Microsoft Office Training: 11 Hours of Free Training on Word, Excel, PowerPoint, Outlook, Access
Microsoft Office Training: 11 Hours of Free Training on Word, Excel, PowerPoint, Outlook, Access
The complete training on Microsoft Office: Word, Excel, PowerPoint, Outlook, and Microsoft Access. The tutorial is based off Office 2016.
➡️ WORKSHEETS / WORKING FILES:
- Word: https://kaceli.com/a/word2019/
- Access: https://kaceli.com/a/access2016files/
- Excel: https://kaceli.com/a/excel-2016-data-…
- Word, Excel, Access: https://kaceli.com/a/exercises-data-f…
TIME MARKERS:
EXCEL:
00:00 Getting Started
01:31: Components of Excel
02:16 Spreadsheet Concepts
05:19 Using Functions for Calculations
15:52 Conditional Formatting
19:04 Subtraction, Multiplication, Division
29:46 Data Sorting and Filtering
43:11 Charts
51:42 Cross References | Named References
57:52 Calculating Percentages
01:05 Financial Calculations
01:18:00 Conditional Functions IF
01:24:00 Forecasting
01:26:31 Pivot Tables
01:32:00 Data Gathering
01:35:10 Financial Charts
01:36:32 3D maps Data Visualization
01:38:29 Freeze Panes
01:40:23 Print Area
01:43:00 Data Validation
01:46:23 Linking Excel and Word | Importing Data
WORD :
01:56:35 Getting Started
01:59:00 Templates, New Documents
02:06:00 Formatting Documents
02:10:35 Styles
02:27:35 Format Painter Search and Replace
02:33:14 Graphics
02:42:00 Tables \u0026 Charts
02:50:00 Online Videos
02:54:43 Headers Footers
02:59:28 Merging Docs
03:02:53 Merging Docs
03:16:44 Footnotes
03:27:10 Works cited bibliography
03:28:17 Mail Merges
POWERPOINT
04:06:53 Overview
04:13:17 Creating Slides
04:24:51 Designer
04:44:15 Images and Multimedia, Charts
05:10:37 Advanced Features
05:27:52 Recoding Narrating
05:36:44 Timing
05:39:47 Notes
05:43:22 Presenting and Presenter View
05:51:11 Emailing, Sharing, Video Recording, Best Practices to Design PPTs
ACCESS
06:17:31 Overview
06:31:08 Tables and Components
06:50:12 Forms
06:56:38 Queries
07:18:12 Linking Tables
07:29:35 Forms and Subforms
07:42:17 Queries in-depth
08:19:14 Reports
OUTLOOK
08:37:17 Overview
08:52:18 All About Email and Multimedia
09:29:55 Rules
09:47:29 Calendar, Meetings, Tracking; Sharing; Delegate Access; Shared Calendars
10:06:42 Contacts and Lists
10:28:00 Tasks
➡️ Keep in touch:
For a listing of other tutorials and guides please check my website: http://kaceli.com
If you wan to take a course and get a certificate of completion visit: https://learn.kaceli.com
➡️The link to the YouTube Channel is: / kacelitechtraining .
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Copyright notice: These videos may not be downloaded or distributed in any way without permission from Sali Kaceli. Contact me if you have such a need.
#msoffice #MicrosoftWord #KaceliTechTraining
Content
0.06 -> Hello my name is Sally Kaceli. In this 11
hour training on Excel Word PowerPoint access
7.68 -> and Outlook I'll introduce you to most of the
technology skills needed in today's workplace
13.86 -> this tutorial is based on the desktop versions
of office 2016 which are part of office 365.
21 -> if you'd like to skip to a particular
section please refer to the timeline in
25.32 -> the video description if you find this content
helpful I would appreciate if you could press
30.6 -> like And subscribe to this channel thank you for
watching I have designed this tutorial to serve as
36.66 -> a learning tool for anyone who wishes to learn
Excel even those who have dreaded it for years
41.64 -> we will start with the absolute Basics and then
proceed with the most commonly used features in
47.94 -> today's business environment the first time you
open Excel this is what you'll be presented here
53.1 -> on the left hand side you'll have a listing of
recent documents as you might have opened also
57.72 -> here on the bottom left you can open other Excel
files or workbooks that you might have worked in
64.26 -> the past on the right hand side is a listing
of various templates that you could utilize
69.78 -> instead of you starting from scratch you could
pick one of those templates double click on it
75 -> and it will be downloaded and then all you have
to do is plug in the numbers here Additionally you
80.82 -> can search by various categories and also search
for online templates once you open Excel for the
86.28 -> first time if you're starting from scratch
you simply click here on a blank workbook so
90.9 -> on the very top you have the file menu and the
various different tabs home insert page layout
96.66 -> formulas and so on those are very similar to other
Microsoft applications such as word and PowerPoint
103.26 -> and so on the idea is the same so you have the
Home tab which has all of these different sets
108.9 -> of icons and functions as to what they do those
are also arranged together in various groups so
115.14 -> for example anything related to the fonts it's
under the font section or grouping anything under
121.2 -> the alignment that you need to align the text
and so on for the different cells it's under
126.42 -> the alignment group and then anything related to
numbers it's under the numbering group open so
132.36 -> on and that continues from tab to tab the same
idea let me explain this to a couple terms in
139.02 -> Excel first Excel is designed to do calculations
just like budgets or projections and anything
146.04 -> that you want the computer to calculate cells or
values via a formula you probably have heard the
153.36 -> term spreadsheet spreadsheet is just a file
that contains those calculations and that's
159 -> typically utilizing Excel or some kind of
spreadsheet software in Excel those files
166.56 -> could be referred as workbooks so sometimes you
might hear the term or a book in a workbook you
174.72 -> have What's called the worksheets the worksheets
are those think of it just like the pages on a
181.86 -> book so you have for example sheet1 here
you could add another worksheet here now
188.34 -> you have sheet 2 sheet 3 and so on as you enter
calculations and we'll get to those in a moment
195.18 -> in your specific worksheet you can link those
calculations with other values in other worksheets
203.64 -> as well in each worksheet you have these columns a
b and so on then you also have the rows so we have
212.28 -> the columns by the letters here and the rows are
represented by a number then you also have those
218.22 -> cells for example this is referred to as B3 that
would be the reference for this cell now in each
226.32 -> one of those cells you can insert text like we
inserted up here you can insert numbers and format
233.94 -> those numbers either as general numbers or as
currency or percentage you can format that cell to
240.42 -> be a percentage or you can format it to be plain
text as I mentioned earlier the other thing that
247.98 -> is important to understand in Excel is that you
also have formulas and that's what performs those
255.18 -> calculations the all the formulas start with the
equal sign let's do a very basic calculation of
261.54 -> this point so let's say on B2 we have 35 and then
on B3 we have 56 and now on B4 we want to get the
272.94 -> total of these two values we want to put in there
a formula remember it starts with the equal sign
280.32 -> and then in this case I'm going to put the
function here sum and we'll get to explain
284.58 -> that further and then we are going to add here
B2 all the way through B3 in this case the all
293.28 -> the way through it's represented by the colon and
then we hit enter so I simply selected that range
300.78 -> beat 2 through B3 and then we hit enter and
now that notice it's 91. if any of these
308.58 -> numbers change then that total will be updated
automatically I'm going to utilize a worksheet
317.58 -> to follow the videos you can also click here
on the bottom of the worksheets to move from
323.7 -> one to the other or by clicking on the next
page button on the orange area here [Music]
331.74 -> in this session I'm going to go over some of the
basic features of Microsoft Excel such as adding
337.14 -> formulas in a cell to calculate values formatting
part of the worksheet and using various formulas
345.6 -> such as sum maximum minimum average and count
so let's assume we have this data here in Excel
354.54 -> I simply type this there's nothing magical about
it you just type those values and then those
361.26 -> values the first thing that we are going to learn
here is how to format these values here these
367.14 -> numbers into currency so all that you have to do
is you select the cells that you want to format
374.64 -> a certain way with a certain type of formatting
and then we can either click here under dollars
379.86 -> or on the drop down a different currency or we can
click on the drop down here and choose currency
385.26 -> and notice the dollar amounts have been entered
now at this point we are going to learn how to
390.9 -> add a formula in this cell to get the totals
for training for all the months so one of the
397.92 -> concepts that is important to understand is that
all formulas in Excel start with the equal sign
404.46 -> so you have the equal sign and then you
have the function the function could be sum
412.62 -> or it could be something else foreign s
of functions in Excel we'll get to those
420 -> later then the third part of it is the range
that you want to calculate or what you want
426.06 -> to calculate now the range it's typically
expressed by the cell address for it or the
434.28 -> reference to it the cell reference to it so for
example if I wanted to calculate these numbers
440.22 -> from here to here that would be E6 through
e14 so if I could put in here e 6 colon e14
454.14 -> and notice it's highlighted in blue and also it's
displayed here in the formula bar and then we hit
460.86 -> enter here in a moment so again you have the equal
sign the function whatever the function is and
466.86 -> then the range and the the area within the range
is represented by a colon and then you hit enter
474.54 -> and that is going to be calculated so you can
have those calculations anywhere in any cell
480.84 -> as long as it contains a specific formula so
in this case here the easiest would be for us
486.84 -> to insert this formula and I'll show you the
first one by doing this menu we do the equal
492.54 -> sign then this would be C six so we need the
function first then C6 colon that represents
504.06 -> anything from here to here through e 6 and then
hit enter so that's one way to do the calculation
513 -> here the other way to do the calculation is by
using this under editing here you have the this
520.38 -> drop down here for some average count numbers
Max minimum and more functions as well so let's
526.26 -> say we want the sum here so the sum we clicked
on sum here and notice it selected this section
531.72 -> automatically if you're going to use this feature
however make sure that it's calculating the right
538.8 -> range of cells if that is correct you just hit
enter and now it did it for you automatically
544.56 -> another method to enter the formula here is
by hitting the equal sign then the function
552.84 -> and then you can simply select the range that you
want to calculate or you could click on the actual
559.26 -> cell references and that way you then have to line
them up manually then you hit enter and there it
565.14 -> is the calculation we could do the same thing down
here as well and by the way I have these comments
570.06 -> here as to how to calculate it so if you're
following this tutorial you can also download the
575.46 -> worksheet and follow it on your own now down here
we want to calculate all the expenses for January
581.46 -> so we click here on the equal sign sum like we
learned earlier open parentheses select the whole
588.9 -> range hit enter and it's done now we need to
calculate it for the other months as well so is
595.86 -> there a shorter way of doing it and the answer to
that is yes you can use What's called the autofill
601.86 -> feature the autofill feature instead of you having
to go through each one of those cells what you can
607.86 -> do is you can copy and replicate that same formula
so this is our formula we can replicate all the
614.28 -> cells following downward or all the cells going
from left to right so how do you do that all you
622.32 -> have to do is you just click on the cell reference
here and then hold the mouse on the bottom right
629.28 -> here when it changes to a little plus sign and
then just drag it down and notice it has performed
636.48 -> the calculation one thing to keep in mind here
is that double check whether those references are
641.76 -> correct for example here for 88 is it calculating
the right stuff here this also works from left to
648.9 -> right and notice this is our formula and we can
drag it to the right by when it changes on the
656.16 -> bottom right to a little plus sign drag it to
the right and it's going to give us the totals
662.16 -> notice what it's doing it's taking from C6
through c14 then you go to the next one D6 to D14
670.02 -> E6 through e14 and so on so it's growing it's
seeing incrementally from one point to the other
676.92 -> to the other and this works the same way for
anything in sequence so for example you have
684.3 -> Monday you drag this down it fills the
days of the week anything like January
694.44 -> and it proceeds the same way the other thing that
you could use this for is for numbers for example
702.18 -> now for numbers you either have to hold down the
Ctrl key to do it automatically or you can click
707.16 -> right here in the bottom and choose to fill the
series it's going to just keep on moving them
712.98 -> and there it is so a control button or fill
a series for numbers you can also do things
720.12 -> that are in a certain sequence of
other sorts for example let's say
726.6 -> so let's say you want to have anything
in a certain sequence running 505 10
732.12 -> 15 and so on so you select your pattern
that you have and then you drag it down
741.48 -> and now this is building this automatically for
you so that's how you use the autofill feature
747.06 -> now the next thing another function here is
the maximum the maximum is determining based
751.92 -> on these values we want to determine which one
was the highest number in this column so you can
757.38 -> do this with a formula in Excel you can click on
formulas here and you can see all these different
764.76 -> groups of formulas or functions actually the
functions and then you can see here under all
771.24 -> these are all the different functions now what we
could do here is we could just choose we want to
777.54 -> find the maximum so if we start typing Max here
or you could have type maximum notice it comes up
784.8 -> with a bunch of suggestions so notice here Max it
Returns the largest value in a series or a set of
793.56 -> values so you have a set of them here it's going
to give you the highest one now to learn how to do
799.32 -> it you can also click on help on this function
and it will go on the web and it will give you
805.26 -> examples descriptions examples and all kinds of
other information about any of those how to do
810.78 -> it and so on so keep that in mind that that's how
you learn about other formulas will not be able
816.42 -> to go through every single one of them now here
we want to insert to find the highest number so
823.14 -> we do the equal sign Max you can double click on
it and then you select the range that you want to
829.74 -> find the highest number so you select the range
here we don't want the total of course hit enter
836.88 -> and the highest number is 500 if I change this
to that notice these all these calculations will
843.96 -> be updated automatically now if I wanted to
get the highest number for the other columns
849.84 -> as well I could use the autofill feature that
we covered earlier just simply drag this to
855.42 -> the right and then we are all set the next one
is we want to find the lowest number so we are
860.04 -> finding the minimum we do the equal sign Min
open parenthesis and then select the range for
867.96 -> your calculation hit enter and now there's
the minimum use the autofill feature and we
874.68 -> are set then we want to find the average the
average you could either do equal sign average
880.92 -> or don't forget as well we have this stuff up here
under the Home tab now this is also this drop down
888.84 -> here under to find the average now notice it's
kind of picked the wrongs uh sequence of numbers
895.74 -> here so we want to select here the right range
and then hit enter and that's why I like it to
902.7 -> do this manually use the autofill and there
it is now you can also count how many values
909.42 -> are in here in this range so we can do equal sign
count and then open parentheses and then hit enter
921.42 -> so there are nine rows in here and then in this
one there are only eight now this one of them is
929.4 -> blank okay so so far we learned how to add some
of those tools how to format these numbers into
935.46 -> currency and also we learned how to find the total
the sum for a bunch of numbers we learned maximum
943.26 -> minimum average and count here is another example
that you could explore for yourself Tinker with
949.5 -> those on your own as well [Music] in this session
we are going to learn how to use some of the basic
958.8 -> formatting features here in Excel typically even
if you did the best calculations and so in your
967.38 -> spreadsheets it's necessary also to utilize some
of the functions and features to save you time and
974.34 -> also to make it more presentable for so let's
assume we have this worksheet here and we want
979.14 -> to make it more presentable to merge a bunch
of cells together so you select a whole bunch
984.84 -> of cells here that we may have in this section
and what you do is you go here under merge and
993.24 -> center now in your computer it might be the icon
might be larger because of the sake of recording
997.92 -> I have this smaller so I click here on merge and
center and it's taking whatever was in those cells
1004.1 -> merging all those cells together and centering
the content of that text at this point I could
1009.44 -> make this font larger and smaller different colors
and all that type of stuff however I could format
1014.9 -> this cell by using one of the cell Styles so this
saves you time of course you can pick one of those
1021.5 -> styles from here and notice the live preview
that takes place as well so I'm going to choose
1027.44 -> heading 1. now the next thing is you could do is
you could select this data and format it by using
1033.08 -> one of the Styles so pick one of those styles
from here and then click OK and notice it has
1040.34 -> been formatted with some other lines and such in
there if you don't like that one you can simply
1045.68 -> go to the Styles and pick something else so for
example this is slightly better here of course
1053.96 -> the other thing that you can do is and let's
learn at this point about another concept that
1059.18 -> you can pick the data within a range here and
you can format this data under the Home tab
1066.86 -> here you can utilize conditional formatting so
conditional formatting it easily spots Trends and
1074.18 -> patterns in your data using bars colors and icons
or visual importance or to highlight the important
1081.08 -> connections or values so there are various things
here you can highlight anything greater than a
1087.02 -> certain range you could anything less than equal
to and so on you could do the top 10 rules top 10
1094.22 -> 10 bottom ten percent and all that type of thing
you could also use data bars data bars now this
1101.48 -> is a live preview based on the values within each
cell it will highlight it with a specific color so
1109.52 -> it stands out and also you could use different
scales here so for example you want to see the
1114.8 -> different yellow red blue and so on and also make
it even fancier with different icon sets one other
1122.06 -> thing I wanted to mention here is that you can
create your own rules just click on create new
1126.86 -> role here and then choose your criteria yet that
you want to apply and for the sake of time I'm
1133.4 -> not going to invest into that at this point that
was some of the stuff regarding the formatting
1138.02 -> so stay tuned here we are going to move to some
additional basic calculations in our worksheet
1143.72 -> in this next session I'm going to go over some
of the other basic calculations and these would
1151.52 -> be the arithmetic calculations such as adding
and subtracting and so on because these are the
1157.22 -> key components in any office duties that you'll
particularly be doing with Excel and these are
1164.12 -> fundamental concepts so if you're following the
tutorial here from the previous sections as well
1169.76 -> at this point you could click here under basic
calculations in the bottom or you can click on
1174.38 -> next page here on the right hand side so now
at this point we are in understanding some of
1179.78 -> the arithmetic basic calculations so we are going
to learn about getting a bunch of the deductions
1184.94 -> so let's just assume that we have a bunch of
employees here and this is their monthly pay
1189.38 -> and then we are getting some deductions that
they have to give up here deduction one and
1194.36 -> deduction two then we're going to calculate
how many how much they are giving up then
1199.4 -> we're going to calculate their net pay then
the annual pay and then also the weekly pay
1205.58 -> that they are supposed to take so the purpose
here is to actually under for us to understand
1210.38 -> how subtraction Works how multiplication works
and Division and so on again like I mentioned
1217.88 -> earlier these are fundamental concepts
you will be utilizing no matter what work
1223.34 -> environment you're going to be in this case we
want to First probably calculate the deductions
1228.56 -> the total for the deductions as we learned
earlier equal sign sum and then the range here
1238.28 -> hit enter and that is calculate now notice here
in this is office 2016 and this it filled out
1247.16 -> the other values automatically now in this
case that's a new feature of excel 2016. if
1254.48 -> I didn't want that feature and for now I'm going
to undo it this is where you control that option
1259.88 -> so you'd also if that is not going to be taking
place automatically you can drag this down like
1265.34 -> in the previous versions of Excel and now we
have the calculations here for those deductions
1272.72 -> the next concept that we want to learn
here is we want to get the net pay so
1278.06 -> the gross pay minus the deductions would give
us the net pay here for these employees so in
1284.54 -> this case what we need to do and what
you could do as well is by doing this
1288.44 -> manually so remember that function here
so we do B6 minus deductions which is E6
1300.68 -> notice in this case we do not need to utilize the
function because this is a very basic arithmetic
1308.6 -> calculation that we are performing then we
hit enter and it gives us the total here for
1315.38 -> the total net pay for Hubert now notice this is a
new feature in the Excel 2016 it tries to figure
1321.8 -> out as to what you are about to do and it does
it for you this is the autocorrect options but
1328.4 -> we can choose to undo the calculated column and
it'll go back to like the older previous versions
1334.52 -> of excel now in this case if you chose to use it
this way you can use the autofill feature which
1340.64 -> it did for us and then go and get the totals for
the other employees as well the net pay for the
1347.06 -> other employees so that is using the subtraction
function in a formula in Excel let's calculate
1356.24 -> here the net income annually so annually here
we're talking for the 12 months for this employee
1364.76 -> now in this case of course we can take the monthly
pay times 12. so we're using the multiplication
1372.56 -> function or concept here so to represent that in
Excel what we do is we put the equal sign then we
1381.2 -> take this value here the net pay we can again
either click on it or type the reference times
1391.52 -> 12. now by the way for those of you that are
wondering why is it putting these net pay and
1396.92 -> all this other stuff in here it's because our
table here has been formatted with this special
1404.9 -> formatting and it's using the label from here
however we could use in there the f six I guess
1412.94 -> that's the reference for it F6 times 12 as well
so either one of the work so F6 times 12. now
1421.88 -> one thing to keep in mind here is that I usually
don't recommend that you use static values in here
1427.82 -> within part of our formula we are using them at
this point because for Simplicity you might want
1433.88 -> to put for example another reference here to
say months and then have 12 or 6 or whatever
1441.08 -> and you change this by referencing this value
so by basically instead of saying times 12
1451.46 -> I could use I 13. and then hit enter and
that will give you the flexibility then
1461.12 -> to say okay what about for six months now
it's twenty thousand well for 12 months
1468.86 -> that is forty one thousand and so on now
if I drag this down you'll notice that
1473.24 -> there is a problem here it's not giving
us a calculation the proper calculation
1477.02 -> and the reason for that is because it's
shifting here so notice it's saying i14
1482.78 -> I15 i16 and so on and it's giving us a blank value
the reason for that is because this is Shifting
1491.18 -> down on this side and we'll cover that in the
next session here as to the types of references
1497.12 -> to correct that feature you would use here what's
called an absolute reference by putting the dollar
1504.44 -> sign in front of the column and the row and
then hit enter and then once we apply that that
1514.64 -> calculation will be correct but we'll get to that
stay tuned for the types of references tutorial to
1519.98 -> understand why we did that and how we did that
so that's multiplication again the equal sign
1524.96 -> the reference times the value or another
reference now here we want to learn about
1533 -> the weekly pay we know that there are 52 weeks
typically in a year now what's the weekly pay
1538.04 -> for Hubert here so to calculate that we
could do equal sign and then take G six
1548.18 -> divided by and division is represented by a slash
52. or you could have a reference here like we did
1557.96 -> earlier and then this is the weekly pay 805 and
this is a feature like I mentioned earlier of
1565.52 -> office 2016 and all of filling that automatically
for you so that's it as far as understanding the
1572.66 -> basic functions in Excel arithmetic functions
adding subtracting dividing and multiplying
1580.76 -> again it's a very powerful feature and one
of the fundamental concepts that you'll
1585.74 -> need in order to successfully use Excel in
business or career or whatever you're doing
1592.94 -> foreign
1780.64 -> [Music]
1781.64 -> in this next session we are going to learn how
to sort and filter data in Excel well suppose
1790.64 -> that we have this data in this worksheet here
and the first thing that we want to do is we
1795.44 -> want to sort this data by date ascending so to
sort the data all you have to do is you click
1802.4 -> on that field anywhere within that column or
where the data field is and then go under sort
1810.62 -> and filter here and then choose to sort them
from oldest to the newest or newest to oldest
1817.4 -> so we want to order them in ascending order so
this is ascending right here and you could do that
1822.62 -> for any of those other cells here as well now the
next thing that we want to learn here is how to
1829.28 -> enable filtering for this data how do we filter so
for example we want to see only the sales by quad
1836.54 -> or by sunset or whatever it is that the product
that we are selling here so the way to do that is
1844.28 -> very simple again you go anywhere in your data and
then click on sort and filter then we click here
1851.84 -> on filter and that enables the filtering for this
worksheet let's say we want to filter here by a
1859.64 -> sales rep so all we have to do is here is click on
this drop down that we got this new drop downs now
1865.46 -> that we enabled filtering and then pick the sales
person so let's say we want only Smith here and
1872.78 -> then click OK and now notice that only the sales
from Smith will show up and here at this point
1879.86 -> we could sort it by other options as well for
example we could sort use what we learned earlier
1887 -> as well so under the largest from smallest and
so on now if you wanted to remove the specific
1892.1 -> filter you would click on the filtering icon
here and then uncheck that specific filter
1900.08 -> and then click to select them all and it's going
to display all of them again the data is not
1908.42 -> going to disappear it's still there but it's just
filtering it a different way the other thing that
1912.62 -> you can do is you can filter by multiple items
or multiple options by simply clicking here on
1919.64 -> let's say we select the Eastern section so that's
one filter that we applied and then we are going
1928.1 -> to also filter by a specific rep here on let's
say we want to see Smith again and then that's a
1935.6 -> case of filtering by more than one criteria the
other thing that you can do as well is that you
1942.26 -> can filter by a specific value so if you go here
under filter numbers you can choose to show the
1947.72 -> top 10 above average or a specific like if the
value equals or is greater than let's say 400.
1958.94 -> notice it'll take out this value at least
here 357 it will not show up and now we
1964.76 -> have multiple filtering options within
the same data file so it's pretty cool
1970.46 -> play with it and apply all kinds of
other filters and options in there
1975.62 -> but it's one of the key features of
excel beyond the very basics [Music]
1984.92 -> in this session I'm going to cover the different
types of references in Excel they serve as a
1991.46 -> foundation for learning Excel and utilizing data
in Excel spreadsheets so if you are following the
1998.54 -> tutorial let's go to the types of references here
and then here under the types of references we are
2004.66 -> going to Tinker with this type of data here let
me make this slightly bigger for ourselves so
2012.16 -> we talked earlier about the various types
of references here so for example you put
2018.94 -> a formula here it says sum C6 through E6 and
then the next one is C7 through E7 C8 through
2029.5 -> E8 and so on so that's everything here is in a
sequence we were able to drag this downward and
2037.18 -> the calculations were performed correctly because
their cells shifted one at a time in sequence
2046.3 -> so here under data references though let's suppose
that we have a budget of twenty thousand dollars
2053.44 -> and then also we have a decrease in the budget
by five percent so then we want to calculate
2060.22 -> here the difference well the way to calculate the
difference in this case would be by using one of
2065.26 -> the knowledge that we learned from the previous
tutorials is by using the equal sign we're using
2071.44 -> a formula here the training B8 times the five
percent which is B6 and then we hit enter and
2082.9 -> notice it's two hundred dollars which is correct
if we wanted to use the autofill feature so drag
2090.82 -> this down notice what will happen first
on the next cell you get a blank value
2096.94 -> the next one you get these number signs the
number Signs by the way what they mean is that the
2102.82 -> content of that cell does not fit so what you need
to do is basically adjust the width of the cell by
2108.94 -> simply dragging it to the right hand side and now
notice it fits the other trick here is that you
2114.58 -> can double click it will make the width of that
cell exactly properly to the proper width needed
2122.56 -> so double clicking between the columns there
it'll do that now notice that we are giving up
2127.72 -> from travel here that was two thousand dollars
and we have to give up five percent notice it
2133.06 -> ended up being 10 million what's happening is is
that as we are using the autofill feature here to
2140.62 -> populate the formulas what's happening is is that
it's instead of B6 which was correct in the first
2146.02 -> one now it's moving to B7 B7 it's multiplying this
blank one right here the Red Cell the next one is
2155.44 -> it's multiplying two eight thousand here by
four thousand and then a ten million comes by
2162.1 -> multiplying two thousand times five thousand
and that's where we came with that so now
2170.2 -> to correct this what we could do is we could
utilize what's called an absolute reference
2177.28 -> so you have three types of references typically
you have the relative references and relative it
2183.76 -> means it's going to move as you use the autofill
feature from one cell to the other it's going to
2189.22 -> automatically change and that's what happened here
the absolute references are those that you can go
2196.36 -> and tell the computer right here that this B6 it's
an absolute reference I don't want it to shift
2203.08 -> whether left to right or top down and in this case
to convert it into an absolute reference and that
2211.96 -> probably will be your question is by putting
dollar signs in front of it you could put the
2217.36 -> dollar signs manually like that it takes quite a
bit of time or you can do it by pressing the F4
2226.12 -> key on your keyboard so if I tap the F4 key here
on the on the this reference that I want to lock
2233.5 -> that will put the dollar signs automatically
and then I tap F4 again that changes to what's
2240.58 -> called a mixed reference mixed because this B6
is saying that the column here column B is not
2249.16 -> locked but the row six it's going to be locked
in this case if I press the F4 key again notice
2258.58 -> it switched to a different type of mixed reference
where now the column is going to be locked and so
2263.62 -> on so all in all what we need to do here is this
five percent we don't want that to be changing
2270.28 -> we lock it with a dollar signs and make it an
absolute reference and then you drag this down
2281.14 -> and now you have the proper calculations here so
out of two thousand five percent that's you have
2287.74 -> to give up a hundred dollars so that's the idea
here and we utilized this in the previous section
2295.3 -> as well when we did the basic concepts earlier or
the basic calculations earlier this gives you the
2303.58 -> flexibility to change this okay well what would
happen if I chose seven percent what would I
2310.3 -> have to give up and now notice right here now the
difference you could also calculate here a total
2322.96 -> and for seven percent that have to give up 1400
if I made it eight percent then they would have to
2328.12 -> give up 1800 and all that type of thing so that's
the beauty of using Excel and using references
2335.14 -> here now you'd say well what about if I wanted
to enter those references manually that worked
2340.42 -> yes that would have worked but you'd have to do
it for every single one of them and if you have a
2345.64 -> lot of data which particularly in business you do
then that becomes a waste of time so how can you
2352.84 -> use the mixed references so here's an example of
using the mixed references in Excel here in this
2359.92 -> case we'll create here a multiplication table
we want to multiply the row starting at B21
2367.6 -> and we want to let the left column change but
not the row number I'm going to multiply this
2377.08 -> times that and then continue it this times
that and then that times that and give us
2383.56 -> all the possible calculations here but
we want to do that by using a single
2389.08 -> formula to design this so basically in
the first one was we want to lock the row
2395.5 -> here so that 21 B21 does not change
so we do the equal sign and it is B
2404.5 -> we could click on it B21 and we wanted to lock the
row so when the dollar sign right in front of 21.
2414.16 -> and then we're going to multiply it by a22 and in
this case we want to lock it the column because we
2425.86 -> want the column to move from one to the other and
let the rows shift so we want to make the dollar
2431.08 -> sign right in front of a like that and then
hit enter now notice the first one is right
2442.36 -> so it's going to do a B21 times a 22. and
that is 1 times 1 is 1. and if we go to
2449.86 -> the right here and use the other fill feature
to the right notice what it did it did C 21
2457.06 -> times a 22. so that is correct as well
so again that the point here was that
2466.48 -> it went from B to C and then it's going
to move to d e and all that type of stuff
2473.26 -> it's going to keep things in sequence so
I could replicate this all the way to 10.
2484.48 -> and notice it's correct now
I could also go down here
2490.9 -> because our formula is correct on this first
cell and I could replicate it also downward so
2497.74 -> now what it's doing here notice it's saying it
went from B21 which is static it's going to a22
2507.04 -> a24 and on and on and on and we have not moved
from a b column that's why it has B now if we
2515.14 -> go here to to the next one and we drag this down
the formula is still going to be consistent and
2522.58 -> it's saying c21 so notice C 20 one which is up
here to times a23 is this one over here and so
2537.1 -> on so basically we were able to create here
a multiplication table with simply by setting
2544.66 -> one calculation or one formula using mixed
references and we were able to replicate
2551.32 -> that so there are other uses on how to use the
mixed references and the absolute references the
2557.38 -> most common one would be the absolute references
that we adjusted earlier that we utilized earlier
2563.14 -> but the mixed references as you can see they are
quite powerful here as well in knowing how to
2569.92 -> design them so again this was locking the row
on the top on the first one and then on this
2579.4 -> side we're locking the column so hopefully that
makes sense and you'll find that this comes in
2584.8 -> handy in the next sections here [Music] in this
next session we're going to learn how to create
2593.02 -> charts in Excel we have here a variety of data
options in our worksheet and we want to create
2599.98 -> charts for them so the concept of creating charts
is pretty simple basically the way it works is
2605.98 -> that you select the data and then you click on
charts now the option to create the chart you can
2613.3 -> either use this option right here in the bottom
under charts the quick analysis tool that we saw
2619.78 -> from earlier or the other option that serves as a
better concept is by going here under the insert
2626.26 -> Tab and then choosing recommended charts notice
there are all kinds of other charts here as well
2632.62 -> such as column charts hierarchy pie charts and
so on the idea is to use the right chart for the
2641.62 -> right type of data representation sometimes it's
very easy to secure the data by representing it
2648.4 -> the wrong type of chart so typically if you're
dealing with percentages you want to use a pie
2654.88 -> chart if you're using with dealing with a long
date range which includes a lot of values and
2661.48 -> such then you probably use a line chart and so on
in Microsoft Excel here there is also this option
2667.36 -> of recommended charts So based on the data that
you have selected it's going to give you what
2673.66 -> Excel recommends in this case so notice here I
selected part of the column here in the first
2679.42 -> row as well and I click OK and that's the chart
for just this set of data just toys boomerangs
2689.08 -> and this in-store sales now if I want to tweak
that chart even further all I have to do is go
2695.38 -> and pick some other different designs from here
on the top I could also go and pick and change the
2700.18 -> colors to use a different color scheme and you can
also change the layout if you prefer a different
2707.14 -> layout notice how it's putting the numbers in
various areas here through the live preview
2712.66 -> and you could add the different elements as well
notice that the contextual tools here on the top
2717.64 -> as well under the format you could tweak the
formatting change additional properties for
2721.96 -> this chart and also additional options to the
right of this chart those are some of just the
2727.78 -> basic concepts on how you create the chart
how you kind of Tinker with it now the next
2734.32 -> thing that I'll try to show you here is that
in some cases you might have in-store sales
2739.9 -> website sales and you have three sets of data so
how do you apply that in a chart well it's the
2746.32 -> same concept you select the range of data here
and you go under insert and then recommended
2753.58 -> charts as well and then pick the recommended
type of chart that might come in handy for
2759.4 -> you you click OK and here is the grouped chart
for this set of data now of course you can drag
2769.72 -> this and move it elsewhere in your worksheet where
you're working with and customize it even further
2777.94 -> the other type of chart that you could create
here here's another example of sales for example
2782.68 -> across multiple years so in this case you want
to select the data and then you go under insert
2789.16 -> and then recommended charts again and notice the
first recommended chart that Microsoft recommends
2794.74 -> here is a line chart because you're dealing with
multiple years you want to see the pattern within
2801.4 -> those years so pick the one that you prefer
and notice you have the chart right there
2810.1 -> now at this point as we mentioned earlier as well
you can customize this with various other designs
2816.4 -> to make it more visually appealing for your
audience notice you can also switch the rows of
2823.06 -> the columns and you can change the data selection
as well including the changing the type of chart
2831.94 -> notice under the quick layout as we discussed
earlier you can include additional values and
2838.84 -> options within your chart the next example
here it goes against a year or a complete
2845.56 -> item so now we can select this set of data and
then go under insert choose recommended charts
2854.86 -> and then at this point the first option of
Microsoft is giving us is the column chart
2860.86 -> because notice if you chose the pie chart here
it'll probably not work quite as well because
2866.08 -> everything is pretty much very closely together so
click on it and there is the column chart for this
2874.12 -> specific here the next option is multiple tests
this is very similar to what we used earlier in
2881.08 -> this one and this type of chart you can simply
select it the data and then again insert the type
2889.24 -> of chart notice it's a column chart in some cases
you might want the line chart so you can see the
2895.48 -> interactions or interfacing of them accordingly
now in the cases where you want to skip a specific
2903.1 -> area of data in your chart what you can do this
is kind of a neat little trick here is basically
2910.24 -> let's say I want to create a chart only for test
one and test three and notice yeah test two in
2916.48 -> the middle what you can do is you hold down
the control key while selecting the data range
2923.44 -> and then at this point you're going to
under insert and then insert some kind
2928.24 -> of chart that you may prefer here so let's
say I let's say the line chart and I want
2933.16 -> to compare how 1 and 3 is doing and that
generates only the tests one and three in
2941.74 -> this case skipping test number two so again
the key there was to hold down the control
2946.24 -> key while selecting the data range so that's
charts in a nutshell feel free to Tinker with
2952.42 -> them of course they can customize them even
further and utilize them even more effectively
2959.38 -> yeah in this session I'm going to demonstrate how
to use the Flash Fill feature in Excel 2016. this
2968.86 -> is a new feature that performs certain functions
or certain tasks automatically we learned about
2975.76 -> one of those earlier here for example as we are
tinkering earlier with data as we're tinkering
2982.54 -> earlier with data here we noticed that for example
to calculate the annual income it would be the net
2988.54 -> pay times 12 for example so it'll be F6 times 12
that was our example from earlier we hit enter and
2997.84 -> notice this whole area got automatically filled
so the calculation that we're going to perform
3003.54 -> later it's got done automatically by the autofill
feature or the Flash Fill feature in Excel 2016.
3014.7 -> so that was one of the functions of it in Flash
filling some kind of range of cells that were
3021.36 -> potentially were going to autofill manually later
now in this case here we have the email address of
3029.34 -> a bunch of individuals and we don't have their
first and last name let's say we need that for
3036.06 -> building a spreadsheet of sorts so we want to
separate those so in this case what you can do
3043.44 -> is you can start typing here personal first name
so you want to do name c and then the next one we
3049.08 -> type Andrew now notice as we are typing Andrew
here it's flash filling notice it's matching
3055.92 -> the rest of the rows so it's determining what we
are doing here in this cell and looking at other
3062.4 -> subsequent cells and whether it could save us
time and now if we are happy with it we simply
3068.16 -> hit enter and notice it's all complete now the
next one here we put okay I will say last name
3075.18 -> and then we want to do as well the same thing
so we put three and notice I just started type
3083.4 -> the next last name here from this area and I hit
enter and notice it's fill it out automatically
3090.9 -> so it's pretty cool pretty powerful now we have
two separate columns here that we could use for
3096.3 -> a mail merge or for other functionality
and that's the Flash Fill feature [Music]
3104.1 -> in this session I'm going to demonstrate how we
can utilize formulas to get values or calculations
3112.26 -> from another worksheet within a spreadsheet so
basically we want to calculate for some of the
3119.22 -> training experiences get the totals from another
worksheet here for example under January we want
3125.58 -> to get this total and presented and posted on
the main worksheet so we are creating a summary
3130.86 -> worksheet from values and references from other
worksheets so here's how it works so you basically
3139.2 -> have the summary worksheet here you have the
training for January March April and all that
3144.36 -> type of thing and also we have these worksheets
for each month for example January expenses and
3151.2 -> you're keeping track of all these expenses
throughout the month in here then you also
3156.24 -> have the one for other months so the way it works
is that typically let me first illustrate this in
3164.04 -> a different way in H6 let's say we have a value of
55. now under here let's say anywhere else here on
3173.52 -> the right hand side I want to post this value via
formula somewhere else now take note of the steps
3180.3 -> that I'm performing here it's very easy to post
this value other than typing 55 in there and I'll
3187.38 -> need to do the equal sign and then the reference
so equal sign I go and click on the reference and
3196.38 -> then the third step is I hit enter again equal
sign click on the reference hit enter now here
3207.42 -> it works the same way we have the training
expenses and those expenses are under this
3214.98 -> other worksheet for January called January I go
here I put the equal sign where I want my formula
3222.3 -> posted that's step number one I go to wherever the
value is for example this would be for training
3230.52 -> training this is the total I click on it and
then the third step is hit enter I can repeat
3238.08 -> this process also for office supplies again
equal sign go to wherever the worksheet is
3246.96 -> choose office supplies here hit enter
3252.72 -> it's just as easy as that and you can repeat
that process now what happens is that if I
3258.24 -> went here and on my office supplies let's say
they spent more than that and now it came to
3264.96 -> 7.99 instead of 290 5.99 if I go back to my
summary worksheet notice that those totals
3272.04 -> are automatically updated and that's the beauty
of using this functionality you can do this also
3277.74 -> another way by using named what's called named
references so so the way that works is that for
3285 -> example here under computer expenses this total
here I want to name it I want to give it a name
3291.72 -> so I can reference it in the future in other
locations and this comes in handy for large
3298.44 -> worksheets where you could say 2016 budget total
you could name that total and then you can call
3305.52 -> it from anywhere else in the worksheet so here we
could say computer January computer expenses so
3312.6 -> what you can do is you go here to where you have
the formula or the total and the existing formula
3318 -> within that worksheet for January and then you
go under formulas here and you choose Define name
3324.36 -> you're just giving it a name so you're saying this
location with this formula I'm going to call it
3331.14 -> something so click on name and
then call it January expenses
3340.62 -> and notice it's what it's doing is it's
referencing the specific worksheet a
3345.06 -> specific cell and notice it's also using
an absolute reference so I click ok
3351.42 -> so we name it something meaningful here
it has to start to the lowercase and it
3355.62 -> can't have special characters and any of
that type of stuff and then we click ok
3361.26 -> now notice here on the top left it's actually
now for this reference it's not going to be D7
3367.26 -> even though you can reference it by whatever d 33
here but it's actually giving it a name now if we
3374.1 -> go here to cross sheet calculations and we want
to post the computer expenses we could even do it
3381 -> simpler than we did it for these other two options
by using the name reference so now at this point
3386.82 -> we are ready to use the name to reference that we
saved from earlier let's assume we want to go here
3392.94 -> and call the January expenses and what we can do
is we can simply go under the formulas area and
3401.04 -> then we choose use in a formula and then call the
January expenses from here and then just hit enter
3410.4 -> the other option we could have done was we could
have hit the equal sign and then just start typing
3418.38 -> and notice it'll pop up as January expenses double
click on it hit enter it'll pull the value that
3427.02 -> you had from here and if we changed one of those
as this total changes notice that the total here
3434.52 -> will change as well so this is a great way to
call references across the worksheet or other
3443.46 -> worksheets within your workbook or spreadsheet
and populate that data for a summary or for
3451.44 -> various calculations within your spreadsheet
and that was using the two methods one of them
3458.16 -> manually by pulling the values the other one was
by defining a name for those references [Music]
3468.36 -> in this session I'm going to demonstrate how do
you calculate percentages in Excel and I'll have a
3476.04 -> couple of scenarios here so the first calculation
will be calculating the percentage where a part
3481.8 -> is calculated against a total amount for example
in the case of student 1 scored 87 and there were
3489.9 -> possible of 100 points now what is the percentage
there the other one would be the example of a
3496.8 -> return on investment for example you invested
a certain amount of money in the stock market
3502.38 -> or whatever and at the end of the year you got a
certain amount now what how many percent did you
3508.62 -> gain or lose there and then the third part will be
to calculate the percentage of sales increasing or
3518.1 -> decreased sales and calculate the percentage for
example on the discount or on an increase toward
3524.88 -> a whole so let's go for the first example first
here so we have a for example student one here
3531.36 -> they scored 87 percent or 87 points and the total
number of points is going to be against a hundred
3539.76 -> so in this case we're going to represent what was
the percentage that they got in this of course we
3545.28 -> could do this without using an Excel formula but
it's on purpose in this case so we do equal here
3551.82 -> and the way you do that is by the first number
in this case I'm going to do it manually here B7
3561.24 -> divided by the possible points so in this case
it'll be C 7. and then all you do is you hit enter
3574.68 -> now one thing to remember as well here is that
when you're doing the calculation you need to also
3580.5 -> format this into a percentage value so this I had
done it earlier so that's how you do it basically
3588.48 -> just click on the percent item formatting select
the range and then choose the percent formatting
3594.18 -> or under here percentage so that's the first
example so that came to 87 so this student
3601.92 -> scored 87 percent now this is a little bit more
complex so we want to calculate the return on
3608.1 -> investment percentage so let's suppose at the
beginning of the year we invested a thousand
3613.98 -> dollars now at the end of the year we got twelve
hundred dollars and we only determined as to
3620.94 -> what percentage did we get at the end of the year
what was the return of an investment again format
3628.38 -> this to be percentages and then you put in the
formula in this case we're going to do equal sign
3635.88 -> basically the way we calculate this if you
remember your math and such we do the end
3644.22 -> of the year minus the beginning of the year
divided but what we invested initially at the
3650.82 -> beginning of the year and we had to put that
in parentheses so basically it would be c16
3660.48 -> minus B 16 or you can click on
those as well if you wanted to
3668.88 -> divided by the initial investment which
would be B 16. and then we hit enter
3680.58 -> notice the return of investment
on the first one was 20 percent
3685.32 -> and then if we wanted to calculate the next one
you could do it manually or you can do it using
3690.3 -> the autofill or you can let us let Excel 2016 do
it for you like it did a moment ago so if I have
3696.48 -> another way to do this would be open parenthesis
initial end of the year investment minus initial
3705.18 -> investment and notice it's taking those labels
from here from my table here that's why I did
3710.88 -> it manually the first example then divided by the
initial investment hit enter it's 25 percent and
3720.06 -> you could repeat this so in this case they lost 20
percent of the investment so that's how you do the
3727.98 -> return of investment at the end of the year that's
example number two for calculating percentages
3733.44 -> now in the third example we want to calculate for
example we have these employees and this is their
3740.82 -> annual salary that they had and now we want to
give them a bonus or we want to increase their
3746.64 -> salary and for example for the first employee
we want to give 1200 in addition to what they
3752.52 -> currently had so now we're going to calculate what
was the percentage of increase that they got this
3758.64 -> year the way to do that calculation would be very
similar to the first example you just do the equal
3764.58 -> sign and then the bonus divided by the salary and
then hit enter so they are getting 12 percent the
3775.02 -> first employee is getting 12 percent and the
other ones are getting uh accordingly as we see
3781.56 -> here so that would be the percent plus or minus
here the other thing to keep in mind as well as
3788.88 -> you are working with these percentages and besides
formatting then percentages you might want to have
3794.1 -> the decimal points to at least two so we want to
increase this by two area so so format all of this
3805.74 -> by increasing the decimal points for all the
cells so now this is more accurate for for
3811.74 -> example employee 2 got 5.95 percent increase
in their salary if you had to figure out as
3820.32 -> well for example you are increasing
the salary of employees by 15 or 12
3826.92 -> percent or whatever here's how you can do it
as well so basically so this would be increase
3836.28 -> and we're going to put the number statically at
this point but we're going to do the equal sign
3840.96 -> here the value times and then the percentage point
so the percentage point in this case is going to
3848.7 -> be 0.7 percent so that would be 0.7 would be
the calculation now if we want to increase
3857.58 -> everybody's salary by seven percent this is what
it would be for each one of them now if we wanted
3864.78 -> to know how much is their total salary going to
be we could go back and modify our formula to be
3873.36 -> um the salary times 1.07 because we just
want to see what it went above what they
3881.64 -> are earning earlier so hit enter there
and notice now the new salary at seven
3887.22 -> percent increase it's going to be 10
700 here and so on so the idea that I
3895.2 -> wanted to demonstrate here was how to
calculate it by a specific percentage
3901.74 -> so you can see it just the increase and this would
be by adding the one in front of it that would be
3909.06 -> what would be the new Total for that employee so
that you can kind of save another column to add
3914.88 -> numbers and all that stuff but you're doing
it all in one cell for this calculation so
3921.3 -> hopefully that is helpful there these were three
different scenarios on calculating percentages in
3926.52 -> Excel and it should cover pretty much most
of the scenarios out there for you [Music]
3937.32 -> in this session we're going to learn
about using Financial functions in
3941.76 -> Excel and particularly we're going
to focus on three of them at this
3945.96 -> point as we know there are hundreds
of them and for the sake of time
3950.7 -> can't cover all of them so the first one is PMT
which is the interest payment for a period on
3956.1 -> a loan then the ipmt is the interest payment
over a period of time and then the ppmt is the
3964.8 -> principal payment for a specific period that you
are calculating as we learned earlier as well the
3971.1 -> way to find out how to use that specific function
is by going to let's say over here we want to
3979.62 -> insert a function and then we search as to what
we want to search for so for example PMT first
3989.76 -> know this PMT it says it calculates the payments
for a loan based on a constant payments and a
3996.36 -> constant interest rate so we click you can also
click on help on this function it will go to
4003.38 -> Microsoft and it will explain this further by
explaining the Syntax for it and some examples
4010.34 -> and remarks and all that type of thing so you
can explore these for yourself as well but the
4016.04 -> way it will work here is that um for PMT for
example it needs these values in red in Black
4025.52 -> here so we need to post those in in Black so we
need to figure out the rate what is the interest
4032.18 -> rate per month so the key there it's going to be
per month so notice I have this working area down
4039.92 -> here so the interest rate uh when you get a loan
it will be let's say 19.99 or 5 or 30 percent loan
4048.14 -> that you're receiving but yet the rate that the
computer needs it's per month therefore you need
4054.74 -> to do a little bit extra calculations here the
nper it is the number of payments that you are
4062.84 -> going to be paying so that would be for example if
you're getting a loan for five years that would be
4070.82 -> a 60 months and if you are getting a home loan for
30 years that would be 360 months and then the PV
4078.38 -> it's the present value and that means how much is
your loan you're getting a hundred thousand dollar
4084.5 -> loan or a ten thousand dollar loan and so on so
the actual total amount that you are borrowing
4090.56 -> so but before we do any of these calculations we
need to have some sub calculations for example
4096.02 -> for the rate that needs to be for the month the
easiest would be to utilize something very similar
4103.22 -> to this to lay this out so you'll say my interest
rate is let's say five percent and you have to
4111.2 -> format this in percent before you forget to do
that click on percent here then it says interest
4118.04 -> payments per year that's like your number of
payments that you're gonna make for a year that'll
4124.58 -> be 12 in this case and then the interest payment
per month now you're calculating this basically by
4134.66 -> dividing C13 which is the percent rate divided
by 12 or by the number of payments so we could
4144.98 -> actually instead of using 12 there we could have
used the actual reference for it which would be
4158.36 -> c14 and then we hit enter now notice the other
trick here as well is that we are calculating this
4167.12 -> with a bunch of increased numbers
or values here because I think in
4175.28 -> the business World they use up
to five digits after the period
4179.42 -> so here we have a little bit more than that but
we could kind of control it by this right there
4189.38 -> so that would be our payment in the interest
rate per month in this case then the number
4197 -> of years we are taking the loan for five
years and that means it's going to multiply
4205.1 -> c14 which is the number of payments per year
4210.2 -> times the number of years and it's giving
us the NPR which is a number of payments
4216.86 -> and then the PV is the total amount that we are
borrowing in this area here what we're going
4224.3 -> to do is we are going to calculate the principal
payment the PMT so now what we do in this case we
4234.38 -> go here under formulas insert function and we find
the PMT option click ok and then we go here under
4247.04 -> rate or rate all we have to do is click on that
C15 because we calculated it already then the nper
4259.82 -> and per it's 60 in this case so we click on
c17 and then the PV we click on the value here
4269 -> for the amount and then leave everything
alone we click ok and it comes to 188.72.
