might have to hunt around for things all
of the buttons are still there under
editing right there just you have to
click the little drop-down so now if I
window up arrow notice editing that's
the name of the group so when I either
restore down or window down arrow
editing is what will show up window up
arrow to maximize up fold to f4 so in
this first video we had a tour of
operating systems the desktop the start
button we talked about Windows Explorer
or the left and the right side we
created some folders we created some
files we talked about file extensions we
showed how to show those extensions we
talked about ribbons we talked about
ribbons and even the back stage view now
when we come back in our next video
we're gonna just stay in Windows
Explorer and just see how to create some
folders and use Windows Explorer to do
file management then in our third video
for the first week we'll create an
entire comprehensive system of folders
for our entire class alright that was a
lot of fun we'll see you next video