4280.4 -> 71 cents for ten thousand dollars for five
years at five percent now if we were going
4288.86 -> to borrow with this for 15 percent notice
it went to 237 dollars over five years
4296.84 -> now if we are borrowing a loan for the
house for three hundred thousand dollars
4305.3 -> and we are paying it over 30 years
4310.7 -> our payment at 15 would be 3793 dollars but yet
for uh mortgage rates at this point they're not
4321.74 -> 15 fortunately they might be about five
percent or six percent so at five percent
4327.56 -> you'd be spending if you're borrowing 300
000 loan you're gonna pay three months one
4333.92 -> thousand six hundred and ten dollars that's
why it's important to keep that to be able to
4339.38 -> get that good interest rate because that can
Tinker with it so that's one way to calculate
4345.62 -> this now the other way to calculate the PMT in
this case without having to do all this work
4353.84 -> sheet here which is actually I strongly
recommend that you utilize it this way
4358.52 -> so it would be by using the formula this way we
go under insert and then we choose here the PMT
4365.54 -> function and then it says rate we want to get
the rate but the rate has to be calculated per
4373.64 -> per month so we say it's it's five
actually we click here on the rate
4382.7 -> the interest rate is five percent and then
we need to divide that by 12 for each month
4390.5 -> the nper would be the number of payments so if you
know that you're getting this loan for 30 years
4399.5 -> then you could do 30. times 12. so you're saying
they're going to be total number of payments for
4407.78 -> the loan it's uh 30 times 12 30 60. then the PV
would be the present value the amount of your loan
4416.12 -> and then you hit OK here and we get the same
value so this is a little bit more work to set
4423.14 -> it up initially but it's more useful in the long
run this is quicker to get it going but you're
4430.22 -> embedding specific numbers and values within
the cells interest payment for a particular
4435.74 -> period that means that we want to know how
much interest are we going to pay on that
4441.32 -> first payment our payment was sixteen hundred
dollars per month now we want to calculate
4446.9 -> the interest that we are paying for that first
month so we go here under and we find here ipmt
4455.54 -> and then click ok and then we want to figure out
what the rate is so the rate fortunately we're
4462.68 -> going to use this worksheet that I had prepared
or you can do the calculations like I showed you
4467.06 -> earlier so we have C15 that's your rate the per
it wants to know the period in which you want to
4475.4 -> find out your interest rate what you're paying
for interest on that period so in this case we
4480.56 -> said we want to find the first payment that we
make how much are we paying on interest so we
4485.48 -> put just number one first payment the nper here it
will be the number of total payments and then the
4494.18 -> PV it's actually the value that you're borrowing
then we go here and click OK and now notice that
4502.34 -> on the first payment if you are borrowing three
hundred thousand dollars at five percent for 30
4507.62 -> years on the first payment you are going to pay
1250 dollars in interest if you're going to change
4516.32 -> this to the second payment notice it's probably
going to be a little bit less 1248 dollars for
4524.42 -> the second payment of course that interest
is going to drop from payment to payment to
4528.92 -> payments so on the let's say on the 359th period
you'll be paying only thirteen dollars in interest
4538.22 -> that's why it's important to have as much money
up front to pay for a house or something if you
4545.12 -> can because you're avoiding a twelve hundred
dollar interest payment in the first one
4550.94 -> so now let's calculate how much your principal
payment is going to be for this loan and
4558.56 -> specifically in this case for month number one of
course we could do it by deducting 1600 by doing
4565.52 -> the subtraction from here but we're going to do
it using the function here in Excel so the way
4571.34 -> we do that is by going here under the insert
function and then we want to find the ppmt
4581 -> click on OK and then again we're going to use
the same thing so it's going to be rate per
4587.9 -> the period so the rate the periods the number of
payments in the present value so we have the rate
4597.38 -> the period the first time or the first payment
that we are making to the loan company then the
4604.28 -> number of total payments than the present
value and then when we have filled out all
4610.94 -> of these values we click OK here and notice it
comes to 360 dollars that we are paying monthly
4620.54 -> toward our principal toward our three hundred
thousand dollars so in the first month we are
4626 -> paying sixteen hundred dollars in total but only
360 is applying towards the 300 000. so that's
4633.08 -> in brief how you can utilize the some of the
financial calculations or financial functions
4639.92 -> in Excel 2016. it's the same way that you can
do it in the previous versions as well [Music]
4650.18 -> in this next session we are going to learn about
using logical functions as part of a formula in
4656.36 -> Excel we're going to learn about three different
ways of how to utilize the if statement within a
4663.62 -> formula the first ways will be that if employees
here reach twenty thousand dollars in sales then
4669.74 -> for those that reach 20 or more then they can get
250 bonus and then in this case we're going to
4676.58 -> say yes that is true for George and Michael and
Darius and so on then the next set here in the
4683.78 -> next column we're going to display yes or no we're
going to represent it with a yes or no the words
4689.54 -> yes or no and then in the third column we are
going to actually post the amount that they get
4696.98 -> as additional this is how it works so basically
you have the sales that they accomplished as part
4703.4 -> of the worksheet then you have the criteria
that you're determining this is the criteria
4708.32 -> it could be twenty thousand dollars it could
be ten dollars it could be a hundred thousand
4712.28 -> dollars and then here you're saying this is how
much they will get if they pass that criteria
4718.94 -> to use the if statement we can do it by going here
under formulas Tab and then we click on insert
4727.16 -> function you can also click here under logical
and use the IF function as well but we'll use the
4734.78 -> longer way to start here so we go here under the
IF function and then you could just type f now in
4742.04 -> our case it's actually showing up automatically
here so if it was not then it's going to bring
4748.7 -> it up now if it says it checks whether a condition
is meant and it returns one value if it's true and
4755.12 -> another value if it's false so that's what we want
to do here we're going to say post the words true
4761.18 -> or false so we click on it and now
it says what is The Logical test
4768.02 -> The Logical test so we have to say if the sales if
these guys here for John if the sales that's if B6
4777.8 -> is greater than or equal to the
criteria then if that is true we
4787.7 -> want to post in there the words true
because notice we have true or false
4795.44 -> so we only just put the words through
4799.64 -> or you could say
4803.72 -> it is true if it so basically if
you can put whatever you want if not
4810.5 -> false
4813.32 -> now the other thing to do here is to keep in
mind notice that this bonus criteria here we
4821.18 -> don't want that to change and if you remember from
the types of references we want to make that an
4826.64 -> absolute reference so you press the F4 key to put
the dollar signs so that when you use the autofill
4833.18 -> feature that does not populate the other cells
incorrectly so we want to lock it to the criteria
4839.3 -> of 20 000. so again so far what I did here if B6
this value is greater or equal to 20 000 which
4848.36 -> is B12 then we're going to post the words it is
true otherwise we're going to post the words false
4858.44 -> and then the other thing we did we just used
the absolute reference then we click OK notice
4864.14 -> it says it's through he made twenty thousand
three hundred eighty two dollars now we use
4868.64 -> the autofill feature here to move down to the
other ones and it says George here he got only
4875.12 -> nineteen thousand so he doesn't get the bonus and
so on so that was one method the other method is
4882.26 -> to post here yes or no the words actually
yes or no it's going to be very similar
4887.42 -> to the previous option here that
we did so we click here on insert
4891.26 -> function under the formulas tab we click on if
okay and then again we say pretty much what we
4898.88 -> did earlier we click on the reference here
if B6 is greater than equal to the her or
4906.8 -> to the criteria 12 and make that an absolute
reference by pressing F4 then we put here yes
4915.32 -> if it's false no and then click ok now this
is the first one they did they get a bonus
4923.9 -> the other ones they don't get a bonus now on
the third option here on the third reference
4929.72 -> what we're going to do is we're actually going to
post the actual amount which would be this amount
4934.76 -> so and if they didn't get it then we put a zero in
there so again we go under the formulas tab click
4944.54 -> on insert function and then the IF function then
we say if this reference B6 greater or equal to
4957.02 -> the criteria make it an absolute value
then they get the bonus which is B13
4966.14 -> now we want to do that as an absolute
reference as well otherwise they get zero
4978.86 -> and then we click OK and notice the first one gets
a 250 bonus the other ones they get accordingly
4987.92 -> and of course if we are doing additional
calculations here you could have another
4992.66 -> column here to calculate the totals and for their
income and such and that will complete it [Music]
5001.42 -> in this session we're going to learn a little
bit about one click forecasting in Excel 2016.
5010.42 -> this is a new feature actually in Excel 2016
and it's quite powerful if you have a series
5017.08 -> of data that includes timelines and specific
values what you can do is that you can select
5023.98 -> these values and then as we have here in the
directions you can explore the options in the
5030.04 -> bottom of this and create a forecast for this so
basically what what you do here is you select the
5039.82 -> values from our worksheet and then we go to the
data on the data ribbon here and then we click
5048.58 -> on the forecast sheet it's going to create
a new worksheet to predict data Trends and
5054.28 -> preview different forecasts options before
generating your official forecast worksheet
5059.32 -> again it's new only in office 2016 at this
point so if you don't if you're using previous
5067.42 -> versions of excel you can skip to the next
session so we click here on forecast sheet
5073.72 -> and notice this is the trends that it's displaying
what it'll be for airport passengers for example
5081.76 -> and from here you can customize the date
parameters and others you can see the trends
5088.12 -> and the forecasting here so that's briefly with
one click how you can use the forecasting options
5094.36 -> based on an existing setup data [Music] in this
session I'm going to demonstrate very briefly how
5103.96 -> to utilize a couple of the new types of charts
available only in Excel 2016. these charts are
5111.46 -> utilized to visualize hierarchical levels
of data with ease here so we have this data
5119.98 -> and what you need to do is you go under insert
and then you go to these new types of charts for
5126.52 -> example the hierarchy chart is to compare parts
to a whole or when several columns or categories
5133.96 -> hierarchy or when several columns or categories
form a hierarchy here so we have for example the
5142.48 -> major company here then you have a sub companies
and then the subdivisions as well so what you do
5148.18 -> here is you click on it and notice you click on
the three map and the three map as you can see
5153.4 -> the description right there it highlights the
specific companies and sub areas to them and
5162.04 -> gives us a visual representation based on the
data and notice at this point we can customize
5167.86 -> this however you want as well in new ways all
automatically so that was one of the types of
5174.4 -> charts the other one is if we go back here to the
chart type or we go back to insert chart again
5182.74 -> the other one is the Sunburst which
Compares values across hierarchy levels
5187.54 -> shows proportions within the levels as rings
so this is another pretty cool one as well
5195.28 -> in this session I'm going to demonstrate
how to utilize pivot tables in Excel
5202.66 -> pivot tables are a powerful feature of excel
there are a couple requirements that you need
5209.02 -> to know before you start tinkering them with them
and finding that they don't work the first thing
5214.84 -> is that the first row should contain the field
names for the data that you are analyzing and
5221.32 -> working with the second thing is that the records
or individual transactions must be in rows very
5228.46 -> similar to this for example the region and all
that type of thing then the third option is that
5234.28 -> there should be no blank cells or rows within the
data that you're evaluating so we have to make
5241.12 -> sure that there is something in every one of them
and fourthly the data must be surrounded by blank
5247.96 -> columns meaning you have nothing in the immediate
space to where your data is so to utilize the
5256 -> pivot tables what you do is basically select the
data and then of course you can use this quick
5262.12 -> analysis tool here if you needed to and once you
select the all the data you go under insert and
5269.38 -> then you go under pivot table you could also
choose here and this is new in 2000 Excel 2016
5275.38 -> you could choose recommended pivot tables and in
this case notice it's going to customize it by
5282.52 -> region sum of costs of goods sold by a region or
by sum of sales by specific individuals or count
5292.12 -> by products and so on so you could kind of Tinker
with any of these options as well by using the
5298.66 -> recommended tables here but in this case what I'm
going to do is I'm going to just click click on
5304.3 -> the pivot table here so you get the idea and what
it's going to do is it's going to create this is
5310.9 -> the selection that we're going to use and it's
going to create a new worksheet for us to work
5316.84 -> with and massage and Tinker with this data click
OK here and now at this point we could Tinker with
5323.38 -> than any of these options so let's say we want to
see by region and notice it built the table here
5328.6 -> by it put all the different regions then let's
say we wanted to see by customers so now know
5336.46 -> this we have the region here Midwest and now we
have all the different customers or companies for
5342.94 -> each one of those and then we want to see let's
say the cost of goods sold that will be the next
5349.78 -> one and then sales as well so now we can kind of
get an idea here so we have that data all kind
5357.7 -> of in a big mess now we can make more sense out
of it by sorting it out and utilizing let's say
5364.48 -> the first one we said here we used the region then
we wanted the company for each region and then the
5372.34 -> sales within each region now of course you could
sort this and do all kinds of other stuff now by
5378.22 -> clicking on this drop down here you can also
choose to exclude certain areas and so on so
5383.86 -> that was one type of pivot table there if we click
here again we can go in and change this and let's
5391.72 -> say we don't want it by by region anymore now
we want it by sales rep so sales rep notice the
5398.8 -> first we have here the companies and if we want
to change the order we just drag it further up
5406.36 -> the sales rep to make the sales rep first if you
wanted to filter by a specific region you can add
5414.82 -> the filter up here so I can drag the region for
example and make it as a filter and then I can
5422.02 -> pick here whichever region I want it will show
me only that specific region I'm filtering it
5427.78 -> only for that specific region and if I wanted to
see only the sales by a specific sales person I
5435.64 -> can simply pick here the sales rep and then pick
the additional fields that I want so I can choose
5443.2 -> a product and see what product they sold and the
totals and that type of thing and then if I wanted
5449.74 -> a specific field to be sorted by or filtered by I
could even pick add it to the rows here and then
5457.66 -> choose to sort it at some point later to utilize
that field for filtering as you work with pivot
5465.52 -> tables it's basically going to be a matter of you
what you want it to look like what you're looking
5470.98 -> for in that pivot table and how you want to sort
and massage that table for the data that you want
5478.24 -> notice there is an option here as well for more
tables so you could click on yes to that and
5484 -> basically in this case you can choose to analyze
for example by industry or by company and you can
5491.98 -> even choose to detect relationships if there were
any and things of that nature remember also that
5500.32 -> once you are in the pivot table already you can
choose here from the options for pivot tables
5506.14 -> you can pick from one of those predefined ones as
well maybe you want sales by region okay there's a
5513.4 -> sales by region course you might want the sales
rep there is a sales rep as well that you just
5519.28 -> added and you want to put also the customers then
eventually and now you have the sales by region
5525.76 -> by a salesperson and the items that were sold and
then you can also add this product within each one
5533.32 -> of those now this as you're working with a pivot
table so let's say you have this type of table
5539.68 -> that you created here using the pivot options
here on the right hand side and what you can do
5545.32 -> as well is you can create a pivot chart so it's
basically going to take the information from this
5551.62 -> and build a chart out of it so notice I picked the
pivot chart pick any of those designs click OK and
5559.72 -> now it builds a chart for US based on the selected
data pivot tables again are very powerful Tinker
5567.64 -> with it from the different angles and utilize
even the charts within them as well [Music]
5576.76 -> in this session I'm going to cover a new feature
in Excel 2016 that of data Gathering basically
5583.3 -> with Excel now what you can do is that you have
a website very similar to this for example here
5588.52 -> this is info please and then this is the
cost of living index where you selected
5593.8 -> US cities now what you can do is you can go
under Excel here and you can go under data
5601.96 -> and then under this section get and transform
what you can do is create a new query where it
5609.82 -> will link with that external data bring it into
Excel and then you can Tinker with it however you
5616.18 -> need to so we click here on new data and then
you choose from other sources and then choose
5623.38 -> from the web from here now you need to enter
the URL of that page that we saw earlier so
5630.34 -> just copy and paste it and it takes a little
bit to bring in the data to connect and then
5636.4 -> in this case we'll pick table 0. so it shows us
the data that we saw earlier but in a slightly
5642.88 -> different format here then we scroll down here
and then you can choose to edit it and tweak
5649.36 -> it now notice it says that the preview has been
truncated because that's just a preview in this
5654.82 -> case if it's displaying us and then you click
on load and now this data is here in Excel and
5661.72 -> you can tweak it and Tinker with it and customize
it the way you need to and utilize other analysis
5669.22 -> tools that we have learned so far in the use of
excel notice we have this quick analysis now we
5676.42 -> can pick here and highlight and utilize the tools
like I mentioned that we have learned about so far
5683.08 -> of course you can create charts totals and other
functions as well notice if you hold the mouse on
5689.26 -> it it'll give you some additional information here
as to a summaries and things of that nature about
5697.54 -> this data but the main idea here is to gather
the data from major websites out there bring it
5702.82 -> into Excel and then you work with it the way you
need to customize it [Music] additionally there
5713.5 -> are a couple of new charts for financial analysis
that you can utilize to visualize the profits and
5720.1 -> losses against across financial data for example
let's assume that you have this financial income
5726.82 -> statement here and we select the data and then we
go under insert and then we go under the waterfall
5735.7 -> or stock chart so we choose this one here the
stock chart and we'll make this slightly larger
5743.62 -> and now notice that the gross profit here is the
total so we go here under the profit this one
5752.32 -> right click on it and choose to set it as total
what that'll do is it'll bring it down to the
5759.64 -> bottom of the chart then we know this also we have
operating income that's another total so we find
5765.7 -> operating income right click set it as a total
and then the net income it's another total as
5772.12 -> well right click set as total and this gives us a
visual view of how everything is performing in our
5782.14 -> income statement and this is a new type of chart
starting in office 2016 or Excel 2016. [Music]
5793.66 -> in this session I'm going to briefly
cover a new feature in Excel 2016 the
5799.3 -> 3D map feature or tour feature so let's
suppose that we have all this data that
5804.94 -> we have collected so basically what
you'll do is you'd go here under insert
5810.88 -> and then you want to choose this 3D map
option create a new tour then in a layer pane
5819.04 -> so basically at this point here we have selected
the fields that we want we want under location we
5825.46 -> want the longitude and latitude and then under
the height we want to express here the customer
5832.06 -> count how many customers and then the quarter date
and then you could also specify additional Fields
5840.76 -> here as well if you need it now what it's going to
do is it's going to give you this map and you can
5846.1 -> rotate it in every which direction identifying
which states most of your customers are and
5853 -> look at this data more closely as well if need be
another option here is to play the tour which will
5860.62 -> switch the tour to watch it play in my case since
I'm recording this it's going to be captured only
5867.52 -> in part of the screen but if I play it it's going
to be displaying the data very similar to this
5878.32 -> foreign
5883.54 -> the areas where you can do promotions
or focus on your customers and things
5890.68 -> of that nature so it's a pretty
cool feature and Powerful feature
5894.52 -> in a business environment where you are
collecting a lot of data and addresses
5897.94 -> and so on and then putting that in
to a visual 3D component here [Music]
5907.42 -> in this session I'm going to demonstrate how to
use one of the simple but yet important features
5914.98 -> in Excel particularly when you're using a lot
of data that you want to navigate so for example
5921.22 -> let's say that we have this data file here or this
worksheet and as we scroll down notice how we do
5928.54 -> stack of what the headers are here also as we move
from left to right notice that we lose track of
5936.52 -> what the First Column is here the question is how
can we make it so that actually the the header and
5942.82 -> the first column must stay put well there are a
couple ways to do it the first way is basically
5948.58 -> we could lock only the the header row here just
the top one so what you can do is you go under
5954.76 -> the view Tab and you go under the freeze panes
and that is the feature that you want to use in
5961.36 -> this case so you could choose freeze top row and
in this case notice as we scroll down the top row
5967.6 -> stays put and we can navigate up and down however
if we were to go left and right in this case it's
5974.62 -> still not locked this First Column so to correct
the problem what we do is we go here to the very
5980.62 -> top again and then we click right below the first
row that we want to keep locked and also right to
5990.04 -> the right on the next column for the column that
we want to lock so once we select the cell that
5996.7 -> we want to keep as a key point for locking
both the column and the row then we go here
6004.68 -> under freeze panes and then we simply click on
freeze panes at this point we can scroll up and
6011.94 -> down in the top row will stay locked and we can
scroll from left to right and the column on the
6019.08 -> left will stay locked [Music] in this session I'm
going to demonstrate how to set the print area in
6027.6 -> a worksheet in Excel typically in a Word document
you press print and it's either the whole document
6034.62 -> prints out or a selection or a specific page
prints out in Excel it's slightly different due to
6041.16 -> the spreadsheets being quite large and typically
a worksheet can contain up to a million records
6047.52 -> so if you wanted to print only a specific area
of your worksheet you need to set what's called
6053.34 -> The Print area right now I have not set the print
area yet in this one so if I wanted to look as to
6059.58 -> what it'll print out or look for printing if we
go here under file and then choose print this is
6067.44 -> how it will print out and it's going to print
those pages just like that but suppose I want
6073.26 -> only a specific chart or a specific area here to
be printed out in this case what you have to do is
6080.34 -> go and select the area that you want to print out
here so let's say I want only this portion right
6089.4 -> here to be printed out I can simply select this
then go under page layout and then choose under
6095.34 -> print area and then click on set print area and
at this point if I go to file and print notice
6103.92 -> that my preview it'll print only that specific
section now to clear the print area for if you
6110.82 -> do not need that any longer you click here on
print area again and then choose clear print
6116.1 -> area and then you'd have to set it again for other
Pages or other sections of your worksheet [Music]
6123.12 -> in this session I'm going to demonstrate how
to encrypt a document or set a password to your
6130.86 -> document before distribution and sharing it with
others so let's assume this is my document that I
6136.8 -> want to share with somebody else and I can click
here under file and then you go under protect
6142.26 -> document and then you want to choose encrypt with
a password at this point you can put your password
6153.18 -> and the document at this point has been protected
so anytime somebody tries to access it they'll
6159.42 -> be prompted for the password so notice at
this point it's asking me for the password
6166.92 -> now to remove the password you simply
go to the encrypt password again and
6171.12 -> just take out the password and that
should take care of the encryption
6178.52 -> [Music]
6179.52 -> in this session I'm going to demonstrate how you
can use predefined drop down lists as somebody or
6191.7 -> your assistant or you're entering data in Excel
so that the data that you entered is consistently
6198.24 -> spelled and it's consistently listed correctly
based on a previously defined list so in this case
6207.48 -> let's say we have a sales rep and you have four
file salesman and you're constantly entering and
6214.32 -> re-entering those names you want to make sure that
those names are all the time spelled appropriately
6219.96 -> so what you can do is you can use this for
products and other things as well what you can
6224.52 -> do is in another sheet in your spreadsheet here
you can just create the names Define the names
6231.66 -> so we have Hubert Morrow Jones Samantha and Mimi
and so on so now here when you're entering it
6238.02 -> you want all this Hubert to be spelled correctly
or to have a drop down list of names so we have
6244.56 -> this column here so now what you do is you go
under data here under data we want to do data
6252.54 -> validation so basically the data validation in
this case is that it picks from a list of rules
6258.18 -> to limit the type of data that can be entered in a
Cell it can be numbers it would be a list of names
6264 -> and so on like I mentioned earlier so we click on
data validation and we choose data validation here
6270.6 -> and then under what to allow you right now it's
to allow any value in this column however we can
6277.68 -> go here under choose and choose a list only
a list of predefined names can be allowed to
6284.94 -> be entered in there so then we go here and it's
saying where is your Source where is your list of
6290.82 -> data and then you simply go to the sheet that
has the list of names in this case it's sheet
6298.62 -> number four for me and we go over right here now
you could pick a little bit of extra space here
6307.98 -> so if you add another name in the future you
have the capability without having to change
6312.78 -> the design of the spreadsheet you can leave some
of blank areas here so then we click ok and now
6320.64 -> notice we are back to sheet number three so now we
are entering sales reps instead of you typing com
6327.42 -> notice it doesn't allow you to do that it says
a user has restricted values that can be entered
6333.6 -> here so now you have this drop down list you have
Hubert Mark John and so on so we click on Hubert
6339.24 -> and then you put the date and the item and all
that type of stuff of course dates shouldn't be
6343.74 -> allowed like that either so you can customize
that for the next one so you go to the next
6348.42 -> one and next one and so on now if for some reason
you wanted to add another client or sales person
6356.52 -> remember we had we specified a couple extra
cells here so we go here we added it on the
6363.6 -> list now we go back and over here Jonathan is
listed as one of the sales people so you can
6371.88 -> use this for products predefined products
for your sales people and so on [Music]
6381.54 -> foreign [Music] in this session I'll briefly
show you how to link data from from an Excel
6392.22 -> spreadsheet into a Word document for the
purpose of reports and so on so there are
6398.52 -> a couple ways to take data from Excel and then
utilize it in Microsoft Word so let's see if we
6404.94 -> can demonstrate it very quickly here so we
go to word and let's say this is my report
6414.24 -> let's have to do this report monthly and I
have to take data from Excel and and put it
6419.58 -> in my report for whether it is risk expenses or
it could be whatever else so one of the ways to
6427.08 -> get the data from Excel into word is by simply
clicking on saving this so copying it from Excel
6435.36 -> and then I'm right clicking and choose copy
or control C or however you copy stuff or
6441.54 -> click on copy and paste up here and then I go
back to word and then I'm going to paste it
6448.56 -> now notice by simply pasting it in word it does
not look anywhere close to what it was in Excel
6455.58 -> of course I could go here and choose to use the
destination or the keep the source formatting
6462.84 -> so that's one way it's not the greatest way
now what you can do is you can actually link
6470.16 -> the data with the Excel
6475.62 -> spreadsheet
6478.74 -> so once you link it once as the data is updated
from time to time from Excel from your assistant
6484.8 -> or whoever else out there that report it's
always up to date all you have to do is open
6490.92 -> up the document and it'll be up to date so for
that to work what you do is you go to x into Excel
6498.78 -> we copy and we select and copy the data so I'm
6503.58 -> just copying it again those bars were
there because I had copied it from before
6509.28 -> now we go back to word and we click here under
paste but instead of just choosing paste we are
6519.3 -> going to click on paste special choose paste
special and then we're gonna paste it as a link
6527.04 -> so we're gonna link it with Microsoft Excel
so it's linked to an Excel spreadsheet object
6537.18 -> so basically the data is not really residing
it's of course posted in the document
6542.58 -> but it's linked with the Excel document
so I'll demonstrate in a moment here
6548.16 -> since we pasted it we can assume that
the report is done we're gonna save it
6556.2 -> and we're going to save it on the
desktop I call it this my monthly report
6561.48 -> now a month has passed by or whatever time has
passed by and now that's my let's say my training
6569.04 -> expense for January in the previous report was
100 before now I'm gonna make it 123 dollars
6577.32 -> now if I go to my document let's say I'll save it
6585.06 -> let's assume that a few months pass by now I go
into my report double click on it notice the first
6592.98 -> thing that you'll get is it says this document
contains links that refer to other files do you
6598.26 -> want to update this document or the data from the
linked files it's saying it's linked to excel do
6604.26 -> you want this to be updated so I say yes and now
this is my older junk here that I had from before
6612.78 -> but notice the expense here for January for 123
has been updated so the idea is that whatever
6621.66 -> you change here in Excel as you're keeping
track of things it'll be automatically posted
6628.44 -> and linked with Microsoft Word because we link
that data earlier so if I go into word close it
6639.6 -> and then save the Excel changes that I made
open it up again [Music] say yes to update
6648.3 -> it again ignore this part know this even the
formatting has been updated from Excel so it's a
6655.38 -> pretty neat tool it's highly recommended that you
utilize it in your work [Music] foreign [Music]
6670.86 -> how to import data from CSV file or a text file
the CSV files are used quite a bit in larger
6681.18 -> businesses and corporations for transferring data
between systems it's a common file format that is
6688.5 -> utilized for transferring files this is an example
of a CSV file it's called CSV because it's comma
6695.82 -> separated values so know this these would be the
columns the system will know where the columns are
6702.84 -> separated by the comma when we bring this into
Excel so let's go back and we'll try to import
6708.96 -> that let me take note where it is located now the
way you bring it in is by clicking on file click
6716.34 -> on open and then go and find the file basic so
we'll go under my computer or computer click on
6722.46 -> browse we'll go under downloads go wherever it is
located and we're going to choose here to show us
6730.26 -> all files so notice it's invoices list double
click on it now you'll be presented with this
6738.18 -> wizard basically it's saying this is a CSV file
or comma or delimited text delimited file so we
6747.72 -> are telling it okay it's text delimited usually
you'd know that by whoever wherever you got the of
6754.2 -> course the file to tell you what what it's comma
delimited or tab delimited could be either one of
6759.66 -> them now you check this option here for my data
has headers what that means is the first row of
6767.1 -> your data actually has the labels as to what
that column stands for then we click on next
6775.56 -> then we tell the system that this is comma
separated values so the commas are what separate
6784.44 -> each field if it was tab delimited or semicolon
delimited or something else you choose that but
6792 -> most of them are usually comma separated then you
click on next then you could specify additional
6798.78 -> types of formatting here usually it's not
necessary and then you click on finish now
6804.9 -> at this point that data from a text file has been
imported into Excel and notice I'm double clicking
6812.16 -> between the columns to make them fit correctly now
this is much cleaner and now you can Tinker with
6819.3 -> this data you can create charts you can create
whatever you want to create filter it and all that
6824.64 -> type of stuff you save it it's done let's choose
save as here browse where we want to save it
6831.42 -> and then we don't want it as tab delimited we
want to save it as an Excel file so we go here
6837.18 -> under Excel workbook and give it a name it's going
to name it listed as invoices list which is fine
6845.1 -> and now it's an Excel format just like any
other Excel spreadsheet now at this point for
6851.4 -> some reason let's assume this is a spreadsheet
that you created in Excel now you want to send
6855.9 -> it to somebody in comma separated values very
similar to how we got it earlier now we click
6861.54 -> on file choose save as and then click on browse
under this the save as file type this is where
6872.7 -> you tell it that it's going to be CSV comma
The Limited file click on CSV give it a name
6882.18 -> and then click on Save and you want to keep using
it to say yes if we were to go back to that folder
6895.98 -> know this it's with commas so that's how you bring
6900.24 -> a file in you bring it in from CSV
and you export into a CSV [Music]
6915.6 -> in this brief video I'm going to explain how
you can share and Export or even print a file
6921.66 -> an Excel file into a PDF format directly from
Excel so let's assume that this is our file
6928.26 -> that we wanted and the first thing that you do
is you click on file here and then you choose
6933.96 -> share under share you can share it with email
or invite other people to work with you on
6939.54 -> this document but you'd have to have one drive
configured and you also have to save this file
6944.64 -> to the cloud basically to the Microsoft cloud or
you can share it as an attachment directly send
6950.1 -> it to somebody from here or you can send it as
PDF format directly from here as well the other
6956.64 -> options you can do is you can export it directly
into PDF and this is how the easiest way to print
6961.38 -> something into PDF without having to have a PDF
creator or adobe or any of that type of stuff
6967.56 -> so we click on export create PDF and
we choose where we want to save it
6975 -> give it a name and then it will save it in
PDF format now of course it shows the print
6983.64 -> there only the area that we had selected
to print from earlier on the print area
6989.94 -> so that's how you print directly to PDF and share
a file in Excel [Music] hello my name is Sally
6999.6 -> Caselli in this comprehensive tutorial we'll go
over some of the basic stuff to start with and
7006.32 -> then understand some of the concepts and features
of Microsoft Word 2016. please hang along here
7013.22 -> throughout the whole tutorial and view as many of
the modules as you can this is designed so it can
7020.48 -> enhance your resume and understand how to use the
latest version of Microsoft Word effectively for
7027.62 -> your job and in your career we are going to cover
some of the basic features such as getting started
7033.56 -> using the templates understanding the office
ribbon Concepts and what's new there formatting
7040.82 -> the documents applying styles to text and then
customizing existing format Styles creating a
7048.86 -> custom style and using a format painter using
search and replace then enhancing your document
7054.98 -> by inserting pictures shapes smart art tables
charts screenshots online video and a document
7063.32 -> hyperlinks comments headers and Footers then we
move into inserting page numbers text boxes and
7072.2 -> files from another document a cover page a page
break and then how to enhance the document such
7078.62 -> as applying themes to the whole document and also
how to change the formatting of the document by
7085.22 -> changing the margins and changing the orientation
columns in the document formatting the paragraph
7091.34 -> and then using references for your documents
such as table of contents creating citations
7096.86 -> and bibliography and then also doing mail merges
such as for labels envelopes and email merges as
7106.22 -> well finally as a progression here that suppose
if you have a big document or a big project to
7111.8 -> complete check the grammars finally checked
some of the research tools insert comments
7117.2 -> and then inspect the document before sharing it
with other users so stick around and check out
7124.52 -> as many of those modules as you can now we'll get
started in a moment here with the first module for
7129.86 -> Microsoft Word 2016. in this session I'm going to
cover the most basic concepts in getting started
7137.36 -> with the word 2016. so we open Microsoft Word
you can either click here on the word icon or
7145.1 -> if you cannot locate it you can simply type here
Microsoft Word or just word and then choose word
7151.64 -> 2016. now this is new with newer versions of
word particularly 2013 and 16 here but notice
7159.8 -> you're presented here with a bunch of templates
you can store the blank document you can take a
7164.84 -> tour of Microsoft Word or you can use one of those
pre-designed templates that you are presented with
7172.82 -> these are presented to you in the the very
beginning so that you don't have to reinvent
7177.5 -> the wheel now notice here on the left hand side
you also have the recent documents that you have
7182.96 -> been working with and also you have the option
here to open other documents in your computer so
7188.84 -> let's assume that you wanted to use one of those
templates instead of you redesigning something
7194.66 -> you can simply click on one of those designs
or templates and click to create it and it's
7201.68 -> as simple as that and then all you have to do is
fill in this information in any of these fields
7208.04 -> let's go back to the previous window here notice
that you can also search for templates online so
7215.12 -> let's say I want brochure type what you want and
then you'll see here a listing of designs from the
7223.04 -> web all you have to do like we did earlier you can
click on it and then it will open up and change
7228.38 -> it notice you also have these options here on the
right hand side so feel free to check those out as
7234.38 -> well open it now click on create now this it has
all the components and you do not have to reinvent
7240.26 -> the wheel so the third scenario here is how to
create a new document so of course let's assume
7245.96 -> that we don't need these whatsoever and we are
starting from scratch you'll find Microsoft Word
7253.4 -> and you'll click on a blank document once you
click on a buying document now you're presented
7259.76 -> with the interface for Microsoft Word so before we
get any further here I'll just take a couple more
7265.58 -> minutes and explain just some of the components
that exist here in word 2016. it's very similar
7272.9 -> to the previous versions that you're used to
using however it probably helps for somebody
7277.7 -> who is starting so notice here you have these
different tabs here on the very top you have
7283.22 -> the Home tab the insert tab you have the design
tab the layout tab and so on the tabs here along
7290.24 -> with all of these different icons within each one
of the tabs and those icons are simply different
7296.12 -> functions that you can perform in a document using
Microsoft Word notice that those functions are
7302.6 -> also grouped together so for example all the stuff
that has to do with the fonts it's under the font
7308.12 -> block here or grouping anything that has to do
with paragraphs or Styles it under the paragraph
7314.6 -> grouping here or Styles grouping if you go under
the insert tab similar thing as well you have
7320.66 -> here anything that has to do with illustrations
it's in the its own grouping and so on so the way
7326.96 -> those tabs work they are organized in the order
that you'd most likely work with in a document
7334.94 -> so particularly if you're working on a brand
new document you're going to create the content
7339.62 -> format the text paragraphs apply some Styles then
you're going to insert stuff to the document such
7345.44 -> as pictures and tables and such and then you're
going to change the layout to the document you're
7350 -> going to add some references but potentially you
might be doing some mailings and so on and finally
7355.34 -> you might be doing some review for it checking
spelling and such and then under the view tab
7362 -> here you'd be able to read it to finalize before
you send that document or project to somebody so
7368.36 -> again the concept to understand here is that they
organize in a certain way group the icons are
7374.42 -> grouped together and the tabs are in a specific
order depending on the work that you are doing
7379.7 -> notice also you have the file menu this is back
from if you remember in Office 2007 that was taken
7386.36 -> away notice you have some additional options
here how to save the document how to print it
7391.94 -> share it export it and so on notice if you wanted
to change also options within your application you
7399.68 -> could go under options here and this is where
you can customize additional settings related
7405.92 -> to Microsoft Word in your computer now you could
change here for some of the themes or you could
7411.92 -> change the display and but one of the things that
you might want to change you might end up changing
7418.94 -> at some point is this save location as well so
just check those out and nothing is going to be
7425.36 -> broken as long as it potentially take note of what
you're changing now here on the very top left you
7431.18 -> have What's called the quick access tool bar the
quick access toolbar has the most commonly used
7437.78 -> functions here and you can customize this to add
additional items as well so notice I clicked here
7444.08 -> on the drop down you can put here the email icon
or attach icon now if you wanted also an icon here
7450.74 -> let's say for inserting pictures well all you have
to do is you right click here and choose to add it
7457.7 -> to quick access toolbar and now the option to add
pictures it's added to a quick access toolbar so
7464.84 -> again quick access toolbar it serves for you to
get quickly to whatever you need to do another
7468.98 -> thing to remember here is that notice we don't see
the ruler anywhere in this document so this is the
7474.74 -> area of course where you type your document and
such so if you need to view additional components
7480.14 -> here you can choose to Under The View tab you want
to customize to show the ruler for the document
7485.96 -> you can even have grid lines if you needed to
and navigation pane as well if you needed to
7494.12 -> additionally before I finalize this quick session
here notice that on the bottom right here you have
7501.08 -> also options for zooming in and out of the
document and you have the various different
7506.66 -> layouts for this specific document whether you
want to do a read mode or the print layout mode
7514.16 -> here on the left you also have the page numbers
and the words in this specific document if you
7519.62 -> click on any of these options here it will give
you more information about your document finally
7526.16 -> one quick feature and this is new in word 2000
2016 is that let's say you're on the Home tab
7533.66 -> here and you don't know how to do something well
office 2016 has this option here that you can it
7539.66 -> says tell me what you want to do so if you
wanted to change let's say the margins you
7543.8 -> simply type margins here and notice it gives
you the all the potential options here so you
7550.94 -> don't necessarily have to know where an option
is even though I'm going to explain it in this
7555.14 -> tutorial so you click here and adjust margins
and it gives you all the different options for
7560.24 -> margins even though you're not in that specific
tab if you're not sure as to how to do something
7565.28 -> you can also click here on get help on margins
and it'll take you to the online help for office
7572.36 -> 2016 directly from Microsoft so some of those
options will learn them as well as we go but
7578.42 -> I thought it would be helpful for you to know
about this feature tell me what you want to do
7582.32 -> so hopefully that is helpful stay tuned we'll
get started in a moment the next segment here
7587.36 -> on getting started with a document doing some of
the basic functions in a document foreign [Music]
7599.36 -> in this session we are going to get started
using and working with a document over the basic
7604.28 -> functions here in the document so if you wanted
to create a document from scratch of course just
7609.5 -> click here in the white space and simply start
typing [Music] for the sake of simplicity at this
7616.22 -> point I'm going to just go ahead and bring in a
document that has just some plain text and we'll
7621.02 -> work with that specific document let's assume that
we have this document you typed it there's nothing
7625.88 -> special about it I copied and pasted this and
by the way this is the credit for the document
7631.7 -> where I got the information from so all it is
it's about 24 pages of text let's assume that
7637.82 -> we have this long document that we want to tweak
at this point as we learn how to use word 2016.
7646.28 -> so just a couple things for you to remember here
is that if we wanted to change any of this stuff
7652.82 -> about this document now this is if we want to
change the font of course select it and then
7659.96 -> simply choose a different font here change the
size and notice that some of the icons so you
7665.3 -> can make it bigger or smaller notice some of them
they also have a drop down that you can customize
7670.22 -> to make everything lowercase or uppercase or for
someone in the case of the spacing here or the
7677.24 -> font just as a key concept here is that there's
additional options and drop downs additionally
7684.02 -> remember there are also these options here to
expand and customize for example the anything
7689.66 -> related to the fonts and this is very similar to
the old interface so as you are working with text
7695.78 -> so let's assume that this is your text that
you're working with notice that as soon as I
7702.08 -> release the mouse after I select the text there
is this mini toolbar the mini toolbar has some
7709.16 -> of the quick options that you could potentially
use here in Microsoft Word whether it's related
7714.56 -> to the font or some of the basic functionality
to it so that you don't have to reach for the
7720.32 -> mouse up here on the top or under the ribbon
but you're basically tweaking this simply
7729.92 -> within without moving the mouse
too far so again you select it
7736.58 -> the quick mini toolbar shows up and you pick the
option that you want to utilize the other thing as
7742.7 -> we get started here is that if you're not sure as
to what something does here remember that you can
7748.4 -> always hold the mouse on the icon and it will show
you what that does so it gives you a description
7755.12 -> of what that function is and what it does I could
select those and this is basically using the
7762.08 -> bulleted lists so if I want just simply Dots here
notice I just selected the text chose this found
7768.5 -> a different particular kind I can simply click
on the drop down and pick one of those or if I
7775.46 -> wanted numbers you can do it like that if for some
reason you want to customize something within the
7782.78 -> bulleted list you can change the levels you can
customize down here as well by set the number in
7789.62 -> style and things of that nature as well so the tip
here is that the computer is not going to break
7795.26 -> just Tinker with all the different options if
you want to learn the program and the application
7800.12 -> here click on the various different options
and see what they do that's the best way to
7805.7 -> learn an application on your own as well besides
following this tutorial of course so in the next
7812.9 -> segment here I'm going to go over how to utilize
Styles in formatting text and making it easier to
7820.52 -> provide consistency in the document and save you
time so stay tuned for the next segment [Music]
7827.18 -> in this session I'm going to go over using
stalls in a document Styles in word 2016
7840.32 -> are a powerful tool that can help you provide
consistency throughout the document by applying
7846.32 -> the same properties throughout the document as
you're formatting it as well as save you time so
7851.96 -> how do you apply Styles all you have to do is you
select the section of your document here and let's
7858.08 -> assume that we want to make this heading number
one so simply click on heading number one here
7865.16 -> and by the way these are the list of styles here
notice you have a drop down as well here to see
7870.5 -> the other styles in the document now this feature
here of you holding the mouse on the text here
7876.98 -> this is called the live preview it gives
you a preview of what it would look like
7882.08 -> if you were to select that option before you
even click on it so let's assume that we want
7887.36 -> this for heading number one so we basically go
throughout the document here and you apply the
7893 -> different styles for this particular document now
my suggestion is that you apply heading 1 heading
7900.8 -> 2 and heading 3 Styles and so on throughout the
document the reason for that is that later if it
7908.48 -> you have a long document you can also create
a table of contents directly from the styles
7915.62 -> that you applied throughout your document and the
table of contents will be generated only if you
7921.98 -> have heading 1 and so on Styles now if you don't
like how something looks like at this point what
7929.9 -> you can do is it will go and modify the style to
your liking and then that will be updated through
7936.92 -> out to document automatically so basically
you don't like something you can tweak The
7941.12 -> Heading one style but you need the heading
one style to create the table of contents
7945.62 -> later I'll also show you how to create custom
styles from scratch here in a moment you'll get
7951.5 -> the idea here we go we apply the heading Styles
throughout the document depending on the layout
7957.44 -> and the organization of your document so for
example this would be heading one this would
7962.54 -> be heading 2 and then you scroll down in your
document and you apply the other heading so
7967.82 -> this let's assume it will be heading number three
you could even apply this as a heading number four
7978.44 -> let's assume that's heading number two
7988.1 -> and notice here we have the technical
underpinnings and then we have the development
7991.94 -> plan and then we have the essential information
protection that's probably false under what we
7997.7 -> covered earlier so you do that throughout your
document now one thing to keep in mind here is
8004.6 -> that like I mentioned earlier if I wanted to
change how heading number two looks like and
8010.42 -> notice if I click here it shows heading number two
that's the one selected to modify a specific style
8016.06 -> I have two options I could simply either customize
the text here the way I want it so for example I
8024.94 -> want this to be larger and let's say I want that
to be bold and then I want this to go all the way
8033.16 -> to the left here notice I can go here since I
have the ruler showing and if you don't have
8039.04 -> the ruler you can go under View and choose ruler
here notice it shows up or it disappears go here
8045.4 -> to the Home tab and I'm going to move this to the
left so that my text is all the way in the left
8050.98 -> now we are kind of deviating what we are trying
to do to explain here as far as the The Heading
8055.96 -> one style but basically we're tweaking this the
way we like it to be showing up and then I'm going
8062.44 -> to make this let's say orange color so it kind
of stands out for us and let's say I want the
8067.78 -> font to be a different font let's say I want the
calibri here and I want that to be 20 points now
8073.96 -> what you can do is now that I have tweaked heading
one here the way I like it I can simply select it
8081.34 -> and you can right click on the heading style
up here and it says update heading 1 to match
8088.48 -> selection we're telling the computer to update
any heading one Styles wherever we have applied
8094.24 -> them and even though we have not applied
them yet to be however we chose this to
8098.98 -> look we click here and update and now notice
if I scroll down we'll find out here that
8107.08 -> wherever I applied here for example this was
heading one that has been updated and notice
8112.48 -> in the other options as well now if I wanted
to update heading number two I could do the
8118.54 -> same thing I could simply highlight this change
the font and let's say I want to make that blue
8127.36 -> designing however I like it and then I
can choose to update it and now notice
8133.18 -> if I scroll down throughout the document here
you'll see that heading 2 has been updated to
8139.72 -> what we chose earlier now let's say that we still
want to tweak this we want to make it underlined
8145.3 -> or whatever what you can do is you can select it
go under heading 2 choose modify and then notice
8153.58 -> you can just change properties so again you can
modify this two different ways you can either
8158.02 -> tweak it first and then update it I think that's
the easiest one or you can simply right click and
8164.32 -> then tweak with all kinds of other properties here
as well so you can change for example I wanted to
8169.66 -> underline they press this it'll be underlined
you can also change the formatting the border
8173.92 -> the frame the numbering text effects and all
kinds of other stuff and you can tweak that on
8180.1 -> your own just remember if you change it you need
to also update it automatically as well you click
8186.22 -> OK and now if we scroll up or down here which
wherever this was applied in the document it will
8194.5 -> be automatically updated with the underlining
same thing with heading number three so we'll
8201.64 -> go and find the heading number three wherever we
applied it so this is for example heading number
8206.979 -> four typically you can't use heading number four
until you have used heading 3 but in any case I
8213.22 -> think heading number three is this one right here
so you can tweak this however you want it again
8223.78 -> and then simply right click update
heading 3 to match selection and that
8228.34 -> will update all instances let's
say we want to do this as well
8234.16 -> update heading 4 and now it has been applied
throughout the documents using the Styles it's
8240.76 -> a very powerful feature and strongly recommended
because it will save you time and it will provide
8245.56 -> consistency throughout the document now
let's assume that you wanted to create a
8249.46 -> new style of some sort so let's say anywhere
in the document I want a new type of style
8259.18 -> again you can customize it the way you want
8270.16 -> let's make it something completely different here
and now what you can do is you can select this
8276.7 -> and you could click on Styles here
in the on the mini toolbar or you
8281.14 -> can click on the drop down here
on the top under the Styles area
8285.7 -> and you have an option to create a new style so
you can just give it the name let's say Sally
8295.78 -> and then click ok now if I want to
apply this wherever I want it to
8301.12 -> apply they can simply go and apply the solid Style
8309.46 -> if I wanted to tweak it I could
simply either tweak it from here
8313.06 -> and update it or I can tweak it from
the top and and modify it over here
8322.3 -> that's how cool styles are strongly
suggested that you use them in your
8328.3 -> documents because it's very powerful
in creating Also the table of contents
8332.979 -> and it will save you time and provide
consistency throughout the document [Music]
8337.54 -> in this session I'm going to go over using
stalls in a document Styles in word 2016
8350.62 -> are a powerful tool that can help you provide
consistency throughout the document by applying
8356.68 -> the same properties throughout the document as
you're formatting it as well as save you time so
8362.32 -> how do you apply Styles all you have to do is you
select the section of your document here and let's
8368.439 -> assume that we want to make this heading number
one so simply click on heading number one here
8375.58 -> and by the way these are the list of styles here
notice you have a drop down as well here to see
8380.859 -> the other styles in the document now this feature
here of you holding the mouse on the text here
8387.399 -> this is called the live preview it gives
you a preview of what it would look like
8392.5 -> if you were to select that option before you
even click on it so let's assume that we want
8397.72 -> this for heading number one so we basically go
throughout the document here and you apply the
8403.3 -> different styles for this particular document now
my suggestion is that you apply heading 1 heading
8411.22 -> 2 and heading 3 Styles and so on throughout the
document the reason for that is that later if
8418.78 -> you have a long document you can also create
a table of contents directly from the styles
8425.979 -> that you applied throughout your document and the
table of contents will be generated only if you
8432.399 -> have heading 1 and so on Styles now if you don't
like how something looks like at this point what
8440.319 -> you can do is it will go and modify the style to
your liking and then that will be updated through
8447.34 -> out to document automatically so basically
you don't like something you can tweak The
8451.54 -> Heading one style but you need the heading
one style to create the table of contents
8456.04 -> later I'll also show you how to create custom
styles from scratch here in a moment you'll get
8461.92 -> the idea here we go we apply the heading Styles
throughout the document depending on the layout
8467.8 -> and the organization of your document so for
example this would be heading one this would
8472.899 -> be heading 2 and then you scroll down in your
document and you apply the other heading so
8478.18 -> this let's assume it will be heading number three
you could even apply this as a heading number four
8487.12 -> let's assume that's heading number two
8498.46 -> now notice here we have the technical
underpinnings and then we have the development
8502.24 -> plan and then we have the essential information
protection that's probably false under what we
8508 -> covered earlier so you do that throughout your
document now one thing to keep in mind here is
8514.96 -> that like I mentioned earlier if I wanted to
change how heading number two looks like and
8520.78 -> notice if I click here it shows heading number two
that's the one selected to modify a specific style
8526.42 -> I have two options I could simply either customize
the text here the way I want it so for example I
8535.24 -> want this to be larger and let's say I want that
to be bold and then I want this to go all the way
8543.58 -> to the left here notice I can go here since I
have the ruler showing and if you don't have
8549.46 -> the ruler you can go under View and choose ruler
here notice it shows up or it disappears go here
8555.76 -> to the Home tab and I'm going to move this to the
left so that my text is all the way in the left
8561.28 -> now we are kind of deviating what we are trying
to do to explain here as far as the The Heading
8566.319 -> one style but basically we're tweaking this the
way we like it to be showing up and then I'm going
8572.74 -> to make this let's say orange color so it kind
of stands out for us and let's say I want the
8578.14 -> font to be a different font let's say I want the
calibri here and I want that to be 20 points now
8584.319 -> what you can do is now that I have tweaked heading
one here the way I like it I can simply select it
8591.64 -> and you can right click on the heading style
up here and it says update heading 1 to match
8598.78 -> selection we're telling the computer to update
any heading one Styles wherever we have applied
8604.54 -> them and even though we have not applied
them yet to be however we chose this to
8609.34 -> look we click here and update and now notice
if I scroll down we'll find out here that
8617.439 -> wherever I applied here for example this was
heading one that has been updated and notice
8622.84 -> in the other options as well now if I wanted
to update heading number two I could do the
8628.899 -> same thing I could simply highlight this change
the font and let's say I want to make that blue
8637.72 -> design however I like it and then I can choose
to update it and now notice if I scroll down
8644.38 -> throughout the document here you'll see that
heading 2 has been updated to what we chose
8650.8 -> earlier now let's say that we still want to
tweak this we want to make it underlined or
8655.78 -> whatever what you can do is you can select it go
under heading 2 choose modify and then notice you
8664.06 -> can just change properties so again you can
modify this two different ways you can either
8668.319 -> tweak it first and then update it I think that's
the easiest one or you can simply right click and
8674.68 -> then tweak with all kinds of other properties here
as well so you can change for example I wanted to
8679.96 -> underline they press this it'll be underlined
you can also change the formatting the border
8684.28 -> the frame the numbering text effects and all kinds
of other stuff and you can tweak that on your own
8690.76 -> just remember if you change it you need to also
update it automatically as well you click OK and
8697.66 -> now if we scroll up or down here which wherever
this was applied in the document it will be
8705.04 -> automatically updated with the underlining same
thing with heading number three so we'll go and
8712.479 -> find the heading number three wherever we applied
it so this is for example heading number four
8718.42 -> typically it can't use heading number four until
you have used heading three but in any case I
8723.58 -> think heading number three is this one right here
so you can tweak this however you want it again
8734.14 -> and then simply right click update
heading 3 to match selection and that
8738.64 -> will update all instances let's
say we want to do this as well
8744.52 -> update heading 4 and now it has been applied
throughout the document so using the Styles it's
8751.12 -> a very powerful feature and strongly recommended
because it will save you time and it'll provide
8755.92 -> consistency throughout the document now
let's assume that you wanted to create a
8759.88 -> new style of some sort so let's say anywhere
in the document I want a new type of style
8769.66 -> again you can customize it the way you want
8780.58 -> let's make it something completely different here
and now what you can do is you can select this
8787 -> and you could click on Styles here
in the on the mini toolbar or you
8791.5 -> can click on the drop down here
on the top under the Styles area
8796.6 -> and you have an option to create a new style
so you can just give it a name let's say Sally
8806.2 -> and then click ok now if I want
to apply this wherever I want it
8811 -> applied I can simply go and apply the solid Style
8819.819 -> if I wanted to tweak it I could
simply either tweak it from here
8823.42 -> and update it or I can tweak it from
the top and and modify it over here
8832.66 -> that's how cool styles are strongly
suggested that you use them in your
8838.72 -> documents because it's very powerful
in creating Also the table of contents
8843.34 -> and it will save you time and provide
consistency throughout the document [Music]
8855.22 -> in this session I'm going to demonstrate how
to use the format painter in word 2016. format
8862.84 -> painter what it does is basically you can format
a bunch of text a certain way to look a certain
8869.26 -> way and then you can copy the formatting
and paste it to another section of text
8875.38 -> it's very similar to copy and paste but the
difference is it's going to copy and paste
8879.58 -> the formatting properties so let's assume that
we have this bunch of text here and we have this
8885.399 -> blue color and it's underlined and all that
other stuff and I'm going to change the font
8890.68 -> as well to a different font here now let's say
that I wanted to apply that somewhere else in
8896.14 -> the document here as well so what you do is you
you go to the area where which has that specific
8903.399 -> formatting you select it and then you click on
format painter it's going to seem like nothing
8910.18 -> happens now notice it has this broom type of
thing you select where you want to apply it
8916.42 -> and notice I'm leaving out a couple words in
the end here and then you let the mouse go
8921.52 -> as soon as that happens you notice it copied
all the properties from the first area here
8927.28 -> to the other section where we applied the format
painting so it's just as easy as that thank you
8939.04 -> in this next session I'm going to go over one of
the features that pretty much everybody should
8943.42 -> know if they want to be productive in your work
how to search for something in your document and
8949.96 -> replace it with something else but make sure that
all instances of it are replaced in your document
8957.16 -> so let's assume that we want to find the word
computers and change it with PCs for whatever
8963.22 -> reason so you go here under replace in the
Home tab and we want to find the word computers
8973.359 -> and like I said we want to replace it with PCs
8978.819 -> and those you have additional options here as well
you can choose to match the case match only whole
8985.24 -> words and you can also use wild cards as well
if you need it that is basically if you want the
8992.26 -> word computer and to include also the computers
and so on so multiple variations of it so now
9000.6 -> notice also you can change check on formatting
paragraph and all kinds of other options as
9006.54 -> well the specific paragraph marks and so on and
I'll try to demonstrate that in a moment here
9012.6 -> so now we click here on find next
and that will be the best option
9017.64 -> here to find for example computers
here and it's going to replace it
9027.06 -> so there were three instances of the word
computers in this document we could also
9033.6 -> have chosen if we were sure that all instances
matched what we wanted we could have chosen
9039 -> here to replace it all to replace all of it
the other feature that I'll try to show you
9045 -> here it's very powerful is you want to
make sure in your document there are no
9050.52 -> extra paragraph spaces for example we want
to take anywhere where there are more than
9056.64 -> one paragraph space we want to replace it with
only one paragraph space there to fix the whole
9063.479 -> document of course right now I'm messing it
up from purpose so we can fix it in a moment
9068.64 -> so the search and replace capability comes in
very handy here besides search and replacing for
9074.76 -> text you can search and replace other components
such as spacing and things of that nature in your
9080.16 -> document now for you to see the hidden characters
in a document you need to click on this little
9086.22 -> icon here and that's what will demonstrate or
show where the extra spaces are so for example
9094.8 -> here we have an extra paragraph space here we
have two of them and so on so that we have this
9100.859 -> document and it has all these additional spaces
that we want to take out instead of you going
9106.2 -> throughout the document and taking them all out
manually what you can do is you can do a search
9111.18 -> and replace for anything that is the new paragraph
or the end of the paragraph there that these empty
9118.8 -> areas so we click here on replace and then what
you do is you go here under special so we want to
9126.24 -> find the paragraph Mark wherever the paragraph
Mark is located so we click on this paragraph
9134.04 -> Mark and we want to find wherever there are two
of them and we want to replace them with only
9139.56 -> one paragraph mark then we click on find next and
notice it should find this next one right there
9148.08 -> and then we click on replace and
then we go and replace the next one
9153.18 -> next one or we could replace them all now
notice it found nine locations and at this
9159.06 -> point I'm closing that it should be that
no areas in my document should have two
9166.26 -> paragraph marks in there and you can do that
for the same thing for tabs if you want to
9170.939 -> remove all the tabs in the document you can
do a search and replace for tabs and so on
9174.78 -> so it's a key feature in the word processing
that is very valuable to save you time provide
9181.14 -> consistency and enhance your resume as well
in knowing how to do these features [Music]
9187.92 -> in this session I'm going to continue with the
other features of Microsoft Word in order to
9199.14 -> enhance our document here that we are working
with and learn some of those features as well
9204.359 -> so earlier we learned how to use the items here
under the Home tab such as the paragraph and
9211.74 -> format painter and styles and search and replace
and so on so now typically as we mentioned earlier
9219.3 -> you have the office ribbon that has those features
and functions grouped together depending on the
9225.84 -> task that you are performing so now that we are
done with the basic stuff in our document here in
9231.54 -> formatting certain components and applying Styles
now we want to insert additional components to
9238.26 -> it to make it even fancier in this case let's go
under the insert Tab and here you can insert all
9244.2 -> kinds of other stuff but we're going to start here
with the illustrations and we'll come back through
9249.479 -> all these other options as well in a moment here
so let's say we want to insert pictures now we
9255.54 -> want to enhance this document and we want to get
some pictures of let's say Microsoft Word or PCS
9261.72 -> or whatever it is if you we might want now we go
here under insert and then we click on pictures
9268.319 -> the pictures you can get them directly from the
computer in this case because it's going to get
9273.54 -> the end notice here I have office 2016. now
this in this case this image it's quite large
9280.08 -> so you can resize it I'm sure you know how
to do this by simply dragging the corners
9285.72 -> it's recommended that you use the corner handles
rather than using the middle points here because
9291.78 -> this resizes it proportionately now that the the
image has been inserted here if you double click
9297.96 -> on the image notice there is a picture tools
option that shows up or one of the other tabs
9305.22 -> here as soon as I click on the picture here it
opens up with picture tools if we double click
9310.38 -> it'll actually open that whole ribbon here these
are tools and they are referred to as contextual
9317.46 -> tools basically tools that are displayed on the
ribbon based on the context of what we are doing
9325.56 -> so in this case we have picture
Styles remember the text Styles we
9330.12 -> could change and tweak the text within the
document here we could format this picture
9335.64 -> by simply applying a variety of other
styles to it depending on how we want it
9346.02 -> let's say we want it this way you can change
the Border other picture effects and again like
9350.7 -> I mentioned in one of the previous segments in
order to really learn the application just click
9355.2 -> on the various options and see how you can tweak
and Tinker with it and and that's the best way to
9360.3 -> learn about it now the other thing that you can do
here is that you can also customize the position
9366.6 -> where you want this picture to show up so you can
simply click a specific position on your document
9372.84 -> and let's say we want it in the middle of the
document the left and all that type of thing so
9378.24 -> I'm going to leave it alone for now so that I can
show you one of the other features before we can
9382.979 -> tweak and Tinker with that so let's suppose that
we want the text to be wrapped around the picture
9389.52 -> here and this is a very important concept for you
to understand and that has to do is what's called
9397.08 -> text wrapping or wrap text for this image so what
you do is you click on the image and you choose
9404.52 -> then wrap text here you can tell the system how do
you want the text wrapped around this picture you
9412.02 -> click let's say on tight and notice now the text
it will be tightly integrated around the picture
9419.46 -> since we chose that option we can also drag this
and place it wherever we want in the document
9425.88 -> and then the text Will kind of self-adjust
around this specific image that we picked
9432.54 -> and notice there is also a little icon here next
to it to choose the different layout options and
9438.42 -> you can apply whichever option you prefer in that
case so that's an important component for you to
9444.42 -> remember here notice also you can use the crop
tools we don't really need to crop this much at
9449.819 -> this point but if we needed to just crop it from
whichever direction and click crop again and now
9456.66 -> it has been cropped if for some reason you choose
to undo one of those options you can simply back
9463.439 -> go back here and it will be the way we had it
from earlier so this is basically using the
9468.96 -> back and forward options or undo and redo options
so that is applying pictures from the computer or
9478.5 -> inserting pictures from the computer now in office
2016 you also the clip art option it's actually no
9485.52 -> longer available if you see here if you note here
so what they did was they Microsoft has you go
9492.899 -> online for pictures and access pictures online so
you simply click on online pictures and then it's
9499.26 -> going to use the Bing search engine for you to
search for various pictures so let's say computer
9506.1 -> hit enter it's going to give you a whole
bunch of computers now remember some of those
9512.04 -> are copyrighted materials so you need to really
kind of be cautious if you're going to use those
9518.7 -> for marketing and Commercial products and so on
so you pick what you want from here assuming that
9525.66 -> the copyright stuff is correct and then click
on what you want click on insert and this is
9534.359 -> very similar to clip art in previous versions
of Microsoft Word again you can resize this
9541.02 -> and apply any of these picture tools
that we learned about earlier and then
9547.14 -> choose the text wrapping tight and then
move it wherever you prefer to have this
9553.56 -> so that's inserting pictures from online the
other thing that you can do is also you can
9558.24 -> insert various shapes in this document
so for whatever reason you want to make
9562.92 -> a diagram or an arrow or whatever the case may
be simply click on the shape here that you want
9570.359 -> and then drag it that's the difference
that's a trick here in Microsoft
9578.399 -> or on using shapes that you have to drag it
the other thing you remember here as soon as
9583.68 -> we insert the shape notice that you have a new
set of tools the contextual tools and you can
9588.84 -> change here the design for your new object
that you inserted you can change different
9594.899 -> properties and position and the wrapping as well
so you could actually make that so it's tightly
9601.859 -> wrapped as well within the text so notice
the text will be self-adjusting around it
9608.04 -> one key thing to remember here as well is that
you can rotate it by using this handle right here
9614.939 -> and rotate this object any which direction
that you prefer so that is inserting shapes
9622.14 -> in your document next and we're going to do
this in a different video segment we're going
9626.819 -> to learn how to insert smart art it's a very
powerful feature so stay tuned to how to use it
9633.74 -> [Music]
9634.74 -> in this next session we're going to learn how to
use Smart art in Microsoft Word 2016 microsoft
9646.68 -> word starting with Office 2007 has this feature
called smartart smartart is basically a graphic to
9655.02 -> visually demonstrate or communicate information so
let's say we are talking about computer security
9660.6 -> and you probably are familiar with this the
confidentiality integrity and availability
9667.56 -> or as they refer to as a CIA of information
security instead of us representing this data
9675.66 -> in this format by simply using bullets which
seems okay what we could do is we could insert
9683.819 -> smart art so you go here under smartart and
then you pick one of the designs from here
9694.319 -> so you basically could type this
9700.319 -> I choose the design that I want
9704.76 -> and this will be adjusted automatically
now this you can close this typing area
9711.6 -> of the text and notice you have this handle
to show this anytime in the future or you
9715.92 -> could change it directly from the diagram
at this point of course you can resize it
9722.88 -> and if for some reason you do not like
this diagram you can pick a different one
9730.56 -> and convert it into a different one also
you can change the colors so basically
9736.2 -> you're applying different styles again
to this type of object as well so as you
9741.899 -> kind of kind of see it's very powerful in
representing something so notice this is
9746.64 -> what we are representing but now this is a
little bit more useful potentially here for
9751.8 -> us so again using smart art it's a way for
you to represent something in a graphical
9759.18 -> to communicate something in a graphical
way to your audience or to your reader
9767.22 -> yeah
9769.5 -> in this session I'm going to demonstrate very
briefly as to how to use tables in a document
9778.319 -> in Microsoft Word so let's assume that we want
to insert a table in this location for this
9784.38 -> document so all you have to do is you go into
the insert tab click on the table and then you
9790.68 -> can either pick one of the quick tables from
here or you can design your own so let's say
9798.06 -> I want five columns and three rows right there
and the table has been created automatically
9805.14 -> now notice as soon as we insert the table
you have these table styles again remember
9811.979 -> just like with text and images and so on you
can apply predefined styles to your objects
9818.819 -> that you're working with depending on what you're
doing now these are additional Styles here that
9823.56 -> you could apply as well so just pick one of those
Styles and customize it further if you needed to
9831.42 -> notice you have also under the layout here you
can customize the delete or change Properties
9838.439 -> or insert and indent the text and all that type
of thing regarding your table here in or 2016.
9846.899 -> so the idea again is to insert the table pick
however you want it and then adjust it by going
9854.76 -> to the design Tab and going to the layout tab
notice if you need to adjust the width of each
9860.46 -> column here notice here under the ruler area
and if you don't have the ruler area here in
9865.38 -> the view you could go under View and choose to
show the ruler now from this area you can adjust
9873.12 -> the width of these columns as well so that's
basically how to insert tables in Microsoft Word
9882.319 -> [Music] in this session we will also demonstrate
how to create charts or how to insert charts in a
9895.319 -> document in Microsoft Word a lot of times when
you're creating a report or major document or
9900.899 -> whatever it may involve in using data as well
and by the way they'll have another video on
9906.18 -> importing linking Excel with Microsoft
Word that's another tutorial it'll be
9911.64 -> coming shortly here but this is basically
how to insert a chart within a document
9917.58 -> so we click here on chart under the insert
tab and then basically you pick the design
9923.64 -> that you want for your chart notice you have
a live preview of whatever the chart going
9928.26 -> to look like so let's assume I want just
a column chart for now and then click ok
9935.22 -> at this point notice as soon as it inserts
the chart notice you have this Excel like
9941.46 -> data entry form here so it's a series one
well maybe you'd want uh the months here
9949.62 -> so basically you have to plug
in the data at this point
9954.3 -> and then let's say this is the
average sales in millions for example
9963.18 -> and you get the idea then you plug in
the numbers so let's say this was 7.8
9970.979 -> in February it was 2.7 and in modules 6.9
9981 -> now notice the table here is being updated
automatically now the other thing to notice
9986.04 -> as well and I'm going to try to make this
bigger or navigate through a little bit
9990.72 -> notice that we don't need this category 4.
what we can do here is that we can actually
9997.08 -> exclude that so instead of deleting it because
if you deleted it notice what happens it just
10002.479 -> leaves it still there but it's just going to
be blank what you need to do is you need to
10006.979 -> move this Blue Area hold the mouse on it until
it changes to Double Arrow and then drag it up
10014.42 -> Let It Go and now notice the chart it's going
to be automatically readjusting for your display
10021.14 -> here in your document now if I click outside of
the chart here or close this at any point here
10029.18 -> now this now it's ready and I
can resize this however I want
10035.72 -> you can change the title of course now if you
wanted to change additional properties for
10040.88 -> this you can double click on it again and notice
you have the design area and you can change and
10046.76 -> utilize a different style again for your charts
here and you could tweak this however you need
10053.24 -> it to make it much fancier as you can see and you
can change also the quick layout if you needed to
10061.1 -> you can change colors if you prefer to and other
options as well as well as editing the data here
10069.56 -> as well if you don't like the same type chart or
type of chart that you picked you can change it
10075.08 -> from here notice there's also another tab
here under contextual tools where you can
10080.359 -> adjust the formatting for this and keep in mind
here for the chart as well under the formatting
10086.72 -> there's also the option for text wrapping
so text wrapping it's a really important
10091.7 -> concept to understand for all types of objects
that you use in your document so I choose here
10098.78 -> wrapped tightly around the text Here and Now
notice the chart can be part of my document
10107.26 -> [Music] in this next session I'm going to talk
about inserting or using the screenshot feature in
10117.439 -> Microsoft Word 2016. so let's assume we have this
document here and now we want to insert a snapshot
10125.12 -> whether we are doing documentation on how to do
something or whatever the case may be so what you
10131.78 -> do is you go under the insert tab or you click on
screenshot here and notice you can either clip the
10138.319 -> screen or you can pick from one of the available
windows so in my case I'm going to do a screen
10145.46 -> clipping first so I click on screen clipping and
now at this point I could pick part of my screen
10156.02 -> and now that has been inserted in my document
now this you could use it for creating a manual
10162.38 -> or creating directions or whatever it may be
within your document and notice here this is
10168.5 -> basically just like another image that I insert
in the in the document I can go here and customize
10174.38 -> this and make it look differently and and so on
and apply the various different styles related
10180.979 -> to the images in the document the other thing
you can do is you can go and take actually go
10186.979 -> here under the insert under screenshot so you
have to have something open in your computer
10193.64 -> and then you can take a screenshot of an
application that you may have opened in
10201.92 -> your computer and then of course resize
this however you need to but personally
10206.72 -> I think the screen clipping it's going to
be the one that is more useful in this case
10215.26 -> [Music] another cool feature in word 2016 is the
ability to insert media directly from online such
10228.62 -> as a video from online so to insert video from
online you click on insert here you go to online
10235.58 -> video and then you can search for videos whether
it's from Bing or from YouTube and so on so
10249.08 -> okay so if you go here you're searching for a
specific video you click on it and then click
10257.899 -> on insert and there is the video directly the link
from YouTube and this is a new feature in office
10264.56 -> 2016. now at this point of course you could
customize this if you needed to and format it
10269.899 -> differently just like an image in your document
including the positioning of it in the document
10277.52 -> thank you foreign
10283.76 -> video I'm going to demonstrate how to utilize the
hyperlink feature in a document in Word 2016. well
10292.1 -> it's basically you're linking to a document or to
a resource outside of your document here so let's
10299.6 -> assume we want to learn how to customize privacy
settings in Windows 10 and we want to have a link
10306.02 -> so that whoever we send this document to they can
go and click on that link and go to that video
10311.3 -> directly online or to that article directly
online or whatever it may be the case so what
10317.779 -> you can do is you can simply select the text that
you want to hyperlink and then click on hyperlink
10325.399 -> and then instead of directly linking to an
existing file here you can link to a URL to
10333.5 -> a web page out there so now what we do before we
can do that part we go here to the web and we find
10340.22 -> the video that you want or the article that you
want copy the URL now we bring this down and then
10348.92 -> here under the address that we opened earlier
we can open it again so I have highlighted this
10354.26 -> click on hyperlink go ahead and paste it in
there and then click ok now this point notice
10360.26 -> that it says press Ctrl click to take you
directly to that video so if I do control
10366.26 -> down hold down the control key it'll take me
to the video or to that article on the web
10373.04 -> so that's how you use hyperlinks in a document
and this was just to the website to a web
10379.16 -> document but or to a website but you can also
link to a document in your computer as well
10388.12 -> [Music] in this brief session I'm gonna go
over how to insert a comment in a document
10399.439 -> in Microsoft Word 2016. so let's say in
this link here I want to make a note or
10407.06 -> a comment I'm reviewing this document for
someone and I want to make a comment for
10412.16 -> it so all this you have to do is you go here
under the insert Tab and you want to insert
10417.859 -> a comment you select the text area and
you click on comment and you could say
10427.22 -> and so on or put something else and then you go to
other places in your document as well and you can
10436.22 -> put additional comments as well so this you could
be using it for grading student papers or you can
10442.88 -> use it for making comments for other people that
you're collaborating with now if for some reason
10448.7 -> you don't want that comment in there anymore you
can simply right click on it and choose delete
10453.26 -> comment or if you were to go under the review Tab
and it's in office 2016 that Microsoft actually
10461.3 -> put it in the insert tab here but it's also under
the review tab here and you can choose to delete a
10468.08 -> comment or create a new comment now that we've
deleted it it's all gone so that is basically
10473.12 -> inserting comments in a document it's more for
collaboration and working in a team and so on
10481.34 -> good foreign
10487.279 -> I'm going to demonstrate how to insert headers and
folders in a document so if you notice here in my
10494.12 -> document I don't have any headers or Footers so
what you can do anywhere in your document go ahead
10499.279 -> and simply click on insert and then click on let's
say header now notice as soon as you click on the
10506.3 -> drop down you have all these different templates
now this depends from version to version now
10511.399 -> with office 2016 there are more options in here
for you to utilize so pick any of those designs
10523.34 -> and basically you'd put in there the title of the
document and this has the date field in there but
10531.26 -> you could change that to insert additional options
in there instead of the date field or you could
10537.439 -> simply pick a different design so if you go
here under the insert and choose headers and
10543.319 -> Footers if I wanted a different design here are
different header that's my different header now
10548.72 -> for inserting a footer go under insert and then
choose footer and then choose the type of footer
10556.52 -> that you want to apply to your document and there
is my folder here in my case here I didn't when I
10563.42 -> chose a design under insert here for Footers it's
not giving me a complete preview for some reason
10570.319 -> I think it's because of the resolution that I'm
using here for recording but you should also be
10576.2 -> able to see in here a little preview of what
it would look like now notice as you're in the
10582.08 -> header or the footer area so let's say we go
to the header here double click on it notice
10588.859 -> they have the contextual tools for the header
and footer area so you have the formatting of
10593.899 -> the header and footer you can change the design
however you prefer it and other components as well
10600.319 -> but you can also have here that type is it under
the design here the design tab you can choose
10609.38 -> so if we go to the very top and another you have
to be slightly outside of the box here but you can
10615.319 -> choose to make it a different header and footer
on the first page if you want a different one
10620.96 -> for the first page and then notice right now the
first page doesn't have that but there are other
10626.66 -> Pages they do so this is if you're doing a report
you don't want the header on the first page that's
10631.819 -> how you enable or disable that and also you can
change to it for odd and even pages from here as
10639.319 -> well notice that you can insert other stuff here
for some of the page number the top of the page
10645.74 -> or in the bottom of the page or whatever and
so on you can also change to insert here other
10652.52 -> quick Parts such as document properties whether
you want the author or whether you want the date
10658.34 -> or the status or the title of the document and
things of that nature as part of your header and
10663.38 -> footer as well here so the big idea is is that
you go under the insert tab how do you choose
10670.52 -> the header and folder you pick a design and then
once you're in that header and footer area further
10676.88 -> customize it by utilizing the contextual tools
here under the design Tab and the formatting tab
10687.16 -> [Music]
10688.16 -> in this next session I'm going to demonstrate how
to use a text box in a document in Microsoft Word
10699.5 -> 2016. it may seem very simple and basic but
actually a pretty cool feature especially in
10705.859 -> the new version of Microsoft Word 2016. so what
you do is you go here in the document wherever in
10712.399 -> your document and let's say we want to insert a
text box we go under the insert Tab and then you
10717.5 -> go under text box now here you have different
types of designs that you could pick from
10723.859 -> so let's say I like this kind of design here
10727.52 -> now this does a cool design there you all
you have to do is just put some text here
10735.74 -> and there you have your text box if you
wanted to change it or make adjustments
10740.479 -> to it again remember the concept is
is that you can double click on it and
10745.04 -> click on the various tools related to this
particular object and of course using other
10752.42 -> functionalities as well or options within
this remember you can always resize it and
10758.779 -> move it wherever you need to move it so that's
basically using a text box within a document
10765.76 -> [Music]
10766.76 -> in this next session I'm going to demonstrate how
to insert text from another document in Microsoft
10776.3 -> Word a lot of times we have two documents we want
to merge and together of course one of the ways
10781.16 -> is to copy and paste the document from one to the
other and so on but how do you do it by using the
10787.1 -> commands or options in here so the way to do that
is by clicking on the insert tab here and you go
10793.279 -> under object and besides inserting an object
you can insert text from a file so text from
10800.359 -> a file then you go ahead and find the other file
and notice it's just going to paste it in here
10809.06 -> so now I had 20 Pages now I have 46 pages in my
document so it's as simple as that other things
10815.84 -> that you can insert here and since we are in this
session let's learn as far as that you can also
10822.38 -> insert additional components such as equations in
your document or additional symbols here as well
10830.319 -> [Music]
10831.319 -> in this session I'm going to briefly demonstrate
how to insert drop caps for specific areas
10842.18 -> or parts of your document so let's say you're
creating a brochure creating a fancy documents
10847.52 -> or flyer what you can do is you can go to wherever
your paragraph or this text is that you want to
10854.6 -> have a drop cap or right in front of it click
on insert go under drop cap and then choose
10861.08 -> the style that you want and then repeat that
basically for other sections of your document
10870.5 -> and that's how you do it in
less than a minute [Music]
10874.64 -> before we move any further in our study of
Microsoft Word on our tutorial on using Microsoft
10886.279 -> Word 2016. let's also learn how to utilize and
insert a couple things here on their pages on
10894.5 -> the insert tab so let's learn how to insert a
cover page the cover page all you have to do
10899.899 -> is click on insert here and you have various
templates or designs that you can apply to
10906.62 -> your document so click on whichever design you
want and even though you might be later in the
10913.88 -> document in the lower page let's say later page
3 or page 15 and so on Microsoft Word is smart
10920.899 -> enough to actually insert that as the very first
page of your document now here you could simply
10929.779 -> put the subtitle change the image if
you prefer to put a little abstract
10934.279 -> and then you're all good to go with the
cover page for this specific document
10940.46 -> note as well that if you had page numbers or if
it had already the headers and Footers it's not
10947.12 -> going to apply them to the cover page because that
has the cover page properties applied to it again
10953.42 -> you can tweak it further by using the design
and changing the layout tools and contextual
10958.88 -> tools that exist here under the ribbon so
that is using a cover page in a document
10966.939 -> [Music] in this session we'll learn how to
insert a blank page and a page break in a
10980.3 -> document in Microsoft Word so suppose we have
this long document here and we have a cover
10986.3 -> page in the very beginning but then we also
want to have a blank page starting somewhere
10990.68 -> in here so what we do is we can go under
the insert Tab and simply click on insert
10995.899 -> blank page and now we have a blank page on page
two now or page one in that case if we wanted
11003.34 -> a page break and a page break let's suppose
that we want to end right here and no matter
11010.359 -> how we do formatting in the future we want this
computer security here to always be on a new page
11019.06 -> so in order to do that what we do is that we put
in here somewhere we put in under insert we can
11026.979 -> put a page break and that basically is saying
end the page here and move whatever is after
11033.16 -> this page break to a new page in my document so we
click on page break and now notice there is this
11040.72 -> so now even if this were to overflow at some point
in the future let's say I formatted it differently
11049.18 -> know this it's going to leave the next section
of the document here blank even though there
11057.34 -> was space so basically wherever the page break
is it's going to always be at the beginning of
11065.08 -> another page now the question is let's say
I changed my mind and I want to delete that
11071.08 -> page break what's the easiest way for me
to go ahead and delete it and remove the
11075.279 -> page break that's a little bit tricky but of
course it can be done so if you go here under
11080.56 -> the Home tab and you go here to show and hide
the paragraph marks or hidden characters notice
11092.8 -> right here it says page break so all you
need to do is again we have showed here
11101.319 -> the hidden characters all you have to do is
we press backspace and delete the page break
11108.279 -> or select it press delete and now
it'll bring the whole text up again
11114.939 -> so that's how you add a page break to a
document and that's how you remove it as well
11124.38 -> [Music]
11125.38 -> foreign I'm going to demonstrate and utilize
the design feature in Microsoft Word 2016. this
11134.68 -> is a new tab in this version of Microsoft
Word and we have this option for design so
11141.1 -> here for example you can go under any object
in your document and you can apply a design
11147.279 -> theme throughout your document or to various
components within your document so that it
11153.46 -> provides consistency and such so basically
what you can do is go here under design
11158.979 -> and then select an object in your document and
let's say I want to make that the title notice
11164.859 -> this is a live preview that's how it's going to
change whatever I'm trying to Tinker with here so
11171.1 -> what it's doing actually is that it's formatting
my complete document here to look a certain way
11178 -> with certain pre-designed components notice how
H is Shifting here everything is kind of Shifting
11184.96 -> in my document whether it's the Styles here for
heading one heading 2 or other components as well
11195.34 -> so that's utilizing these themes
you know this it's applying
11202.6 -> that specific design that I just chose including
it's changing even the text to my document it's
11209.14 -> applying it throughout the documents and
notice considerations this was not in blue
11213.04 -> earlier the other thing you can do is you
can go here under theme and it's going to
11217.18 -> color coordinate all the objects within your
document so notice how it's changing here my
11223.359 -> headings and such depending on what object
I'm live previewing here so this makes it so
11229.779 -> that the whole all the components within the
document they kind of match together so those
11235.6 -> are it matched now the headings it matched the
Footers it matched the graphics the tables the
11243.64 -> other objects that we had inserted in the
document here so it's a pretty neat feature
11249.279 -> that try it and you can customize it further
by inserting and changing the colors here and
11255.76 -> things of that nature notice as well that you
can change the page color if you need it to
11262.24 -> and you can add a watermark as well so if you're
in an office environment and you want to add a
11267.58 -> confidential or do not copy or whatever else
component to it you can put a watermark to your
11273.939 -> document so that's how you briefly utilize the
features here in the design tab in Word 2016.
11283.439 -> [Music] in this next session we are going to
learn a little bit about the layout modifying
11294.64 -> the layout of your document in Microsoft Word
2016. so let's say we have this document we
11301.3 -> tweaked the fonts we tweaked all kinds of other
components then we inserted pictures and all
11306.76 -> kinds of other fancy stuff in our document and
then we change the design and that's why we have
11311.92 -> this reddish look to it at this point now we'll
go under the layout at this point let's say we
11318.939 -> want to change the margins for this document so
we are learning how to change the margins if we
11324.939 -> go and I'm going to unhide this paragraph
marks at this point of hidden characters
11330.16 -> to change the margins we go under the layout tab
and then we click on margins now in here you can
11336.279 -> pick an existing design or parameters that
are pre-specified for example 0.5 inches on
11342.16 -> all corners and click on it and you'll notice that
it's going to apply those changes throughout the
11348.04 -> document automatically if you wanted the custom
ones you click on margins here again and you go
11355.54 -> to custom margins and this is where you can change
the spacing on the very top on the left and then
11361.72 -> on the right and so on whether you want to change
landscape and so on also you can choose here
11369.819 -> to apply this to the whole document
or from this point forward so it let's
11375.46 -> say that you needed a couple pages that
needed a specific format only let's say
11383.62 -> I need this page to be in landscape mode well all
I have to do is I go here under the layout choose
11391 -> margins custom margins change it to landscape
and then I say this point forward then click ok
11397.96 -> now at this point all my other Pages subsequent
Pages the previous pages are going to be portrait
11405.939 -> the other Pages following pages are going to be
in landscape now if I wanted to change it again
11414.22 -> let's say at some point here to start again in
Porter that go here under custom margins and
11421.12 -> then choose portrait and then from this point
forward change it again to Portrait now notice
11428.8 -> my middle Pages here are in landscape and the
top ones are important and the bottom ones are
11435.58 -> imported as well so that's how you change the
margins and also the orientation for specific
11444.22 -> pages in your document now notice also you
can change it from here the orientation to
11449.5 -> landscape or portrait but that's going to do
it for the whole document thank you [Music]
11460.899 -> in this session I'm going to demonstrate how
to create columns and basically format your
11465.76 -> document to use columns and so on to make it
more visually appealing so the way it works
11471.88 -> is that you can go to layout here the layout
tab and then you go under columns and if you
11478.24 -> want to just columns throughout your document
let's say two columns or whatever you need you
11482.74 -> simply click on two and then it's going to apply
it throughout that section in your document now
11489.939 -> if you don't want that then I'm going to undo this
part here you can simply go to a specific section
11497.8 -> select it and then click on columns and then
click on more columns or you can just choose
11505.06 -> two for that here if you want to just do
notice once we selected it it applied it
11511.24 -> to just that specific section the other thing you
can do is you can go under columns more columns
11517.6 -> and this is where you can customize it even
further let's say you want a line in between
11521.8 -> and you can how many columns you want and that
type of thing and then also where it applies
11527.5 -> whether it applies to the whole document or to the
selected section or to the whole document as well
11536.14 -> and now we have two columns there
and that's how you basically utilize
11539.68 -> columns in your document in the
page layout for your document
11546.279 -> thank you
11548.62 -> in this session I'm going to demonstrate how to
create a table of contents in Microsoft Word 2016.
11556.359 -> there are two things that you have to do in order
to successfully generate a table of contents first
11562.6 -> you have to have a document and the document
has to have sections or that you can apply for
11568.42 -> example it's heading one heading 2 heading 3
heading 4. basically you need to organize the
11573.819 -> document in such a way that it kind of makes
sense then the second step is is that you have
11580.42 -> to apply the actual heading for those sections
so for example we have here this section let's
11588.52 -> assume this is heading number one so we click
here under Styles and choose heading number one
11593.979 -> we're going to worry at this point as far as how
this looks and all that type of stuff if you're
11598.359 -> interested in customizing the Styles just check
the video on customizing and utilizing styles
11604.84 -> now if you go to the next one here let's assume
this would be heading number two because it
11609.939 -> potentially falls under this subsection so we
choose heading number two and then we go further
11616.96 -> here throughout the document and let's assume that
this will be again heading number one just tap on
11624.64 -> heading number one that would be let's say heading
number one here let's assume heading number two
11631.84 -> number two let's assume this is three
heading one and heading one as well
11648.279 -> so you're basically going throughout
your document and applying
11652.359 -> the various headings now let's assume that we are
ready to generate the table of contents we simply
11658.479 -> scroll to the very top here or wherever we want
the table of contents and let's assume we want to
11664.6 -> insert here a blank page of sorts we click on
insert blank page and then go to the very top
11672.76 -> and now we want to put in here the table of
contents we'll also assume that there is a
11678.939 -> cover page somewhere here for a report but for
now we just want to insert a table of contents
11684.64 -> we go here under references and then we click
on table of contents then we pick one of those
11691.3 -> designs it's going to create an automatic table
based on heading one heading 2 heading 3 styles
11698.92 -> that we applied earlier in our document so all
I have to do is click on this and there it is
11707.8 -> so for example this says on page nine it's
separation of privilege if for some reason
11712.96 -> you change the document and the page
numbers shifted and that type of thing
11720.7 -> then what you need to do is you need to go
back to the top here and click on update table
11728.02 -> and then click on updates either page numbers only
or entire table if you apply new Styles along the
11735.819 -> document and so on actually click on that and
then the page numbers will be updated again
11743.439 -> so that's how it works keep in mind here
that if you hold the Ctrl key and press click
11750.34 -> it'll take you to that specific section in your
document so it's a powerful tool to know how to
11755.92 -> use and how to do in your document so this was
from scratch from a scratch document now in our
11762.399 -> existing document that we were working earlier
let's assume let's assume but this was actually
11769.72 -> our previous document here that I had our tutorial
on Microsoft Word and let's say here on page two
11776.26 -> purposefully I had left this empty now I want to
insert the table of contents yeah well I can just
11782.26 -> simply go under table of contents one here and
know this the table of contents has been created
11789.16 -> utilizing the theme that we applied earlier from
our design theme so hopefully that is helpful
11798.359 -> [Music]
11799.359 -> in this session I'm going to demonstrate how
to insert footnotes and endnotes in a document
11807.939 -> this is primarily if you're doing a long report
and you need further explanations and so on and
11813.76 -> then end notes sometimes for papers as well
so to insert a footnote let's say PCS here
11822.58 -> we want to put a footnote for the word PC
so you go to the word in your document and
11828.22 -> then you go under the references Tab
and then you click on insert footnote
11834.399 -> it's going to insert it at the bottom of the page
providing more information about your document
11839.319 -> click on it and now in the very bottom here it
says telling me it's put in number two because
11844.359 -> there was apparently a number one earlier in
there now in here I can put another explanation
11851.62 -> let's assume the lpcs or whatever or you can put
a link to a website or things of that nature just
11857.74 -> any type of explanation now if you're in the
same document you're inserting another footnote
11867.22 -> that's going to make it this number three
11870.76 -> if that part of the document was to shift to
the next page for some of this manager 3 here
11880.72 -> let's for let's for example let's
move this to a different page
11891.58 -> now know this that is as number
three on this specific page
11898.54 -> has been moved to the other page if I wanted
to insert another one of course the process
11903.76 -> is going to be the same it's going to change the
number to 4 and so on and so on in your document
11909.1 -> if we wanted to insert
endnotes so we click here on
11915.58 -> insert and note the endnotes will actually
be nodes that are inserted at the very end
11921.64 -> of the document so here in my case I have a 26
page document this will be inserted at the very
11928.24 -> end of this document so click here insert and note
and notice it's going to put a different numbering
11939.22 -> system there and this is where you could put your
explanation for whatever you are trying to explain
11946.54 -> okay so that's how footnotes and
endnotes work in a document in Word 2016.
11960.42 -> [Music]
11961.42 -> in this session I'm going to demonstrate
how to use citations and bibliography and
11965.8 -> managing sources for references in a document
in Microsoft Word 2016. this is a very powerful
11973.779 -> tool and I strongly suggest that if you're a
student anywhere take advantage of this this
11980.62 -> tool allows you to insert the sources
of information for a book or article or
11985.18 -> other material where it came from and then as
you're utilizing it for multiple papers it also
11991.54 -> builds a repository of the source resource
manager stuff within your master list here
12000.24 -> so here's how it works so basically let's
say this is something that we are citing
12010.439 -> so let's assume we've copied this and now we
want to cite it what you do is you first have
12016.5 -> to determine what your style of writing is
whether it's APA or MLA so I'm going to pick
12024.42 -> at this point APA basically you just have
to do this once for all your papers or for
12029.939 -> that course or whatever your the for that
document and then you click here on insert
12036.72 -> citation you could insert an existing one or
you add a new source so in this case let's
12042.96 -> say it's a book and the author here you could
click on edit or you can simply type it here
12051 -> you enter the title of the author and then
put the year when it was published the city
12060 -> and then the publisher as well you could
also insert here additional Fields if
12068.939 -> you needed to as to what volume it is
the number of volumes the title pages
12078.359 -> and so on then you click ok know this at this
point for the APA style this is how you would cite
12088.02 -> this source last name comma 2016. Now we go to
another part of the document here and let's assume
12098.34 -> that this was another section that we want to cite
12104.16 -> we put in parentheses and now we go here under
citation and then add a new source notice
12110.819 -> that under the new source you can pick other
things as well so for example you could pick a
12115.5 -> journal article you could pick it a periodical a
conference or a report a website a recording and
12123.359 -> so on all of these are the small technicalities
that are complicated to to remember but this is
12129.42 -> a tool that makes it easy for you how to cite
it so for example an article from a website
12136.56 -> you could simply click here website
12141.54 -> so a document from a website and you put
in the author notice you also have examples
12147.3 -> here so in this case we are going from to
the web so we go here to the website and
12153.54 -> let's say this is the article can laws keep
up with the tech world and it was written
12160.859 -> and published on such and such a date so
now the author in this case it would be
12166.859 -> Bruce Schneider or however you say
it and then we go to our document
12173.88 -> and then we'll just put the author in there the
name of the web page the name of the web page is
12183.779 -> title of the article
12187.02 -> I'm just copying it pasting the name of the
website so this would be for example of cnn.com
12194.64 -> the year 2015.
12199.979 -> so we're actually going to put the year in
there or the date that it was published so
12204 -> notice it was updated on November 21st 2015.
so we put here year 2015 the month December
12213.779 -> and then the day 21. and then you also need to
put in there the URL for this article so we copied
12222.779 -> and then we'll paste it in there and
then we simply click ok now it puts it
12230.04 -> the right formatting for it and it's good to go
at this stage now let's say that somewhere else
12239.279 -> now notice I'm going up in my document here
let's say that this is my other section here
12249.6 -> that I want to cite and now let's say this is
a section here and by the way if you are doing
12256.62 -> this for an actual paper you probably have to make
this reformatted so it's an inch from each Corner
12264.239 -> if it's more than 40 words and all that type
of thing based on the rules and such for the
12269.46 -> formatting of the style here but let's assume
that I'm simply citing this for now I can go
12276.6 -> ahead and click here on insert citation and
I could even pick an existing citation now
12283.08 -> notice here under managed sources I use two
of them in this document those that have the
12288.899 -> check marks those are existing or new ones that
I just entered however there's also this other
12296.1 -> one right here that I could utilize to cite
in this document but basically this is a list
12303.42 -> of other sources that I have done other
research for example this first one now
12309.779 -> what I could do is I could utilize this in my
document here in my paper so all I have to do
12315.6 -> is I go here under insert citation and pick that
source to be included now let's suppose that I'm
12323.279 -> done with all my citations for this paper and now
I want to insert the bibliography for the works
12329.46 -> cited so what you'll do is go here to my document
and insert a new page I go and insert let's say a
12338.399 -> page break or whatever basically I'll just do
a page break for now and now on the next page
12343.8 -> I want to insert the bibliography I go under
references and then I click on bibliography
12352.08 -> and notice it gives you multiple options
here you have bibliography references
12358.859 -> and works cited that will depend on the type
of research that you are doing and what your
12366.359 -> paper or Professor requires so for example if I
wanted bibliography here here is my bibliography
12372.96 -> and it has the word bibliography by the way
it's putting everything also alphabetically
12379.26 -> automatically and it's formatting and italicizing
and doing all that redundant work automatically
12387.54 -> for you now if you wanted to see what the
difference is between bibliography and works cited
12393.899 -> it's uh you can just click on this and insert
works cited as well and pretty much I think
12401.34 -> it's about the same but it again it depends
on what your paper requires and so that's
12408.239 -> basically using works cited and citations
tool here it's a very powerful tool it helps
12415.08 -> you manage your resources and your sources
and it keeps track of where you're getting
12420.6 -> your sources for your long research paper
I'll strongly suggest that you utilize it
12429.779 -> together [Music] in this very brief session
I'm going to demonstrate how to insert a
12439.5 -> caption for a specific object in a document
in Microsoft Word 2016. so suppose you have
12446.58 -> all these images or charts or objects within
your document and you want to reference them
12451.319 -> through your document so what you do is you click
on the object here you go on the references and
12457.26 -> then click on insert caption and then you just
choose figure one or whatever the label that you
12463.859 -> want and let's say you want it below the item
just click OK and now notice it says figure one
12470.279 -> now you come to the next thing here and you do
the same that says figure two you can also type
12476.1 -> it right here and simply click ok and you can
further customize it if you need it so that's
12483.12 -> basically how you insert captions for various
objects within your document in Microsoft Word
12496.16 -> [Music]
12497.16 -> in this session I'm going to demonstrate how to
perform a mail merge in Microsoft Word 2016. the
12505.739 -> process is actually very similar to other versions
of Microsoft Word as well it's not identical
12512.52 -> however I'm going to go over it here in office
2016. so let's say I have this long document here
12518.7 -> and I want to do a mail merge and send this to
individuals for now I'm going to create a new page
12525.18 -> here I'm going to insert a new page and I'm going
to put their proper their information in there for
12531 -> my users or clients let's say so in this case I'm
going to go under insert and I'm going to insert
12537.72 -> the page break so just so that I have a blank page
here to start with and then in here I'm going to
12543.779 -> make it so that this document can be customized
for each individual it has their address and their
12549.779 -> name and some kind of information as well and
by the way this doesn't have to be a document
12554.88 -> like this it can be a blank document a letter that
you sent it could be invoices it could be whatever
12560.04 -> notice is that you'll send out there it's very
similar to letters that you receive from various
12564.479 -> companies out there that have your name on top
of it you have to have a document in Word and you
12569.52 -> have to have an Excel document as well and that's
best to use Excel of course you can have other
12574.38 -> options as well so let's assume this is the list
of my customers I have their first name last name
12581.64 -> the state address of course this is so fictitious
zip code and then a bunch of email addresses and
12587.88 -> you could have also comment one two three so this
would be customized personalized comments so this
12594.779 -> is what the comment that I could write for example
for customer one now customer two I would say
12602.34 -> and so on now one key thing to remember as well as
you build your list in Excel is that the first row
12609.779 -> here needs to have the field names or it's best
to have the field names so first name last name
12615.6 -> telephone State address and keep those separate
as well if you can keep as many fields as you want
12621.66 -> here are columns with comments because you can
utilize this for multiple mail merges and the way
12627.6 -> you'll be doing it is that you can link the same
data file and you keep on updating this from month
12632.819 -> to month and you link it to the same report or
the same mail merge that you do for your customers
12639.96 -> so in this case let's say we are all good to go
here we have maintained this list this is our
12644.7 -> customer list and so on notice that the tab here
on the bottom it says customer so now I'm going to
12650.819 -> save it I'm going to close it and then I'm going
to go back to my document now in here I want to
12657.18 -> create a new mail merge so I go under mailings
and then I go under Start mail merge and the best
12664.2 -> thing to do is or what that's suggested you do is
click on step-by-step mail merge wizard in here
12670.859 -> notice that there is pain in the right hand side
shows up and it asks you do you want to create
12675.06 -> letters email letters email messages envelopes
labels and so on so you can do emails and that's
12682.439 -> a powerful feature and I'll try to demonstrate
that in another video here or shortly here
12687.72 -> or actual letters like the old days that you used
to do print them in the paper and stuff them in
12692.52 -> an envelope and send them and that type of thing
so for now we're going to learn how to do letters
12696.899 -> we click on next step to start the document it
says do you want to use the current document
12702.779 -> that we have opened here or do you want to start
from a template or you want to use an existing
12707.88 -> document that you have from some other time so
I say I want to use the current one and then the
12713.819 -> next step here is to select the recipients now
it says do you want to use an existing list or
12719.16 -> do you want to create a new list in our case we
are going to use an existing list that Excel file
12724.5 -> that I opened a moment ago also you can use
Outlook if you use Microsoft Outlook as well
12730.739 -> now type a new list you can do it from here from
Microsoft Word however I'd recommend create the
12737.16 -> list in Excel if you're going to have to create
a new list because it's much easier to manage
12741.899 -> in the future and update so we click here use an
existing list we click on browse and then we have
12748.56 -> to find the file so now we scroll up here and I'm
going to go to word 2016 and this is my customer
12754.859 -> list for the mail merge I click on open that's my
Excel file basically and here is my customer table
12763.92 -> notice there are two sheets in there but I want
to use remember I mentioned earlier customer
12769.2 -> click ok now notice this is the list of all the
customers in that Excel spreadsheet you could
12777.84 -> also sort them a certain way if you wanted so
you can sort them alphabetically by first name
12782.399 -> by last name and all that type of thing and
then you can also filter them if you needed
12788.279 -> to so let's say you want only buy a specific
ZIP code or by specific criteria and so on
12793.92 -> you could basically simply click on filter and
choose a field name and let's say here's a zip
12800.7 -> you would say zip equal to some number or greater
than some number and so on so in this case I'm
12807.06 -> going to cancel that you could find duplicates to
avoid sending duplicates and then you simply click
12813.96 -> on OK here at this point we are ready we have told
the system that we're going to use the existing
12819.6 -> document and an existing list now the next thing
it says write your letter now in my letter here
12825.66 -> it's saying well put in your address block I
could put this by clicking on it or we could
12834.3 -> insert the fields manually I'll recommend that
you Tinker with it manually so you could say dear
12842.88 -> and then choose here the insert field option so
dear first name the computer will put the first
12852.12 -> name in there then you go to the next line here
and then you start writing your letter basically
12858.84 -> now the other thing you could do is
in here you could put their address
12862.92 -> so it will be part of the envelope
or however it's going to show up
12869.04 -> so we click here under insert
field first name space last name
12878.1 -> and then insert field street address
12885.479 -> City comma state and the zip now those look
coded but that's the computer is going to
12896.22 -> pull them one by one and match them with the
Excel spreadsheet so don't panic on that now
12901.739 -> in here you would write your letter you'd say
below is the annual report for your Investments
12911.52 -> let's assume this is an investment report and uh
if you have any concerns please contact us you
12923.88 -> could also insert here remember in Excel we have
the comments field you could put a comments field
12928.68 -> in here now this point you put your name there you
could also insert an image if you needed to or a
12935.16 -> logo or whatever part of your it's going to be
duplicated across all the pages now at this stage
12941.46 -> you could simply actually save this if you were to
save it at this point and it would give it a name
12949.319 -> now the next step is the reason why I saved it is
because you could at any point open this and it's
12955.26 -> going to pull your data automatically from your
Excel file if you needed to do another mail merge
12960.239 -> in six months or whatever now the next thing here
notice it says preview your letters so now this it
12966.12 -> says this is the address Alex and so on you could
kind of preview them right here next next next
12978.239 -> now a lot of people they stop here
12981.3 -> but you need to finish to complete your
merge you can click here under complete merge
12989.1 -> and then you can either choose to print them or
edit individual letters now there's also a finish
12997.02 -> and merge option on the top here as well so in my
case particularly what I usually prefer to edit
13003.859 -> individual letters and then I'm going to choose
all of them now it's going to take a little while
13009.56 -> because I have 29 Pages here and I have a lot
of customers so notice now we have one letter
13017.42 -> or long report for every one of the customers here
so notice we have here the first one is for Alex
13026.18 -> and now we have to keep on scrolling because
this is a long report now here's Amber
13033.56 -> it's the next customer
13036.92 -> and again like I mentioned it's going to be a long
one so suppose you have two or three pages and
13041.239 -> this will be much more meaningful but basically
we're creating a personalized report here
13047 -> for each one of the customers and here's for
the next third one keep in mind again the key
13054.14 -> there is that this is the output at this
stage if we were to look at the documents
13058.819 -> that I have opened here but apparently I have
many of them but this is the one with merged
13063.5 -> results it says letters one word this we can
actually attach it after we are done with that
13070.279 -> we don't need to save it unless you need it
for documentation purposes this is our form
13076.279 -> so at this point if I close this and I
save the changes if I go to open this again
13084.68 -> this was the one for mail merge form notice it
prompts you it says this opening this document
13090.979 -> will run the following commands select from
customer order by first name and last name if
13096.2 -> you want to update it yes and now it's linking
it to the Excel file now at any point we don't
13102.68 -> go here under mailings and it's already we can
simply click on finish and merge and it's going
13108.5 -> to merge all of those just like it did earlier so
hopefully that is helpful and keep in mind again
13115.88 -> before I end this session that you can always
update the Excel file and you can always reuse
13122.359 -> the form file the results page the merge the
results you don't necessarily need to save them
13127.88 -> unless you need to keep them for documentation
purposes as to what you sent out [Music]
13134.479 -> in this brief video I'm gonna demonstrate how
to create an email merge to contact customers
13145.22 -> via email and send them customized emails with
their name and specific information pertaining
13152.239 -> to their account or pertaining to them so the
way it works is that you have to have an Excel
13158.84 -> file where you're keeping track of the data by
the way this does not have to be just Excel it
13164.66 -> can be a data in access database it could be data
pulled from another system and so on it could be
13170.899 -> data from Outlook and so on but the simplest way
is to have it in Excel file it's important that
13177.38 -> on the First Column here you'd have the actual
field names for what they stand for for example
13185.42 -> this column stands for first name and it has
all the first names and the last name and then
13191 -> telephone number and so on this label sit on the
top up will use them from within word when we do
13198.08 -> the email merge the other thing that you will need
to have in order to do an email merge is that you
13204.92 -> need to have an email address or a field with the
email address for each of the customers of course
13211.46 -> the email shouldn't be exactly the same for all
the customers otherwise it will not really work
13217.46 -> the way you intend it to in order for this to
work is that you need to have Microsoft Outlook
13223.46 -> installed or a Mappy compliant email application
installed and usually if you have office in your
13231.92 -> computer the Microsoft Outlook client application
comes with it and most likely you are using it or
13238.88 -> in a business environment you'd be using that so
the way this works is you go on in Microsoft Word
13247.76 -> so we can close the Excel file at this point
we go into word and we'll create a new document
13256.399 -> it doesn't have to be a new one you can use an
existing email or an existing template from word
13261.979 -> that you are using again this works in conjunction
with Excel and Outlook in word so we are using
13270.2 -> three applications from The Office Suite so in
this case we go under mailings and then we click
13278.239 -> on start a mail merge then we go under mail merge
Wizard and then we go under email messages the
13287.12 -> process is exactly the same as for creating labels
or creating mail regular mail merge for letters
13295.819 -> so the only difference is in the very end when it
initiates using Outlook so in this case we'll go
13304.76 -> to Next Step here we chose email messages then
start the document and we're going to use the
13312.739 -> current document if we wanted to use something
else we can pick one from here then we click
13318.08 -> the recipients we have telecomputer what the
recipients we're going to use an existing list
13322.88 -> and we are going to click on browse to find the
list then we'll go under wherever we have our
13331.04 -> Excel file so you'd know wherever you saved
it before and you'll pick usually the first
13339.8 -> field that shows up from your Excel file if your
Excel file has more tabs and you're using those
13345.739 -> tabs then of course that's what you'd be picking
here as well notice here it says first row of data
13352.7 -> contains column headers you'll click OK and then
this is our data we can filter it we can sort it
13359.42 -> we can do other stuff here but for the sake of
Simplicity we're not going to Tinker with that
13364.399 -> and then we're going to click OK The Next Step
here it is to write the email message so we click
13373.76 -> and then we go to start writing and we can say
there and then insert the field their first name
13389.3 -> and let's assume at this point that the order
number was actually this one under customer
13394.04 -> ID we're going to mix it at this point a
little bit so you've put in that and then
13399.26 -> you can put in other comments and you can put in
whatever other fields that you might be keeping
13406.279 -> from your data file so now if we wanted to
insert the coupon or whatever it may be we
13412.04 -> go online here we search under Bing for a
coupon code let's assume that's the coupon
13420.2 -> and let's say that's the coupon that we
understand now at this point we can format
13424.939 -> this a little bit better if we wanted to and
customize it further and the next thing is
13429.68 -> we can click on preview your email now let's just
says Dear Owen thank you for a recent order 1105.
13439.279 -> and then we can go to the next customer here
13444.979 -> and you can see Dear John Deere here there
Kathy and so on so you can see it it's going
13451.04 -> to send them the exactly the same email but
it's going to be personalized to their own
13454.76 -> name and also some kind of pertinent information
related to them now in this case we can click on
13462.26 -> complete the merge and then the option here
which is different from regular mail merges
13468.979 -> is that it's asking us for electronic mail then
we tell it that the to field is in the email
13477.2 -> column for the Excel file so if we had that label
somewhere else or something different then you'll
13485.96 -> choose whatever the name of that column is
so in this case I'm going to choose email
13491.3 -> and then you can put a subject line this will
be the title of their email as just like your
13496.76 -> regular emails then the format you want to have
the format if you're going to use pictures like
13501.859 -> this you want to make it HTML format and then
you'd simply click ok now at this point the way
13510.62 -> it works is that the system is going to connect
and utilize Microsoft Outlook and it is going
13517.76 -> to send those emails one after the other it's
not going to be like a distribution list it's
13523.88 -> going to be just one email after the other now
be cautious and careful here that you don't blast
13531.02 -> everybody with this type of email or send the
wrong email and you misuse the list so basically
13537.739 -> if I were to hit OK here it is going to send those
emails out based on the access on the Excel list
13545.96 -> now at this point I'm going to do that because
we get the ID I hope and what you can do at
13551.779 -> this stage if you go back to the where you had
the codes here if something is not correct you
13557.84 -> can always go back and correct it into the Excel
file and then rerun it again now what you can do
13564.62 -> as well is that you can save this file notice with
the codes here and if I save it I'll give the name
13572.54 -> here on and then if I'm to go back here after two
weeks or two months or whatever and I come back to
13580.16 -> word again and then go to open it here's my sample
email notice it's going to come up and ask me do
13589.819 -> you want to link to the customers file in Excel
of course I want to say yes and then from this
13598.16 -> point on we can go here under the steps and then
choose just next next basically and here they are
13610.16 -> and basically just complete the merge and do the
electronic mail again so basically you don't have
13615.68 -> to redesign the form all the time it works exactly
the same you can save the form both in regular
13624.02 -> mail merges in label mail merges and email mail
verges and reuse the same form multiple times and
13633.08 -> you just keep the Excel file up to date and that's
it and that should do it it's a very powerful tool
13638.72 -> especially today and nowadays where you want to
save money instead of sending spending 50 cents on
13644.239 -> each letter to send out you can send them an email
merge with personalized content in that email
13653.26 -> [Music] in this brief session I'm going to explain
the process on how to create labels the process
13663.5 -> is actually simpler than one thinks or they are
used to probably tinkering with it but basically
13669.92 -> all you have to have is Microsoft Word and then
the best is to use an Excel file the Excel file
13677.779 -> could be a list of names on the first row can be
different labels for example customer number the
13683.84 -> company the first name last name telephone State
address City ZIP and so on you could have here
13691.7 -> any other new Fields as well so this list as you
can see you can create it by either extracting
13699.319 -> it from an existing system or you can simply type
those addresses and keep those in a list somehow
13706.399 -> somewhere by simply typing them on after the other
so then the next step here is I'm going to close
13713.66 -> this you don't need the Excel file open when you
do this and we need to go to Microsoft Word under
13720.2 -> word we need to click on mailings tab here so
we click on actually a mail merge option here
13728.239 -> and then we go under step-by-step wizard I usually
recommend the step-by-step wizard because it takes
13735.2 -> a step by step as it says in order to generate
those labels so we click here and then we tell
13742.52 -> the system that we are going to create labels then
click on next to start the document then the next
13752.6 -> here is telling us that we are going to use the
current document layout or you can use an existing
13759.92 -> document if you want but in this case it's going
to be labels just populated with the basic names
13765.439 -> and addresses if you wanted something where it
says labels for with other information that you
13772.34 -> can simply type it here on the left hand side then
the next option here is to choose label options
13778.76 -> we need to tell the system what kind of labels are
we using for this mail merge then here under label
13786.2 -> vendors unless you have Microsoft so you need to
change it to something else and usually the most
13792.38 -> common one is the Avery us leather under every us
letter notice there are a lot of different ones
13799.7 -> and usually when you go to the store and buy
those you'll have the number directly on the
13806.84 -> label so it will tell you on the box of labels
as to which number it is which product number
13813.62 -> so one of the common ones that we use is
the Avery 5160 which tells me it's one inch
13821.72 -> in height and then 2.63 inches so we click OK here
the next step here in the bottom notice it says go
13831.08 -> to the select the recipients so we click on select
recipients and then you can use an existing list
13838.34 -> you can use the contacts from Outlook or you can
type a new list if you wanted as well but like
13844.64 -> I said earlier it's easier to just type the list
first in Excel and then you just utilize that list
13851.6 -> so we go here under using existing list and
then we go and find it and locate it click on
13857.6 -> browse and then we are going to go here under week
three and this is the customer list for mail merge
13867.14 -> now in here there are two tabs or two sheets in
this spreadsheet now when I had this earlier it
13875.12 -> was the first one so basically I'm not going to
open it again but it's going to be one of the
13881.42 -> first ones usually when you open Excel it's going
to have two to three tabs that it starts with
13888.02 -> will pick the first one and these are all
the names you could filter those names if
13893.66 -> you wanted but for now we're going to leave
everything alone for the sake of simplicity
13898.46 -> then we are going to go and here on the
first one we are going to click on insert
13907.399 -> merge field so we go here to the first label
and we click on merge insert merge field and
13913.7 -> we say insert first name a space insert last
name hit enter then insert street address
13924.62 -> hit enter again and then we are
going to insert the city comma state
13936.2 -> and then the zip
13939.5 -> now here is where pretty much everybody has
problems because the labels don't generate
13945.38 -> don't populate through all the fields so the
next thing what you need to do here is we
13951.2 -> click on arrange labels and then the next thing
what you have to do here is click on update all
13959.18 -> labels so before you go and preview them you want
to update the same information that you see here
13965.54 -> to all of the labels all over in that same sheet
so the computer will do this automatically for
13972.26 -> you and this is just for the labels you click on
update all labels and notice it's a whole bunch
13978.5 -> of stuff in there then we click on preview your
labels and notice the information is posted if
13988.399 -> for some reason we want to change something
here we could go back to the previous step
13994.819 -> where the code stuff is highlighted and say
the first and last name we want to make it
13999.68 -> bold click on Bold there if you want to put the
word to we could do that right in front of it
14009.16 -> but then remember to update all labels again and
that will populate all the labels then preview
14016 -> your labels and then complete the merge you
can preview them how it's going to look Page
14021.7 -> by Page by page but basically the last step
what you want to do is complete the mail merge
14029.14 -> you complete it you could print it or
you can click on edit individual labels
14034.899 -> if we click on edit individual labels
click on OK this is the final product
14042.46 -> so the final product here basically it's the
whole merged results this you shouldn't have
14048.22 -> to Tinker with it if something is not correct it
is recommended that you go back to your Excel file
14056.62 -> I'm not going to save the results here you go
to your Excel file you change whatever you need
14061.359 -> to change and then you come here to the previous
step which by the way you can save this form and
14067.54 -> you can save it particularly with the codes
at this stage and anytime you run it in the
14073.18 -> future it will actually pull from the same list
of addresses and list of information you just
14080.56 -> have to keep the same file the data file and
the form this is referred to as the form file
14087.64 -> in the same folder it's basically the same
folder or linked it's the same structure
14093.1 -> that it was to start with and then once
you change something you just go back
14098.26 -> to preview the labels and complete the merge
all over again so that's how the labels work
14106.439 -> [Music]
14107.439 -> in this brief video I'm going to demonstrate
how to use the track changes feature
14117.16 -> so basically what happens is that when working in
a team or working with other individuals across
14125.5 -> the country or the world or next to your desk
you can have the same document and then pass
14131.739 -> it around and then everybody makes changes
and all these changes are tracked between
14137.92 -> the different individuals so what we can do
here is we can go under let's say when you
14143.319 -> open word you are on the Home tab to start
with but then you want to track the changes
14148.899 -> then you go under the review Tab and then you
click on track changes under track changes
14157.359 -> what it does is that any changes from this point
on the system is going to keep track of them so if
14164.38 -> I go and delete or make this bold it's gonna keep
track of it that it was changed and then if I go
14172.06 -> and delete or just delete that part of it it's
going to tell us that this was changed as well
14180.64 -> now notice it shows these changes on the right
hand side or they are minimized if you hide them
14187.3 -> there'll be these red marks here on the left but
if you want to expand them it just shows you what
14193.06 -> happened so basically any changes even spaces that
you add to the document are going to be tracked
14201.22 -> so then what happens is that the document get
passed gets passed around from one person to
14206.439 -> the other each individual can by the way it will
have your name then they are posted as well but
14212.56 -> each individual can also choose a different
color if they need it to once the document
14218.199 -> comes back to you as the reviewer what you can
do is then and I'm gonna just simplify it here
14225.279 -> and make it somewhat a little bit simpler and then
use reviewer you come back here and you say okay
14231.699 -> this was made in bold if you like that change that
it was made in bold you accept it unless there's a
14238.899 -> drop down accept it and move to the next and it
implements that change then if you go over here
14249.16 -> this was fine the way it was so what you
do is you just simply reject it and move
14254.859 -> on to the next and then this one word
365 there's no need for the dash there
14261.1 -> so all we have to do is just reject it so you're
going through the document and accepting and
14267.699 -> rejecting specific changes that were made to
the document now what you can also do is that
14275.14 -> you can lock the tracking as well so somebody
cannot turn off the tracking of the changes in
14281.68 -> the document accidentally or on purpose and the
way you do that you just simply click in there
14288.58 -> put a password and then if somebody wants to turn
it off they can't until they enter that password
14296.38 -> now this next thing is very important for you
before you send the document around outside
14302.5 -> of the organization particularly there are cases
where basically if you go here you can go and look
14308.56 -> at the original you can go and look as to what
was changed and suggested you don't want somebody
14313.779 -> else outside of your team to see the comments
and to see all the adjustments that were made
14320.739 -> to the document so what you can do is you can
go under file and then inspect the document so
14327.699 -> under info here you can click on check for issues
and then you can choose to inspect the documents
14336.64 -> this checks it for hidden properties and personal
information before you send it out so you say yes
14343.54 -> and now we're going to make sure that all
the comments revisions and annotations
14348.699 -> are taken out any personal information is
taken out in the XML data and so on so we
14354.699 -> click on inspect it goes and cleans it out
for us and then you can reinspect it again
14362.439 -> because notice it's saying that there is still
personal information you could remove all the
14366.699 -> personal information you could remove all
kinds of other stuff here as well if you need
14371.5 -> it however the comments and the revisions and
annotations are have been successfully removed
14378.699 -> so you can reinspect it again and
then remove whatever you want manually
14386.319 -> then click on close at this point the
document should be good to be sent out
14394.14 -> [Music]
14395.14 -> in this brief session I'm going to demonstrate
how to use the compare feature between documents
14405.939 -> in or between two documents in word 2013 or worth
365. so let's say this is one of my documents here
14417.76 -> I'm gonna save it and I want to compare this
with another version of another document
14424.239 -> so what you do is you click on we are in the
Home tab at this point we want to go under the
14429.399 -> review Tab and then we click on compare we
want to compare two versions of a document
14437.199 -> so we're going to put the original document
here on the left and the original document
14442.66 -> is version two so I need to find it in this
case I can't see it over there so I'm going
14450.64 -> to here it is this one is the original and the
revised version is the modified version 2. I'm
14461.5 -> going to check it for all of these properties
whether tabs or added tables Fields anything
14472.479 -> and then I click OK at this point this is a
combined view showing the changes between one and
14480.46 -> the other so notice the word more effectively here
it was deleted and if we keep on scrolling down
14491.02 -> display the word display was deleted as well
the word editing was deleted and so on so I
14500.199 -> just changed a couple of the words in this
gate the other thing that you can do is you
14504.76 -> can go here under compare and then under show
Source documents you can click on show both of
14511.42 -> them and then we'll be able to see them side by
side as to what was changed in each one of them
14524.38 -> so here's the original over here
and that's the revised version of it
14534.52 -> notice the word more communicate
14541.239 -> one has more effectively the other one doesn't
and so on so that's how you can use the compare
14547.18 -> feature between the two documents and then down
here is basically a summary of what changed
14555.699 -> specifically for both documents
and what where the revisions were
14561.1 -> it works it's not ideal and
perfect but it's somewhat effective
14570.58 -> this video I'm gonna demonstrate how to utilize
macros macros are a great tool while we are
14577.66 -> working in a document particularly when you have
to perform various repetitive tasks so instead
14584.14 -> of you doing one thing over and over and over
again or through all the different steps what
14588.76 -> you can do is you can record all of those steps in
a macro and then you simply execute that macro so
14595.779 -> here's how it works to get to the macros all what
we have to do is we go under the view tab in Word
14603.16 -> and then we go under the macros option here then
we click on record macro in this case I'm going
14610.6 -> to record bringing up labels for example label
Avery 5160 so instead of you having to do all
14617.68 -> those steps time after time you simply execute the
macro so we click on here on record macro and then
14625.66 -> we'll give it a name now it says that assign
macro 2 you can assign the macro to a specific
14632.199 -> button which will be an icon here is somewhere
in the quick access toolbar or somewhere so you
14637.779 -> can assign to this macro a button or a keyboard
shortcut so in this case I'm going to choose I'm
14643.54 -> going to assign a button and then notice it says
new macro macro one you could change the name if
14650.68 -> you'd like and then I'm going to add this now this
is going to be on the quick access toolbar but I'm
14656.02 -> going to add this also to the right hand side here
so I want to customize my quick access toolbar so
14661.779 -> I'm going to click on ADD and then I'm going to
click ok all that is going to do is it put this
14667.779 -> icon over here now notice that at this point the
next to the mouse there's this little cassette
14672.939 -> tape that means that every step or every click
that I perform from this point on until I stop it
14679.479 -> all of those steps are going to be recorded So now
to insert a label usually you'd go under mailings
14686.14 -> and then you'll go under labels once you go on
under labels we need to go here under options
14694.359 -> and then we'll pick the specific type of
label that we want we said earlier that
14698.68 -> we wanted Avery 5160 so we go here under label
vendors and we will want to change this to Avery
14707.38 -> so choose every us letter and then the
number here it actually depends on the
14713.739 -> box of labels that you purchased from the
store so we want here 5160 for example
14720.939 -> and there it is so we click OK and then here
we click on new document now notice it broaden
14729.22 -> it the design this document to be that type of
label so this is where we want our macro to stop
14736.66 -> so this point all we have to do is we click here
under view we go back to macros and we choose stop
14744.46 -> recording so now the macro has been recorded and
all the steps have been recorded notice we have
14753.1 -> an icon here on the very top so let's assume now
another day came by and we want to create labels
14759.279 -> so we go here under new we choose document and all
of a sudden we have a need for those labels for
14765.88 -> Avery 5160 and we don't have to go and search for
the label search for the vendor and all that type
14772.18 -> of stuff so all we have to do at this point
is we click on this icon here for the macro
14778.66 -> and notice the label definition has been applied
so it's the same step for anything else that you
14786.64 -> do in a repetitious way in within word
all of those steps you can record them
14791.979 -> exactly the same way you can use macros to
open a file from a specific location or you
14797.859 -> can have it to create labels or put headers
Footers or whatever else that you do within
14803.739 -> Microsoft Word so hopefully this was helpful and
that's how you record a macro in Microsoft Word
14811.06 -> thank you hi my name is Sally Caselli the
following is a comprehensive tutorial on
14822.939 -> using PowerPoint 2016. we will start with
the basics and move into the more advanced
14829.899 -> features of PowerPoint this tutorial should
be effective and helpful for anyone who wants
14836.739 -> to learn PowerPoint whether as a student as
an educator or a user in the corporate world
14843.699 -> or a user in a small business this tutorial is
recorded in high definition 1080p so feel free
14851.8 -> to make it full screen so you can follow easier
also note that it might be more effective if
14859 -> you try to practice some of those Concepts
Hands-On if it is an area that you already
14864.279 -> know about PowerPoint feel free to forward
it to the next section so let's get started
14875.319 -> as we get started with PowerPoint 2016 I'm using
here Windows 10 you can simply search here for
14881.92 -> PowerPoint to locate it and then hit enter once
you open PowerPoint you'll be presented with
14888.88 -> this interface on the left you'll have a listing
of presentations that you have used earlier and
14894.76 -> then you also have an option here to open prior
presentations that you might have saved on your
14900.04 -> computer then here on the right hand side you
have the option to start a blank presentation
14905.14 -> or to use one of those templates using one
of those templates it's very easy just simply
14910.6 -> click on them and then it will download it from
Microsoft I will cover this in a later session
14916 -> in this tutorial so please hang on and refer
to it now let's go back here let's simply go
14923.38 -> and start a blank presentation to start with as I
mentioned earlier in this session we are going to
14929.26 -> cover some of the basic aspects of PowerPoint
of the user interface and get to understand
14933.699 -> where the different components are so they can
effectively utilize it in the later sessions here
14940 -> on the very top you have these different menus so
file home insert draw design Transitions and so on
14949.479 -> the idea here is is that you move from each one of
those tabs here on the top and this is part of the
14957.699 -> office ribbon and any of the basic functionality
would be from the Home tab all of these different
14965.08 -> sections notice you have these different sections
here related to font paragraph drawing and such
14970.96 -> then if you want to go to insert once you start
making your presentation a little bit better
14976.359 -> and fancier that's when you can go and insert
additional components in your presentation then
14982.12 -> you move into design Transitions and so on so the
idea here is is that you have the office ribbon
14988.96 -> on the very top with the different tabs and each
tab has different sections related to what you're
14994.479 -> doing in that context my suggestion is as you get
started with PowerPoint do first the content of
15001.92 -> your PowerPoint rather than spending too much
time or as I might refer to it as wasting a
15008.04 -> lot of time on tweaking particular aspects images
and other things related to your presentation the
15015.72 -> purpose for that is so that you can actually have
something for yourself if you are short on time on
15022.5 -> the left hand side you'll have the actual slides a
preview of each slide so if you have more than one
15027.84 -> slide it will show up right there and then in the
middle area we have the content of the slide this
15033.6 -> is where you'd enter the actual content for each
slide in your presentation and then in the bottom
15040.68 -> you have here another set of tools like such as
the slide numbers and such then you have the notes
15046.859 -> area and then we'll cover this in a later session
then notice here you have these little icons as
15053.399 -> well this is the normal View and then you could
have also the slide sorter if you had multiple
15058.8 -> slides you would be able to move them around and
we'll cover this shortly if you wanted to present
15064.5 -> the slideshow or your presentation you'd click on
this icon over here and then if you wanted to zoom
15070.739 -> in or out into that particular view that you are
in you would customize it from these tools here in
15077.52 -> the bottom notice that on the top left here you
have also file and this is where you can access
15083.64 -> additional functionality related to PowerPoint
one of the things here is it will be under account
15090.54 -> where you can connect to the Microsoft account or
under options here this is where you can customize
15097.08 -> the look and feel of PowerPoint so that is the
general interface and now the next session we
15103.979 -> are going to cover how to create the first slides
how to get started actually using PowerPoint so
15110.22 -> stick around if you feel that you know some of
those features feel free to forward the video
15118.68 -> in this session I'm going to go over
how to create your first slides and
15129.239 -> how to insert different types of slides in your
presentation so let's go ahead and open PowerPoint
15138.359 -> and as we covered in the previous session
you'll be clicking here blank presentation
15143.04 -> and then here we can simply get started typing
on our first slide each slide has different
15150.3 -> layouts or different designs so typically the
first slide is your title slide or you put the
15156.6 -> title of your presentation along with a subtitle
either your name or something related to that and
15162.779 -> the layouts they'll be very similar to here we
can see this under the Home tab and then under
15168.54 -> the layout area so you have the title slide title
and content you have two content sections and so
15176.22 -> on so now with our first slide here all that we
need to do is simply need to type the content so
15186.359 -> so you add in the text so basically it's just
a matter of typing in any of those boxes that
15193.08 -> already exist in your slide now to add a new
slide all you have to do is you click on new
15199.08 -> slide here on the left hand side and again we are
under the Home tab and then click on new slide now
15206.1 -> notice since this is the second slide here in our
presentation it looks slightly different from the
15212.22 -> first one and that is because the first one was
actually a title slide if you wanted to change
15218.1 -> this design you can use this layout option here
and change it to a different type of design here
15226.62 -> so know this I chose two content or single
content here title and content that was
15233.34 -> what was there before so that's how you
change the layout on of an actual slide
15238.859 -> so now here put in the title for our second slide
15245.279 -> and it's a matter of Simply clicking on each
area here and just typing the content of your
15250.92 -> slides notice it's putting here the bullet list
my suggestion would be that at this stage you keep
15257.34 -> on moving adding other slides and basically
create the general flow or the text for your
15264.54 -> presentation it is very easy to waste a lot
of time in into messing with the colors and
15270.84 -> choosing images and choosing animations and you're
still in the first or the second slide but you
15275.819 -> have spent hours so it's best to do the outline
first then come back later and that's when you
15283.199 -> can insert images insert smart art and insert
other components that we'll cover in the later
15288.479 -> sessions here so then if you wanted to insert
a new slide here you click on new slide again
15294.479 -> and then it's going to be by default it's
going to be a title slide with content as well
15305.34 -> now another way to add a new slide it's
also by pressing Ctrl M on the keyboard
15312.359 -> notice as well that there's a drop down
here right below new slide here and this
15318.239 -> is where you can choose a different type of layout
15322.68 -> so you can change the layout either when you
insert a new slide here or if you have an existing
15329.88 -> slide and you want to change the layout for it
you can simply click on the slide here and then
15335.279 -> click on layout and then adjust it accordingly if
you want to undo whatever you did earlier you can
15344.399 -> also use those tools here on the top and this is
referred to as the quick access toolbar again as
15351.66 -> I mentioned earlier of course you could go here
under the Home tab and then just start changing
15356.46 -> the colors and changing components in here
of course you can change them by using those
15361.62 -> tools and fonts and paragraph and indentation
and all these other things but my suggestion
15367.199 -> as I mentioned earlier is for you to create the
outline first in some cases if you need to move
15374.699 -> slides around you can simply drag them from
here and drag them up and down as you need them
15381.899 -> or the other option is by clicking here in the
bottom icons set of icons or tools here you click
15388.979 -> on slide Sorter and you can move those slides as
you feel like move them around and then come back
15395.88 -> to the normal view now let's suppose that this
was a quick presentations we had to do for a class
15402.66 -> or for a meeting or whatever so basically we just
add in the content here very quickly by adding new
15409.439 -> slides and then you could insert a couple images
that I'll show you in a moment now the images and
15415.08 -> we'll cover those in more detail but let's suppose
that this is an image that we want to utilize
15420.899 -> from the web and notice I'm just simply right
clicking and then I'm going to paste it in here
15426.18 -> and obviously we can resize this move it to where
we want it and such and I'll cover this in more
15432.3 -> detail shortly and basically Now we move to the
next slide so we add more and more content now
15439.08 -> let's say that we were ready to to see what we did
so far now we can present this or we can see what
15446.52 -> it looks like so far by clicking here under slide
show and then choosing from beginning so present
15452.76 -> it you can also present it by using the slideshow
option here in the bottom and that will start the
15459.12 -> presentation and then just click on either the
space bar or the mouse or the arrows here on
15469.38 -> the keyboard and now we have a presentation that
we can start with or we can utilize and we can
15475.5 -> make it fancier that we can improve by using
the additional tools that I'll cover shortly
15482.1 -> there is also an option here where you can apply
a design right away by using a simple button and
15488.16 -> I'll cover this shortly here in more detail
so basically all you'd have to do let's say
15493.56 -> you're in a rush to do a presentation you can
actually go here and pick any of those themes
15501.06 -> by simply clicking on it and notice it
applies that theme or that design to all
15507.239 -> the slides in your presentation and now if
I were to present this from the beginning
15513.12 -> know this it looks much better so
it's as easy as that so stay tuned
15518.1 -> for the next session here on enhancing the
presentation by using the design view [Music]
15528.899 -> now in this session I'm going to demonstrate how
to apply a design theme to your presentation in
15536.88 -> Powerpoint 2016. so supposedly we we have created
the presentation and now we are ready to move
15545.279 -> to the next step we have created the layout but
now we want to go and apply a design theme as I
15551.699 -> mentioned earlier as well it is not necessary
to spend too much time on customizing every
15557.279 -> little object of it but rather apply a design
theme now to apply a design theme you go here
15563.64 -> under the design tab and then you can click on
any of those options right here under themes
15574.02 -> this is referred to as the live preview
it's basically going to it gives us a
15579.12 -> preview of what that slide would look like if
we applied this theme if you click here on the
15586.319 -> drop down there are additional themes that
you can apply and you can pick any of those
15593.279 -> once you pick a theme it'll apply that theme to
all the slides in your presentation so notice it
15601.08 -> changed the font here for all my slides now if
you prefer to have a specific theme for only a
15609.06 -> couple of the slides here all that you need to
do is basically select them by I'm holding down
15614.939 -> the Ctrl key here and then clicking on the slides
that I want and then you can go to any of those
15621.18 -> themes and then right click on that particular
theme and then choose to apply it that specific
15631.38 -> theme to only the selected slides in that way
my other slides would have the previous theme
15638.279 -> or a specific theme but then other slides have
a different design I'm going to undo it here
15645.239 -> in my case if you right click on any of those
themes you have also the option to set it as a
15652.14 -> default theme that means that any time that you
create a new presentation it's going to use that
15658.92 -> by default on your presentations once we apply a
specific theme Here notice that we also have those
15666.84 -> variations for this theme and this is kind of new
in 2016. notice there is this type of design here
15677.399 -> it's changing the font and it's changing
different components here notice the colors
15682.02 -> are changing and such along with a font
so you can pretty much pick any of those
15688.26 -> colors or designs that you prefer and then you
can also click and customize specific just the
15694.859 -> color combination for your presentation whatever
it's appealing to you notice as well that you
15702.96 -> can change the actual fonts the font types for
your presentation and specific effects as well
15711.3 -> Additionally you can customize the background
for your slides for this particular theme
15719.88 -> another thing that you can do here in PowerPoint
2016 is how to change the slide size by default
15728.399 -> in PowerPoint 2016 since most of the laptops and
the computers out there they use a wide screen
15735.84 -> and even the projectors nowadays support the
widescreen the default is 16x9 rather than 4x3
15744.3 -> which was a standard presentation mode so this is
where you change the layout for your presentation
15753.779 -> so if I choose the 4x3 at least it's going
to customize it and it gives you an option
15760.38 -> here to resize your slides and now it's going
to readjust my presentation now notice it's
15765.84 -> more squarish like in the previous versions of
PowerPoint if I were to present this notice it
15772.26 -> does it will not fill the complete screen by the
way to present the presentation you can also press
15778.739 -> the F5 key on the keyboard or click here in the
bottom under the slideshow present mode so if I
15786.239 -> present it notice it's kind of squarish now if I
wanted wide screen again we go here under slide
15791.76 -> size and choose widescreen 16x9 and now my
screen it'll be full when I go and present it
15800.16 -> so you can tailor this according to the
equipment that you're going to be using
15805.92 -> and the type of projectors that they have
when you're presenting it additionally
15810.6 -> here you can format the background
here there's this background option
15818.16 -> and you can change it so it hides the background
graphics for specific slides now we don't have
15823.62 -> really much graphics behind here but notice
there's an object here in the bottom you can
15830.16 -> choose to hide those images and this it will
be applied for that specific slide and not all
15838.5 -> the slides in your presentation obviously
you can change here additional settings
15843.96 -> that you can tweak and customize on your own
now notice also there is a new Option here
15852.42 -> design ideas and I'll cover this in the next
session this is new with the latest update of
15859.56 -> PowerPoint so you need to have the Windows
updates and the Microsoft Office updates
15864.779 -> check the next tutorial on on using the design
ideas so that's in a nutshell how to use to apply
15872.76 -> a theme to a presentation and how to customize
the theme within the presentation and then also
15879.84 -> how to make it the default how to apply a specific
theme to specific slides with your presentation
15889.199 -> in this session I will cover a new feature
in PowerPoint 2016 that of design ideas so
15902.819 -> if we go here to the design Tab and we have a
presentation that we were working on earlier
15908.88 -> we have slides with various content in it and
such and all that you have to do is basically
15915.72 -> you can change the design or you can have the
software here PowerPoint 2016 give you ideas on
15923.16 -> the design for this slide so all you'd have to do
is basically click on the slide that you want to
15930.12 -> change the design for it and then click on design
ideas for certain slides depending on the content
15936.84 -> and such because we don't have many objects in it
it may not give you any ideas however if you go
15943.02 -> on another one for example creating an outline
here we have three steps for it notice design
15948.54 -> ideas it presents us with a bunch of options
that we can simply click on it and it will
15955.439 -> apply it to our slide it will change the whole
design for our slide so instead of you spending
15961.56 -> all afternoon designing this and not making it so
color coordinated and such you're basically just
15968.159 -> simply using one of those existing designs from
here here you'd basically go to the next slide as
15974.699 -> well and then click on design ideas and know this
it's giving us similar designs here as well so
15983.22 -> we could simply click on this option or that or
either one of those that makes our presentation
15991.5 -> more versatile if I go here and insert a new slide
and then I want an image that I copied from the
15998.58 -> web and such notice as soon as I inserted
the image here it gives me additional ideas
16005.96 -> so now know this was on this one it's most a
slide here it's going to be this picture and
16011.899 -> then some area here to insert content or we
can go here to different other designs that
16018.62 -> might work best for this scenario so that's
a very cool feature in PowerPoint 2016 it may
16026.84 -> not work on every one of your slides however my
suggestion would be is that you go through each
16032.42 -> slide or typical slides in your presentation
and then try as to what suggestions PowerPoint
16040.22 -> 2016 has for your presentation or for your
slide so now next we are going to learn
16046.699 -> about how to import slides from a different
presentation into our existing presentation
16059.659 -> thank you in this session I'm going to demonstrate
how to reuse slides from another presentation in
16068.6 -> PowerPoint 2016. there are times where you have
different presentations that you have prepared
16074.239 -> from another business project and such and you
could use the content from those presentations
16080.12 -> to insert slides in a presentation you
can simply go here under the Home tab and
16085.1 -> then we go somewhere within our presentation
where we want to import those new slides and
16090.859 -> then we go under new slide here we click
on this little arrow here in the bottom
16096.08 -> and then scroll all the way to the bottom here
where it says reuse slides now notice here it's
16103.159 -> asking us where do we want to get the slides
from so we can simply go here under browse
16109.279 -> and then go to a file in your computer and
let's suppose you want to import from this
16115.939 -> one the guidelines on using PowerPoint click on
it and then simply pick the slides that you want
16123.56 -> to import now notice there is also an option here
for keeping the source formatting what that does
16130.52 -> is it basically brings the slide just like it was
just like it looked in the previous presentation
16136.52 -> instead of adapting it to the theme that you're
currently using to the design that you're
16142.22 -> currently using currently on this presentation
so in this case we can simply click on it
16152.6 -> click on the slides that you want
16156.979 -> and basically the system is going to import
and try to adjust the content accordingly
16164.239 -> for your presentation for the presentation that
you're currently using according to that theme
16169.64 -> once you're done you can simply either select
another presentation from another one that you're
16175.58 -> utilizing or you can simply close it and then come
back to your presentation and tweak it further to
16183.739 -> your liking and this is much easier rather than
copying and pasting objects or content manual
16192.439 -> thank you
16201.56 -> in this brief session we are going to learn how to
insert additional objects in our presentation to
16206.659 -> enhance our presentation so supposedly we have our
presentation here might have the outline I have
16212.899 -> the various components for this presentation now
I want to insert objects in a in the current slide
16219.5 -> so what I would suggest that you do is go
here under the insert Tab and notice that
16224.239 -> you have a whole bunch of objects here that you
can insert by the way the process for inserting
16229.399 -> an object and tweaking it it's pretty much the
same for any of those first if you wanted to
16235.1 -> insert a new slide notice that this option it's
also it was on the Home tab and it's also here
16240.56 -> on the insert tab all you'd have to do if you
wanted to insert a new slide just click on it
16246.02 -> and we learned that earlier as well and we
have the content for that particular slide
16251.12 -> now the next thing that's learned here is how to
insert pictures inserting pictures this option
16256.819 -> here it's for pictures located in your computer so
in this case we click on pictures and then locate
16265.04 -> the picture wherever it is in your computer
and then click on insert when you insert it
16270.5 -> then notice automatically the design ideas option
comes up and then we can pick a design from here
16279.02 -> and we learned about this earlier now notice when
you're working with images and this is a very cool
16286.76 -> feature and this was implemented in Office 2007
and on notice that for any of those objects if you
16294.199 -> click on the object or the picture notice you have
those tools that show up and these are referred to
16300.739 -> as a contextual tools the tools that are displayed
in the context of what we are doing so if we are
16307.819 -> not tinkering here with the image notice that
disappears if we click on on the image notice we
16313.64 -> have this new set of tools for the actual picture
notice that we have picture Styles and we have
16319.76 -> all kinds of other ways to manipulate this object
the idea here is that you can apply styles to any
16326.42 -> of the objects here in the presentation to apply
a style here you can simply select or highlight
16333.859 -> or just hold the mouse on any of those it will
give you the live preview here notice there are
16340.04 -> additional options here and pick any of those
designs from here now once you have chosen this
16346.76 -> particular design notice that you can come back
here under the format tab for this object for
16352.88 -> this picture and you could change additional items
here so let's say you don't like an outline for it
16359.18 -> let's say you want to change the effects as
far as whether you're on Shadow and and such or
16364.76 -> three-dimensional components you can all tweak it
from here if you need to adjust the this object as
16373.939 -> far as the three-dimensional view for it you can
simply select it from here Additionally you can
16381.62 -> crop this picture and if you had multiple pictures
you can also bring this picture forward or send it
16387.68 -> back as well and manipulate the positioning of
that particular picture so the idea here is is
16394.1 -> that you are selecting an object and then you're
looking at the tools available at your disposal
16400.939 -> for manipulating this object next we are going to
learn how to insert pictures from the web foreign
16413.48 -> I'm going to demonstrate how to insert objects
or pictures from the web or from the internet
16420.74 -> using PowerPoint 2016 to enhance our presentation
so we go here under the insert tab let's say that
16428.061 -> I wanted to insert another object here from the
web we can go here under the online pictures and
16434.24 -> now it gives us a choice to search Bing simply
type the word and then it basically is going to
16442.219 -> search the web automatically also as you are
utilizing images from the web you need to be
16448.52 -> cautious of copyright and such so keep that in
mind and you can control that by using either
16455.18 -> all images or specific images of Creative Commons
only you can also notice that you can customize
16462.619 -> here images of particular whether you want them
transparent or white or specific color here and
16470.359 -> even the types here for example transparent and
then the size as well once you have determined
16476.6 -> which image you prefer then click on the image and
then click on insert once you insert the image in
16484.34 -> your presentation notice that the design ideas
it will come up automatically and it's going to
16491.48 -> present us with a new design or suggest designs
that we could utilize for all the components that
16497.959 -> we have in this slide at this point so we could
pick this design or this particular one or some
16507.5 -> other design that you might prefer from here so
once you have selected one of those designs from
16513.5 -> design ideas then simply click on it and then you
can utilize the tools that I covered earlier here
16521.061 -> on manipulating and tweaking this image or this
object in your presentation next we'll cover how
16528.92 -> to insert shapes and various other components
here in our presentation in our specific slide
16537.379 -> in this session I'm going to briefly cover how
to use Smart art and PowerPoint 2016. smart
16552.199 -> art is a range of graphics and lists and process
diagrams that you can utilize to express an idea
16560.959 -> or a concept instead of just presenting text in
your slides and this is a newer concept starting
16567.799 -> with the later versions of PowerPoint so what you
basically can do instead of having a PowerPoint
16573.98 -> that has for example The Continuous improvement
process where you say okay plan to check and act
16580.16 -> you can represent this in a more visually
appealing way so there are two ways to do
16587.359 -> this you can either create the smart art as you
are inserting the content in a new slide or you
16597.32 -> can create convert existing content into smartart
let me demonstrate the first option here so if
16604.939 -> we go here and we click on insert and then a new
slide and let's say I want to have the continuous
16612.74 -> so in my case here what we could do then next is
we can go under insert and then choose smartart
16620.18 -> under smart art notice that you have all
of these different designs so this is a
16625.459 -> listing of all of those designs that exist
currently in this version of PowerPoint so
16631.219 -> let's say this is what you would prefer and then
pretty much pick one of those designs from here
16639.98 -> and then click on ADD and now notice here
16643.16 -> on the left we are presented with the
options of what we want to enter here
16648.5 -> so if we wanted to put the words now in our case
first step is planning to check what you did
16657.619 -> and then act on it now notice that we have
an extra option here that doesn't fit for
16663.199 -> our ID or our design in our case we simply press
backspace Here and Now notice it's readjusting the
16670.879 -> whole layout or the whole design automatically and
that's why it's referred to as smart art because
16676.699 -> it's kind of self-adjusts depending on how many
components you might have added in some cases you
16684.02 -> may not have this area for typing the content in
that case you can either type the content directly
16689.959 -> on the box here or you can bring this listing
where you can type content by simply utilizing
16699.141 -> this little arrow here on the left hand side now
just like with images and other objects here in
16705.439 -> bin PowerPoint you can to tweak this further
you can simply click on this object and notice
16711.26 -> we have two different tabs here for the smart R
tools we have the design Tab and the format tab
16718.16 -> under the design tab you can change the layout if
you don't like this layout or you prefer something
16724.76 -> else you can simply pick something else that you'd
prefer notice you can change the colors for this
16733.641 -> and then you can apply even additional smart art
styles and make this three-dimensional and such
16741.26 -> this is much more effective than having just
something like this in your presentation now
16748.1 -> in the cases where you have the outline and you
have the content already here typed in this case
16754.34 -> you don't really need to delete this content you
can convert the existing layout of a slide into
16760.82 -> smart art in this case so you want to right
click anywhere where the bulleted list is and
16767.299 -> then choose convert to smartart and then pretty
much pick one of those designs that you would
16774.68 -> prefer if none of those designs fits your needs
here or it doesn't look like what you want then
16782.061 -> you can click here on more smart art graphics and
then go under for example the cycle here and then
16789.32 -> pick something that works in your case and then
customize this to your liking by whether changing
16797.061 -> the colors or changing however you want to change
those components so those are the two methods
16804.08 -> of creating and using smartart from scratch and
also converting an existing slide into smartart
16812.48 -> and next here we are going to go into inserting
charts so stay tuned for the next session
16827.359 -> in this session we're going to learn how
to insert charts in PowerPoint 2016 how
16832.699 -> to utilize charts and customize charts in
PowerPoint 2016. so supposedly we have a
16838.879 -> presentation very similar to this and we have
a new slide here and we want to insert charts
16845.66 -> to insert charts you'd simply go under insert
here so you'd stay on the slide that you want
16851.9 -> to insert the chart then under insert click on
chart and then you pick first pick the type of
16860.24 -> chart that you would prefer to insert into
your presentation and then click ok now the
16866.24 -> next thing here is is that it will actually open
a worksheet very similar from Excel and notice it
16873.141 -> gives you some data here already so you could
have for example the monthly sales or whatever
16879.561 -> it may be the data that you are utilizing and
in our case here let's assume that these are
16886.16 -> the quarters so for example we have quarter one
quarter two quarter three sales and then we have
16891.26 -> the categories here tablets desktops mobile
phones and such and these let's say they are
16897.02 -> into millions or whatever the case might be then
you would basically update those this data from
16903.98 -> here so let's say that was 4.5 million or whatever
it may be the case just change those numbers and
16911.66 -> notice it gives you a preview of what the data is
going to look like now notice that there is a blue
16917.18 -> line here in the bottom this is what controls what
shows up on your chart so you can simply drag this
16924.139 -> to the left and now notice our chart it's going
to look differently automatically here if we drag
16931.039 -> it to include let's say desktops as well then it
will readjust automatically so just keep in mind
16937.279 -> that this dot here in the bottom right if you hold
the mouse on it you can adjust the data from there
16943.1 -> now once you have the data there now once you have
the data entered and customized or picked up here
16951.92 -> so let me go back then we close the data here and
now we have our chart now if we click on our chart
16958.459 -> notice that we have two tabs here on the top you
have the design Tab and the formatting tab the
16964.279 -> formatting of course you can see the options here
in the formatting the contents of the components
16969.92 -> here the next one is to change the design for
this chart now notice that you have different
16978.02 -> layouts that you can apply here that includes the
title The Legend and such and the placement of the
16986.539 -> legend and such and the chart so I'll suggest if
you play with these options here the next thing
16993.92 -> is that you can change the colors again just
like with other objects that we have covered
16998.359 -> earlier you can apply and change the colors and
such and the design and so on so you would pick
17007.18 -> the design that works best for your presentation
here and note also that you can actually click
17014.08 -> on any of those objects so let's say you don't
like the specific color the font or whatever it
17018.699 -> may be you can go here under the format Tab and
then change the to fill this with a different
17026.32 -> color that you might prefer if you wanted to
select different data to go back to your data
17033.279 -> selection notice your option is right here under
select data and then if you wanted to change the
17038.561 -> chart type you would simply click on change chart
type here and then pick something different that
17044.561 -> might work best for you that's how in a nutshell
how you can utilize charts in Powerpoint 2016.
17053.139 -> thank you in this session we are going to
learn how to insert shapes in various objects
17066.4 -> in a slide in our presentation and we have some
bullets here bullet lists we have a couple other
17073.959 -> objects but let's say that we wanted to insert
here some kind of Arrow or some kind of other
17078.82 -> additional component to make this a little bit
fancier so what we do here is we go under shapes
17085.719 -> and then we simply select the object that we would
prefer now notice as soon as I click on the object
17093.699 -> here the mouse changes to a plus now what you
have to do with our shapes is that you have to
17099.52 -> hold down your mouse and then draw basically
the object that you would prefer to customize
17108.52 -> now notice here just like with other objects that
we inserted already here in our presentation or
17114.879 -> on this slide we have a variety of tools for
formatting this whether we want to change the
17121.24 -> style of this or the design of this object that
we just inserted notice the color the shape all
17129.039 -> kinds of additional options here the 3D options
and such and also notice that you can edit it if
17135.82 -> you changed your mind then you want to use a
different shape you can simply pick something
17140.68 -> different and then it's going to be customized
now notice you can also of course resize this
17147.939 -> you can rotate it from here and change it to
however it works best for your design foreign
17156.699 -> I'll demonstrate how to insert video
multimedia into slides in your presentation
17170.619 -> and I'll show three various options one from the
computer itself when you have the video on your
17178 -> PC then I'll demonstrate how to insert the video
from online from YouTube or some other location
17186.039 -> online and then also how to embed a video onto a
slide in your presentation using embedding codes
17194.08 -> from another website first let's say that we
want to insert a video in this slide we go here
17202.119 -> under insert and then we go under video and we're
going to pick the video from my PC now of course
17208.119 -> this is kind of a lesser used options out there
because there's so much on the web nowadays that
17214.84 -> you can link to and such but just for the sake of
demonstrating let's do this so you locate wherever
17222.58 -> your video is on your local PC and then click
on insert now at this point you can resize it
17229.119 -> so this is how large it's going to be this is how
big it's going to be and then you can click here
17235.66 -> on the playback option and then choose how you
want this video to play so when it reaches to this
17243.4 -> slide when you're presenting this presentation
you want to know how you'll play it so right
17251.26 -> now it is on click if you want it so it starts
automatically when it reaches this page then you
17257.799 -> can do that by simply clicking automatically and
notice also the other options because now if I
17264.1 -> wanted to present this I'm doing it on click all
I have to do is either press F5 on my keyboard
17270.279 -> or go here to under present slideshow and then
I'll click on it and it'll start playing [Music]
17283.061 -> how to stop it I'm clicking on it again to exit
of the play mode here press escape and then we
17289.719 -> are back to the video now let's learn how to
insert the video from the web so I'm going to
17295.18 -> insert a new slide here and then we go here
under insert and then we go under video and
17301.84 -> then we choose online video notice we have two
options here we have the YouTube option and
17309.58 -> also embed it from another website we want
to search from YouTube so for example word
17316.719 -> 2016. [Music] and here is a bunch of videos here
on Microsoft Word let's say we want to insert one
17325.061 -> of those tutorials in there or let's say we
want this Excel tutorial excel in 30 minutes
17331.779 -> click on insert here then resize it how big you
want this to be displayed when it's presented
17339.76 -> and then go under playback very similar
to what we did earlier and then you can
17344.26 -> click on to start automatically or to start
on click and now if I go and present this
17350.5 -> this video when I click on it it's going
to be streamed automatically from YouTube
17358.779 -> of course you'll need internet connection for that
to take place and welcome to excel in 30 minutes
17369.219 -> so that's how inserting videos from the web works
17375.939 -> let's learn how to insert the video by a user in
embed codes now of course there is not really a
17382.18 -> lot of use for this because you can search
YouTube this way but let's Suppose there is
17387.1 -> a website out there that gives you the codes
how to embed the video and not that and I'll
17391.719 -> demonstrate it by using YouTube so let's
say we have here this video from YouTube
17401.08 -> and then we go here under share and then embed
now this is the embed code for this now it could
17408.52 -> be another website that gives you that code and
provides you the code like for example of TED
17412.719 -> talks and and such Recon Academy and such all you
have to do is copy the code from wherever you're
17418.719 -> copying it and then go back to your presentation
and then click on insert then go under video
17426.16 -> and then click on online video
and then embed the code right here
17436.119 -> and then click on insert and there
it is now you can control how this
17442.061 -> will play back from this option and
then when you can go and present this
17447.939 -> by clicking on it [Music] so these are three
different ways that you can utilize video in
17456.039 -> your slides in your presentation and also how
to customize play the playback for those videos
17461.92 -> thank you in this session I'll demonstrate how
to insert audio in your presentation of course
17474.699 -> select one of the slides where you want to
insert your audio where you want to start
17479.26 -> and then click on insert and then go under audio
and then audio on my PC then locate your audio
17487.779 -> file and then go under playback here and then
choose how you want to play this audio file
17494.799 -> you can relocate this move this somewhere else by
the way on your presentation here so that the icon
17501.1 -> does not show up and you can choose to hide the
icon and also you can choose how this it'll play
17509.68 -> you can have it play automatically and by
the way you can click on the icon here to
17513.879 -> get those playback tools here and also it can
play across all the slides so if you're doing
17520.119 -> a presentation where you're you're not actually
presenting but there are pictures or there's
17525.4 -> content being displayed and automatically it's
rotating and that type of thing you might want
17530.92 -> to put sound on the first slide and then click
on a play across all the slides and you can
17537.52 -> choose also play until it's stopped so it loops
around and then now if we were to test this at
17546.459 -> this point I have it so you click on it but we
could have checked it so it starts automatically
17552.039 -> and then it'll just keep on playing from slide to
slide to slide and notice it just keeps on playing
17560.859 -> now if we go back and we want to customize it
of course going locate it on which slide we
17566.139 -> started click on the audio file here and then go
under playback and change the properties for this
17573.82 -> and that's how this works in the presentation
now in some cases as well what you can do to
17581.859 -> insert audio you can also insert the audio by
so I'm going to a different slide here you can
17587.859 -> actually record your own audio segment or section
for a particular function to explain a concept so
17597.279 -> it'll be pre-recorded basically or you could have
somebody else do the recording but the key here is
17603.699 -> that you can record this from within PowerPoint
without any additional tools so in this case you
17610.719 -> click on record audio and then simply press record
here and anything that you say it'll actually be
17618.82 -> captured and it will be a sound file embedded into
your presentation in this case this is where it is
17626.02 -> and if I present this and click on it it will
be a sound file embedded into your presentation
17635.439 -> and that's how the recording works of
your own audio file so you have here so
17641.98 -> far the inserting from a file from a PC or
inserting your own recording in your slide
17650.561 -> in your presentation and also controlling
how that audio file will play next we are
17656.02 -> going to go under uh screen recording this is
a new feature in PowerPoint 2016 that you can
17664.24 -> capture portion of the screen and insert it
in your slides so stay tuned for that [Music]
17679.359 -> in this session I'll demonstrate how to
capture a portion of your screen record
17684.639 -> whatever you're saying and doing on that
screen at that particular point in time
17689.859 -> and have that clip automatically embedded
into a slide into PowerPoint so here's how
17697.24 -> it works so let's say we have a slide here that
we want to have a concept demonstrated with the
17703.719 -> narration and all that type of thing we go into
the slide and then we click on screen recording
17710.32 -> now at this point we go and open the
application where we want to record
17716.02 -> so let's say this is the application and
then also we select the area that we want to
17721.719 -> capture so click on select area and then simply
draw around the area where you want to record
17729.879 -> now in this case all you have to do is pretty
much press record here and then once you press
17737.561 -> record note the key combination that you have to
press in order to stop the recording by the way
17743.98 -> that's kind of a little tricky but that's what you
have to do it is the Windows key shift and then Q
17753.279 -> so click on record and notice it says press logo
shift and Q to stop recording now I can basically
17762.939 -> guide the user so I can give direction on
how something works for example if I want
17768.939 -> to point somebody to my YouTube channel and such
or to some website I can simply capture all this
17776.561 -> recording along with the directions or whatever
I say let's say go to youtube.com forward slash
17782.32 -> escali and then hit enter and from there you'll
be accessing whatever you want them to access
17791.199 -> by the way now it's capturing all my audio
whatever I'm saying along with whatever I
17795.82 -> have here on that I'm scrolling in this selection
now I press the Windows key shift and then q and
17805.48 -> then return to my PowerPoint and notice it has
been placed automatically into my slide and now
17814.359 -> this is just like another video that we covered
earlier you can resize this you can control the
17821.139 -> playback if you wanted to and then notice you
can do it full screen as well and then if we
17828.76 -> were to present this using F5 key or whatever
now when I click on it that's Lola shift and Q
17836.379 -> to stop recording notice it captured all that I
said earlier end user so I can give direction on
17845.5 -> so that's how you insert video
captures or other screen captures
17851.619 -> within a slide in presentations and
you are recording those on your own
17858.219 -> thank you in this session I'm going to focus
a little bit on transitions using transitions
17871.061 -> in Powerpoint 2016. so supposedly we have a
PowerPoint or presentation very similar to
17877.6 -> this and we want to change the transitions from
one slide to the other now obviously you don't
17885.939 -> want to overdo it because the attention needs
to be on the message that you're conveying to
17891.219 -> your audience rather than the way you're doing
transitions but yet you want to make it appealing
17897.76 -> as well by default you don't have any transitions
set so for example from this slide to the next if
17904.42 -> we go to present this it will just bring up
the next component here now what you can do
17912.459 -> is you can change it so that if let's say I'm
here at this slide and now when I change to
17920.02 -> the next one I want the slide so it pushes up so
click on it and it'll be presented like that and
17926.379 -> then when it goes to the next slide it will be
transitioned a certain other way so you want to
17934 -> keep a balance of course between the two so now if
I go to the previous item here and I present this
17944.08 -> now there's a slide is going up and
the next one is simply presented
17951.279 -> cool feature in PowerPoint 2016 is also the
morph feature here morph it's new with the latest
17961.18 -> updates as long as you have the latest PowerPoint
2016 updates that feature should be there if you
17967.42 -> don't have it there that means that you don't have
all the latest updates for PowerPoint 2016. the
17973.539 -> way it works is that it's actually pretty cool
you can take for example the slide duplicate it
17980.32 -> and by the way this is how you duplicate a slide
right click on it and then choose duplicate slide
17986.08 -> and then go to this next slide here and
you can change something on it so let's
17991.9 -> say on the first when you're presenting this
particular slide you want it to be presented
17997.24 -> this way but then when they go to the next slide
you want to take away for example number two here
18004.139 -> item two and let's assume that you modified
it basically so what you can do at this point
18011.52 -> is you can choose the option under transitions to
more fit and I'll show you in a moment as to what
18021.119 -> this does so it's going to morph from one form
into some other form that you tweaked it into
18029.939 -> in our case now if we preview this you can just
simply click here on slide show and this is how
18036.9 -> the first slide will appear just like typically
but when I go to the next slide notice how it does
18043.139 -> the animation so that those two items are adjusted
keeping in mind the change that took place from
18051.959 -> the first slide to the second copy of it that we
made so basically again to for me to summarize
18060 -> this or to do this again I'm going to delete it
for a moment here I want to duplicate this first
18067.561 -> and now let's say there are four steps for the
next slide so I want to add the fourth step here
18077.279 -> so notice from this we have only three steps
now we have four and this fourth one here
18086.4 -> and if you remember you can go here under
design and choose design ideas and change this
18092.279 -> however you want as well so notice it gives
you some ideas as to how to change this so you
18099.779 -> simply click on another design format and let's
say I like this one and by the way refer to the
18108 -> design ideas video on how to use the design ideas
thing but basically we had three stages here with
18115.561 -> the original slide we made a copy of it we added
four steps to it and now for the original slide
18122.459 -> here we go and apply the transition the morph
transition here and now if we go and play this
18132.24 -> to present it notice we have three steps and you
can go over these you can even animate the objects
18138.48 -> one by one like using animation that I'll cover
shortly but now when we move to the next slide
18144.84 -> notice it shifts things around and it makes it
more presentable and more appealing as well to
18153.6 -> the audience so you have that kind of animation
from one slide to the other so watch the video
18162.66 -> again it's basically you have to duplicate
it that's the trick duplicate an existing
18167.939 -> slide add new content to the next slide and then
the system will animate or change the morphing
18177.66 -> the changes into animation and presenting it
in a nice way remember to also use under the
18186.48 -> design tab use the design ideas option here now
obviously you can use additional animations here
18194.279 -> you have those as well and remember that you
can utilize here other effects as well foreign
18209.34 -> I'll demonstrate the concept of using
animation for various objects within a
18216 -> slide in a presentation any of the objects in a
slide can be animated so that whenever you click
18222.959 -> on the space bar or the mouse click or clicker
those objects can be presented one at a time or
18230.34 -> multiple units at a time multiple objects at this
at a time it can be an animation of pictures of
18238.439 -> shapes it could be animation of a regular text and
such to animate bullet lists as you go here under
18247.199 -> animation click on the bulleted list and then
the easiest would be to choose what you want the
18255 -> animation to be for example here we want to apply
the appear animation and those will appear one at
18263.039 -> a time so notice one two three here these numbers
mean that they will come one after the other once
18268.92 -> we click on them to test this notice we click on
slideshow and those objects here we did not apply
18276.24 -> animation yet and therefore they come in with a
slide when it's presented now those items notice
18283.859 -> they come one at a time after I click on it to
customize this even further without suggest that
18290.879 -> you try is actually click on the animation pane
option right here and notice it shows the items
18299.879 -> that were animated earlier now notice it's a
little Double Arrow here you can expand the
18305.459 -> contents and it says that that's number one over
here this is number two that's number three now
18313.561 -> here notice you have you can start this it says
start on click that's what these numbers one two
18319.32 -> three are start on click Start on click and such
if we wanted number two here to come at the same
18326.1 -> time to be presented at the same time as number
one all you'd have to do is click on the drop down
18331.26 -> here on the right and then choose start with the
previous now notice those two will start together
18338.34 -> because it's one and one and then the next one
it'll come by itself if I present it know this
18345.959 -> I'm pressing spacebar once here the two came
together and then the third one by itself now
18352.74 -> you can add the animation to any of the other
objects that I mentioned earlier you can let's
18357.6 -> say add here for the PowerPoint image here you
can simply click on ADD animation and then choose
18364.561 -> to appear or however you want the animation to be
shown however keep in mind not to overdo animation
18370.139 -> when you're doing a presentation the point is the
message that you're conveying let's say that I
18375.359 -> want this picture because right now it's going to
come as number three it's going to be presented
18379.26 -> as number three if I wanted to come together with
these two items here what you'll do is drag this
18386.699 -> here where it says number three picture three
and notice if you click on it it highlights it
18392.219 -> drag it to wherever you want it on the previous
sequence then click on the drop down here and
18399.84 -> choose to start with the previous that means
that the all these three items here these three
18405.6 -> objects which would be this this and the picture
they'll be presented at the same time so if I go
18413.459 -> and present this at this point here know this all
three were presented at the same time then you can
18420.779 -> do the same thing for these other objects so I
can click here on this other object click on ADD
18425.879 -> animation choose however you want this animation
to appear and then choose the order of it as well
18435 -> so the same thing for the shape here as well
choose animation however you want it to appear
18441.061 -> if you want two objects again to come together
just click on the drop down choose to come with
18447.6 -> the previous or you can have it timed or you can
have advanced effects and options as well so you
18455.76 -> could say you want a specific kind of sound to
be appearing that kind of animation and and after
18462.6 -> the animation what should happen as far as the
timing should it be on a click or should it be
18467.939 -> delayed after so many seconds and then the text
how should it be displayed there so it's a lot of
18474.719 -> customizations that you can do to the actual
animation of the objects here so for now I'm
18480 -> going to do it to start with the previous and
now notice they'll start the text here the two
18486.9 -> items will come together along with a picture
down here notice they are all number one number
18491.58 -> two this text alone and then these other two
images will come together so here's how it looks
18505.32 -> now in the cases where you have Smart art and
smartart is this type of art like this it's
18513.66 -> it's pretty similar but there's one difference to
18516.18 -> it so you go under animations and
then you click on animation pane
18523.26 -> and then you add some kind of Animation to
these objects now notice the whole object
18527.52 -> here is selected the whole smart art is selected
you click on ADD animation and pick any of those
18534.119 -> animations that you'd prefer doesn't matter just
don't make it too much let's say we want up here
18540.48 -> and now know this here under the animation
option there are the effect options as well
18547.619 -> because by default if I play it right now without
doing anything else it's just going to present it
18555.24 -> is going to appear separately but we can customize
it so each one of those items can come separately
18562.619 -> and the way you do that is by clicking on the
effect options and then choose one at a time
18571.379 -> and now what will happen here is is that these
items plan to check and act will be presented at
18578.82 -> different sequences one at a time so if I go and
present this and test it notice you could go and
18586.199 -> talk about the continuous improvement process you
have the planning stage you have the doing part
18591.84 -> of it then the checking and then acting on it and
and so on so it's more effective when you're using
18598.561 -> this type of bringing each step at separate times
by using a smart art and again the trick there was
18606.42 -> after you apply the smart art to it you have this
effect button here that you can pick if you're
18615.48 -> doing a presentation a very fancy presentation you
would want to spend quite a bit of time on each
18620.82 -> object here it needs to be thought well and it
needs it's time consuming that's why initially as
18628.199 -> we are learning about PowerPoint I was emphasizing
doing the outline of the PowerPoint first
18641.459 -> in this session I will demonstrate
some of the features that are a little
18645.6 -> bit more advanced related to PowerPoint 2016
however it is time consuming as you will see
18653.459 -> so let's suppose that you have a PowerPoint
very similar to this you're using built-in
18658.619 -> blocks basically to explain a concept so for
example in education you have an additional
18664.26 -> form of education then you have hybrid learning
then you have competency-based education and then
18670.08 -> within those and you have different methods of
teaching for example synchronous or inquiry based
18676.199 -> or Project based and then action-based and
challenge based education so the question
18682.08 -> would be how can we build something very similar
to this and what's involved in designing something
18688.199 -> similar to this and how is the animation and all
this stuff design you can do it a variety of ways
18694.379 -> but it's going to take a little time to design
it so I'm going to try to explain the concepts
18699.66 -> as to how this is designed or how it works
it's designed by using a bunch of methods for
18707.16 -> example the grouping and ungrouping of objects the
using of shapes and using of text boxes and then
18714.66 -> bundling the text boxes with shapes by using the
group and ungroup option and then also adjusting
18721.74 -> the animation Within These objects to insert the
object so let's say we start with a Lego piece
18727.68 -> and we can go here under insert and then click on
online pictures and then Lego it's in our search
18736.92 -> Bing and now at this point you can navigate here
and pick something that will be in the angle that
18743.76 -> you would prefer for example this one or this one
or whatever the angle that you prefer here and you
18751.92 -> can also use these tools here under the type for
example you want something that is transparent
18756.66 -> background and that way it's not going to overlap
with other images and other components there
18765.061 -> and now notice we have one piece of the Lego here
it's coming up with a design ideas here that's
18771.24 -> for another time we have covered that as well but
and you can refer to the video on design ideas or
18778.5 -> the designer mode in PowerPoint now the next thing
that I would suggest that you do is you can click
18785.279 -> on it and right click on it again and then copy it
and then right click somewhere else and then paste
18792.359 -> it so we are basically just making a copy of the
exact image that we had in the first object here
18799.139 -> now once we copy this we can move it to the
left here notice I kind of will change slightly
18806.279 -> and then at this point notice that it's kind of
overlapping with the first one in this case and
18813.719 -> the concept here is is that you can actually
then change this so that it goes to the back
18819.24 -> you're moving either bring this one to the front
or send this to the back and the way to do that is
18825.959 -> by using these tools here on the top where it says
format and it says send backward or bring forward
18832.74 -> or you can right click and choose send to
back now notice when I chose send to back
18838.439 -> it kind of lined up perfectly here and it's
one after the other you could do the same
18843.9 -> thing now we can copy this image here and
then go somewhere else and then choose paste
18852.18 -> now we can drag it and line it up here
and then choose to send this back as well
18862.08 -> now notice they are all lined up copied again
and then go over here and then choose paste
18869.939 -> and now if we wanted to kind of build it in
between here notice we just stack it on top of it
18876.359 -> and it's properly set then copy it one more time
and then paste it again now we're going to move it
18886.5 -> let's say over here another one and notice you can
kind of Stack it backwards a little bit or just
18893.16 -> leave it up a little bit however it makes more
sense for you so as if it's not sitting properly
18898.199 -> there now copy one more time and then paste it and
then notice you can stack on top of the next one
18905.879 -> so that's how that part of it works now the other
thing that you can do is you can select either one
18911.76 -> of those objects here and double click on them
and notice it's going to bring up the formatting
18917.34 -> tool here now under format in most cases you can
go and change the color from here from the color
18923.4 -> tools however in this case we'd have to go here
under the picture because it's actually an image
18928.619 -> that we copied from the web and we can go and
pick a different color for that specific one so
18935.699 -> notice this bottom one now it's in black and then
if we wanted this next one here in a different
18942 -> color we go under color and then simply pick the
orange color then over here pick something else
18950.4 -> and basically you're tweaking the color
for each one of those options here
18955.619 -> so now you're customizing these to what you want
now the next thing that you might want to do is is
18962.52 -> that you're building blocks for whatever the case
might be so earlier I had for example education
18969.959 -> there or traditional education and hybrid learning
click on insert and then choose a text box so you
18979.02 -> want to put a text box right on top of this
area right there so you click here traditional
18987.18 -> now notice the text there is kind of black
on red it's not going to be very easy to see
18991.561 -> so we can change that to White NOW notice also
that the text there does not properly line up
18998.939 -> so what you might want to do is you might want to
rotate it a little bit so it kind of matches the
19005.779 -> direction of our their Lego piece and then now
in this case we want to put in there the word
19013.279 -> hybrid learning the easiest would be click on
the existing text box that you created earlier
19019.279 -> copy it Ctrl C and then simply paste it Ctrl
V now that it's going to stack it on top of
19026.299 -> the existing one and then drag drag it to
the next area and that way it's going to
19031.52 -> be exactly the same direction and the same
angle so now we can change this to a hybrid
19038.061 -> and the next option here you can do that the
same thing in there Ctrl V again paste it
19045.561 -> and then drag it here and do competency
19053.061 -> competency-based education and then here you
could have the different methods of learning so
19059.061 -> let's say we have here and whatever the point is
that you're trying to make so you're just copying
19064.459 -> and pasting against these text boxes now if we
go ahead and play this presentation we have not
19070.459 -> applied an animation at this point so everything
is going to be presented all in one piece
19076.4 -> so you basically need to select the
text component here and the piece of
19081.68 -> the Lego and then right click on them
and you want to group them together
19087.98 -> then once you have grouped them
together you want to add animation
19092.959 -> by clicking here on animation and then choosing
a certain type of Animation that you want to
19099.92 -> apply to it now it's also advisable that I would
advise that you enable here the animation pane as
19107.84 -> well and then you have here the animation of those
objects so undisplayed they'll show up like this
19119.24 -> notice it's missing that part there so now
we want to do the the grouping for the other
19125.959 -> ones as well so the best what I'd suggest is
that you start from the top here and then you
19132.02 -> move down to the other items otherwise it
will change the order how they appear here
19137.6 -> so and you can play with this option
whatever works best it'll depend on the
19142.219 -> design that you have and if it's not slanted
like this then it will be much easier for you
19147.379 -> so I'm going to click on it and I'm
going to group those two together
19153.68 -> then I'm going to go to the next one
here I'm going to click on these and
19158.539 -> we're going to group these as well then
I'm going to go to the next one here
19166.699 -> I'm holding down the Ctrl Key by the
way to select the right item here
19172.939 -> so when I'm selecting more than
one I'm going to choose group
19177.92 -> then I'm going to go to the next thing here
competency hold down the Ctrl key select the
19184.4 -> proper box for it right click choose group
then I'm going to go to the next one here
19193.16 -> so now that we have selected them now we want
to apply animation to them so we click here
19197.84 -> under the animation we make sure the animation
pane has been enabled by clicking right here and
19204.619 -> then choose animation and then we want that to
appear then we click on the next section here
19212.359 -> make sure you're selecting the right one choose
add animation then you go to the next one add
19219.561 -> animation and then you choose whichever order
you want so if you want to start from here you
19224.24 -> click on this choose add animation choose to
have it appear then you go to the next one
19231.199 -> and then choose add animation you can have it
so it floats in it flies in or whatever you
19237.5 -> want to do and then the top one you could have
it utilize a specific animation as well now if
19245.9 -> we were to play this so remember we started
from one piece of Lego we added the text
19250.699 -> we sorted them out we brought it forward
and backwards and all that type of stuff
19255.26 -> but now if we want to play this and present
it notice how they'll come up so you have the
19259.82 -> text here first then you click on the mouse
it tells you can talk about the traditional
19264.26 -> way of education then you can have the hybrid
type of education including online education
19269.359 -> then you have competency-based education and then
let's say the different methods for synchronous
19274.939 -> inquiry-based education and then you're talking
about traditional or whatever it is feedback or
19281.299 -> whatever you this would be if you need to change
that to say something else you could change it to
19286.76 -> Simply put just double click on it and say Post in
there for something else and now if you replay it
19296.299 -> it has been updated so that is how it works
by using an image customizing it adding texts
19304.459 -> components to it bundling them together using
the group option and then applying animation to
19311.359 -> each individual object now the other methods
what you could utilize is in some cases it
19317.84 -> would be reasonable pieces of a puzzle and
we'll add a new slide here and let's say
19324.561 -> you can do exactly the same thing for that
as well so you can go to the web here you
19328.879 -> can insert from online pictures and then you
can do that with any other images as well just
19334.879 -> bring them back together find them locate
them and all that type of thing and then
19341.9 -> um add them together or bundle them together and
by grouping them so here you can pick any of those
19348.26 -> pieces of the puzzle you could theoretically use
one of those however you can't unfortunately you
19354.02 -> cannot unbundle them so you need to pick something
that is a single piece and then you want to add it
19363.799 -> and let's say this one you want to pick
a piece that actually it will kind of fit
19367.52 -> so this end will fit into that so pick
the proper piece there click on insert
19375.08 -> and now once you insert that piece you want
to resize it to the size it potentially you'd
19382.34 -> use it for your presentation so now here is
one now you can right click on it choose copy
19392.299 -> right click again choose paste now notice
we have two pieces of them so you can take
19398.42 -> that and put it right next to each other
and then copy this and then paste it copy
19410.24 -> paste it and then this one what you could
use is you can rotate it this way if you want
19418.879 -> and then you can connect it with this
piece over here then the next thing
19425.359 -> that you'd want to do is let's say this one
is sticking out you can actually crop that
19432.199 -> by clicking on crop here on the top and simply
19438.92 -> cut that piece out click on crop again now is it
perfect probably not but it gives the idea now you
19448.879 -> could go in here to each one of those pieces and
you can simply change the color so double click
19455.42 -> on it go under color and then pick something
else that you might want double click again
19462.68 -> let's say the pieces of online education
you want to have quality instruction you
19469.76 -> have to have proper instructor training you
want to have compliance and such so in this
19476 -> case what you do is you click on insert here
you want to do a text box and you say quality
19483.74 -> you could tweak it so that it shows a
certain way and then you want to copy this
19492.379 -> so basically you're changing the
text here for each component and then
19499.1 -> you click on the text click on a piece of the
puzzle here and then right click on it and choose
19506.66 -> and you want to go here under the picture tools
and you can go under arrange and then choose to
19512.061 -> group them together and you do the grouping
basically for each one of them accordingly
19518.119 -> and I'm holding down the Ctrl key so you have to
select more than one item to group them you can
19523.52 -> go under arrange or group or right click once you
have selected them and group like we did earlier
19530.719 -> now they are grouped together or you
can select each one of them let's
19534.379 -> say you want to start with this first
one then you go here under animations
19540.139 -> add an animation appear and that first one it will
19544.939 -> appear the next one you can choose
a certain type of Animation fly in
19551.9 -> third one as well and the fourth one you
can further customize the animation here
19559.16 -> for each one of them so they flowed in for a
certain direction now if we go to present this
19565.76 -> we have the title of the slide then we are
presenting that online education is it should
19571.4 -> be based on quality and focus on quality
then focus on training focus on compliance
19577.58 -> and the focus on technology and you can keep on
building this to your liking so this hopefully
19585.26 -> gives you an idea as to how to customize this
further and how to add from one single object
19592.4 -> build the concept if you go here under insert
and you go under shapes you really could build
19599.42 -> this even further or let's say I want to have
this as the background for this and then you can
19607.459 -> choose to send this to the back by right clicking
sending it to the back and then you could say that
19615.561 -> this is the platform or the online environment or
whatever it may be that you're building this and
19622.699 -> even this component you can further customize it
by either adding additional shapes and forms and
19630.561 -> such and arrows and all kinds of other objects
and bundling them together or you could simply
19638.42 -> go and reformat this by going under the format
options here and customizing it further from here
19645.619 -> so it's very powerful in how you can customize
and tweak objects within the slides in your
19652.52 -> presentation to make a fancy presentation there
for your audience and of course do not forget
19659.24 -> to use Smart art as well and that has been
covered in another video in Powerpoint 2016.
19668.24 -> thank you in this session I'll demonstrate how
to narrate a presentation in PowerPoint 2016.
19681.02 -> narrating a PowerPoint is actually a helpful
feature particularly if you're a faculty
19685.939 -> member or a student who has to put together a
presentation and you want to send the presentation
19691.16 -> to the audience either for later viewing or for
somebody to present it on your behalf and you
19698.119 -> can go through the slides and add your audio
along with a presentation and all they have
19704.18 -> to do is start presenting it and then the audio
will play automatically so here's how it works
19710.48 -> you go you have your presentation of course
and then you go under slideshow and then you
19715.879 -> click on record slideshow now you can record
the animation and the timings and such that is
19723.139 -> already in the slides and any other narrations
and ink and such you can choose to record those
19729.859 -> as well click on start recording and now
anything that I say or I do it's actually
19736.039 -> being captured so now you'd normally speak like
as if you're presenting it in class and then
19742.639 -> press the either the mouse button or the space
bar on the keyboard and move to the next slide
19747.92 -> and just basically explain all the components
that you'll be explaining with the audience and
19753.92 -> then just keep on going from slide to slide now
the system will remember the timings or how long
19760.34 -> you stayed on each item here and it'll play
them automatically and just keep on going now
19767.539 -> even in the cases where you have a video it's
going to capture that video as well [Music]
19775.1 -> so you get the idea at this point now
in these cases notice there is also a
19781.4 -> different set of tools here as well that
you can utilize during your presentation
19786.619 -> in the bottom here there is this little pencil
icon so what you can do is click on that little
19792.02 -> pencil choose pen and then as you're speaking and
and narrating you can actually write on the screen
19800.299 -> even if you don't have a touch screen device
that you're presenting with and then basically
19807.26 -> notice you go back here to the bottom again and
if you want to use the highlighter option you can
19812.6 -> highlight stuff using the mouse and all of this
is being captured obviously you can change the
19820.219 -> colors here and if you want to erase stuff you can
simply choose the Eraser option from the bottom
19827.959 -> even if you want to use a laser pointer
option laser pointer is basically why
19831.859 -> you're pointing it's going to capture
this red dot As you move it on the screen
19837.799 -> now to move to the next slide you just use
the space bar on the keyboard or the arrows
19843.02 -> on your keyboard to move to the standard option
so you're not no longer riding on the screen you
19849.379 -> can press it's the Escape key on your keyboard
and then it will still keep on moving just like
19855.561 -> as if you never touched The annotation feature in
Powerpoint should go through the whole slideshow
19862.879 -> and then it's done it's once it reaches
the end all of those recordings have been
19869.061 -> captured so now what you can do
is you can go ahead and present
19873.199 -> it and now it'll have all that audio
automatically playing in a background
19880.16 -> recording and now anything that I say or
I do it's actually being captured class
19888.74 -> so you can see that that played and it
worked correctly so now all the audio
19896.299 -> and all that we did and clicked and moved
and the animations and everything has been
19902.6 -> embedded into that PowerPoint one key to
remember here though is that the viewer
19908.719 -> on the other end they need to in order to
listen to the audio they need to click on
19914.359 -> slideshow they need to start presenting it and
that's when the stuff will play automatically
19920 -> all the recording and the content that
you did will take place automatically
19930.199 -> foreign
19933.5 -> I'm going to demonstrate how to customize the
slide master in a presentation in Powerpoint 2016.
19942.199 -> the reason for customizing the slide Master
is because there are times where you have a
19947.42 -> presentation very similar to this but you want to
change or add a component like a logo or something
19953.84 -> you want to add it in on all slides in your
presentation and instead of you having to go
19959.959 -> through each one of the slides you can change it
in one location and that logo or that component
19966.08 -> will be repeated across all the slides of the same
kind in your presentation so here's how you do it
19973.4 -> so we can go to any of the slides here
it doesn't matter which one it is and
19978.08 -> then we go here under View and then notice
there is an option here for slide master
19984.139 -> so basically the way it works is that if you
go and add something it works basically on the
19991.76 -> type of slide that you are using right now this is
called a Content slide you have the title for it
19997.939 -> but then you have all these bullet levels and all
this stuff let's say that I wanted to change the
20002.92 -> font here for this type of slide well I could go
under home and then change it to a different type
20010.061 -> of font there so let's say I wanted the aerial and
let's say I want it larger a little bit so notice
20018.16 -> it's changing all of those levels and you can even
change the color now let's say that you wanted
20023.32 -> these bullets here to be a different color well
you could go and change them by choose bullets
20030.219 -> and numbering and basically just Tinker with those
little options here click ok now any slides that
20038.619 -> use this type of layout this kind of slide it'll
be updated so if I go here under slide master
20046.959 -> and I choose close slide Master view now know
this that my bullets have changed to Red on all
20055.48 -> of those and also the type of font has changed
as well across all the slides of the same kind
20063.58 -> now let's go back here on the review and let's
add a logo for example I copied the logo you can
20070.48 -> just copy any image just right click on it choose
copy from the web or wherever your copying it from
20075.4 -> but if I go here under view again and then go to
slide Master again now I want to add the logo and
20082.359 -> any of those slides that have the title and the
content here now I'll right click and choose paste
20091.959 -> and here is let's say my logo and let's say
I want this always to be in the bottom left
20102.039 -> now let's say that I have also other slides I
want it on all kinds of slides let's say if I
20108.219 -> wanted on the title slide I could put it
in here this is for the title style then
20114.4 -> this is for the this type of layout so
I can right click paste it there as well
20122.199 -> and the idea here is that is that you are
embedding you're changing the slides of
20127.42 -> the same kind or the same layout and
you could keep on doing this if you
20131.74 -> needed to and close it now all my slides
notice they have the logo in the bottom
20144.639 -> you could also go back and customize this as
make it as fancy as you want and add let's say
20151.119 -> for all of those slides here I want to add
let's say a text field insert here text box
20159.879 -> and I can go here on the bottom and say tweak
it how you want it format the font accordingly
20170.26 -> and then you can simply copy this and embed it
20183.52 -> into the other kinds of slides then go back
under slide Master tab click on close and
20192.52 -> notice this will be displayed on all the slides
so it's very powerful feature to save your time
20208.561 -> [Music]
20209.561 -> in this brief video I'll demonstrate how to use
slideshow timings in PowerPoint 2016. there might
20216.939 -> be cases where you've developed a PowerPoint
presentation and you want the slides whether
20221.439 -> it's pictures or the slides to play automatically
without any interaction so the way you do that
20229.24 -> is by going through the slideshow here and
then recording the timings for each slide
20235.6 -> if you're going to utilize something like
this what that suggests is that you embed
20240.639 -> sound in that presentation as well just check
the video on inserting audio and sound in your
20249.34 -> presentation so in my case here I have right here
at the bottom of this I have a sound file and the
20256.779 -> playback for this has been configured so it runs
automatically and it'll play across all the slides
20262.42 -> now to record the timings for it or to rehearse
the timings what we can do is we can click here
20268 -> on slide show and then choose rehearse
timings now notice it's playing and now
20275.139 -> I'm going to keep it for so long on on
this slide now I I go to the next slide
20282.4 -> next and notice it's recording the time up here
how many seconds it needs to stay on this slide
20289.061 -> foreign
20295.5 -> [Music] then you press Escape or you go all the
way through the slideshow all the way to the end
20302.26 -> and then it says the total time for this slide was
25 seconds you want to save the new slide timings
20308.02 -> you say yes and then at any point that you want
to play this let's say in the future whenever you
20314.561 -> want to do this you can click on slideshow here
you can choose use timings or you can choose set
20324.16 -> up a new slideshow so the new slides show you
it say okay it's presented full screen Loop
20331.119 -> continuously until somebody presses escape and
Advance using timings automatically so basically
20339.219 -> whenever you're using timings you also need to
use the setup slide show here and then click ok
20348.459 -> click on from beginning that's what the presenter
20351.34 -> will do and now all this stuff
it's going to play automatically
20357.16 -> now notice it doesn't have any of the audio
20362.02 -> that you might have chosen to do if you wanted
audio you'd have to use the record option
20372.84 -> [Music]
20373.84 -> so that's how timing the slides
and rehearsing the timings Works
20379.959 -> in PowerPoint 2016. it's actually very
similar to previous versions as well [Music]
20394.299 -> in this session I'm going to demonstrate how to
utilize nodes and embed those nodes in individual
20399.82 -> slides in your presentations these notes could be
utilized by you when you're presenting by printing
20405.699 -> them out or you could use called the presentation
view in powerpoint where you can actually read
20412.119 -> those notes similar to like a teleprompter so
to insert nodes basically what you need to do is
20418.959 -> go into each slide here and notice there is this
option here in the bottom it says notes click on
20426.219 -> it and you can move this further up as well if you
want it and then just type your content in there
20432.699 -> for your presentation so if whatever your script
is going to be for that particular slide you enter
20440.26 -> those nodes in each one of those slides so you
go to the next slide here and insert the content
20451.119 -> keep in mind also that nodes can be formatted
so you can make the font bold and such
20459.219 -> and make it a certain keyword Stand Out by
highlighting them and making them larger and
20465.82 -> all that type of thing so now those notes
you can print them out for example so if
20472.061 -> you go here under file and then choose print
notice that here under what you want to print
20480.279 -> you want to choose here the notes Pages notice
that it is going to be one slide per page and
20487.18 -> the notes that you entered earlier under
each slide they're going to be displayed
20491.32 -> right below the actual slide and then my other
suggestion would be that when you're printing
20497.859 -> these you don't need to choose color you can just
choose grayscale as well and then print them out
20504.82 -> so that's one method to use the notes the
other method is when you go to present your
20511.061 -> presentation for real in front of the audience
you can also use What's called the presenter View
20517.6 -> so to use a presenter view you just make sure you
have the presenter view enabled and then here you
20525.219 -> can choose on which monitor it'll be displayed
your presentation will be displayed or your notes
20530.68 -> will be displayed so we make sure that we have
the presenter view here and then we choose from
20537.1 -> the beginning now at this point notice this is
what the audience will be seeing it's the actual
20543.82 -> slide on their end on the projector and then this
is a preview of the next slide that will come up
20551.68 -> and then here are the notes that we had typed from
before notice here in the bottom you can actually
20559.061 -> click to make this text much larger and it'll be
very similar to like having a teleprompter for you
20566.74 -> and then you'd go ahead and present this and
notice that you also have this pen here where
20574.66 -> you can actually annotate as you are presenting
to your audience so you choose the pen option and
20581.619 -> you can annotate and also read your notes over
here on the right hand side so that's how the
20588.459 -> notes will be utilized in your presentation
they can be printed out or you can utilize
20593.98 -> them in conjunction with the presenter view in
powerpoint 2016 which is now the default view
20602.74 -> for a presentation if you're using Windows 7 or
some other version and such and you can't get the
20609.4 -> display to do the presenter view you might have
to use the Windows key and then P the letter p
20615.639 -> to choose to extend your desktop so in that way
the external monitor becomes the presenter or what
20626.619 -> the audience sees and then your laptop or your
device becomes the one with the notes now if I
20635.439 -> could swap those what the audience will see so the
audience would see this and that's how this works
20649.9 -> in this video I'm going to demonstrate how to
use the presenter view in powerpoint 2016. the
20656.26 -> presenter view is used very effectively in
conjunction with notes in PowerPoint 2016
20662.619 -> by utilizing notes in each slide so for that
portion of it please refer to the inserting
20669.039 -> nodes in presentation in PowerPoint 2016. so
to utilize the presentation view you'd need
20676.48 -> to go under the slideshow and then you need to
make sure that presenter view has been enabled
20683.139 -> or is checked so once you have chosen that
option then you need to click on the option
20688.779 -> here from the beginning and then notice that we
have a view here of the current slide we have a
20696.639 -> timer as to how long we have been working on
this presentation so if your presentation is
20701.26 -> going to be only 10 minutes that's how you
can keep track of the time and then notice
20705.039 -> you have some other options here including a
pen for you to annotate on the the actual slide
20714.219 -> then here are the controls for you to move
from slide to slide and then notice the notes
20721.299 -> are here on the right hand side right below the
next slide so you have a preview of what's coming
20727.119 -> up and then you have your own notes now those
notes remember you can also resize the font and
20734.98 -> make it a readable or smaller or bigger as you
need to make it more readable for your needs so
20741.52 -> that's how pretty much the presenter view Works
in PowerPoint 2016 you can have basically the
20747.16 -> local computer where you are presenting from as
similar to a teleprompter and there's no need to
20753.699 -> refer to turn your back toward the audience to
read whatever is in the slide now in some cases
20759.699 -> it might be that the computer is not displaying
the presenter mode and such typically PowerPoint
20767.199 -> 2016 is actually going to force the computer
and also unfortunately it leaves it in that
20773.32 -> condition it leaves it as an extended desktop so
to enable or disable extended desktop after before
20781.18 -> the presentation or after the presentation what
you can do is you press Windows key and then p
20787.18 -> and that will come up with a projector options
and you can choose the to duplicate it or you
20793.48 -> can choose to extend the display for using the
presenter mode but once you are done with the
20799.059 -> presenter mode you need to press back windows P
to choose a duplicate mode here it would look like
20807.4 -> this Windows key that's extend for presenting but
if you want it mirrored for other functionality
20816.699 -> and other applications you want to choose
duplicate so you want to duplicate the screen
20822.039 -> in this video I'll briefly cover how to
use Quick Styles in PowerPoint 2016. this
20834.82 -> feature is available in previous versions
as well and it's quite helpful and saving
20839.98 -> you time to perform a specific formatting task
so what you can basically do is you can select
20845.68 -> let's say we have this heading here and by
the way this works only for this specific
20851.02 -> object that we are selecting if you want
to modify the all the objects of the same
20855.4 -> kind then just refer to the video on modifying
the slide master so in our case we select the
20862.539 -> object we go here under the Home tab and then
there is this option here under quick styles
20868.48 -> quick Styles is basically you can select the
design for that little heading and notice
20874.48 -> there's a quick live preview that you get
by simply hovering on any of those options
20883.119 -> so you select the option that you prefer here and
notice there are some new other presets as well
20889.48 -> and these are new with the newest updates from
PowerPoint from or from office 2016. so select
20898.119 -> what works for you and just like that it's done
very easily and quickly if you don't like that you
20905.32 -> can simply go back to another one of those quick
Styles and again what you get on the quick Styles
20913.48 -> it might differ from theme to theme that you are
utilizing in your presentation so if you're trying
20918.879 -> to get the same kind of background or the same
kind of content that I'm you or what you see here
20926.199 -> and it doesn't work on yours your machine and
your end there then potentially the reason for
20933.879 -> that is because you're using a different design
depends on the design that you have selected here
20938.92 -> under the design options so that's how you
use the quick Styles in Powerpoint foreign
20954.219 -> I'll demonstrate how to create a photo
album or a presentation using photos
20960.4 -> in PowerPoint 2016. there might be
cases where you have a bunch of photos
20967 -> that you took from a specific trip or for
a specific function and now instead of you
20972.459 -> copying and pasting and resizing those photos in
the presentation what you can do is you can import
20978.76 -> all of those photos in one shot into PowerPoint
and then add sound and add other features to it
20988.119 -> such as timings and such so it plays automatically
into PowerPoint the nice thing about it is is that
20994.9 -> also it resizes the photos accordingly so here's
how you do it you go here under the insert tab
21002.82 -> and then you go under photo
album click on new photo album
21009.66 -> and then you select the files that you want
to put into that album so we go here and I
21015.66 -> think I have them under my desktop here are
all the photos so you can select them all
21021.66 -> I'm just pressing Ctrl a in this case and then
it lists them here we can change the order if
21030 -> we want we can choose here the layout
so it's going to fit into the slide or
21034.139 -> you can have them two pictures per slider
however you determine that you want those
21039.42 -> and then you can even apply a theme if you prefer
to you have to click on browse and all that type
21044.82 -> of thing to apply the theme and then all you
have to do is simply click on Create and it'll
21051.059 -> do the magic note that this created the new
presentation here note that the pictures have
21056.939 -> been added at this point and perfectly resized
now you could simply add sound and let's rehearse
21066.059 -> the timings and the presentation it will play
automatically and for those functions refer
21072.6 -> to the other tutorials on PowerPoint 2016 such as
rehearsing and inserting sound into a presentation
21079.799 -> but notice it's done automatically so that's
how you create a photo album in Powerpoint 2016.
21096.48 -> foreign presentation I will demonstrate how to
email your presentation from PowerPoint so you
21104.219 -> click on file here and then you choose share and
then choose email of course you could save it to
21111.539 -> the cloud if you're sharing it with OneDrive with
the other people but you can also utilize here
21117.84 -> under email and send it as an attachment or send
it as a PDF as well and it will do the conversion
21124.32 -> automatically so it's basically going to convert
it into PDF and then send it to your email so if I
21131.699 -> choose send it as an attachment you need to have
Outlook of course in order for that to work and
21139.02 -> then you simply put the address of the individual
where you want to send it to and simply press send
21145.74 -> the other option here is to
under share you click on email
21150.84 -> as I mentioned earlier you can send this as a PDF
21157.199 -> it's going to publish it first into PDF
21160.379 -> and then it's going to open the email application
attaching it as a PDF file all you have to do is
21168.059 -> put the email address of the individual where you
want to send it to and then press send and done
21174.84 -> thank you in this session I'll demonstrate how to
save your presentation in PDF format there might
21188.58 -> be cases where you have to send your presentation
to someone outside of your organization and
21195.119 -> for various reasons you don't want to send any
PowerPoint format but you want to send it a PDF
21201.18 -> so here's how you do it it's very simple you
click on file here and then choose export
21207.299 -> and then choose create PDF XPS
document then click on create PDF XPS
21217.199 -> and then notice it's going to be a file type
PDF it's going to save it click on publish and
21225 -> this will be published in PDF format at this
point and there is a document of course the
21232.199 -> animations will not be embedded and of course the
videos from YouTube will not be embedded either
21239.82 -> and just send the PDF document
to whoever requested it
21246.66 -> foreign
21252.359 -> video I'll demonstrate how to narrate a
PowerPoint very briefly and then also how
21258.719 -> to save this PowerPoint as an mp4
and send it to other users there
21265.26 -> are times where you need to create a presentation
and share it either with classmates or share it
21271.859 -> with your employees or have it as a resource for
anyone to go over it of course you can narrate
21279.18 -> the PowerPoint and have the content embedded in
for that you can check the video on narrating
21284.76 -> a PowerPoint but in most cases it'll be more
helpful where you narrate the PowerPoint and
21292.32 -> then you can save it as a video as an MP4 video
and then the audience will be able to play it
21299.039 -> and view it on mobile devices or you can post
it on the web and share it a variety of ways
21306.059 -> so there are a couple steps to doing this first
of course you have to create your presentation
21310.08 -> and then you have to narrate it narrating it you
can see also watch also the video on narrating
21316.5 -> and PowerPoint in more details but here's how
it's done very briefly you'd go here under the
21322.799 -> slideshow and then you click on slideshow and then
use click on start recording notice it's going to
21331.32 -> capture all the timings and everything that you do
here so you're presenting your presentation as if
21336.539 -> you're in front of the audience even though you're
just in front of the microphone in front of your
21341.34 -> computer so we'll record everything from beginning
to end in your presentation and then the next step
21348.719 -> will be to actually save this and convert this
into an mp4 file so you click on start recording
21355.98 -> and then at this point you'll just go over the
Powerpoint just like you'd go in class now this
21363.359 -> is the presentation mode that you're seeing here
however typically it may be slightly different you
21369.959 -> may just see this part of a PowerPoint but you're
gonna go from one slide to this the other slide
21375.9 -> and then the system is recording whatever you do
and whatever you say at this stage in Powerpoint
21384.959 -> it's going to play all the sound it's gonna
play the different videos and all that stuff
21389.879 -> so I'm going to go pretty fast here and you'll
have to go all the way to the end of the video
21396.6 -> now that we are done with it you'll need to
click to save this to convert this into PDF
21403.199 -> and personally I would suggest that you save this
first just save the file somewhere where you can
21408.66 -> find it and that way if the computer crashes or
something happens in the process of conversion
21413.82 -> because that process it will take a little
bit of time at least you have your recording
21419.82 -> then we click here on file and then we click
on export and then we choose create a video
21428.219 -> now here under create a video it's asking us
as to what do you want the quality to be now
21433.799 -> right now I recorded this on high definition
so it's going to be 1920x1080 but I'm going to
21440.639 -> change it just for the sake of production to
produce this faster typically you might want
21446.34 -> to have a 1280x720 if you're going to share
it over the web and then here it's going to
21452.4 -> use the recorded timings and narrations and
also it's going to utilize the voice that we
21458.16 -> had for the recordings when we did them
now we simply click on create video and
21463.5 -> now it'll ask us where do we want to save it
so I'm going to save it on the desktop here
21469.559 -> just as a test and it's going to be
using PowerPoint 2016. I'll click on Save
21477.719 -> and now it's saying that this PowerPoint
has external media that means because I had
21483.66 -> a couple YouTube videos linked to it continue
without the media that's saying basically it's
21489.42 -> not going to be able to download the videos
from YouTube so most of the time you'll most
21494.459 -> likely not have YouTube videos embedded but in
this case we'll click on continue without the
21500.459 -> media from YouTube and other external sources
and then you just need to let it do its thing
21505.799 -> notice the progress bar is going to be here in the
bottom and like I mentioned earlier depending on
21511.439 -> how big your PowerPoint is and how much speaking
you did it will take a little time so you need to
21517.799 -> be patient and maybe do something else during
the time that this is processing and now after
21524.699 -> a few minutes the video was produced and now we
can go back here to our folder where I had saved
21530.82 -> on the desktop under PowerPoint 2016 and now
notice we have the MP4 video here double click
21538.619 -> on it and the video at this point should have
smarter PowerPoint all the others go from one
21544.379 -> slide to the other slide and then the system is
recording whatever you do whatever you're saying
21556.379 -> so that's how creating an MP4 video
from a narrated PowerPoint Works in
21561.539 -> PowerPoint 2016. hopefully you'll find it helpful
21567.059 -> thank you
21576.059 -> in this brief session I will demonstrate
how to use templates in Powerpoint 2016.
21582.9 -> in PowerPoint 2016 templates serve not only for
the design aspect of presentation but also you can
21591.9 -> utilize the templates as the layout or as outlined
for your presentation so here's how they work
21600.48 -> when you first open PowerPoint you'll be presented
with something very very similar to this so as
21607.439 -> soon as you open the application you'll come to
this screen now if you are already in PowerPoint
21612.299 -> you can click on file and then choose new and
then it will take you to the same starting point
21619.02 -> as when you open PowerPoint you can either click
on create a blank presentation or you can utilize
21626.1 -> one of the existing PowerPoints templates that
exist here now if you know this here if you go
21633 -> for example under the category education notice
that there are pre-designed templates that you
21638.82 -> can choose for example let's say you wanted
to do a certificate to design a certificate
21643.439 -> is even as simple as this all you have to do
is click on it and instead of your spending
21649.68 -> time designing this all you'd have to do is
simply change the name of the student here
21656.639 -> the other thing that you can do with templates
is that you can go let's say under the category
21663.48 -> here education let's say and notice there are
categories here on the right hand side as well
21669.719 -> and let's say that you needed to do an academic
presentation of some sort so you click here on
21675.84 -> the template academic presentation and then click
on create it's going to download it from the web
21682.92 -> now this is with all the types of different
designs for it so it's more design oriented
21689.34 -> and basically you would fill in the text however
in PowerPoint there are also options where you can
21696.299 -> actually create not only utilize the design but
also you can utilize the concepts that you can
21704.4 -> include in a specific presentation for example
if we click here on business on the category
21709.92 -> business notice we have a whole bunch of templates
here that you can use for business presentations
21716.459 -> if we go here business strategy presentation
it's going to download it and now it's going
21723.959 -> to give you a layout of or of your presentation
or your outline of your presentation so you state
21731.4 -> the vision you state the goals and objectives the
summary of the current situation and so on and so
21739.02 -> on so basically the layout exists there for you
now you can tweak it add more content to it and
21747.119 -> of course enhance it by utilizing the features
that we learned in this tutorial in PowerPoint
21753.059 -> 2016. notice as you are using templates you can go
and actually search for keywords here so let's say
21761.76 -> we are searching here for the term marketing and
now notice that you have different templates that
21768.539 -> you can utilize already from here so I'll choose
this first one and there are different designs
21774.6 -> here on marketing so for example there is this
one business sales service and then here it's a
21782.82 -> layout of the aspects of it so you'd introduce
yourself and then the products and services
21787.859 -> Give an example and then include additional
examples maybe include the chart of some sort
21794.58 -> and diagrams of sorts and this is using smartart
here and of course keep in mind that you can
21801.84 -> tweak those presentations even though they may
not look as visually appealing to you you have
21807.6 -> the layout of it but you can customize it using
the features that we learned in this tutorial
21814.08 -> so this is a tool that instead of you Reinventing
the wheel you can utilize something that already
21819.9 -> exists and also utilize the knowledge and features
that we have covered in Powerpoint 2016. [Music]
21835.74 -> in this session I'll demonstrate how to create a
custom slideshow in PowerPoint so suppose you're
21841.92 -> a salesperson or you have created a long slide
show but then at certain times you have only a
21849 -> shorter amount of time to explain your or to
present something so in that case you want to
21856.139 -> have a custom slideshow with only particular
slides as part of that presentation so to set
21863.58 -> up a custom slideshow you'd go under the slideshow
Tab and then you want to click on custom slideshow
21870.059 -> click on the drop down and then you want to
click on the new slideshow now you can name this
21878.1 -> and then you want to pick the slides that you
want to insert in there to utilize now of course
21883.859 -> this does not fit what we are doing here and
then you add those and then click OK you could
21891 -> create different ones here so you could have
one let's say called here custom slideshow tips
21897.48 -> or present for using PowerPoint and then
let's say you want only those add them
21907.32 -> click ok now you can close this but if you're
on the road then at some point then you want to
21914.879 -> present to only a specific audience all you'd have
to do is click here on custom slideshow and then
21923.82 -> you can pick whichever one you want to present
so let's say East Coast pitch so here it is
21931.5 -> and that would include only that slideshow
for the East Coast then if you wanted to go
21937.379 -> let's say as part of this PowerPoint the big
one we also created one called tips for using
21942.24 -> PowerPoint click on it and now this presentation
will just contain those slides and that's how
21950.939 -> custom slideshows work in PowerPoint 2016. it is
pretty much the same in previous versions as well
21961.92 -> in this brief session I will demonstrate how to
21967.199 -> insert the screenshot and how to use a
screenshot feature in Powerpoint 2016.
21974.4 -> so there are times where you're designing and
working on a project and such and you want to
21978.779 -> add part of your screen whether it's directions
or something to a slide into your presentation
21984.24 -> so what you can do is you can go here under
the insert Tab and there is this option for
21990.42 -> the insert screenshot it basically adds a snapshot
of a window that is open on your desktop or your
21997.379 -> document and it becomes a picture basically
entering it in your computer in this case
22002.539 -> what we do is we can click on ADD screenshot
and then you want to choose the option for
22007.699 -> screen clipping you can either take a snapshot
of one of the applications that you have opened
22013.279 -> or you can do a screen clipping and you click
on it and now it's giving us a chance to select
22020.42 -> something from this screen so if I want to have
a screen clipping of how to insert an image or
22027.439 -> a screenshot on PowerPoint I could simply select
this I'm clipping part of the screen Here and Now
22034.459 -> download is it inserted it automatically here
that you can customize this notice you have the
22040.699 -> design ideas you can utilize design ideas
here you can and tweak this accordingly by
22047.18 -> selecting one of those designs and additionally
you can use the formatting tools to make this a
22053.299 -> little fancier so notice if I use one of those
Styles here for formatting this snapshot that I
22059.779 -> captured I could use the tools above here so
let's suppose I want this one with a shadow
22066.74 -> border around it and the other thing that I'll
suggest that you utilize is if you go here under
22072.559 -> insert and then click on shapes so you go under
insert and then let's say I want a rectangle here
22083.42 -> and then I want to change the shape here and
then under the shape fill I want to change that
22089.119 -> so that there is no filling to it and then for the
Border or the outline for it I can choose so it'll
22096.619 -> be red so the audience will kind of see what I was
working on the other thing you can do here is that
22104 -> under the outline you could change the weight
to make that heavier and such so now I can copy
22111.439 -> that same object that I copied created earlier
and I'll paste it somewhere else here and let's
22118.58 -> say that I want to demonstrate to the audience
that this is the option that they should click on
22127.219 -> now each one of those you can also animate
them if you needed to so if you were to go
22133.58 -> under animations and then say Okay I want to
add animation I want that to appear and then I
22139.34 -> want this other animation item here as well I want
that so that it actually flies in so I'm under the
22146.299 -> animation tab fly in and now when I go to present
this it'll show up this is the captured image that
22153.619 -> I picked earlier now if I click it highlights this
section here and then if I click again it will
22160.279 -> choose a screenshot that's how the screenshot
option works in Powerpoint 2016. [Music]
22174.02 -> in this session I will demonstrate how to use the
tell me feature in PowerPoint this feature is by
22179.779 -> the way available in the other office applications
as well such as in Word Excel and Microsoft Access
22188.539 -> there might be times where you're trying to
do something in PowerPoint and you don't know
22194.539 -> where that option is so here on the next to the
menus here on the ribbon there's this option that
22205.1 -> says tell me what you want to do or the tell me
feature you just start typing in there and it'll
22212.539 -> just show you how to do specific things so for
example how to start a presentation or how to
22219.98 -> utilize let's say add an online video so you just
tap on it and you have here insert video and then
22230.24 -> online video so it kind of tells you so you want
to click on insert video and then online video
22237.559 -> and then this it basically takes you to that
function to perform that specific task let's
22245.119 -> say you're not sure how to do the rehearse timings
so you can just start typing rehearse here click
22252.74 -> on rehearse timings and then it just starts that
process automatically it'll get you there so it's
22262.279 -> a very cool feature to utilize basically it's
not just giving you directions but it's giving
22268.4 -> you the option to perform that specific task
so let's say I want to create a photo album
22276.199 -> just start typing photo and then it'll
take you to the photo album option
22288.799 -> in this brief session I will demonstrate how
to change the look and feel or the theme for
22295.879 -> PowerPoint 2016. this process is actually the
same to change also in other applications that
22303.559 -> come with office 2016. so this is the default look
and feel for PowerPoint if we wanted to change it
22310.82 -> we click on file here and then we go here under
options once you go under options notice that
22318.02 -> here we have those options right here for the
office theme currently it is on colorful and that
22324.199 -> is the default and if we prefer let's say dark
gray then click on dark gray and then click ok
22331.879 -> now notice the whole look and feel of the
applicational change if we want to change
22337.16 -> it back simply go under options here and let's
take a look at the Black theme Here click ok
22346.58 -> and this is how it will look at this point then
let's also take a look at the White theme and
22354.02 -> notice that all the menus and options here
will be kind of whitish feel and look to it
22360.619 -> and now let's go back here to the colorful
feel which will add kind of the reddish Banner
22368.9 -> here on the top for the actual tabs so that's
how you change the theme in Powerpoint 2016.
22379.58 -> foreign
22384.92 -> presentation I will demonstrate some of
the guidelines related to using PowerPoint
22390.5 -> effectively there are a lot of times where a user
designs a PowerPoint and there are certain rules
22396.74 -> that they are not really following and therefore
instead of conveying an effective message to the
22403.279 -> audience the presenter is missing the point on how
to be effective in their presentation so here are
22409.34 -> some guidelines first why use PowerPoint because
it's supported its supposed PowerPoint is supposed
22416.48 -> to be a tool to emphasize the message that you're
conveying to the audience if you're trying to sell
22422.359 -> a car or to sell a product you want the audience
to respond and purchase and be excited about the
22427.879 -> product and not necessarily see how well you
can do animations of course animations can be
22434.84 -> effectively used in order for you to convey
that message to them and this works the same
22440.84 -> way in the classroom and such four steps for a
good presentation of course you need to plan it
22447.92 -> to plan ahead on what the outline will be what
the content of the presentation will be then you
22454.879 -> need to prepare for it so basically sit down
and find the facts and find the content that
22461.299 -> you're going to present and then get to know
the audience and then once you have prepared
22467.059 -> your presentation you need to practice it and
the good practice makes for a good presentation
22472.459 -> as well and then you actually need to present it
to the audience one of the frustrating things is
22479.059 -> when you are in a presentation and the presenter
is looking turning their back to the audience and
22485.959 -> they are not engaging with the audience but
they are reading everything on the screen and
22489.379 -> the presentation might have too much text and such
you want to make sure that you are engaging with
22493.879 -> the audience and you're using and presenting
effectively so here are some guidelines on the
22499.58 -> design of a presentation so basically do the
outline first even if you are going to tweak
22504.92 -> it the presentation as I have demonstrated in the
video tutorial on PowerPoint 2016 to the outline
22510.98 -> first figure out what you're going to present
and what the order of your facts is going to be
22515.779 -> in the presentation additionally keep the words
large enough of course as I demonstrated in this
22522.08 -> tutorials on PowerPoint 2016 I emphasize using
graphics and using images such as smart art or
22530.48 -> other tools but yet if you're using text make
sure that the text size is at least 24 size 24
22537.439 -> typically 28 or above but 24 minimum the other
thing is limit the number of words that you put
22543.26 -> on a page whether it's bullet points or whether
you use paragraphs and such but try to limit them
22549.439 -> there is a rule there called the 7x7 rule you
don't want more than seven bullets per page and
22555.32 -> typically each bullet should have the average of
about seven words in it additionally fancy is not
22562.82 -> always better as you can see here in this bullet
you want to stick with simple fonts content that
22569.359 -> the users will be able to read from a distance and
also be able to remember and such remember also
22577.1 -> color combinations and graphics and make sure that
everything that you utilize in your presentation
22583.76 -> it actually has a purpose and finally the slides
are designed to supplement your presentation and
22591.08 -> not necessarily be your presentation and turning
your back to the audience and reading from the
22597.559 -> screen it's not going to be an effective way to
present your presentation to the audience I hope
22602.42 -> these tips will help you in effectively utilizing
PowerPoint presentations as a tool to convey ideas
22610.16 -> and to sell the product to your audience and such
and if you have not checked out the full tutorial
22617.24 -> on PowerPoint 2016 please do so it is designed
so you can utilize the features and the tools
22624.92 -> that come with PowerPoint effectively in your
work in your career and whatever you're doing
22631.34 -> thank you again for watching this tutorial and
I hope that it was effective and valuable to you
22639.52 -> [Music]
22640.52 -> thank you
22659 -> foreign
22666.619 -> the following is a comprehensive tutorial
on using Microsoft Access 2016. during
22676.16 -> this tutorial I will cover basic concepts
related to databases and how to design and
22682.459 -> use a basic database using access 2016.
we will start with the very basics of
22689.059 -> the application and of databases overall
and then we'll get moving into working
22694.219 -> with data in a database the tutorial is
designed to be Concepts based and simple
22700.879 -> to understand the best way to learn is to
follow the video Hands-On on your computer
22707.42 -> so let's get started first some general concepts
related to databases and how databases work
22717.26 -> first we're going to start with the definition
of a database a database is a collection of data
22722.9 -> that is stored in a computer system a database
allows their users to enter access and update
22729.92 -> and analyze their data quickly and easily they
are powerful tool that you see them all the time
22737.299 -> when you go to the doctor's office when you go to
the grocery store when you go online to purchase
22743.539 -> something all that information is usually stored
in what's called a database the easiest way to
22750.98 -> understand the database is to think of it as a
collection of lists so think of it for example
22757.1 -> if you're running a business you have a list
of customers you have a list of orders from
22763.34 -> those customers you have a list of items that
you are selling to your customers or services
22768.559 -> that you are providing to your customers and
then you might have a list of invoices and other
22777.08 -> purchases from vendors and things alike when you
put all those lists together in a database those
22784.82 -> lists are linked together and the information
is related from one table to another and that's
22792.68 -> partially what is referred to as a relational
database so where does access fit into this
22800.18 -> Microsoft Access is a relational database software
program or database management system dbms
22808.459 -> that runs on Windows operating system it is used
to manage data that is organized into lists such
22815.66 -> as information about customers products vendors
employees projects so basically Microsoft Access
22822.68 -> is a relational database Management System
created by Microsoft to store organize and
22830.959 -> manipulate data as well as to select and report
on it so some of the components just to summarize
22837.5 -> them briefly are tables queries forms and reports
tables that's where the data is stored within the
22847.1 -> database then the queries retrieve specific data
from the tables or other queries and displays only
22855.799 -> the data that you specify queries allow you to
ask questions about the data in your tables for
22864.199 -> example I want just the first name last name and
and email address then the form is used to enter
22873.5 -> new records in a table that's the data entry
component of it and to edit or delete existing
22880.4 -> records into the table usually the data is not
entered directly into the table manually but it
22887.359 -> is done through the forms and then the reports are
the fourth component here and those would be very
22895.58 -> similar to the output they summarize the fields or
records from a table or a query in an easy to read
22903.02 -> format for example that would be if a report that
you print out something that you print out to give
22908.9 -> to your manager for the sales of that day now what
does all of this look like in an actual database
22915.619 -> here's a really simple database that we have we
have a database called the customer sales here and
22922.82 -> we have a bunch of tables in this case we have the
customer table we have the contact table and then
22929.6 -> we have invoices so think again about these as
separate lists so the customer table of course it
22937.879 -> would have the list of customers we have here the
customer ID company first name last name telephone
22945.68 -> number city state and so on so those would be
very similar to what we have seen in Excel you
22954.68 -> can sort this data you can filter it and things
of that nature but think of it just as a list now
22961.4 -> besides the customers if you're running a business
then you'd probably have different contracts or
22966.32 -> different sales so in this case this is another
example of a table a contacts table if we double
22972.26 -> click on it we have a contact number the customer
ID contact amount the date and then the type
22980.42 -> and then notice we have another table here called
invoices and the invoice table has the date
22987.199 -> number and the item what it was for the amount and
whether it was paid or not so those are the tables
22995.719 -> again this is where the data is stored into a
database think of it when you hear tables storage
23004.059 -> the next component in a database like I
mentioned earlier it is the queries so
23010.42 -> if we go here the queries for example
are like we have the table customers
23016.119 -> notice we have a whole bunch of fields here
the fields are those names of the columns here
23022.42 -> and let's say that we wanted the generated list
of only the first name last name and then let's
23030.34 -> say email address and some other pieces of
information here we create what's called a
23036.279 -> query and we'll learn how to create queries
momentarily here so notice I have another
23041.379 -> entry here under the customer table and this is a
query that we have run that I defined earlier if
23049.48 -> I double click on it notice I have only the first
name last name telephone number and email address
23055.959 -> so that think of it the processing of a data
based on a criteria and this is an example of
23062.92 -> a form the form is basically instead of you going
to the customer table scrolling all the way to the
23068.559 -> bottom and entering the data manually here which
is not recommended you'd go under the customer
23075.52 -> data entry form for example in a form similar or
nicer than this and enter the records right here
23085.9 -> and it's just basically fill in the
data in real business this is what the
23091.959 -> assistant would utilize for entering
the data into the into the database
23097.299 -> and then the final component as I mentioned
earlier it is the reports and reports are
23102.52 -> very similar to queries but they are just
designed so they can be printed out and
23109.719 -> they look nicer so these were some of the basic
components of a database the tables are where
23115.959 -> the data is stored the queries are how the
data is manipulated then the forms are how
23123.459 -> the data is updated and added onto and then the
reports how the data is printed out or output
23148.5 -> [Music]
23149.5 -> once you're in Microsoft Access you'll notice
it very similar to Microsoft Word and Excel and
23154.6 -> other applications in office 2016 on the left
hand side you'll have the recent documents or
23160.6 -> there isn't databases or files that you have been
working with then below you have here the option
23167.5 -> to go ahead and open a pre-existing database
and then on the right hand side here we have
23172.779 -> the option to create a blank database that
will be used utilizing in a moment and then
23178.18 -> further down here we have different templates
that are available in Microsoft Access 2016.
23185.559 -> these are pre-configured access databases that
you can utilize we're going to utilize one of
23192.34 -> those templates very briefly just to learn
a couple of the concepts but we are actually
23196.66 -> in the next session here we're going to learn
how to design a database from scratch so that
23201.939 -> we understand how databases work how to use
Microsoft Access so in our case here I'm gonna
23209.439 -> very briefly utilize here this database called
students this is new in Access 2016. now here's
23217.42 -> a concept that you might want to keep in mind
when dealing with Microsoft Access databases
23223.66 -> unlike Word documents in Excel where you open
a document and you create the document and then
23229.719 -> you manipulate it and all that type of thing
in Microsoft Access as soon as you choose to
23236.02 -> create a database you have to give it a name and
you the first thing that you do is you save that
23241.959 -> database so in our case here we have to give it
a name another location where it's going to be
23248.199 -> saved and then you click on create in this case
we are utilizing a template so it's predefined
23255.459 -> with all the components and such so it's slightly
different for creating a database from scratch
23262.119 -> so first thing that you are presented here is the
tutorial on how to use this not every one of them
23267.639 -> is going to give you this option so we're going
to Simply click on get started here to utilize
23272.98 -> it now a couple of things here just briefly so
that we get a couple of the concepts and I will
23279.039 -> demonstrate these much more as we get started in
the next module and typically a database has four
23286.059 -> components just like in a computer that you have
the four basic functions of a computer where you
23291.699 -> have the input that the computer accepts input it
stores the data by storing it in the hard drive it
23298.119 -> processes the data and then it outputs the data
in Access databases you have a similar concept
23305.799 -> as well you have the tables which serve to store
the data that's where the data is actually stored
23312.939 -> you have the queries which are very similar to the
processing of the data on the computer and for now
23319.299 -> just keep those in the back of your mind and then
you have the forms in an access database as well
23325.059 -> that serve as a mechanism to enter the data into
that database and then finally you have the fourth
23332.619 -> component here the reports that the serve for
displaying the data in your database it's very
23339.34 -> similar to the output in your computer so in our
case here we have this form so if we wanted to
23345.16 -> add a new student we simply click on new student
and then we fill in the information there you can
23350.859 -> add the picture you can add additional information
then click on Save and then you and then you add
23355.84 -> the next student and so on now this window what
we are using right now this is referred to as the
23363.52 -> form so this serves as an input for this database
now that data is not really stored in the form the
23370.48 -> data is actually stored in the table here on the
students table and we'll learn more about this
23377.26 -> in the next session so now if we look here this
is how it will be stored so it's very similar to
23382.84 -> like an Excel spreadsheet but it's just a bunch
of tables and typically in the Microsoft access
23389.199 -> database or in any database you can have two
tables three tables hundreds of tables or even
23394.779 -> thousands of tables and those tables are typically
linked together via what's called primary keys and
23401.859 -> foreign keys and we'll learn about those as well
they are kind of related one table is related to
23407.5 -> the other table via those keys and that's where
you hear about the term relational databases
23415.539 -> because the tables are linked the other component
here is the queries we don't have any of those
23420.939 -> for now that we could utilize the next one would
be the forms that we just used a moment ago and
23427.24 -> then if you need to create a report of all the
students you simply click on all students and it
23433.84 -> will display a more visually Pleasant report for
you to print it out so those are some of the basic
23440.799 -> concepts using a template so now stay tuned for
the next session that will learn how to design our
23448 -> database from scratch will create the first table
and then start building a couple additional tables
23470.459 -> [Music]
23471.459 -> in this session we are going to create a
database from scratch and we are going to
23476.619 -> learn about some of the various components
of a Microsoft Access 2016 so we can kind
23482.32 -> of understand how the application works and
where the different components are so once
23487.299 -> we open Microsoft Access we click here on the
blank database and like we learned earlier the
23494.559 -> first thing that we need to do after we click
on the blank database we need to give it a name
23500.08 -> and take note where you're saving this database
now as soon as you open the access database here
23506.5 -> what we have is very similar to Microsoft Word and
Excel and other applications in office 2016. on
23513.639 -> the very top we have the quick access toolbar with
a bunch of commonly used options we have the file
23519.699 -> tab here and then we have these different tabs of
home the most commonly used functions very similar
23527.379 -> to other applications then we have here the create
tab this is to create different components related
23533.859 -> to databases for example creating a table creating
queries creating forms and reports then we have
23541.719 -> the external data tab where this is basically for
us to get data from other systems and import it
23549.699 -> and link it into a database here in Microsoft
Access and then database tools this is another
23555.76 -> tab where we can design the database and Define
the relationships or define basically any tools
23563.559 -> related to the database here for whether to repair
the database to create macros or other components
23570.16 -> then we have here this new tab called table
tools so table tools here this is very similar
23577.42 -> to the contextual Tools in Microsoft Word or X
cell basically a new tab that shows up in the
23585.219 -> context of what we are doing so right now we are
creating a new table and it's giving us options
23591.82 -> here for this new table next to it here you have
also tell me what you want to do or the tell me
23599.02 -> feature this is new in office 2016 so basically
if you wanted to learn how to use Query Wizard or
23607.66 -> how to create a new form or anything like that
you simply type in there how to do that so for
23614.379 -> example query Wizard and you just basically it
takes you directly to that option in order to
23621.52 -> learn how to perform a specific task in Microsoft
Access and then notice on the bottom here you have
23629.139 -> a couple of other options and I'm not going to
take the time to Tinker with those too much it's
23633.52 -> basically the design view and the normal View and
we'll cover those shortly now creating our first
23640.359 -> database here databases as I mentioned earlier
they are designed using tables so typically you'll
23647.68 -> have at least one or more table so now this is
our first table that we are working with and we'll
23654.16 -> give it a name shortly so it will actually ask us
to save and give a name to this table in a moment
23662.139 -> typically the way tables and databases work is
is that one of the fields by the way these are
23669.939 -> referred to as the fields so you'd have the ID
field the first name field and then last name
23677.08 -> field and so on so the columns which we refer to
them where you'll hear the term field then you'll
23685.18 -> also hear the term record so it's a this is record
one or record two or record the record is think
23693.939 -> of it as the row here so you have more than one
piece of information related to a record so you
23701.68 -> have for example first name last name address
and so on related to that specific customer
23707.379 -> here this would be the field name so right now it
says ID so we could change that to say customer
23717.219 -> ID the the type here for customer ID it typically
it needs to be a number so notice under the data
23726.52 -> type this is an order number that means that when
it goes to the next customer it will go so from
23734.08 -> customer one to number two number three number
four automatically the data type for each one
23740.859 -> of those fields typically has to be specified
the next one it's asking us to what type do
23748.48 -> we want to make this next field here so the
next field here we are going to make it text
23755.379 -> and this will be first name then the next one
we're going to make this field type as well short
23761.92 -> text here and then we're going to call this last
name and then the Third Field we are going to make
23768.879 -> this let's say the state address and this would be
text as well the next field here it will be City
23776.859 -> and then the next state and then the next one ZIP
now the ZIP code we want that probably as a number
23785.26 -> field and then the next one you can pick whatever
other field is you're going to utilize but take
23792.219 -> note here that it can be various other fields so
it could be for example a date field when they
23800.799 -> signed up to be your customer and such or you can
have an attachment for this customer or you could
23806.74 -> be able to post a hyperlink field as well so in
this case we are going to create a field here
23813.459 -> for attachment and that would be for example for
the picture for that customer or various other
23820.66 -> fields basically this step it's referred to as
the designing this table so we are defining how
23828.82 -> the fields are going to be formatted if we are
done with the design at this point we could send
23834.58 -> simply we could do a couple things at this stage
we could either enter the data directly from this
23840.76 -> table that we and by the way the data that you
enter from now on from this point on it has to
23847.359 -> be matching the type that you defined a moment ago
for example this the ZIP code has to be a number
23854.32 -> it can't have letters in there and things of that
nature the other thing to keep in mind is is that
23860.139 -> the data typically we for now we're going to enter
it here directly into the table but typically it's
23865.24 -> not entered from the table itself it's typically
entered from the form of the database and we'll
23872.199 -> learn about this shortly as well let's enter
just one record here for the sake of testing
23882.34 -> and then if we go to the next record notice it
entered the customer ID automatically so the
23888.82 -> concept so far that we covered in this session
keep in mind when you define those fields you
23894.879 -> need to specify the data type and it's very
important to think it through as to all the
23900.82 -> fields that you want in a table when you're
designing your database so then you want to
23906.459 -> make sure that all the fields that you'd want
in that particular table they are included in
23914.619 -> there you can add them later as well but it
creates it causes complications it's best to
23919.6 -> think it over initially the other thing is
is that you need to consider categorizing
23925.719 -> the data accordingly in various categories and
then these categories they become your tables
23933.16 -> so for example you want to make sure that let's
say customer information anything related to the
23940.84 -> customer such as the address the preferences and
mailing address and that type of thing you want to
23947.619 -> keep it in one table then anything related to
orders you want to keep it on the order table
23954.039 -> anything related to payments you would keep it
in the payments table anything that you want to
23960.34 -> keep related to inventory you want to keep it an
inventory table and even the inventory could have
23966.16 -> all kinds of subtables as well the key there is to
categorize information in major categories those
23974.92 -> categories become at least a table of some sort
and then you define the data type for each field
23982.299 -> here and then you have to make sure that whatever
you enter in that field you want to make sure that
23989.439 -> it matches that type of data also remember as you
design your database you need to have some kind
23996.879 -> of a key differentiator between the records
in your table so for example if you had two
24004.439 -> customers named as Hubert Sims and such you want
to make sure that how do they differ and the way
24011.1 -> to differ from One customer from one record to
another is by assigning them something unique
24019.08 -> for example a customer ID a unique customer
ID and those are typically referred to and
24025.379 -> that becomes your primary key the primary key
again that is what will differentiate between
24032.16 -> two records once we are done with designing our
first table here you'll click on close here on
24040.799 -> the top right of this table and now it will ask
us to give it a name to save the design for this
24047.459 -> table it will actually save the design along with
the data that we just entered and now notice here
24053.58 -> under the tables list here on the left hand side
we have customers information now to open this
24060.84 -> up you simply double click on it and you'll be
able to view it and enter new records in there
24065.939 -> as well if you need it to change the design you
could simply click here to add additional fields
24073.619 -> or another method to change the data and change
the design for this table is also by using the
24083.16 -> design view so notice here under the Home tab we
have View and there are a couple of views there's
24089.16 -> a data sheet view what we currently are seeing
and utilizing and then you also have the design
24095.639 -> view let's click here on design view and this
is a more sophisticated way it's a little bit
24102.84 -> more complicated if you're not used to working
with databases but yet it's actually a lot more
24110.76 -> powerful and a lot more useful so here what you
can do is basically you can modify the structure
24118.02 -> of this table on the left hand side you have the
field name which was the column for each column in
24124.439 -> that table that we saw earlier so we could change
the names here or we could change the data type
24131.039 -> as well if you have a lot of data in your table
and you go and tinker and manipulate the data
24138.6 -> type you might most likely get an error message
so keep that in mind as you design your tables
24146.459 -> to try to do it as best as possible in the
beginning whether it's the data type the
24151.139 -> layout of the fields and such now from here
from the design view like I mentioned earlier
24157.32 -> you can change the data type so you can say
Okay under the state I want that instead of
24163.559 -> 255 characters I want that to be only the two
digit abbreviated version of it or you can make
24172.199 -> it 40 characters long or whatever the length
of the field there so you can Define the field
24179.52 -> you can also change the format and the mask and
all kinds of default values and you can control
24185.039 -> all kinds of additional settings here so I'm not
going to go into the more fancier options here but
24190.859 -> for the big picture you can change the stocks from
the data sheet view or you can change it from the
24197.219 -> design view from here notice as well that you can
change the order of those fields by holding down
24203.639 -> the mouse and you can move one field above the
other one as well and change the order of those
24210.48 -> fields to add new ones you can add them here in
the bottom and then you have to define the data
24217.74 -> type as well so for example this is a field for
comments so this would be long text so you want
24225.299 -> to make sure here that the user can enter enough
text I believe that would be 64 000 characters
24232.379 -> that it'll accept in that field when you start
typing on it once you're done with any of the
24240.299 -> design changes now we click on close here and
it's going to save the structure typically this
24247.68 -> save option it takes place only when we change the
structure of it so one of the concepts here is is
24256.559 -> that if you change the structure of your table and
the design of it then it's going to ask you and
24262.439 -> prompt you to to save it however if you're simply
entering data the data is saved automatically
24269.039 -> into your database so that's another concept
to understand when using databases the other
24274.439 -> thing is that databases are designed to be used
by multiple users at the same time so once you
24281.58 -> have finalized Your Design you can have 10 users
15 users 50 users or however many users access
24289.68 -> and update the table at the same time and work on
the same file the same database at the same time
24297.42 -> so those are some of the very basic concepts
on getting started with an access database
24304.02 -> and access table now this is not all and next we
are going to enter some more data into this table
24311.16 -> and then we're going to create a query we're
going to create a form and then we're going to
24316.199 -> create a a quick Report with just one table and
then furthermore so stay tuned we're going to
24322.859 -> create multiple tables and we're going to link
those tables together and then we're going to
24327.66 -> utilize the more intermediate functions in Access
databases and using Microsoft Access so stay tuned
24338.359 -> [Music]
24339.359 -> thank you in this brief video we're going to learn
how to add additional fields to a table in an
24359.58 -> access database and then we're going to learn how
to create queries how to create forms and how to
24367.799 -> create a report based on a table in our database
stay tuned we are going to also learn later how
24376.5 -> to create multiple tables in a database and how to
link those tables together and utilize additional
24384.18 -> functions in Microsoft Access 2016. so we have
our table that we designed earlier and now we
24393.42 -> want to add let's say to make a small change
as I had mentioned earlier you don't want to
24398.039 -> make too many changes after data has been entered
in the table but this is just for demonstration
24403.559 -> purposes so to enter a new field we could do it
a couple ways here we could either click here
24409.08 -> on click to add and then choose a type of field
that we want to add or we can go here under View
24417.24 -> and then choose the design view so
design view is this next one now
24423.479 -> we scroll all the way to the bottom here and
then let's say we want to State whether this
24429.059 -> is a new customer or not so it's going to
be a yes or no field so it's a new customer
24435.479 -> and then we want to change this on the drop down
here to be yes or no what the system is going to
24441.959 -> do there is going to allow us to put a check mark
basically have a check box once we have the tweak
24448.379 -> that you can add additional fields in there by the
way you have here under description in the design
24455.639 -> view you have an area where you can actually put
notes design notes for you as a designer of this
24462.66 -> database you could say Additionally you can go
up further for any of those fields and such as
24469.979 -> we covered very briefly in the last session each
table needs to have a primary key and the primary
24477 -> key can be a number field it can be anything but
it has to be something typically it's a number
24483.66 -> and an order number something that increases or
some kind of code and it is what differentiates
24490.799 -> one record from another so if you have two people
with the same name in the same address then in
24498.479 -> order to differentiate them the best way would
be to Simply assign them a new ID or to have
24506.039 -> different IDs so the primary key typically in
the database design here since we are in this
24511.74 -> view it's represented with this little golden key
if you wanted to change it to a different field
24518.639 -> and make that the primary key you can however it
has to be the right kind of field if you changed
24526.08 -> it to this one then that means that there can be
no two people with the same name on that table
24534.66 -> so you want to make sure that you set the primary
key on the correct field and that's why typically
24542.219 -> it's an ID or something a number that is generated
by either the system where you assign it manually
24550.619 -> but that number has to be unique so I'm going to
make this back as the primary key and now let's
24557.219 -> suppose that we are done with the design here we
can click on close save the design changes and now
24564 -> let's learn how to create a form forms typically
are utilized for entering data so you could enter
24571.32 -> the data in here but if you have a lot of Fields
here or those columns and you have a lot of data
24578.219 -> first it would be very dangerous to delete records
that you're not supposed to delete but secondly
24584.939 -> it's not the most user-friendly interface to enter
new data so therefore what we can do here is we
24591.24 -> can go under the create Tab and you want to create
what's called a form the forms you can create them
24597.42 -> from scratch you can design them from here or
you can use the form Wizard and I'd recommend
24604.02 -> that you utilize the form wizard it's much simpler
much easier to do this go under form wizard here
24610.199 -> and basically the way it works is that you tell
the system which table you want to use in our
24616.139 -> case we have only one table here so then you pick
here what Fields you want to include in that form
24624.359 -> by the way you can design multiple forms based
on the same table you're basically saying I
24630 -> want to feed data only for first name last name
and address and you give access to a specific
24636.119 -> individual to just utilize that form while other
individuals may have access to update more areas
24643.799 -> of your database so here we are just picking the
fields that we want you can pick them one at a
24650.639 -> time or you can simply add all the fields in one
shot here by clicking on this double arrow icon
24658.859 -> and then click on next then you can choose how you
want your form to be displayed and organized and
24666.479 -> you can play with this on your own but typically
columnar is basically going to go up and down in
24671.939 -> the sequence basically then click on next and
then you give it a name and then it says open
24678.18 -> the form to view or enter the information or open
to modify the design even further so in our case
24685.859 -> here we are simply going to click on finish notice
it has designed our form for us to enter the data
24693.42 -> so notice it has this it's displaying the first
record that we had entered already in our table
24699.959 -> now you might say Well about this field file
one file two file three this is because we
24706.5 -> chose one of the fields to have attachments
and these are just the attachment Fields here
24713.1 -> and also keep in mind that you can design this
form and only learn about changing the design
24718.26 -> of forms later as well but for now we're just
learning about the basic concept of how forms
24724.92 -> work in a database and how they relate to tables
so stay tuned for the other functionality there
24732.779 -> so in our case here the form here serves to
display information that is already stored in
24740.16 -> the tables or it also serves for us to enter new
records and create add new customers here so if
24749.699 -> I click here add a new blank record we leave the
customer ID alone here and then we just fill in
24757.68 -> the information now notice that this it's it's not
quite lined up properly and all that type of thing
24764.76 -> I'll show that in a moment how to readjust the
size of those and then you basically just fill
24769.439 -> in the information if we go to the next record
it's basically it's stored what we just entered
24775.379 -> and then you can just create a new one and keep on
doing this so typically it's the forms that your
24782.34 -> assistant is going to use to enter data and look
up information typically your users do not really
24789.299 -> need to touch the tables and entering data and
such because the system will enter the data using
24796.08 -> the forms so hopefully you get the idea there now
if I'm to go here to my table by the way you need
24802.32 -> to close any of those other things that you might
have opened here in the main area and we open the
24809.34 -> table here notice that I have now Jim Smith my
new customer that I entered manually what that
24816.18 -> I entered through the form so again the forms are
very similar to the input function in the computer
24822.779 -> and you utilize them to review what's stored
in the table and to store new data in the table
24831.479 -> now to modify this form just very briefly
here you can click here under View and then
24838.379 -> choose layout View and you can kind of just
simply resize this stuff if you need it to
24845.76 -> so this is one way to resize it or to adjust
the design of it it's somewhat simpler the
24855.479 -> other method to modify the view of this form
is by clicking here on view just like we use
24862.08 -> the design view to modify the design of the
table we can use a design view to modify the
24870.479 -> design of our form here so if we click on design
view now it becomes a little bit more complicated
24876.6 -> than such that's why I said that the other method
was slightly simpler here is where you can change
24887.76 -> in a more precise way the design of this so
here you could actually go and say instead
24894.719 -> of first name without the space there you could
simply go ahead and change it put the space in
24900.84 -> there you can format that to be in bold and you
could change the design of those fields and such
24907.979 -> additionally from this View and it's not time
for us to learn about it but if you needed to
24913.979 -> it's these second Fields here the ones in white
that are basically connecting so you don't want
24920.699 -> to change this wording here to put it a space
that's the code that it links to the table because
24927.9 -> basically it's saying it's going to pull from that
first name field on the actual table so you don't
24935.76 -> want to change these if you right click in here
and unfortunately I cannot display it here or
24941.879 -> for you to view it but if you go to properties in
the bottom because of my recording the way I have
24947.58 -> the recording of the screen and notice that the
control Source it says here so it's pulling the
24953.699 -> data from the customer information table and it's
pulling the from the field first name so this is
24961.619 -> more complicated but just for your information
you didn't want to change the second area here
24967.92 -> then once you're all set here we can close this
save the changes to it and then if we go back
24974.039 -> to our form know this first name here it's in
bold and such so hopefully this makes sense on
24981.539 -> how the forms relate to the tables in an access
database now let's create a quick query here and
24990.959 -> let's see how queries work in a very basic way so
if we go here to our table and we click on create
24998.16 -> and now we go here under the query Wizard and the
way queries work is basically you can connect to
25007.1 -> a table and you are saying list all the customers
from that table or List only the customers from a
25013.82 -> specific ZIP code or a specific city or a
specific state so you're putting criteria
25020.24 -> within that query or that question basically
you're simply asking a question give me limited
25027.859 -> information based on this specific criteria so
here let's say we want the first name last name
25035 -> and then the street address in the city and
zip code then we click on next click on next
25042.5 -> and then it says customer information query
click on finish and know this we got only
25048.979 -> what we requested so we have first name it's
listing all the customers by first name by last
25056.539 -> name State address City and zip the concept
to keep in mind here is is that there is no
25063.5 -> data stored within this query itself if the
data is still stored in the table the query
25070.34 -> just stores the parameters of what our criteria
is so to run this query all you have to do is
25078.08 -> you double click here in the query and it pulls
the data right away if we were to go and change
25084.379 -> specific data here for a specific customer
let's say we had the fourth customer here
25095.059 -> and I'm entering this using the form now if I
go and run this query notice I have customer 4
25103.1 -> listed here so the idea is is that you can create
as many queries as you want whatever options that
25110.359 -> you want you know the manager might say I need the
query I need to know how many sales we did today
25116.42 -> so you could say okay give me all the customers
give me all the items that were sold but based
25122.66 -> on a specific day of the week or such so that's
very briefly the queries if you needed to change
25130.219 -> and we'll learn how to modify the queries so
just check the next tutorial on customizing
25137 -> and working with queries in the database now
next in this session we are going to learn how
25143.18 -> to create a report a reports in a database
are a key element as well it's very similar
25150.26 -> to outputting information you want to print it
out particularly it's to organize the data in a
25159.139 -> certain way it's very similar to queries but the
queries are displaying the data in a very Excel
25165.199 -> like worksheet here the reports are designed
to look nicer so you can print them out and
25172.459 -> hand them over to somebody so to create a report
again you'll go under the create option here the
25179 -> create Tab and then you want to go under reports
and my suggestion would be that you utilize the
25185.18 -> report wizard so here you're picking what table
you want to pull the report from notice that you
25191.539 -> can pull a report from queries as well so
it's the reports are built from tables or
25197.959 -> from queries whenever you build report on the
query is the report is actually going to that
25204.199 -> query and pulling the data so for now we are
going to use it directly from the table and
25209.719 -> then we say I want the customer ID let's say
the first name last name and the state address
25216.559 -> and whatever else that you want here zip
code and such and then we click on next
25224.059 -> now this stage we have the option next and then we
can choose how to sort those customers let's say
25230.84 -> by first name I buy a last name or by customer ID
and you can put different searching options here
25236.719 -> or sorting options click on next click on finish
and now know this here we have the report called
25245.9 -> customer information notice it's slightly more
visually pleasing here and you can also adjust
25253.879 -> the design of this very similar to how we did
earlier for other components here so we can go
25260.059 -> and adjust the design by going to the layout View
and then resize those fields accordingly foreign
25270.08 -> now typically the the numbers here this number
sign that means that it does not fit in that
25275.66 -> field so you need to still resize this or the
other method here to to adjust the design of
25282.439 -> this is by going here under View and then go under
design view so again the concept is whether you
25289.879 -> want to change the design of the tables the forms
or the queries or reports you have the different
25298.34 -> views that you can change the design of them and
particularly you want to use a design view for
25304.639 -> Designing any of those components of the database
now when we are done with this report we close it
25310.58 -> since we tinkered with the design here just click
on save to save it close the other elements as
25316.58 -> well and then go here under customer information
this is our report and that's the data that it's
25324.799 -> pulling from the table here so hopefully all this
makes sense in how a database are a very basic
25331.16 -> database with one table works and how the various
elements of the database particularly those key
25338.66 -> four components there are other components that
you add as well such as macros and things of that
25343.879 -> nature but these are the main key components
of a database that you utilize typically
25353.439 -> [Music] thank you [Music] now in this session
we are going to learn how to create additional
25372.68 -> tables in our Microsoft access database typically
an access database or any database out there will
25380.359 -> have more than one table and you can have hundreds
and thousands of tables depending on how big your
25386.359 -> database is for this tutorial you should have
access to a link to download the working files
25391.939 -> the working file is a ZIP file here and what
you need to do is you need to double click on
25398.299 -> it after you have downloaded it and then you want
to click on extract all once you extract them all
25405.379 -> take note where it's going to extract this stuff
click on extract here and then you'll see three
25413.539 -> files in there so we'll utilize those three files
to build an access database or to basically build
25421.58 -> three additional Tables by importing the data
from those files in order for us to get a better
25428.299 -> understanding of how Microsoft Access works
if we had to enter the data manually it would
25434.059 -> take us a very long time so we're going to build
three tables one of them is going to be based on
25440.9 -> customers like the content direct information
for our customers the next one is listing the
25447.139 -> contracts for those customers and then at the
third table is going to be the invoices so stay
25454.16 -> tuned how we do this with the next session here
keep in mind that this data it's two of those
25460.1 -> pieces of data are in Microsoft Excel so it looks
like this and you can have that data in Microsoft
25467.479 -> Excel already in a system of some sort so
basically we have the customer the company
25472.52 -> first name last name and the information related
to the customer notice the customer ID here is a
25479.479 -> unique number then the next one the contract list
notice you have the contact number the customer ID
25488.539 -> you have the contract amount it's another Excel
spreadsheet and then you also have this invoices
25496.4 -> list and I have this on purpose here as a text
file because you can import data from a CSV file
25505.279 -> or a comma separated values file and this is what
that would look like so you have the different
25511.58 -> values here the invoice and all the fields are
separated by commas that's why it's CSV because
25518.779 -> of the comma separated values and then note this
that each value here it's in quotes so we'll learn
25526.58 -> about how to import this into Microsoft access
database and create three tables from these
25540.379 -> so in this session we're going to learn how
to create tables in an access database by
25546.68 -> importing the data from another system we'll
import the actual data and also the design for
25552.26 -> the tables in one shot from those systems to
save us time you can import the data into an
25559.279 -> existing table in Microsoft Access as long
as the fields these columns and also the
25566.479 -> data type matches from the external file with
your current design in Microsoft Access since
25573.02 -> we are starting here and understanding the
concepts here using Microsoft Access we're
25578.539 -> going to bring both the design because I hope
they understand how to design the table and
25583.279 -> the fields and such by what we have covered
so far in our tutorial if you wanted to do
25589.1 -> this on your own and such what you'd have to
do basically design a table if you wanted to
25594.68 -> bring it into an existing design you'd have to
take let's say the customer list and when you
25600.379 -> design your table in Microsoft Access when
you go to those fields here in the design view
25607.76 -> those fields have to match so you have customer
ID here from your Excel file or external system it
25615.5 -> needs to match along with a data type then you'd
have to have another field in here called company
25621.08 -> and you'd have to create that then first name last
name telephone number street address all of those
25629.42 -> have to be in the exactly the same order if you're
going to use an existing table in Microsoft Access
25635.479 -> in our case we are not going to use the existing
table so we are going to create a new table by
25640.82 -> importing the data from an external data file so
here's how it works we go here under external data
25647.9 -> and then since we know that our data file was an
Excel file we can go here under Excel and then we
25655.16 -> go and locate that file that we extracted earlier
from the working files so we go here under browse
25663.02 -> go under the working files and notice we have
here customer list click on open and then here
25669.74 -> we want to import The Source data into a new table
in our current database if we wanted to add just
25676.58 -> the data then we'll choose the append option here
to just simply add it to the existing table you
25683.299 -> can also link it to an external table or external
data there as well but that's beyond the scope of
25690.799 -> this tutorial for now so we are going to click
on import data to create a new table we click OK
25696.26 -> here and then it says show the worksheet so this
is our worksheet this is what's in that table then
25702.799 -> we click on next and then this is very important
this is where a lot of users get lost so we want
25710.539 -> to choose here the first row contains the headings
so the first row in our Excel spreadsheet had for
25717.08 -> example the field names customer ID company field
name last name so this is just that label that's
25724.52 -> what we are telling the system that that's what
that is then we click on next and then here we
25729.799 -> say you can now specify about each item that you
are imported select the fields below and do you
25737.299 -> want to allow duplicates yes or no now typically
in a database for example for the customer ID we
25743.42 -> don't want to allow duplicates so you'd say no
duplicates in our case we're just bringing this to
25749.42 -> play with so that we minimize any issues and we'll
just leave it alone now the data type here it says
25755.359 -> it's going to be short text typically you want
to make sure that your customer ID it's actually
25761.9 -> a number field so we can change that at this point
and say the number this will be typically it would
25769.639 -> be a double here that you choose a data type and
such for the same keeping it simple I'm going to
25775.4 -> leave this a short text then we click on next
now it says do you want to choose the primary
25782.24 -> key notice it's trying to create a new one for you
you could create this manually or automatically
25787.82 -> here the system will create it for you or you
can go and say no I'll use my own key because I
25793.459 -> already have the customer ID here however keeping
in mind it cannot have two records with the same
25800.18 -> customer ID so you need to be sure that the data
that you're bringing in from an external system to
25805.279 -> create this new database it actually does not have
any duplicates in it then we click on next here so
25812.18 -> our name for this table will call it customers
and then simply click on finish notice we can
25818.9 -> save the steps if we want it but we don't really
need to save at this point we click on close and
25824.66 -> now you have another table here and if you double
click on it you have all of those customers there
25830.18 -> are 38 of them that it brought from that table
notice that the table now it has the field names
25837.08 -> on the very top here and it also has the various
Fields such as the email field and all that type
25844.52 -> of thing if you needed to create additional Fields
then you simply can go here under the Home tab and
25852.02 -> you could still go and add a new field so
if you want it for example a field called
25857.359 -> comments it's going to add it and then you choose
a type here so we're going to make the comments
25862.219 -> field to be a long text here and then we close
the design and now if we go back to customers
25870.68 -> you'll notice that you have another field called
comments so that's how you create a table by
25878 -> importing the data from an Excel file let's create
another table of contracts table so again we go
25885.68 -> here under external data we go under Excel and
then we choose the file that we want to import
25891.199 -> we're actually going to get the contact list we're
going to create a new table along with a structure
25898.16 -> for that table from your external data file from
our Excel file and then we click ok go next here
25906.439 -> we tell it that the first row has the actual
information next then the contract number right
25914.479 -> now we are choosing to allow duplicates but
typically you don't want uh because this is
25918.68 -> going to be our primary key the unique identifier
for each record here and we're going to leave it
25924.619 -> alone for now then we click on next then you
want to make sure that you are choosing your
25930.799 -> own primary key and you're making the contact
number as the primary key for here then we
25937.699 -> click on next and then we just say this is going
to be called the contacts table click on finish
25944.479 -> click on close and now if we close this we will
have contracts and customers and notice there
25952.879 -> are 65 contracts at this point and then we
also have the customers now this next session
25957.979 -> we're going to learn how to import data or how to
create a table by importing data from a CSV file
25974.199 -> [Music]
25975.199 -> in this session we're going to learn how to
create a third table including the structure
25986.6 -> from a CSV file in Microsoft Access so we have
here this invoices list we're going to create a
25994.82 -> table called invoices and that data we imported
from some kind of system out there that's comma
26001.42 -> separated values so to create a new table you go
here under external data and we want to import
26007.719 -> the data from a text file so we click on next here
locate wherever our file is and notice it's under
26017.979 -> my working files and this would be also in your
working files if you expanded it if you choose
26023.439 -> invoices list we click on open then click OK and
then we want to tell the system here that this is
26030.699 -> a delimited type of data file which the values are
separated by a comma and you'll know that when you
26038.199 -> receive the file from whatever system there it'll
typically be a CSV file then we click on next and
26044.68 -> then we want to tell the system that this is a
comma separated values so the values here for
26051.699 -> each column they are separated by a comma I'll
go next again so choose comma and then notice
26057.58 -> here it says first row contain the field name
so make sure you select this one if you skipped
26063.219 -> it go back and try to follow it so we want comma
first row contains the field names click on next
26069.699 -> and then we leave these the way they are for now
click on next then make sure you choose your own
26076 -> primary key and the invoice number is going to
be the primary key next and then this is going
26082.84 -> to be invoices and then click on finish so now we
have an additional table here and this new table
26089.439 -> it's called invoices notice one key aspect here if
we go to customers we have here customer ID this
26096.82 -> will be our primary key for this table so even
if we went over here under design view know this
26103.24 -> customer ID has this golden key here so that's
our unique identifier for this table now if you
26110.92 -> go to another table here so if we go for example
to contracts and open this up and go under design
26117.82 -> view notice that contact number is the unique
identifier for this table anytime you're designing
26126.16 -> a new table that table has to have some kind of
unique identifier or primary key now notice as
26133.299 -> well here that this table also has another field
called customer ID and the customer ID here we saw
26141.4 -> it that it was the primary key for the customer's
table that we saw earlier it was on this one what
26149.139 -> that means is is that for the table contracts
the primary key is contract number that's the
26155.799 -> main differentiator and now customer ID is what's
called a foreign key basically it will give us
26164.02 -> the option to link customer ID from this table
to the customer's table with customer ID field
26170.799 -> so the concept there is is that in a database in a
relational database the tables are linked together
26179.139 -> one to another and such using primary and foreign
Keys the foreign key is the common field between
26188.32 -> two tables it's that field that is the secondary
it's not the primary key on that second table so
26196.9 -> for example here we are saying we have a contract
with this number but then this contract is
26202.959 -> associated with a customer of a specific number so
if we go here under for example customer 1105 and
26211.24 -> we go here under contracts and we see 11005 that's
saying that this contract 3033 belongs to customer
26222.52 -> 11005 the concept to remember is when you're
designing this you need to design also for foreign
26230.379 -> Keys the common field that will connect one table
to the other and we'll learn how to connect those
26235.959 -> tables in a moment here now even if you went here
under invoices you'll notice that the invoices has
26242.139 -> an invoice number that's a primary key but then
you have a contract number which will eventually
26248.979 -> connect to the contract number here from the
contracts table and in the invoices table so
26258.219 -> the primary key is this one but then this is
the foreign key for this table so primary keys
26263.74 -> and foreign keys are two very important Concepts
that play an important role when you're designing
26270.939 -> the database because they'll need to be linked
together and that's what we'll learn in the next
26276.279 -> session here we'll learn how to link the tables
using the primary keys and the foreign keys
26290.82 -> [Music]
26291.82 -> in this session I will demonstrate how to link
tables in Microsoft access database in Access
26305.68 -> 2016 or how to define the relationships between
tables in Access 2016. so a relational database
26315.4 -> like Microsoft Access 2016 it requires that the
tables are linked and typically the key component
26323.199 -> for linking tables in a database is the proper
design of the tables to start with and typically
26330.76 -> what you want to do is that you want to have the
primary keys and the foreign Keys properly defined
26337.9 -> in the tables before I further explain this I'm
going to clean up our database here so I'm going
26345.219 -> to first delete this table that has nothing to do
with what we are planning to do in the next couple
26350.68 -> minutes here I'm going to delete these queries
as well by the way you don't want to do this on
26357.279 -> a real database unless you're sure that you want
to delete this and at this point we have three
26362.619 -> tables so we have the customers table we have the
invoices table and the contracts table to learn
26368.619 -> how we did this please refer to the previous
tutorial hopefully we have the primary key
26373.9 -> for customer ID this is the primary key for this
table and then under contracts we have the primary
26382.059 -> key being the contract number and then the foreign
key it's a customer ID which is supposed to match
26388.9 -> with the customer ID which is the primary key on
the customer's table and then the same way under
26394.779 -> invoices we have the invoice number which is the
primary key for the invoices table but then the
26401.799 -> contract number which is a foreign key in this
case goes to match with a primary key of the
26408.34 -> contracts table so as a design that the database
you need to factor in and plan on what the foreign
26416.439 -> keys are going to be and how the tables are going
to be linking with one another when it comes time
26421.84 -> to link them and this has to be done during the
design process now at this stage we need to close
26427.6 -> the tables and then the next thing that we need
to do here is we need to go here under table tools
26434.559 -> and then we're going to define the relationships
so we go here under relations and then we choose
26441.52 -> to add the customers table we choose to have other
contracts stable and then the invoices table and
26448.719 -> then close this now notice you can even organize
them any way you want here you want to organize
26456.639 -> them fairly logically if you can so that you see
the structure depending on how you organized your
26463.66 -> database to link those tables together notice we
have here customer ID from the customers table and
26471.58 -> we have the foreign key here under contracts
for the contracts table so what you do is you
26477.4 -> click on customer ID from the main table and
you drag it and you hold the mouse directly
26482.5 -> on customer ID on the contracts table here and
then you let it go now this point notice it's
26489.939 -> saying it's going to use the customer stable
linking to customer ID in the contracts table
26496.24 -> it's going to be a relationship of one to many
what that means is that you can have one customer
26502.719 -> with multiple contracts and that's hopefully
what you want if you have a small business you
26507.879 -> want multiple contracts from the same customer you
could also enable here what's called a referential
26514.119 -> integrity and I'm not going to check it for
now to keep this simple but that means that
26519.219 -> if you deleted the customer you're probably
never going to have that customer again then
26525.279 -> you want to delete also their contracts that's
what their referential integrity is it's going
26531.699 -> to do a Cascade update and Cascade delete if
you remove the main source it's going to remove
26536.74 -> the items that follow with it if a student drops
from college you want to drop also the courses and
26543.1 -> things of that nature then here we click on Create
and notice that you have a line between the two
26549.1 -> the next thing that you want to do then is notice
now we have the contracts primary key here could
26556.779 -> link with the foreign key from the invoices table
so we want to say from invoices here we want to
26564.879 -> drag this to the foreign key from the invoices
table again the same idea contract number to
26573.039 -> contract number one to many relationships that
means that you can have multiple invoices for
26579.4 -> the same contract that's what that means and by
the way you can move this however it makes most
26584.68 -> sense to you if for some reason you chose the
wrong thing notice that they have to match here
26591.279 -> customer ID has to be under customer ID it can
be linked to a different field if for some reason
26596.859 -> you had it improperly matched there you can right
click so or select it once and then you can choose
26604.539 -> either edit relationship or simply delete and then
if you want to delete it you say yes and then now
26612.76 -> it's disconnected and then you can redo it again
so you just drag here customer ID to customer ID
26619.299 -> and then click on create again and now you'd have
it the way you wanted it once you're all set with
26626.619 -> this you need to click on close and that's where
the system is going to save these links between
26634.119 -> the tables Because unless these tables are linked
together we cannot get data from one table to the
26642.4 -> other and when we link these tables through this
relationship that we can actually go and say I
26648.82 -> want for example a query here or a report of some
sort that I want the first name last name and then
26654.52 -> I want the contract number and then I want the
amount and the date and the contract type that's
26661.059 -> when you can kind of cross and pull the data
from multiple systems then I click here on close
26668.859 -> and then it's going to ask us to save the
relationship here we say yes and now the
26674.439 -> relationship has been defined and now we can
actually create queries we can create reports
26680.559 -> we can create forms to pull data from multiple
tables here so this is where the beauty of
26688 -> Microsoft Access actually takes place let's very
briefly learn just for the sake of testing at this
26694.84 -> point how to create a quick query on pulling data
from two or more tables just before I finish this
26702.4 -> section so you get an understanding of how the
relationship connection here between the tables
26708.039 -> what the advantage is so if we were to look here
at customers now let's have the customers table
26714.459 -> but I don't really have any contact information
for this customers table and if I go to contracts
26720.52 -> I have only contract information but I don't
really have any customer information other
26724.66 -> than this ID so now what we want to do is we want
to pull the customer information and the contract
26731.5 -> information and have it displayed a certain way so
here's how it works you go here under create and
26738.82 -> then you go under query Wizard and then we click
on OK and then we want to pull here first from the
26745.6 -> table customers notice that we have three choices
where we can choose from so we choose customers
26750.82 -> and then now it's just a matter of whatever we
want here so we say I want the first name the
26757.539 -> last name and then let's say I'm interested now
from that table I'm interested on only these two
26765.039 -> Fields the next thing that I want is I want to
go under contracts and then I want to pull here
26770.5 -> the contract number I want to pull the contract
amount I don't care for the customer ID because
26775.719 -> I know I have their first and last name already
and then I want to see the date and the type of
26781.479 -> the contract so notice it's about six Fields here
from two tables now I click on next and then click
26789.4 -> on next again and now give it a meaningful name
so whenever you're defining the queries you want
26795.639 -> to Define it with a meaningful name contracts by
first and last name click on finish and now notice
26802.719 -> that we have a new query created and now we have
the data first name and last name and the contract
26809.5 -> number and then the amounts the date and the type
so notice so we pulled the data from two tables
26816.1 -> from here you can create all kinds of other things
whether it's reports or new queries or forms and
26822.82 -> we'll cover those in the next few sessions one
other thing before I finalize this session I
26828.34 -> should have mentioned it earlier is is that in
order for you to link those tables correctly you
26836.32 -> need to make sure that the fields that are
going to be linked through the relationship
26842.139 -> are of the same data type and this is where a lot
of users get frustrated because this does not work
26849.34 -> what that means is that on the customers table
when you go to design your table you need to make
26856.059 -> sure if that is a number field if it's numbers you
need to make sure that this customer ID over here
26863.199 -> on the next table on the foreign key it's actually
a number field as well it's the same type of field
26869.619 -> again here the contract number on this table on
the contracts table that needs to match exactly
26877.299 -> the same data type formatting otherwise they will
not link and you'll get errors on your linking and
26885.279 -> more concretely you can see that in my case if I
go here to design view for the customers table I
26892.779 -> have it under customer ID I have it a short text
field typically it's not going to be a short text
26898.479 -> you want that to be a number an Autumn number
typically I'm not going to change it right now
26903.58 -> but typically it's an auto number and needs to
match number and other number they can be used
26911.26 -> as one type of data so that's fine but you just
need to be sure they match so in my case I have
26917.199 -> short text here and if I go to my next table
under contracts if you look for my customer ID
26925.84 -> here it's going to be short text as well that's
why I didn't run into any problems so those can
26933.34 -> be numbers or other numbers but they have to match
on both corresponding tables remember that in your
26941.139 -> design and it will save you a lot of frustration
so that's how defining the relationships in
26946.299 -> an access database works it's one of the key
aspects of Designing a database successfully
26953.699 -> [Music]
26954.699 -> thank you
26972.059 -> [Music]
26973.059 -> in this session I'm going to demonstrate
how to create a compound form to input
26984.1 -> data between two or more tables in Access
2016. so once we have linked the tables and
26992.619 -> defined the relationships in a database then
you can do a lot of wonderful things and you
26998.74 -> can enjoy working with Microsoft Access and
now we have linked those tables together and
27004.74 -> we have defined the relationships to basically
create a form forms they can be created either
27011.699 -> on an individual table for example if I go here
under create and I go under form wizard here and
27019.68 -> let's say I want customers I want to create
a new form for all my customers click on next
27024.719 -> and the next and then next again so there is my
form for the customer so this is a simple form
27032.459 -> in Microsoft Access to create a compound form and
by the way the form now has been saved here under
27039.18 -> forms customers go under create here go under
form Wizard and then we choose customers let's
27046.379 -> say I want everything from my customers table and
then I want also data from our contracts table
27054.6 -> and here under the contracts I want to make
sure I have the contract number I don't need
27060.299 -> the customer ID because it's going to be in
the customers table then I want the contract
27065.699 -> amount and then the signing date and then
the type as well and then click on next
27072.24 -> at this point it asks us how do you want to
organize the data we want to see basically
27077.939 -> since our customers are going to have more than
one contract it's a one-to-many relationship we
27084.299 -> want to organize it by customer so we have
customer one and then you can see three or
27089.58 -> four contracts customer two one contract or
five contracts or 15 contracts or whatever
27095.219 -> they have and then we leave everything
else alone here and then click on next
27100.5 -> then here we click on next again and then we
give it a name so we could actually say contracts
27108 -> by customer and then click on finish by the
way make sure you give a meaningful name there
27115.68 -> and now at this point notice what happens
here so you have the customer on the top
27121.139 -> here their customer information but then
right below this customer we also have the
27128.279 -> orders or the contracts you could go and add new
contracts if you wanted here so you could have
27137.34 -> and such so now for for this customer we have
a new contract created as well so basically at
27145.32 -> this point your assistant can use it to look up
customers and their information or you can use it
27153.959 -> to update the new contracts or new orders related
to that customer or your customers notice you have
27160.859 -> also these controls here so you can go from one
customer to the next so you go next here and by
27167.039 -> the way you'd have to adjust this so if you click
here on customer run the customer area now we can
27174.84 -> go from one customer to the next and so on if we
want to go from one order to the other and add
27181.199 -> new orders you have also those controls for this
sub form this form here is a mechanism to enter
27188.279 -> new data review data you have the main form which
is the contracts by customer but then right below
27194.939 -> it you have the sub form which is pulling from
the contracts table so we have the data from two
27201.9 -> tables being displayed at the same time and then
you have the main controls for the main table over
27207.9 -> here and you can create new records as well if
you need it by using this button right here and
27213.959 -> then in the bottom here you have the actual
orders or the contracts for the customers the
27219.84 -> update data in here whether you want to change
that new comments or whether you want to add
27226.559 -> new forms or new customers from here now remember
all the data that we enter from here it actually
27235.92 -> goes and gets stored in the actual tables so
if we go here under customers we should have
27241.979 -> this new customer that we just entered earlier
so that's how compound forms work and how you
27248.039 -> create them and update them and use them the next
session I'm going to show you how to customize the
27253.379 -> form in Microsoft Access 2016. earlier in this
tutorial I created a form called contracts by
27261.24 -> customer this is what it looks like so far and
the purpose of this session is how to customize
27268.02 -> this form there are three different views for
customizing anything in Microsoft Access here
27274.439 -> on the left hand side you have the layout
View and then you have also the design view
27279.6 -> one thing that you can do definitely is you
can customize this and make it smaller or
27284.76 -> bigger however you want to resize this so
let's say you want to make the text there
27290.16 -> format it's slightly different and you have the
formatting tools and basically change it however
27295.979 -> you want very similar to Microsoft Word now
the next thing that you might want to do here
27300.539 -> is that you don't really need this customer ID
data so big and such so you can resize it and we
27308.699 -> are doing this by using the layout view the next
one is go through each field here and customize
27314.939 -> this to your liking Additionally you can change
the formatting for this so it would be a little
27321 -> bit easier to read you want to make sure that
you adjust only the stuff here on the left and
27327.18 -> not elsewhere and basically you're formatting
this to whatever you want so you're customizing
27333.119 -> it to your like since we are formatting this and
changing the layout view notice that we have the
27338.039 -> form layout tools these are the contextual tools
related to this form in Microsoft Access we have
27346.379 -> these different tabs here that you can change
and tweak and such but one of the cool things
27351.9 -> here is that you can apply themes instead of you
spending all afternoon tweaking this and changing
27357.959 -> this probably the width of these fields customize
them manually here as far as the colors and such
27364.32 -> what you could do is you can go and simply apply
one of those themes so you pick from one of those
27370.979 -> themes here and notice it's going to change the
design whether it's the font or whether it's
27376.139 -> other components related to this form so pick
one of those themes and then further adjust it
27383.76 -> and then notice that you have also various color
schemes here that you can apply didn't change too
27390.84 -> much but you get the idea and then you can apply
also the different fonts as well so that's one
27396.719 -> way to customize this if you wanted to Tinker and
insert images and such you can utilize this and
27403.559 -> you add the logos and such and then you could
click here under property sheet and this tells
27411 -> us where this field is linked to it controls the
linking to the table itself so for example right
27420.539 -> here it says that it's linked to the comments
field on the customers table and then notice
27426.479 -> there are lots of controls here that you can
change typically you don't want to Tinker with
27431.639 -> this or to change this to something different
because then it will break that link and then
27437.34 -> the data will not be updated this is one way to
customize this form the next way to customize it
27445.32 -> is going into the design view and this is another
mechanism so I'm going to save these changes first
27451.32 -> this is a little bit more in depth it shows
the data where it's linked behind the scenes
27457.74 -> with What fields and you can line things exactly
the way you want them appropriately and all that
27464.52 -> type of thing notice that you can change here
colors and Alternate rows and background image
27471.66 -> and all that type of thing and the fill and all
that type of stuff that is more advanced you can
27477.66 -> resize stuff move things around if you needed to
but in a nutshell that's how you customize you
27483.779 -> customize it by going through these different
views that we just went over here once you are
27489.42 -> all set with a design and such then you can close
your design save the changes and then open it up
27498.24 -> again it should have applied the changes that
we made earlier you want to make this forms as
27504.24 -> nicely as you can so that your staff that is
utilizing this forms is actually using them
27512.459 -> effectively and also it's Pleasant and easy
for them to enter the data keep in mind that
27518.16 -> you can create more than one form based on the
data so if one of your assistants needs access
27524.1 -> to only a couple pieces of data here then you
create a form specifically for them and for
27530.039 -> others you create a more complete form and such so
hopefully that makes sense and that it was helpful
27541.52 -> [Music]
27542.52 -> thank you
27546.9 -> in this session I'm going to briefly demonstrate
how to search for specific records by a specific
27559.139 -> field via a form in a Microsoft access
database particularly in Access 2016.
27565.979 -> so supposedly this is our form here and we have
contracts by customer and now your assistant is
27573.959 -> keeping track of your customers and also keeping
track of orders and such and now a new customer
27580.619 -> called and how can she pull up the information for
a new customer so you can pull up the information
27586.74 -> by using a variety of methods here by using any
of these fields all that the assistant would have
27592.859 -> to do is click on a field that says searching
by customer ID she simply needs or he needs to
27599.219 -> Simply click on the field here click on find and
then type the customer number so for example 11040
27607.74 -> then click on find next and then notice we have
that specific customer in here the other thing
27615.9 -> that you can do or she could do it or anyone could
do here is searching let's say by first name or by
27622.32 -> some other field so I'm going to go back here and
let's say my first name you can click on the field
27629.52 -> there and then choose Michael find and you can
have this over here as well and there is Michael
27636.84 -> Ingram phone number and information related to
that specific user then you can find additional
27644.16 -> ones if needed as well so notice there are two
records with that you can also filter the records
27651.539 -> by a specific field so let's say you wanted all
the records to be displayed the customers that
27658.5 -> start with a name first name Michael so you can
select it here and go under filter and then notice
27666.18 -> you have all the different options here so you
can simply uncheck them all and then pick what you
27672.24 -> want here so let's say Michael and unfortunately
it's beyond the recording area here but you can
27679.379 -> you get the idea it's going to be Michael or
whatever but let's say Jessica here I'm not sure
27684.66 -> that there is more than one Jessica but let's say
Jessica and John and then I'm gonna check Michael
27690.059 -> here now notice there are three filtered results
that showed up here and we can go from one to the
27696.9 -> other to the other so there were to customers with
a name John here keep in mind whenever you have
27702.84 -> filtered stuff it's going to display only what you
filtered by and then this field right here where
27709.32 -> it says filtered it's going to be highlighted
there you can do that with any of those fields
27716.219 -> by either searching and finding records from up
here or by filtering from this option over here
27725.24 -> [Music] thank you
27739.5 -> in this session I'm going to demonstrate how to
create queries from multiple tables in an access
27745.619 -> database we will create those queries using the
query Wizard and then in the next session we are
27752.639 -> going to do the advanced query method in order
for us to create queries from multiple tables
27759.779 -> we need to First make sure that the tables have
been linked via these relationships here so you
27765.84 -> can check that from the database tools and
then relationships and you should see these
27770.939 -> links and notice here that we have the customer
stable which is linked to the contracts table so
27776.939 -> let's say that we want to create a listing or a
query as a technical term is of the customer ID
27783.9 -> the first name last name street address and then
the City ZIP State and then we want to also list
27792.66 -> the contract information for these customers so
here's how we do that we'll close this first and
27799.799 -> now we go here under create and then we go
under query Wizard and then click on OK and
27807.539 -> then we are going to go first to customers
we're going to pick customer ID first name
27813.42 -> last name State address City Zips and then we
go to the next table here we go under contracts
27821.459 -> and then we'll pick up the contact number and then
the amount date and type then we click on next
27829.979 -> and then click on next again and then here we
could have some kind of meaningful name and
27837.18 -> then finish notice at this point we have the
list with the data that we requested customer
27844.439 -> first name last name and such and the data has
been pulled from both tables so that is creating
27852.42 -> a query using the query wizard you could do also
the similar thing as well if we save this now we
27861.959 -> can go and create one for invoices so let's say we
want to see the contracts and how many invoices uh
27869.82 -> remain to be paid so we go here under query Wizard
and then go under simple query wizard again and we
27878.699 -> can do this with two other tables so we can go
under contracts we can get the contact number
27886.68 -> and then we can go under invoices and
then pick the invoice number the date
27893.939 -> and whether it was paid or not and then next
and then give it a meaningful name click on
27902.699 -> finish and here we have a contact number the
customer ID the contract amount date the type
27910.619 -> the invoice specific number the date that the
invoice was issued and whether the invoice was
27917.1 -> paid so next we are going to learn how to
utilize the advanced queries in a database
27925.439 -> in this session I'm going to briefly demonstrate
how to utilize the query design in Access 2016.
27935.52 -> so far in our access tutorial we have learned how
to use the query wizard in defining and designing
27942.6 -> a query but in most cases in Access 2016 and
previous versions of access more effective way
27951.479 -> to utilize queries and design queries is to use a
query design the way that works is that instead of
27959.459 -> you going through step by step and adding specific
fields in a query you can actually Design This
27966.42 -> query using this method so to utilize the query
design we click here on query design icon and
27974.52 -> then the big idea here is is that you pick the
tables that you want to work with initially so
27980.879 -> in our case here the tables have been linked by
using the relationship module that we saw earlier
27988.26 -> and now we'll pick the tables that we want
to utilize and then click on OK typically the
27994.92 -> relationship looks like this so we have customers
then we have contracts and we have invoices the
28000.26 -> way it works is that you have these tables here
with all the different fields from each table and
28007.58 -> you pick specific fields from each table and
you're creating a new query so for example we
28013.639 -> want here first name last name and let's say the
invoice number and typically you can either double
28022.52 -> click on these fields that you want to add to
the query down below or you can simply drag these
28029.059 -> fields down here like we did a moment ago if you
double click on this asterisk sign it will insert
28035.24 -> all the fields that are part of that table now
here we want for example the the invoice number
28045.02 -> the contract number and I'm double
clicking at this point the item
28051.02 -> and the amount and then we want
also whether it was paid or not
28057.02 -> now let's assume that these are the fields that
we want in our case now you can run this and see
28063.26 -> what it looks like notice you have the first name
last name actually they're kind of backwards you
28069.08 -> can readjust that we can go back and readjust
it and we have invoices paid or not if we want
28075.26 -> to tweak this query again we go here under design
mode and go into design view and then tweak this
28083.299 -> again so if we wanted for example first name to
be first simply drag this to the left and once we
28089.299 -> move the fields the way we want or customize this
view the way we want then we can run this again
28098.119 -> and now know this first name is in the
beginning and then you have last name
28101.66 -> and so on so that's how you briefly utilize
the query design in Microsoft Access 2016 in
28109.52 -> an access database notice as well if we go
back here to the design view you can Define
28115.879 -> the Sorting order you can define specific
criteria whether the criteria is either or or
28124.4 -> different various criteria by various Fields here
and that's what we'll learn next and before I
28131.119 -> finalize it completely here notice also there
are additional parameters that you can utilize
28135.74 -> here and we'll cover this shortly as well such as
the query Builder and the totals field and such
28143.84 -> in this session I'm going to briefly demonstrate
how to utilize criteria how to define the criteria
28152.119 -> within a query in Microsoft Access 2016 using
the query design so here is how it works let's
28160.699 -> say we have this query here called invoices and
contracts actually we have not named this yet
28166.639 -> it's query number one we go here under a query
design view and now let's say that we wanted to
28174.139 -> see for example with only the invoices that have
not been paid if we go under the invoices table
28181.699 -> and notice here that this is a yes or no
field to enter a criteria so we see only
28188 -> the invoices that have not been paid we go here
under the design view and what we want to do is
28195.02 -> here under invoices paid notice there is an option
for criteria there is a row here that we can put
28202.58 -> a criteria for this specific field so we want to
display only the invoices that have not been paid
28210.08 -> in that case we want to display those that meet
the criteria for no so we simply have to put no
28217.16 -> in there and now click somewhere else outside of
this area and then run this query now notice it's
28225.859 -> displaying only those that have not been paid if
we wanted to display the text here whether yes or
28234.26 -> no or invoice is paid with a wording no next to it
just to be sure we make sure that this check mark
28243.439 -> and by the way that should be there automatically
make sure that it has a check mark right here now
28249.68 -> if we go and run it again notice it says invoice
paid no and it's displaying only those if we want
28256.398 -> to hide that field we go back to the design view
and then just take out the check mark and then
28262.699 -> run it again and it will not display it so that's
how you insert a criteria within a query using the
28271.219 -> query design now you can have multiple criterias
as well if we run this query right now notice that
28278.959 -> there are invoices ranging from a thousand dollars
to more than thirty thousand here so let's say we
28286.1 -> want to see only the invoices that have not been
paid of greater than ten thousand dollars so to
28292.34 -> insert that criteria we go back to the query
design here and then under the amount for the
28299.84 -> specific criteria we want to put them so the
both criterias would be met we say greater than
28307.16 -> equal 10 000. and then click anywhere
outside of this field and then run this
28314.6 -> so we are saying we want the criteria all of these
fields plus the amount needs to be greater than or
28321.68 -> equal to 10 000 and then the invoice needs to be
not paid we run this and now notice we have all
28330.32 -> these invoices displayed the other thing that we
could do is we could sort this and we can go back
28336.68 -> here to the design view again and customize this
further so under the Sorting criteria we say we
28343.459 -> want to sort this in descending order when we
see the largest amounts first the followed by
28349.459 -> the smallest ones so notice we are doing three
things so far click on run again and now notice
28355.58 -> the hundred and five thousand dollar invoice comes
first and then the rest are following that then if
28362 -> we go back to the design view we could even insert
as many criterias as you want and I hope you
28368 -> get the idea so you could sort for example by a
specific ZIP code or by a specific City and so on
28374.959 -> under City for example if I wanted to add an
additional field and I want to insert it right
28380.299 -> there just simply drag it in there and then
we could have various criteria so right now I
28387.559 -> don't have any criteria by City And if I run it
now this is just going to display the city but
28393.199 -> let's say that I want the city Lansing or Holland
so I want to display those two cities now in my
28401.66 -> case here I can go back to design view and I'll
enter two criteria so one of them will be Lansing
28409.459 -> now you have to type that correctly and I
can say or Holland so it could be either
28415.52 -> one of them and then run them notice it is
displaying only the city Lansing or Holland
28425.539 -> but then notice that the criteria is not quite
what we were expecting earlier notice that we
28432.08 -> have 2500 so it's no longer just 10 000 or
more the reason for that is because we have
28439.219 -> here in our criteria stating that the criteria
could be Lansing greater than ten thousand an
28446.479 -> invoice is not paid or anything from the city
called Holland so we either have to move this
28455.359 -> up here or utilize the criteria either or that we
are using earlier but then keep in mind that it's
28464.359 -> not going to apply so we have to put them like
this with the or here and then the additional two
28470.059 -> criterias then we run it and notice these are the
only clients that have not paid their invoices yet
28477.92 -> with the greater than 10 000 balance and only
Lansing or Holland just for those two cities
28488.779 -> so that's how the query design works with
multiple criterias within the query [Music]
28513.08 -> in this session I'm going to demonstrate how to
use the query design and also Define calculated
28520.459 -> fields or have calculated Fields as part of the
query design let's assume that we have a bunch
28528.199 -> of customers they have not paid their invoices
and we want to calculate a late fee so part of
28534.859 -> our query we want to display what the late fee
calculation would be so here's how we do that
28541.939 -> we go here under the query design and then first
thing we need to pick the tables that we want to
28547.58 -> utilize so let's say we want customers then we
want contracts and then let's say we wanted the
28554.479 -> invoices so I'm just going to list those three
tables that we are utilizing at this point but
28560 -> in reality I'm going to use only customers and
invoices in this case so we want the first name
28566.719 -> I'm double clicking on them last name and then
let's say you wanted the state address City
28575.84 -> State and zip and then we
want also the invoice number
28584.359 -> the date the item the amount and then we want
whether it was paid or not I'm going to resize
28593.779 -> this I'm just dragging it up so we can see this
a little bit easier and now if I go and run this
28600.139 -> query notice it's going to display the data that
we picked however it's not filtering yet or it's
28606.5 -> not giving us only the unpaid invoices to fix that
we go under design view again and then we go under
28613.58 -> invoices we say not paid so whether it was paid
under the criteria notice the criteria row here we
28621.859 -> say no now the next thing that we want to do and
by the way if we run this again notice it'll be
28630.139 -> display now if we go back we want to create
here a new field and it will say late payment
28640.398 -> and then part of that field we want it to
calculate what the late payment would be
28646.1 -> so the way you do that is by clicking here
on this option that it's called Builder so
28652.16 -> you want to build a new calculated field we
click on Builder so first I selected the new
28659 -> field where we want to do this and then secondly
we want to utilize the Builder function before
28666.02 -> we can utilize the Builder function it's best to
save this query first so we could say just click
28673.879 -> on the X here on the top right and we'll say yes
then we'll call this late fees and then click ok
28683.539 -> now we go back here to the late fees and we
run this query then we go under the design
28690.799 -> view by the way you could right click on it
and choose design view as well to get to it
28697.82 -> and then we scroll all the way to the empty New
Field here and then we want to click on Builder
28704.959 -> on Builder by the way once you save it notice
we have all these fields right here under the
28710.119 -> expression categories that's basically telling
us that these are all the fields that are being
28716.779 -> utilized as part of this query so all that we
have to do is we click on the invoice amount
28724.1 -> and double click on it and notice it's putting it
in Brackets and such and then we do the asterisk
28733.1 -> which is the multiplication so we want to say the
amount multiplied by some kind of percentage so
28739.699 -> you could say it's five percent late fee for
any unpaid invoices past 30 days or whatever
28746.359 -> so then you do that by times 0 point or as part
of your database you could design another field
28757.398 -> in there or column to say late fee like how
much the late fee would be and then in that way
28763.459 -> you don't have to enter the 0.5 manually you
can just multiply the late fee multiplied by
28772.039 -> the actual amount of the invoice in our case
we're just going to do it this slightly manually
28779.24 -> so we have the invoice amount times 0.5 and
then we click on OK you could have simply
28786.559 -> selected another field there instead of 0.5
like I mentioned a moment ago now we click
28791.66 -> OK and then notice now it enters all kinds of
codes here now instead of you choosing to have
28799.16 -> that as expression one we could have that called
late fees or late fee and then simply run this
28810.5 -> and now know this if you scroll to the right you
have here the invoice was not paid it's twelve
28816.559 -> thousand dollars and the late fee is six hundred
dollars and it has calculated this by the way
28822.379 -> for all the amounts now if you don't
want this invoice paid no you can just
28828.139 -> simply hide it like and I'll show that in a
moment let's say we want to format this in in
28833.959 -> currency in the dollar amounts we can do that
as well and we go back here under design view
28840.74 -> and then we want to choose to not display whether
it was paid or not just that column we want to
28848.719 -> hide it and then the amount here if you click on
the actual field and go under property sheath here
28856.459 -> on the top or you could right click and choose
property and then under the format we want to
28862.039 -> click on the drop down here and we're going to
choose the currency and then you can even choose
28867.439 -> the decimal places that say two decimal places
and then you can close the property sheet here
28874.398 -> now if you run this again notice that the late fee
will be in currency and that's how you calculate
28884.359 -> the late fee using the query design in Microsoft
Access 2016. now we save this and then at any
28894.199 -> point for any of the customers as you enter and
change data this will be generated automatically
28910.779 -> [Music]
28911.779 -> in this video I'm going to demonstrate how
to create reports and customize reports in
28923.959 -> Microsoft Access 2016. this process is going
to start with a very Basics and then we're
28931.58 -> going to move into some of the more advanced
features customizing reports in Microsoft Access
28937.82 -> so in this case we have a database with three
tables and if you wanted to learn more as to
28943.76 -> how to work with an access database please
refer to the previous videos on this tutorial
28949.939 -> so we have three tables we have a contracts table
let's assume we have contracts for customers and
28956.359 -> we have a customers table and then we have an
invoices table so the tables look like this
28966.859 -> now in our case we also have those tables linked
together which is a common feature of an access
28974.959 -> database or any other relational databases out
there so as such if we go here under database
28981.559 -> tools and then we go under relationships you'll
see that we have those tables linked together and
28987.799 -> if you want to learn more about these you can
check the previous tutorials as well and now
28992.959 -> we can create reports based on each one of those
tables individually or we can create reports by
29002.08 -> pulling data from multiple tables for example if
we wanted customer ID from the customers table and
29008.68 -> the first name and last name from the customers
table then we can also pull for example the
29015.459 -> contact number we can pull also the amount and the
signing date and the contact type because those
29024.699 -> two tables are linked together so let's learn how
to do this to create a report we need to go here
29031.42 -> under create Tab and then we can click here under
reports and notice we have this whole section with
29037.24 -> reports so we can create using the design option
the blank report start from scratch or we can use
29045.879 -> the report wizard if you're just starting with the
databases I would suggest that you start with a
29052.6 -> report wizard as that is going to be the simplest
way for you to learn how to do this so we go here
29058.18 -> under report wizard and then you'd basically pick
that first table that you want to pick the fields
29067.779 -> from so in our case we go to the customers
table and let's say we want the first name
29075.459 -> and we want the last name and let's say we want
the state address the City ZIP State and email
29085.059 -> so these are just some of the fields from that
table now in our first instance here we are going
29090.459 -> to Simply create a report just from one table so
that we get the idea and then we are going to pull
29095.979 -> the data from multiple tables so we go here under
next and then we choose how do we want to group
29104.379 -> those if we wanted to create groupings of those
customers in our case for now we're just going
29110.439 -> to leave this alone and then we click on next and
then here it's asking us do we want to sort those
29118.359 -> customers so we could technically choose to sort
those by first name or by last name or by zip or
29123.879 -> any of those fields here so we are going to
just say we want to sort them by first name
29129.82 -> then you can also choose additional sorting
criterias as well subsequent ones typically
29135.699 -> the first option here is going to take priority
then it's going to go to the second priority and
29141.699 -> so on so we click on next and then it's going to
create the report here in the tabular format and
29151.299 -> then you can also choose whether you want the
orientation to be portrait or landscape if it's
29156.76 -> a lot of fields that you're going to have in your
table it's best probably to choose landscape but
29163.059 -> for now with the number of fields that we have
we just can create it using the portrait View
29172.18 -> and then we give it a name here so just the
customer list we can call this whatever we
29178 -> want customer list and then it's going to give
us a preview of this report we click on finish
29184.119 -> here and notice the preview has been created
so if I close it here on the right hand side
29191.379 -> now notice under reports I have a new customer
list report I double click on it know this I can
29201.039 -> see all those customers here now you'd say well
it's kind of cutting here the email field on the
29209.619 -> right hand side how can I change that how can
I customize that we can customize any of those
29216.639 -> reports that we create in a couple ways or
you can do this in a couple ways you can
29221.5 -> either go here under view as soon as we have
selected the report here we can click on view
29226.959 -> and you can change it to the layout view here
so that's one way to customize it and this is
29236.139 -> under the layout View we can go and simply
resize the fields so that's one way to do
29243.1 -> it so I know this I'm just readjusting
the width of those fields now probably
29249.279 -> the address needs to be longer notice
I'm going to the right here and such
29256.059 -> the state doesn't have to be this wide
then the zip I can adjust this accordingly
29269.559 -> notice you need to adjust the
labels here on the top as well
29285.699 -> I'm pressing here Ctrl a to select everything
and we can also go here under format and we
29293.859 -> can change for example the font for this to be
a smaller size so you can control how this will
29299.74 -> display by utilizing or changing the font so the
visual aspects of it that's one way for you to
29306.699 -> customize this if you want it by the way these
fields here on the top of the labels to be in a
29313.24 -> different format notice I'm holding down the Ctrl
key here and I'm selecting all those labels now
29320.439 -> under the format then I can go here under format
and then make this bold I can choose a different
29328.959 -> font size and all that type of stuff now this also
under the format we have this select all option
29335.979 -> that's I did earlier using the Ctrl a key on the
keyboard if you wanted to change the top or the
29343.719 -> heading of this you can simply go here and double
click on the heading and then customize this
29351.1 -> any way that you want so that's one easy way to
customize this report that we just created here
29358.84 -> notice that there are different designs here that
you can apply as well to this report so notice you
29365.979 -> have these new tabs here on the very top under and
these are typically referred to as the contextual
29372.58 -> tools since we are tinkering and working
here with the report module of the database
29381.16 -> and adjusting the layout and the design of it
notice we have this like design tab arrange tab
29388.24 -> format Tab and even page setup so you can change
the look and the feel of this specific report
29397.719 -> now this also under the design tab you also
have these design themes so if I wanted to
29404.559 -> apply a different look and feel to this I can
apply one of those themes now to go back to the
29412.779 -> normal view for this report we go here under View
and then report View and notice it has changed
29420.939 -> it has been modified with the changes that we
applied earlier another way to customize your
29428.26 -> report is also to utilize the design view and
I'll go more in depth about this shortly here
29436.119 -> so you go here under design view after we have
selected our report and this is kind of more
29442.479 -> complex and again notice you have here again the
same contextual tools in the very top however you
29449.92 -> can change here notice it says page header if I
wanted to move this field a little bit farther
29457.24 -> to the left and adjust the width and such again
these are the labels notice I can do them more
29462.82 -> precisely from here so you can adjust the width
of those fields here and you get the idea this
29470.02 -> point now these will be just the labels on the top
and these would be the actual fields in the bottom
29476.559 -> notice you can also adjust the footer what will
show up as at the bottom of the report from here
29481.898 -> as well so let's assume that I didn't need the
email field you can simply press delete from here
29491.74 -> and delete both the label and the actual field
the bottom stuff here it's actually the field
29497.799 -> from the table it is linking to the table and
then we can close this report here on the top
29505.66 -> save the changes and now double click on the
report again and know this we do not have that
29511.719 -> field for the email also if you wanted to see a
preview of this you can click here on the top left
29520.24 -> and choose print preview and this is how a report
will look at this point now this you also have
29528.219 -> the Fuller here the page folder we can close the
preview from here and at this point let's also
29534.879 -> learn how to add a field to an existing report
so let's assume that this is our report and then
29542.5 -> somehow we missed adding the email field to an
existing report of of course we could create
29548.799 -> something from scratch however in certain cases
your report might be fairly complicated and you
29554.859 -> want to add another field or a couple Fields
so here's how you add the other fields to it
29560.08 -> you can right click on on the report and choose
design view or you can go up here under view
29568.059 -> under the Home tab and choose design view so
you'll kind of want to do this from design
29573.398 -> view now on the right hand side or on the very
top here notice how it says add existing fields
29581.68 -> so you can click here and add existing Fields so
notice we have the list of fields here from our
29588.279 -> table and we can move this a little bit and then
we want to add here the email field so we simply
29596.26 -> drag it but we need to drag it notice in this
white spots here where the detail for the form
29602.68 -> is we don't need to put it under page header
we want to put it under the detail area this
29608.74 -> would be the content over of our report we are
kind of linking this field with the actual table
29616.42 -> from the customers table here so this is not
the label it's actually the data from the table
29624.16 -> so we simply drag it and we just drop it where we
want it then adjust the positioning of it on that
29632.26 -> report how you want it how wide you want it and
all that type of stuff and then notice at this
29638.979 -> stage it's not giving us the option to put this
the label for it because if I run this right now
29647.439 -> I save the design notice it's not going
to have the label here on the top as to
29653.02 -> what this is we need to basically
go under the design view again
29660.039 -> and in this case the label is right there but
notice it's kind of like if we move this a little
29667.719 -> bit notice the email label it's over here to the
left what you can do is you can simply click on
29675.279 -> that email label the one that it came in or the
one that it brought in deleted reposition your
29683.32 -> data field here how you want it and how wide
you want and then above it under the header
29691.779 -> area that's where you need to create a new label
for this so to add the label on the header what
29699.219 -> you do is you go here under the label area here in
the design notice there's this icon label here and
29706.898 -> then choose where you want that label and how
wide you want it and then type in their email
29718.059 -> hit enter and then reposition it
the way you want it realign it
29725.92 -> same thing with the one here as well and let's
go under view here and choose report View
29733.059 -> notice we have this email field created if
we wanted to to change the formatting and
29740.5 -> adjust the formatting again you can simply
go under view go under layout View and then
29747.52 -> under design apply a different theme or apply
the theme that you had from before now notice
29755.139 -> in certain spots here we have this or for this
we might still need to adjust the formatting
29760.42 -> notice this has a border allowance around this
field so we might need to adjust the formatting
29766.479 -> for it and get rid of the border to change the
Border there are a couple ways to do that you
29772 -> can either right click here under the field
and notice I'm under the layout view you can
29777.459 -> do this also from a design view and if I go
here under properties for this object so once
29784.24 -> I go to the property sheet for this specific
field notice here under border it says to use
29792.52 -> a border style solid and I can change that
so that it's just transparent or nothing
29800.619 -> and then you can choose the Border
effect as well if you need it to
29806.199 -> if I go here under and close this now
that border should not appear anymore
29814.959 -> notice it's gone if I wanted to change
the size of the font of course go back
29821.199 -> to layout View and for this field you
can go under the format Tab and then
29828.34 -> change the size to match the rest of
the form and then if we go here under
29835.6 -> design tab again then if we go and view this
report this is how it will look at this point
29843.34 -> instead of spending all this time to customize
the look and feel of this you can also go back
29849.58 -> here and use what's called The Format painter so
you can copy the formatting of a specific cell and
29857.02 -> adjust it for other cells so if I go back here
to my layout View and I'll go and undo some of
29862.779 -> those things that I had done earlier so some of
those changes now this right now if I go back
29869.979 -> to view here notice I still I have my border
stuff again here go under format painter here
29880.18 -> from the layout View and I can copy the formatting
of an existing cell and apply it to another one
29886.959 -> so you can go to any of these cells go under
format here and then use this icon right here
29897.16 -> the format painter that copies the formatting
of an object and applies it to another object so
29903.219 -> click on it and then go to the other object any of
these here and apply it and now it's all changed
29911.139 -> automatically so that's the easier way to do
this then close it click on Save changes and now
29920.379 -> you can double click on it and this is your report
and this is the print preview of this report so
29928.84 -> this is how you create a report this is how you
customize the report and how you remove fields
29936.398 -> from the report and also how you add additional
fields to the report if you had an existing one
29951.898 -> [Music]
29952.898 -> in this video I'll demonstrate how to create a
report for multiple tables in Microsoft Access
29963.82 -> reports are one of the most commonly used features
of an access database as a user most of the time
29972.16 -> you're not going to be creating databases and
you're not going to be designing them and you're
29977.979 -> not going to be creating new tables in a database
even though you can do that however most of the
29984.52 -> time you're going to be creating queries in a
database and you're going to be creating reports
29989.139 -> from the existing data from that database now
the reports can come in handy whether you're in
29995.199 -> a corporate environment where you have a corporate
database or whether you have an access database
30002.34 -> but the concept it's going to be pretty much the
same since the tables are linked typically and
30007.979 -> the linking of the tables you can see it here
under the database tools and relationships we
30012.959 -> have customers customers have contracts and then
for each contract there are invoices as well
30019.32 -> so it kind of all this stuff is linked together
however now in our case we can create a report
30026.82 -> from fields from the customers table
for example first name last name and
30033.359 -> and contact information and also include the
contract so we want to see who our customers
30039.6 -> are what contracts those customers have so that's
what we're going to learn in this session so to
30046.26 -> create a report you can go here under create and
then want to go under this section here under the
30054.119 -> reports section and we want to look here under the
reports section my suggestion if you're starting
30060.959 -> is to use their report wizard so we click on that
and then we are going to pick some Fields here
30067.68 -> from the customers table so we go for example if
you wanted the customer ID you can pick it as well
30072.84 -> click on ADD customer ID first name last name and
let's say we want just their telephone number and
30081.359 -> the email address notice you can pick only certain
Fields then you can also go here under the drop
30088.979 -> down before we move to the next step and we can
pick from the contracts table from another table
30095.459 -> we can pick fields from that table as well because
those tables are linked with primary keys and
30102.479 -> foreign keys so we go here under table contracts
and now let's say we want the contract amount
30112.68 -> and then the contract type so that's all we want
in our case then we click on next since we are
30119.58 -> using multiple tables the system is asking us do
we want to group the report results by customer
30127.379 -> or by contracts so in this case if you have a
customer that has multiple contacts you want all
30133.979 -> those contracts for that customer group together
so in my case I'm going to choose customers and
30139.68 -> it's going to list me the customer and then a sub
listing of all that customers contracts so that's
30147 -> what this is for so you have customer up here and
then the contacts will be listed right below it
30151.68 -> then we click here on next and then so what kind
of levels do we want here so we could say we want
30158.459 -> a customer ID first name last name telephone email
and then the contact information right below it so
30165.359 -> then we click on next and then how do we want
to sort those so we could sort those records
30173.34 -> and then you could also choose here the the
report summary options and here let's say you
30180.479 -> want to see what the average is or what the sum
of all the contracts was and all that type of
30185.398 -> stuff for each customer you can just choose here
sum and the system is going to give you the total
30190.859 -> of all their reports for each customer or all of
their invoices or contracts for each customer so
30198.84 -> this option is going to be available if you have
numbers in there number values or amounts in there
30206.16 -> then we click on next and then it's asking us do
we want to have the orientation as portrait or
30214.139 -> landscape and you can Tinker with that and check
it out but in our case since we do not have as
30220.559 -> many fields it's okay to have this ported then
we click on next again and then we have to give
30228.66 -> a name for this report so in our case we'll say
customers and contracts or you could say contacts
30240.779 -> by customer
30244.199 -> now you can change this later as well but it's
important to give meaningful names as you start
30251.34 -> with a report then click on finish and this
is how our report will look like so this is
30257.76 -> kind of a preview we need to kind of adjust it
a little bit notice we have these amounts or
30263.279 -> dollar signs here and all this type of stuff so
we'll need to customize this in a little bit so
30268.619 -> for now I'm going to close it here to customize
this further we go under View and if you wanted
30275.639 -> a preview of it at this stage you could do
a preview but it's not ready yet now this
30281.219 -> is not quite ready with all of its stuff yet we
can go back here close the print preview option
30288.719 -> go under layout View and we can adjust the
layout of this a little bit so notice how we
30294.84 -> have the amounts here we could actually move
this farther to the left so these will be the
30303.299 -> amounts and then we can resize this field
then we can go and get also the description
30311.16 -> of what the contract is and then resize that
as well how we want it to look then also resize
30318.779 -> other objects that you would like here now
know this we'll assume here we know what the
30324 -> contracts are and such but notice that there
the actual labels are here on the right hand
30329.879 -> side I'm going to delete them for now just so
that for Simplicity because we kind of know the
30335.398 -> amount here and also we know what the contract
was now this over here this is supposed to be
30342.119 -> the total for each contract because we had chosen
the totals so this you might want to move it also
30350.939 -> right below the amounts area and then notice you
have here a summary for customer ID and then three
30358.619 -> records and such you could change the wording
here now this is a sum you can move that field
30364.139 -> closer and instead of just sum you could say
total and basically adjust the formatting any
30369.539 -> way you want remember you can also apply themes
for this to customize it so it looks slightly
30376.74 -> fancier without you having to waste your afternoon
with this and then if this is not very useful in
30383.82 -> your case you can simply delete that specific
field here and then also remember that you can
30390.299 -> apply here the formatting so let's say I wanted
the formatting to be something like the previous
30395.1 -> cells here to remove this border and notice
you can go under format take the format painter
30402.18 -> apply it to another field and know this is Supply
so that's an easier way to apply the formatting
30409.619 -> and again you can take the time to customize
this and make it as fancy as you want of course
30416.16 -> you can also adjust the labels here on the very
top you could format that differently as well
30423.719 -> and let's assume that you wanted these labels here
on the top you want them bold you can again format
30431.459 -> them any way you want let's say that you wanted
also the actual customer information just the
30439.26 -> customer data a certain font or color or whatever
you could format it however you want and it would
30446.16 -> make it more visually pleasing so this is one
way to customize this using the layout view so
30454.199 -> if I close this and save the changes by the way
you have to save the changes in Microsoft Access
30461.76 -> only when you're changing the design of something
otherwise it will save the date automatically into
30468.66 -> your tables or into your forms so now if I open
this up again this is what it will look like if
30476.639 -> I go to the print preview this is what it'll look
like again for the print preview not bad you have
30482.16 -> the customer 11 or 11 15 here whatever that number
is and notice you have all their contracts and
30488.939 -> also the total for each contract here and you have
also the footer for this page for this report now
30498.66 -> if you wanted to make this and make more changes
in a granule format and such and go into more
30504.299 -> detail for tweaking the formatting of this you can
also use under if I close here the print preview
30513.18 -> you can use the design view and under the design
view you can adjust here additional components
30521.039 -> for example the contact amount here know this it's
not fully lined up I could adjust the size of it
30529.26 -> I could adjust the how much space is between
the amounts and contracts and the total here
30535.619 -> and format certain things a different way and
let's say between each customer I wanted a little
30542.398 -> bit more space I could adjust the spacing after
each record and since now if I go and save this
30553.5 -> and run it again by double clicking on
it notice there's a little bit more space
30558.66 -> between each customer and the total
and the prior customers information
30564.898 -> so that's one way that you can customize this
and tweak this further as you are working with
30571.439 -> the reports and such and we learned about this
a little bit in a previous video sometimes you
30577.199 -> might want to add a new field to the report so for
example we have this report here but for whatever
30583.32 -> reason we wanted to also know here what the actual
contract ID is for whatever reason is part of this
30592.139 -> report so instead of us recreating the report from
scratch we could simply add one more field to this
30600 -> report to this existing report so to add the field
you could either go here on layout View and then
30609.18 -> under this area right here add an existing field
you could do it from here and you could choose to
30616.68 -> add so right now it's showing us the fields from
the customer table however we could choose all
30622.619 -> tables and we want it under the contract table
and we wanted let's say the contract number
30629.16 -> and we want that contract number at the end of
the contract information area or wherever you
30636.42 -> need it so we could drag it from here it
actually put it in the very beginning and
30642.359 -> place it basically wherever you need it wherever
you want it I'm going to delete the little label
30647.279 -> for it in the top for now so that we keep our
report slightly cleaner adjust the size of it
30653.1 -> accordingly how you want it to change also the
font for it and that's one way to display it
30658.68 -> in there using the layout view the other way to
display this field in there to add this field and
30668.1 -> this is what you'll probably use in most business
environments is by using the design view so if I
30675.719 -> go here to my report I'll close it for now open up
the report again and go under view design view or
30683.459 -> record right click on it and choose design view
that's another way to do it now at this point
30689.879 -> notice these are my existing Fields I have
the contact amount I have the contact type
30696.479 -> however let's assume that right the nexo
contract type I want to add another field
30704.16 -> in this case I go here under add existing
fields and I could add the field the same
30710.398 -> way that I showed a moment ago and drag contract
number over here I want to delete the label for
30717.359 -> it unless you have a use for it at this point in
this View and probably we don't need the number
30723.119 -> to be that long and then that field at this
point should have been added so if I close it
30733.32 -> and run it I should have the
contract number at the end of each
30739.32 -> contract for each customer here so at this point
let me explain how this data is actually linked to
30745.379 -> the and how you control the linking of each field
to the actual table because the data from the
30751.92 -> report is actually pulled from the tables it's
not really stored in the report it's actually
30756.719 -> just at any time you run a report it's querying
it's looking up the data in the table and it's
30762.66 -> displaying whatever the criteria is that you have
specified go here under design view and if you go
30770.398 -> to any of these fields or the data fields here so
let's say contact type or contact amount and such
30777 -> you can select the field and then just go under
the property sheet property sheet it's going to
30782.52 -> do is it's going to bring up the property details
for this specific field that we just selected
30790.439 -> and then here it's telling us how it's going to
format it and all that type of stuff and it's the
30795.898 -> contract amount that we have selected currently it
could we could select any of the fields here we'd
30801.18 -> want to from this report and we could customize
here any of the details how we want this to be
30807.959 -> formatted basically so this is just the formatting
currently for this item so we're controlling how
30815.039 -> the formatting is going to display for that value
so far however if we go here under the data tab
30820.5 -> the control source is where is this linked to it's
telling us what the source of the control to what
30829.139 -> table and what field is it picking so in this
case it's actually going to the contact amount
30836.16 -> from the contracts table and if you click on
the drop down if for some reason you need to
30843.539 -> link it to a different field that you have
selected initially in your report you could
30850.559 -> just pick it from here or if you want to link it
to a completely different field that does not show
30856.68 -> up over here under the list of fields for your
current report you can click on these three dots
30863.52 -> and then go under your database that you have
opened and you could link it to a different
30868.92 -> field within one of your tables so for example
under contracts here if I wanted to link it to
30877.199 -> the date or to another one whatever it may
be that I wanted simply select it from here
30884.639 -> and then click OK and then run the report again
and it's going to link it to a different control
30891.299 -> Source from a different field on that table
that you select so that's how we can create
30899.879 -> a report from multiple tables and also group
the results and create a calculated field for
30908.639 -> the amounts within each order for each customer
and group those orders together so that's one way
30915.119 -> to do that so if you want to further customize
this report and add or change the order of those
30922.379 -> fields and such you can simply drag those
fields by going here to the design view
30930.42 -> so you go here under design view and let's say
we wanted to change the order of those fields
30937.859 -> you can simply Shuffle the fields around here so
this will put the contract number in the beginning
30945.84 -> you can resize this how you want it the
amount now it'll be in the end also the
30952.08 -> total will put the total on the right hand
side at this point right below the amount
30960.959 -> then you can readjust the spacing between them and
now if we close it save the changes run it again
30969.18 -> know this we have the number in the beginning
we have the actual contract information and then
30976.199 -> we have the amount on the right hand side if we
wanted to further customize it in this case such
30981.66 -> as formatting and such we can go here under View
layout View and tweak this a little bit more use a
30991.02 -> format painter and click on the destination cell
and it'll apply the formatting of the previous
30997.68 -> cell that you have selected now if we close it
save the changes run it again now it should have
31005.959 -> been readjusted the layout of it if you want
to see a preview of it click on print preview
31012.5 -> and at this point it will show up like this of
course you can customize this stuff and make it as
31019.82 -> fancy as you would like you can make the reports
very complex it's very customizable basically
31026.799 -> [Music] as we get started with this tutorial I
will first demonstrate how to set up a personal
31045.559 -> account for example a Gmail account with Outlook
then I'll demonstrate how to set up a business
31051.859 -> account with Outlook so let's get started with
a personal account so I have a Gmail account I
31058.219 -> have not set up any profiles on it yet so
just open Outlook you can find it from the
31063.859 -> start menu or you can simply type here under
the search bar Outlook 2016. so typically
31070.76 -> you'll get this and in this case I'll just add
my personal email in this case it's my Gmail
31077 -> account and then I'll click on connect then
of course you'll need to add your password
31084.859 -> and click ok now in some cases it may
happen like it does not allow you to use
31092 -> the password or to sign in like it's doing
in my case here in this case go here to
31099.26 -> your Gmail account go under the configuration for
your Gmail account and then go under settings and
31106.1 -> this might be the case with your outlook.com
account or Yahoo account inside you'll try it
31110.959 -> first to set up your account through Microsoft
Outlook and if it doesn't work then you'll have
31115.58 -> to go and sort out as to what else you have to
enable in this case I need to go under forwarding
31121.34 -> pop and IMAP and then I need to enable here my
IMAP so I know this IMAP is enabled and we also
31129.5 -> might need here the configuration settings or the
instructions how to set it up in Outlook so if we
31135.68 -> go here under configuration instructions notice
it once all of these different settings for the
31141.799 -> outgoing server so you'll basically need to set
those in your outlook and it doesn't allow us to
31148.879 -> proceed any further now in some cases particularly
with Gmail your account might be blocked for
31155.84 -> logging in through Microsoft Outlook and such and
the reason for that is because Google considers
31163.219 -> Outlook as a less secure app to access your email
so in this case since I could not log in earlier
31170.6 -> what I need to do is go here to my inbox and
notice it says review your sign-in attempt it
31176.359 -> says you can continue to use this app by allowing
access to a less secure apps so we need to go into
31181.82 -> our account settings and allow Microsoft Outlook
to access our Gmail account so there are two steps
31190.52 -> to enable a personal account we first need to
go into the account settings and enable IMAP and
31197.6 -> POP3 if we needed to but also we need to go into
the account settings and allow less secure apps
31205.76 -> and this is under the myaccount.google.com
forward slash security so now let's go ahead
31211.76 -> and try it again here we'll change the account
and go to Google and then IMAP and all these
31218.719 -> different settings so I know this needs to be
Port 993 and SSL and then also for the outgoing
31226.398 -> server smtp.gmail.com and then ports 465 and
then SSL as well then click on next and then
31234.799 -> put your password again and now our account
has been set up and it's complete we go here
31240.559 -> under setup Outlook and click OK and it's pretty
much the same way that you'll set up any other
31247.34 -> personal accounts as well [Music] and in this
session I'm going to demonstrate how to set up
31258.379 -> your business account or an exchange account with
Microsoft Outlook with your business email account
31267.619 -> here in order to make sure that we are going
to pick a proper account for Microsoft Exchange
31274.219 -> I suggest that you click on Advanced options
and choose let me set up my account manually
31280.279 -> if you are already connected to the business
Network you can simply press connect and it's
31285.199 -> going to use active directory and the sign in
from there as well all you'd have to put in
31289.58 -> is the email address from your company NeXT
we click here on connect and then make sure
31297.26 -> that you choose Microsoft Exchange then put the
password in there from your email account from
31303.859 -> your business and the account is complete and
you can click OK and also I'd suggest unless
31309.619 -> you're setting up your mobile phone I would
suggest you uncheck the setup mobile phone
31313.639 -> option here then click OK and you'll be able
to access your business email now one of the
31320.779 -> advantages if you're using Microsoft Exchange
from a business environment is that the email
31327.08 -> and the calendar and the contacts it's all
transparent it's connecting directly to the
31333.139 -> server and if you delete message from Outlook it
deletes it from the server as well so it keeps all
31339.859 -> your messages intact the older technology
out there was to use what's called POP3
31346.939 -> type of connectivity where the messages were
downloaded to your local computer is basically the
31352.398 -> messages were downloaded to your computer then you
delete them and the copy will remain on the server
31358.398 -> with exchange all of that it's linked in real time
you delete the message from Outlook it deletes
31365.18 -> it from the server you receive a new message it
shows up in your computer and also you can have
31371 -> it on your mobile phone and gadgets as well the
same thing with is also the tight integration of
31377.479 -> the calendaring feature and the contacts feature
and such that we'll cover shortly now that we are
31384.859 -> in Outlook this is the business account and let's
assume that you wanted to add a personal account
31389.898 -> you can also do that by going under file here
and then choose add an account follow the same
31397.219 -> process that we did follow earlier for adding
a personal account and check rewind the video
31404.42 -> for that in Microsoft Outlook you can have you
know more than one account your business account
31410.18 -> and any personal account that you want and they
will show up here on the left hand side so just
31417.139 -> for the sake of demonstration here I'm going to
do it very quickly by using my personal account
31425.539 -> and of course make sure that your personal
accounts have two Factor authentication and all
31429.979 -> that type of stuff in this case I have disabled
it temporarily just so I can set this up and
31435.139 -> notice now I have my two accounts here this is
my business account and then this is my personal
31439.879 -> account as well so that's how you get started
with Microsoft Outlook to set up your accounts
31445.219 -> whether it's a business account or whether it's
a personal account next we are going to go into
31450.5 -> some of the components of the user interface in
Microsoft Outlook so that you can be familiar
31456.439 -> with it and effectively use it for personal use
or in the workplace to enhance your resume [Music]
31469.459 -> in this session I'm going to go over
the basic components of the interface
31474.439 -> of Outlook 2016 so that we can get an
understanding of the major components of
31480.799 -> it and get started the right way with
Outlook so let's open Outlook first
31487.939 -> in this case notice I have set up two accounts
here one personal and one per business notice that
31495.32 -> on the left hand side we have the favorite folders
We have the business account here with all the
31500.299 -> different folders then we have a personal account
as well with all of the different folders this is
31506.299 -> the Gmail account favorite folders are specific
folders from each account that we can Mark as
31514.16 -> favorite to Mark another folder as favorite we
can simply go to any of those folders here on
31520.939 -> any of those accounts and right click and choose
show in favorites and that's how you'll add here
31527.359 -> another folder to show up on their favorites is to
remove it from favorites we just right click and
31533.779 -> choose remove from favorites so that's the left
hand side on the very top here notice you'll have
31541.039 -> the regular menus just like any other application
you have the file menu with all kinds of options
31547.16 -> here notice also the options option account
settings mailbox settings rules and such then
31554.959 -> you have the Home tab and this is most commonly
used functions within this application basically
31562.52 -> it's giving you the general tools for the context
of what you're doing and this includes creating a
31568.639 -> new mail message replying to messages forwarding
them and dealing with meetings and general things
31574.82 -> that you'd be doing then notice you have the
send and receive tab the folders tab viewing
31581.059 -> Tab and different viewing options as well that
you can change and customize then you have the
31587.539 -> help option and also notice that there is a tell
me feature here tell me what you want to do let's
31594.5 -> say that you wanted to know about the address book
and you're not sure where the address book is you
31600.26 -> just type address here and then it's going to
bring you that option on the very top you notice
31606.439 -> that you have what's called here the quick access
toolbar these are a set of tools or icons that you
31614.299 -> can choose to enable or disable for you to quickly
access you can add the other icons to it so
31623.299 -> sometimes there are specific commands that you're
very commonly used in your application and let's
31630.859 -> say you want to delete key it will always be up
here or the hyperlink option or whatever it may be
31637.039 -> you can go to any of those icons whatever that
icon might be that function that you want and
31642.5 -> right click on it and choose to add it to the
quick access toolbar and now that the delete
31647.898 -> option will always be in the top left corner
to remove it from there you can right click and
31653.42 -> choose to remove it from the quick access toolbar
so these are some of the components on the top
31659.119 -> here so you have the the office ribbon and then in
each section here of the tab you also have these
31667.34 -> subsections for example the delete section here
the new creating new stuff delete stuff responding
31674.119 -> to emails then quick steps of what you want to do
with your email and then moving and various tags
31681.559 -> so that's on the top in the middle this is
the actual messages so we are clicking on
31687.32 -> the actual folder here for the message and these
are the different messages that we have received
31693.32 -> so far now the message content will actually be
displayed by default on the right hand side so
31700.219 -> I click on this message and there is the content
of the message here on the right hand side with
31706.16 -> these messages we can either reply from right
here or reply to all and forward from here so
31714.08 -> these are the controls so basically we start with
the left hand side with our inbox the message on
31720.32 -> the center column and then replying it's and
function so you read the message from over
31725.479 -> here and then we can reply and reply to all or
such from over here from the controls on the top
31732.68 -> so that's the default view if you wanted to
change the view to something other than what
31737.299 -> you see here you can do that by going on The View
Tab and then choose how you want your viewing so
31745.52 -> we have here the reading Pane and if you want
to change it to a different viewing option so
31750.979 -> let's say I want the messages to be viewed in
the bottom I can just choose under the reading
31756.68 -> pane the bottom option Here and Now notice I
have the messages on the top and the preview
31763.699 -> of the messages will be in the bottom here so
I'm going to change it to the default The View
31768.979 -> tab since we are here under the to do bar you
can choose to show the calendar on the right
31774.139 -> hand side and most of the time that will be there
automatically depending on your resolution in your
31779.359 -> screen and also you can choose to show the tasks
and you can choose to show also the people pane
31788.42 -> now on the very bottom here the bottom right
you can zoom in and out for your messages so
31794.719 -> if you if the zooming for a specific message is
not large enough you can adjust that as well by
31802.16 -> using the zoom controls in the bottom as well
you have their normal View and also you can
31808.1 -> change this to a reading view on the bottom left
here we have the number of items that we have in
31816.02 -> our folder and how many messages are unread here
now a major component which I probably should have
31822.08 -> mentioned earlier in Outlook and the advantage
of using Outlook is is that you can actually use
31828.68 -> Outlook not only for email which is this icon
right here this function right here but you can
31835.1 -> use Outlook also for the calendaring features and
that's the beauty of it you can keep track of your
31841.939 -> own calendar and view other individuals calendars
and also make meeting invitations and we'll try
31849.32 -> to cover those shortly you can also keep track
of contacts and those contacts can be accessed
31856.699 -> then from multiple computers once you set up your
account in multiple computers and also in your
31862.219 -> smartphone you can also keep track of tasks notes
as well from here so notice all these options are
31870.5 -> here on the very bottom left of your window
you can further customize this by going here
31876.379 -> under options and choose a type of navigation that
you would like so in my case I might want to make
31882.379 -> this much larger so that I can view and switch
from calendar to other tasks This Way Again note
31891.379 -> that you can change this under these three dots
under the navigation options and I'm choosing
31897.5 -> here combat navigation so from this application
you can keep track of your email your calendar
31904.34 -> contacts to-do lists and even notes all from one
interface and we'll move on to the next session
31912.439 -> in covering more of the features of it we'll
first stay within the email component of it and
31920.359 -> then move to the calendaring and other tasks so
stay tuned for the next session [Music] thank you
31930.979 -> in this session I'm going to demonstrate how to
use the email component of Microsoft Outlook how
31938.779 -> to create a message to send it how to format
it and send it to one or more individuals so
31945.318 -> let's open Outlook no this is on the left hand
side here we have our favorite folders and our
31951.199 -> various accounts so we can click here on inbox and
notice under inbox here we have the mail that has
31957.979 -> come in to this specific account that has been
received under drafts these would be messages
31964.16 -> that we have drafted and have not sent yet so
sometimes we start a message and then Outlook
31971.539 -> saves it automatically we forget to send it or
we have to run to a meeting and you can choose to
31977.898 -> save that message as a draft and then come back to
it under send messages this will be the messages
31983.779 -> that we have sent out to other individuals deleted
messages this will be what we have deleted junk
31990.5 -> email this is if your company uses filtering
and then outbox is messages that are waiting
31997.939 -> to be sent out typically in Outlook the messages
will be sent automatically however if something
32003.879 -> is stuck and not getting sent that's where it'll
be you temporarily stored in the outbox so we go
32011.74 -> here under inbox and at this point we are going to
send a new message so I click here on new message
32019.479 -> and notice we have the from and then the 2
where it's sending it to and then we also
32025.898 -> have a carbon copy that we might want to send
to somebody else so if we wanted to send to
32031.42 -> multiple people put a semicolon and then you can
put a space and then type another email address
32039.52 -> and so on so you can send it to multiple people
multiple individuals by using semicolon that's
32046.779 -> the trick in Microsoft Outlook you can't put
a comma you have to use a semicolon in there
32052.18 -> for multiple addresses the other thing is that
you can put a carbon copy here if you wanted to
32058.18 -> send it to somebody else and then you'll type the
subject so this will be just a title of a message
32064.6 -> typically you want to make sure that the title
of the message is Meaningful so you want them
32069.699 -> to click on it and actually read your message
next you want to start typing the message this
32074.979 -> is basically the message that you want them to
read now one thing to remember as you're using
32082.898 -> email is that spelling nowadays matters so try
to make sure that you're spelling and the email
32090.58 -> content is professional and also try not to type
everything in caps most likely you know about that
32098.08 -> try to keep the formatting at a minimum and not
highlighting and bold and all that type of stuff
32103.719 -> unless there is a need to do so for the sake of
demonstrating the formatting of this email I'm
32110.439 -> going to just go and type some additional content
here and notice if I wanted bulleted lists or if
32116.379 -> I wanted specific numbers all I have to do is
start typing a for example and now it's going
32121.539 -> to start creating the list if we don't like
ABC notice we have these options here where
32127.6 -> we can format this and make this much fancier so
this is the basic text formatting tools whether
32133.898 -> we want to change the font the size of the font
and notice you can adjust the size of the fontain
32140.439 -> of font size from these little icons here make
this bold italics and underline and text color
32146.5 -> and all these different options that you see over
here so these are some of the tools that have to
32152.439 -> do with the formatting of the text if we wanted
to use an address book and check the names and
32157.779 -> such you'd use these tools over here and then to
attach a file for this which I'll demonstrate in a
32165.219 -> moment you'll use the attach file function here
and attaching items and things of that nature
32174.1 -> so we type our message the way we want
it we can format this any way we want it
32184.42 -> then we want to attach the file now to attach
a report while we are on the new message area
32191.199 -> we click on attach report and one of the nice
features of 2016 is actually that the most recent
32198.939 -> files that we have been using they're going to be
listed first here on the recent items so we don't
32204.879 -> need really need to navigate where the files
are that's in the case of where you open the
32210.34 -> report and you worked on it for the last moment
and such so we simply click over here and then
32216.1 -> added as an attachment the other option is
to browse my PC here for an attachment and
32222.34 -> go and find it under documents and notice
there's sales report here under documents
32228.279 -> for now I'll show you the easy way so we click
here on sales report and notice it's attached next
32234.58 -> we can double check how our message looks like and
we'll be able to press send before we press send
32242.92 -> here I'm going to just show a couple of additional
options here for tags sometimes the message might
32250 -> be of high importance and this is where you
can mark it as high importance while sending
32255.459 -> it I would suggest however that you use the high
importance only when it is really highly important
32262.059 -> if all the messages that you send out are of high
importance when they are actually not it could
32267.939 -> frustrate the receiver so use this feature wisely
under the follow-up area here you also have an
32275.859 -> option to choose one you want to have a reminder
for this so you could set this to follow up with
32281.859 -> this next week or tomorrow and you basically just
put a check mark on it and it will add added to
32289.059 -> your tasks to follow up for the next day and
such it'll actually put a little flag next to it
32294.939 -> and then when you're ready you press send at this
point the message should have been sent typically
32300.879 -> it goes into the outbox first and from there if
everything is working correctly it clears out the
32307.359 -> the outbox and then if you wanted to see whether
it was sent in what was sent you'd go under the
32313.119 -> sent items folder so this is what was sent if I go
here to my personal email account and I go under
32320.799 -> inbox and this is my Gmail account now this I will
have a message with a new report attached and as a
32329.439 -> user in my Gmail account I can go ahead and open
this report and view the contents of it now I can
32336.879 -> go back to my inbox and review the messages now
in the case where a message was not deliverable
32345.76 -> notice you'll receive an automatic email that
it could not be delivered to delete it we can
32353.799 -> do it a couple ways here we can either click on
delete up here after we have selected the message
32359.979 -> or we can click on the little delete option right
here obviously this is very basic stuff however
32366.699 -> this is what you'll be using 99 of the time that's
why I'm kind of covering it a little bit more in
32372.879 -> detail so that's how you compose a message send it
to multiple individuals copy somebody as well on
32380.02 -> the message and then checking whether the send
messages are and then how you delete a message
32385.959 -> so stay tuned for the next session that will
cover how to use the email functions such as
32393.58 -> forwarding replying and using additional
features related to email before we move
32399.398 -> into the other more advanced features such as
the calendaring and contacts and tasks [Music]
32410.08 -> now in this session I'm going to cover some of the
other basic features of using email in Microsoft
32420.219 -> Outlook these features might still sound very
basic however this is what you'll be using most
32426.818 -> of the time in the business environment anyway
and particularly if you're getting started with
32431.139 -> Outlook first how to check new messages so when
you open Outlook the new messages will be marked
32436.24 -> in bold color like this one over here in the top
then you'll click on the folder for example inbox
32442.42 -> and then click on the actual bold message click
on it and then on the right hand side you'll see
32448.779 -> the content of the message that you received now
to delete it of course you could use the delete
32454.898 -> button here on the very top or next to it and
notice also you have an option here to follow
32461.559 -> up with this as a to-do item if you don't have
time to deal with it so all you have to do is
32467.199 -> click on this little flag here and then notice it
will add the message here to follow up with this
32474.879 -> later today on this specific message now if this
doesn't show up in your computer this is available
32482.68 -> under the view tab here and then you'll scroll
down under the to-do bar and you choose to show
32489.939 -> the tasks or not show them from here so notice now
they have disappeared under the to-do bar you can
32497.979 -> choose tasks if you needed to open something that
you had marked a view on it you can simply double
32505 -> click on that component and it will open up that
message that you had to follow up with from before
32511 -> or at any point next reply to this message and
you can do that by simply clicking reply here
32517.359 -> on the toolbar on the ribbon or right above the
message press reply and from here you're simply
32523.66 -> typing the message that you want to send back as
you use email it's important to acknowledge the
32529.479 -> receipt of messages just simply reply to the
user to the requester that you have received
32535.42 -> it and that you'll be following up with them
it makes for better communication and that's
32539.26 -> effective use of email today's workplace
employees and supervisors and such they
32546.219 -> want you to communicate effectively with them
and this is one way to communicate effectively
32552.219 -> and then from here you'd press send notice that
the reply address it took it automatically it
32558.58 -> plays in the to address and if you needed to copy
somebody else this is where you'd put in their
32564.52 -> email address notice that under the message tab
here there is this composed tools this is where
32573.398 -> you can use the various additional tools for
formatting this message also notice that there
32579.279 -> is this option here for blind copy or the BCC the
blind copy it's another option that can be added
32586.119 -> to your list of options for sending it out the BCC
here the recipient is not going to know that you
32597.16 -> actually forward it or send a copy of this message
or reply to anybody else so they're not going to
32603.52 -> know that you send this to the Gmail address
because it's a blind copy of it and then you'd
32609.818 -> simply press send in the case and I'm not sending
it yet here in the case where you want to do more
32616.898 -> major formatting of this message you can also
click here on pop out and this is where you have
32623.92 -> the more flexibility to format this message in
a fancier way because you have a complete window
32630.58 -> that you can adjust and resize and utilize all
the various other tools and then once we are set
32638.979 -> and good to go we press send and that message
will be sent out as you receive messages and
32645.1 -> such you might want to reply to all reply to all
I would suggest that you use it cautiously don't
32652.539 -> use it for all messages sometimes you get messages
from a distribution list it can be frustrating so
32658.719 -> you want to use reply all only if you're part
of a team that you're receiving communication
32665.799 -> and it is necessary for you to reply back to all
the members of the team if you're ready to press
32672.52 -> reply here press send and then it's good to go
and then the forward option here notice it's in
32678.398 -> both places here we click on forward and this is
where we can forward this message to somebody else
32684.639 -> all you have to do here is just press two and then
under the recent people put in their email address
32691.119 -> and then press send when you're ready to send
it if you want to discard the message of course
32698.199 -> notice you have the option for discarding it so
that's how you reply to a message that's how you
32704.5 -> forward it and that's how you reply to all the
individuals and it's part of a group [Music]
32718.119 -> in this session I'll demonstrate how to use Rich
Text formatting of your messages it's important to
32724.299 -> understand that some of those features are also
available in the previous versions of Outlook
32730 -> 2016. so let's click here and add a new message
so we want to send a new email and we type in the
32737.08 -> address here that we want to send it to we have
the subject in there we type the message and of
32743.799 -> course you want to type this as professional as
you can and then here under the message options
32749.92 -> we can go and format this with a variety of
different ways whether we want to change the
32755.68 -> font whether we want to change the indentation and
the other components here as far as the basic text
32762.879 -> formatting is concerned notice you have the insert
Tab and you could insert other components as part
32770.621 -> of this message so we could insert an attachment
we can choose the latest files from that we have
32777.879 -> been working with an Outlook item so for example
I'm an actual message that we have received in the
32784.84 -> past simply choose it from there we could insert
a business card if we had one created the calendar
32791.258 -> so today's availability for example I'm just going
to send the availability as part of this message
32797.02 -> to a user because it insert the signature we can
then insert what's called illustrations and the
32805 -> illustrations it's very similar to it like in
Word and Excel and PowerPoint where you want
32810.461 -> to insert a table as part of your message just
click here on table and then select however many
32817 -> columns and rows you want to use for this table
once you have inserted the tables or this object
32823.121 -> notice that we have a couple new tabs that show
up here we have the design Tab and the layout
32828.758 -> tab those are actually tools they're referred to
as the contextual tools tools that show up in the
32835.48 -> context of what we are doing in this case we are
working with a table and we have the table tools
32842.258 -> here we can change the design of this table and
pick one of those designs instead of spending
32847.719 -> all afternoon formatting this we can just use one
of those styles from the table tools you have all
32854.68 -> kinds of other options here in this style you can
change the shading if you want it manually add a
32860.258 -> border and other types of things then you'd fill
in the information as part of this table [Music]
32869.438 -> and you get the idea and then but still change the
layout we could add additional rows and columns
32876.461 -> we could distribute the formatting of each cell
here differently and just put the numbers in there
32884.02 -> once we move out of the table he'll
back to the insert Tab and we could
32888.16 -> add pictures and the pictures could be from
the web or wherever or from the computer
32893.199 -> so if we had pictures here saved we could
do that from the computer simply select it
32898.238 -> or we could go and insert pictures from online
here and simply search here for Outlook [Music]
32909.398 -> we can also change the type of picture that we
want whether it's clip art or an actual picture
32915.16 -> and click on it and click on insert now remember
whenever you're copying and sending pictures from
32922.238 -> the web keep in mind copyright as well in this
case notice it's Creative Commons which means
32927.699 -> we can use this giving credit to person you can
learn about Creative Commons licenses over here
32934.66 -> notice it put here the Creative Commons aspect of
it or the content notice now we have the picture
32941.141 -> tools and this is the contextual tools related
to the pictures we can format this picture with a
32949.18 -> simple click on it and make it much more fancier
there's a drop down and you can customize this
32956.379 -> further as well the text wrapping and additional
options such as cropping the picture and things
32963.039 -> of that nature by the way the best way to learn
about this stuff is simply to Tinker with it just
32969.461 -> click on stuff look as to what the options are in
the ribbon and customize it that way Additionally
32975.758 -> you can insert shapes here and one of the things
with shapes is is that you have to actually draw
32983.918 -> the shape in here then you can choose from here
you can choose styles for the shapes as well
32992.02 -> and you can manipulate it however you prefer to
change it and all of this is part of an actual
32999.281 -> message that you are sending under the insert tab
notice you could even insert icons if you prefer
33005.219 -> to and this is kind of new in Outlook 2016 with
the latest version of it so click on icon it'll
33014.578 -> just simply add a fancy icon in here of course to
move them around so you need to whenever you're
33021.781 -> using this stuff you want to make sure that the
formatting makes sense of course we are adding
33027.598 -> too many things so this is going to be slightly
busy but you get the idea you're under insert as
33033.898 -> well now in the later versions of it there are
also 3D objects that you could insert and these
33040.199 -> would be from the web and you could make this
even fancier as you're sending it to your users
33051.359 -> now because this is part of the email we just need
33054.359 -> to create some more space here and
insert this object however you want
33062.52 -> now this the smart art these are just predefined
infographics to illustrate an idea of course these
33071.641 -> will be more useful in word or PowerPoint but you
can use them in Microsoft Outlook as well so you
33079.199 -> could Define a process and all that type of stuff
notice how the text here adjusts automatically
33085.918 -> and again for the contextual tools you have the
various color schemes that you can apply to this
33091.141 -> object now if we add more components here under
insert and then we go and add for example charts
33099.238 -> charts sometimes would be very helpful now this
is very similar to excel you can pick the type of
33104.879 -> chart here and then simply click on OK and then
work with the data here you change the data type
33113.398 -> so put the actual sales for each month so let's
say we have January and then we want to have the
33119.34 -> months and then you have the online and on-site
sales for example and if let's say you don't want
33126.719 -> to use one of those columns you can exclude it by
dragging this blue line if you want to learn more
33132.48 -> about this stuff you can actually check out the
Excel tutorial or the PowerPoint tutorial so once
33139.02 -> we are done with the chart data we can close it
and then if we click on the chart again notice we
33144.781 -> have the chart tools very similar to contextual
tools for other components that we used earlier
33152.461 -> additionally as you're planning your messages
and working on your messages under the insert
33157.5 -> tab notice you can do screenshots and you can
add smart art and even symbols and things of that
33165.898 -> nature now the one other concept that I wanted to
demonstrate to you is that for each one of those
33172.078 -> objects whether it's an image or an object or text
here you can also insert hyperlinks so if I select
33180.84 -> here these this object hyperlink I could link
this to a tutorial on YouTube for example or or
33188.461 -> some other object or a sales report on the website
or a document or things like that so in that case
33194.699 -> simply select the object or it could be text click
here and Link and then I just post the address
33201.961 -> there when they receive the message and they
click on it then it will take them to that URL
33207.781 -> same way you could select part of the text click
on link add the URL that you want to take them to
33216.66 -> and notice now this is in blue however for
the image here the user most likely will
33222.961 -> not know it is clickable so in a nutshell
that's how you create professional looking
33229.32 -> emails in Microsoft Outlook it depends on the
time that you want to invest in designing the
33236.461 -> message how fancy you want it to look and
take the time to compose it but again the
33242.699 -> more professional it is the better it is in the
workplace so once you're ready to send this then
33251.281 -> you can click on send and the message will be
delivered now if I go here to my personal email
33258.84 -> and click on the sales report notice that I
received here my message and this is to an
33266.52 -> external system this is the image this
is the hyperlinked option for the text
33272.398 -> that I had hyperlinked earlier takes
you to the YouTube channel and then
33277.98 -> this is also hyperlinked as we did earlier then
we have these images and smart art and charts
33283.98 -> that we sent so this is to an external system
even outside of Microsoft Exchange so that's how
33290.758 -> you send the message out from Microsoft Outlook if
you wanted to check what you sent out again you go
33296.398 -> under the send items and the messages that you
sent out will be listed in there so stay tuned
33303.359 -> for the next session on sending a message using
the address book in Microsoft Outlook [Music]
33315.301 -> in this session I'm going to demonstrate how
to use the address book or the company address
33321.961 -> book in Microsoft Outlook to send messages out
to find the addresses and then add them to the
33328.078 -> blind copy or to the copy fields for sending
emails out to other users so to create a new
33335.34 -> message we click here a new email and then we can
simply either type the address or the individual
33341.578 -> where we want to send this message to over here
and then remember you need to put semicolons to
33346.918 -> separate them or you can use the address book
the address book you can access it either from
33353.281 -> here under address book or you can click on the
to field over here and then click on the global
33361.559 -> address book under the global address book we
can see the individuals or we can search by last
33369.121 -> name I'm going to search for generic accounts
for privacy purposes of course so let's say we
33375 -> want to search by last name and notice the email
address will be displayed on the right hand side
33381.961 -> other information such as title and location all
that type of stuff will be displayed on the right
33387.121 -> hand side so I added to this list of recipients
I can simply double click on it and it will be
33393.84 -> added under the to field or if I wanted this
under the CC field I can simply click here on
33401.039 -> CC after having selected this address or if I own
it in the blind copy field and let me search for
33407.641 -> another address here I can simply search for it
press go select the right address book and then
33414.961 -> go under the BCC field or any of the fields
that I want this to be inserted or sent to so
33421.918 -> you can search by simply navigating or you can
search by more columns here and then typing in
33430.141 -> their last name or their first name and choose
go and then put them in the right field area
33435.238 -> here and then click OK once you have them
in this view then you can type your subject
33445.559 -> and then type your messaging all that type of
stuff and then press send I will also cover it
33451.801 -> in more detail the using the address book when
we actually cover the contacts information here
33459.18 -> or the people option within Microsoft Outlook one
other feature here that I'd like to demonstrate
33465.238 -> before I move so the next segment is how to save
this message as a draft so there might be times
33472.02 -> where you're spending quite a bit of time in
developing and and composing an email message
33477.781 -> but then you have to run to a meeting or something
you want to be you're distracted how can you save
33483.539 -> this message to save the message all you have to
do is while you have it open you click on Save
33489.48 -> here and then you can safely close this now when
you come back from your meeting you can simply
33496.559 -> go here under the drafts folder on your outlook
folder and then you'll see the message that you
33503.16 -> had from before now here you can just either
keep on typing and add more content to this
33509.879 -> things or you can click on pop out and that will
bring it up in a bigger window and you can still
33516.238 -> keep on working with this message once you're
ready you can press send here and it'll send the
33523.918 -> message out so that's how you can use the address
book from Microsoft Exchange at your company or
33531.961 -> personal address books as well that you might
have in your computer with a personal account
33536.82 -> and that's how you also can save a message as
a draft and be able to pull it back [Music]
33549.48 -> I'm going to demonstrate how to create
a signature for your email messages so
33554.398 -> that whenever you send an email out your
signature will be automatically attached
33559.5 -> as well as whenever you reply to a message to
create a signature for any replies to messages
33566.281 -> that you send out a couple ways to do it but the
simplest is by clicking here and add a new email
33573.48 -> and then the easiest is to go under the option
here under signature click on signature click
33582 -> on signatures again and then here is where
we'd create our signature so we click on
33588.84 -> new and then you give it any name it doesn't
matter what name but this is just an identifier
33595.98 -> then you click OK and then down here this is
where you can put anything that you want to
33601.02 -> be inserted automatically as part of your message
instead of having to type your name all the time
33607.5 -> and you can basically put in whatever you want in
there so your title your department your contact
33612.121 -> information and on all that type of stuff you
can also insert here an image as part of your
33621.18 -> signature for your email note that images by
default there might not be displayed on the
33627.539 -> other side as you use images as well here you
can also paste for some of your logo from their
33632.758 -> institution and such just simply go ahead and copy
it from the web and then paste it in there or you
33638.398 -> can use any of these options right here as well to
upload the picture from your computer you can also
33645.539 -> hyperlink so that your signature when somebody
goes to whatever your position or your department
33653.039 -> or your institution you can hyperlink it to go
for example to your address and that will be
33659.641 -> automatically hyperlinked so basically you specify
as part of your signature anything that you want
33665.52 -> to be inserted automatically then over here in
the top when do you want to use this signature
33672.059 -> here I want to use this for all the new messages
so I click here anytime I create a new message I
33678.539 -> want to use this signature and then click OK
and now that signature has been created now if I
33687.539 -> wanted to create other signatures for replying to
messages I could simply come here and choose a new
33694.258 -> signature and then Define your signature that you
want whenever anytime you press reply to a message
33702.598 -> now notice here it says for new messages under
the options it's going to use the signature
33708 -> for new messages that I created earlier for
replies I could use the signature for replies
33714.301 -> assuming we fill this out and formatted it
appropriately then I click ok now anytime I
33720.961 -> go here to create a new message notice
my default signature will be created
33726.66 -> automatically or added automatically
that I created earlier and then
33731.758 -> if I go to reply to a message let's say I got this
message from earlier I press reply notice my reply
33739.98 -> signature has been entered automatically so that's
how you create and Define the signatures and
33746.098 -> that's how you can make them part of your message
whether for new messages or for replies [Music]
33757.918 -> in this session I'll demonstrate how to search
for messages in your email account with the
33764.699 -> emergence of fancier email application such as
for example Gmail where the search capabilities
33770.398 -> are really powerful Outlook as well has fairly
good capabilities in you being able to search
33777.898 -> for messages and the easiest to search for the
messages is by going to your account whichever
33783.961 -> account you're using here and then notice you
have search current mailbox now this will search
33789.598 -> everything in that mailbox so you can change here
to search only the current folder or subfolders so
33797.641 -> let's search for the current mailbox you probably
noticed that I have a lot of lows marketing stuff
33803.039 -> here so let's say type lows here and then hit
enter and all the messages from Lowe's will be
33809.34 -> displayed here or let's say I wanted the word
report and then this will display the messages
33815.879 -> that have the word report in it now notice that
there is all kinds of other stuff here that's
33820.621 -> because there are some other additional
reports in there or if I do the word test
33825.961 -> notice it displays the message now once you find
the message you see it here you can simply click
33833.039 -> on it and it will be displayed on the right hand
side so that's how you search for messages if
33837.898 -> you are getting too many results and such you can
pick to use the current folder that means that in
33844.141 -> this case it's going to search only the inbox
for those test messages if I wanted to search
33850.5 -> on a specific other folder I can go to that
folder here and then just type the word test
33856.801 -> and notice there are two test messages for
the current folder under the send if for
33862.258 -> some reason your search results are not working
quite as well start typing in the search area
33868.621 -> and then notice also there is a recent searches
option and there are additional options here for
33876.18 -> defining the locations that you want to search
and then the advanced find option where you
33881.16 -> can specify additional parameters whether it
has specific keywords in the title or from a
33887.34 -> specific individual and things of that nature
so the search capability it's actually quite
33892.98 -> powerful in Microsoft Outlook if for some reason
Outlook is not doing the search properly then it
33901.078 -> could be potentially related to the indexing
status here the indexing option that you might
33908.398 -> have to rerun the indexing in Outlook or my
suggestion is that if you still cannot find
33913.738 -> what you need check with a Webmail App application
from your Microsoft Exchange Server so you just
33920.461 -> go to mail.whatever your company name is and
then from Webmail it seems like the exchange
33926.398 -> Microsoft Exchange does a much better job with
the searches rather than within Outlook [Music]
33939.238 -> in this next session I'm going to demonstrate
how to create folders in your Microsoft Outlook
33944.699 -> account and then move messages from one folder to
the other so notice here under each account that I
33950.34 -> have here in Microsoft Outlook I have also these
folders so these are the default folders such as
33956.82 -> inbox drafts send messages junk mail outbox
and such so let's assume that I wanted a new
33964.438 -> folder here there you can right click on one of
the folders here on your account and choose new
33971.461 -> folder and then simply type in there the folder
name and then hit enter I could go also and create
33978.539 -> another subfolder by right clicking on the actual
folder choose new folder and I could call it
33985.98 -> when working with folders you can actually move
this folder at any other location that you want
33993.539 -> if the folder has subfolders notice that there is
a little triangle in front of it and you can click
33998.277 -> to expand it and hide the subfolders additionally
any of these folders you can make them so they
34005.777 -> show up under the favorites and you can right
click here and choose show in favorites and notice
34011.961 -> it will be displayed up here in favorites if you
don't want it in favorites anymore you can right
34016.82 -> click and choose to remove it from favorites and
it'll just be displayed under the actual inbox or
34024.32 -> that account now to move messages from one folder
to the other you can click on the mail message and
34031.578 -> then click on move up here under the quick steps
and then choose to move it to a specific folder
34037.398 -> for example under work related and then press save
that's one way to do it the other way to do this
34044.48 -> is by simply dragging this message and dropping
it in that specific folder or subfolder that you
34050.48 -> wanted and now it's going to be displayed in that
subfolder so the idea is is that you want to kind
34058.52 -> of organize your email even though you can use
the search capabilities it's kind of an easier
34063.5 -> way to identify and search for certain things
keeping them organized in folders and subfolders
34069.859 -> now there might be times where you want to
actually move multiple messages from one
34075.379 -> folder to the other in that case you can
simply hold down the control key and pick
34082.039 -> individual messages that you want to move and
notice I'm scrolling down here and basically
34088.277 -> you're holding down the control key and picking
multiple messages that you want to move and then
34093.141 -> drag them to wherever you want to drag them
and now they have been moved to that folder
34100.641 -> the other option is to arrange your messages if
you click here under all and then go under arrange
34107.418 -> by notice by default it's by date and that's
what you want typically but for now since we are
34113.898 -> just moving this stuff around a manipulation
of a bulk messages will go here under from
34120.379 -> and the system is going to categorize all
the messages from a specific sender and
34126.32 -> then you can select a whole bunch of messages
at the same time and here I'm holding down the
34131.059 -> shift key I start at a certain point scroll
down to where I want to end here so start at
34138.02 -> one point move however far down you need to
and then click at the end so now the system
34143.961 -> is going to select from where I started to the
last point I clicked and now I can simply drag
34149.84 -> those messages to the folder where I can choose
the move to option right here to move them to a
34157.641 -> specific folder and now if I go under the work
related I moved a whole bunch of them from here
34165.68 -> and as we are messing with the folders and the
views here notice that you can rearrange the
34172.82 -> view here by simply dragging this to the left
or to the right and then it will display those
34178.578 -> folders accordingly here to save us space but
this is the default so that's how you create
34185.238 -> folders that's how you move folders around and
then move messages into specific folders [Music]
34195.98 -> in this session I'm going to demonstrate briefly
how the create filtering rules in Microsoft
34201.98 -> Outlook for your messages so for example we have
all these messages from a variety of sources here
34207.801 -> and I want to move those messages when they come
in to a specific folder automatically or create
34213.621 -> some kind of rule to control and where they end
up so to create a rule you go here under rules and
34219.801 -> I'm on the Home tab at this point go on the rules
and then you can create a rule you can create
34226.277 -> the rules automatically for example I have this
message here from Lowe's if I go on the rules I
34231.801 -> could just choose always move messages from Lowe's
Home Improvement and then it'll guide me as to
34239.777 -> what else to do with it so always any messages
from here to move them to let's say junk mail
34247.098 -> choose the folder that I want them to go
to for example junk mail and then click ok
34254.059 -> at this point it's going to do that
for any future messages that come in
34260.121 -> as well as apply it to the messages that are in
your inbox so if I scroll down here in my inbox I
34267.078 -> should not have any more messages from Lowe's if I
go here on the junk mail this is where the message
34273.438 -> it will be it should be at this point so there
are 198 messages from Lowe's the other way that
34282.621 -> you can create rules is by going here under the
rules area and then create a new rule step by step
34288.801 -> so you could say I want anything from a specific
reply or email or the subject contains specific
34297.738 -> words in it and then I want this to be even sent
to so you could have it sent to somebody else you
34304.277 -> could send it to yourself or forward somebody
else and also you could have display an alert
34310.699 -> or play a sound or do something additional now we
could also again move this to a specific folder
34321.918 -> let's assume these are the business ones or work
related so you can go to any of these click ok
34329.238 -> and then you can also go under Advanced options
and pick additional options from here so if it
34337.16 -> has of high importance or if it has it sent only
to me or any of these actions notice it adds it
34344.418 -> to the bottom of this list so it's doing multiple
criteria to apply this rule so you can get this
34350.359 -> granule as you want with this then click on next
then you can choose what to do with the message
34356.66 -> you can print it Mark it plug it do any of these
functions and of course you'd want to use this
34364.277 -> cautiously then you click on next and you can add
exceptions here pick those cautiously as well and
34372.801 -> then you can run this rule already for the inbox
messages and you can turn this rule on or off
34379.879 -> then press finish and now the system should have
applied this rule for any messages in the inbox
34387.5 -> if you go here under rules you can also manage the
existing rules that you have created and customize
34395.359 -> enable and disable those rules as well so the idea
here is to create rules to manage your email flow
34403.82 -> and weed out the junk mail but at the same time
also to troubleshoot if something is not coming
34412.219 -> in your messages are not being delivered then
you might want to take a look at the rules and
34417.859 -> these activate them temporarily to sort out what
the problem is for you not receiving the emails
34424.879 -> test it out and that's how
this option would work [Music]
34434.719 -> session I'm very briefly going to cover how to
Mark messages as junk and add them to the junk
34441.559 -> folder and notice I have these lows messages
that I'm receiving in my case if I don't want
34447.078 -> to receive those anymore of course I could
either choose to unsubscribe to their site
34451.938 -> and such provided they unsubscribe you but
let's assume I don't want to unsubscribe to
34456.918 -> those messages in my case here I can simply
right click and then choose here the option
34464.121 -> to block the sender any new messages from that
sender will be blocked in the future will not
34469.641 -> be delivered in my inbox the other thing is
they can go here under the junk mail options
34475.82 -> I could say choose the level of junk mail that
I want to enable in my inbox and I can choose
34482 -> low or high and such and it will add them to the
junk mail I could choose here under safe sender to
34488.719 -> allow specific emails so that they never end up in
the junk mail option and safe recipients the same
34495.5 -> way and then block senders I could add somebody
manually here the email address to block them from
34502.277 -> emails coming in and additional top level domains
that you can block from here so that's controlling
34508.879 -> the junk mail filters for this specific message
I could choose junk and then block the sender and
34515.539 -> then it says the sender lows at elos.com has been
added to your blocks senders list and the messages
34521.059 -> have been removed from a jump folder so I click
OK and now those messages coming in in the future
34526.578 -> there will be removed notice that there is one
more here that's because this was from here from
34533.539 -> before now we're defining this for new messages
in the future so that's how you define the filters
34540.859 -> that's how we Define them and also that's how
to block a specific sender in Outlook foreign
34558.398 -> [Music]
34559.398 -> so let's say I have this message called test
message and let's assume this is an important
34563.898 -> message that I want to follow up with in the
future so I go here to my message and then I
34570.078 -> could categorize this message under the categories
here I could put this in the blue category or
34574.879 -> green per category or whatever and these are the
default categories that Outlook has however I
34581.18 -> could go here under all categories and I could
create my own new category and I click on new
34588.738 -> and then I want to mark all the clients for
example the specific color code dark green
34594.141 -> here you can also specify a control key to mark
that message using a shortcut on your keyboard
34600.738 -> and then click ok now if I click OK here I'm
marking this message with a specific color
34608.301 -> code if I go to another message here I could
Mark that in the blue category or orange or red
34616.461 -> category or whatever category but here basically
assigning categories to each one of the messages
34621.859 -> so that later you could go and sort these by
category or so that they stand out so that's
34628.938 -> one way to assign categories to each message
and notice there is a little green block here
34635.598 -> the other thing that you can do is you can choose
to follow up with specific messages and it will
34641.898 -> put them in your task list here on the right
hand side so you can flag them and the flagging
34648.199 -> what it'll do is as you have your messages in
your inbox you have these little Flags next to
34653.84 -> each message that you can follow up later at some
point so it's kind of a reminder tool for you to
34660.859 -> view them the other thing is is that on the right
hand side if you have the tasks being displayed
34667.758 -> here and the way you control tasks is on the Home
tab you go into review and you choose under the
34673.641 -> to do bar you choose to display the tasks once
you have the tasks enabled to be displayed then
34681.859 -> you can simply double click on that task those
messages will show up right here you can double
34687.738 -> click on the task or in that email and it will
open up the email that you need to follow up with
34693.438 -> and then from here you've reply why you send it
forward it or delete it or whatever you need to
34699.141 -> do from here that you chose a follow-up so notice
you have different options here to follow up if
34705.859 -> you need to change it follow up this week next
week follow up today and such the other thing is
34711.199 -> that you can add reminders for those messages as
well by clicking on add a reminder and then it'll
34717.438 -> you'll have to choose a time and date when you
want a reminder for this message when you're all
34723.379 -> set and done with the message you can either mark
it as complete from here or you if you open up the
34731 -> message you can choose to mark it as complete
from here as well and it puts a check mark
34737.84 -> and notice you can right click choose Mark as
complete and choose to follow up with these
34743.598 -> whenever so the way to assign this is either from
up here under the toolbar or right clicking on the
34751.461 -> message and choose to follow up a specific time
and date [Music] in this session I'll demonstrate
34762.5 -> how to set up out of office replies or automated
replies for your email in Microsoft Outlook 2016.
34770.359 -> so suppose you're going on vacation for a week
or two hopefully two right we want to set up
34776.418 -> automatic replies to do that we go here under
file and then we go here under automatic replies
34783.258 -> now under automatic replies all you have to do is
click on send automatic replies and then you can
34789.738 -> specify to send the replies automatically
so it engages a specific time and date
34795.68 -> and then it'll disengage automatically on that so
you can set the time here the date and then you
34804.199 -> can have this for multiple days if you want and
then the end points and then for people inside
34811.578 -> of my organization so that would be anybody with
your domain email address or the accounts on a
34818.719 -> Microsoft Exchange you'll receive this automated
message so you type your message in there what
34825.141 -> you want to be sent automatically you can copy
this as well and then for people outside of the
34831.621 -> organization you can choose whether to send
automatic replies as well and you can use the
34837.918 -> same one by pasting it in here you can choose to
send it to anyone outside of the organization or
34842.66 -> just contact so they're you're in your address
book and such under rules here you can choose
34849.438 -> to specify rules and conditions as well so if it's
from a specific individual then to take a specific
34858.02 -> action to forward it to somebody else or to reply
the specific template so if it's from your boss
34863.777 -> then you say I'm on it if it's from junk mail
then you can have a specific other template as
34871.277 -> well I'm not going to get into that at this point
because it's a little bit more complicated but for
34877.098 -> the sake of what you'll be doing most likely is
engaging and setting up the other reply specifying
34884.418 -> the dates that start and end time keeping in
mind that the system will enable to disable
34890.418 -> it automatic based on those parameters type the
messages for inside of the organization or outside
34896.301 -> of the organization and then click OK and now at
this point the automatic reply has been configured
34903.918 -> and when the time parameters kick in
it'll be automatically engaged [Music]
34915.918 -> in this session I'm going to demonstrate how to
use the calendar feature in Microsoft Outlook
34921.32 -> the calendar in Microsoft Outlook is a very
powerful feature that is integrated within
34927.199 -> Microsoft Outlook along with email contacts and
tasks and such and that's what makes Microsoft
34933.738 -> Outlook so powerful in a business environment the
calendar feature not only allows you to keep track
34939.738 -> of your own appointments for specific dates and
times but it also allows you to schedule meetings
34945.98 -> with others and invite them to meetings and
check their calendar and all that type of thing
34952.16 -> once you open Outlook you have your emails and
such but here in the bottom left you also have
34958.039 -> the option for calendar now on the left hand side
you'll have the dates and times for the calendar
34964.938 -> further down you'll have the multiple calendars
that you might have access to by default you
34972.438 -> have access to only your own calendar however
if other users choose to share their calendar
34978.621 -> with you you'll be able to have access to their
calendar as well over here and we'll learn about
34984.199 -> that later so basically you have the months and
the dates here on the left and then on the right
34989.898 -> hand side you have these different views notice
you have the today's view next seven days you have
34997.938 -> that view for Just today next seven days the work
week it's skipping the Saturday and Sunday here
35005.199 -> the monthly View and then just the scheduled
View so just looking at specific days and what
35011.801 -> your calendar looks like the for those specific
days manage calendars where you can open somebody
35017.02 -> else's calendar and group calendars and you can
email the calendar share your calendar and publish
35023.199 -> it and all that type of thing and check the
calendar permissions so typically in day-to-day
35028.418 -> work you're going to probably use the day view
first or the work week view one of those views
35035.738 -> Now to create an appointment there are a couple
ways to do that you could be on any of those
35040.539 -> views it doesn't matter which one but the day view
let's say I go here it's about 12 o'clock let's
35046.598 -> say at two o'clock I select the block of time and
I just type the appointment that I want to create
35053.379 -> so for example and then simply hit enter at this
point notice that once I hit enter the appointment
35060.699 -> has been entered at this stage I have additional
options here that show up about my appointment so
35066.699 -> I could choose to show this as busy or tentative
or I'm free and such or out of the office so
35073.48 -> free of course that means that somebody else can
schedule an appointment with me my calendar will
35078.578 -> look free to others even though I have something
scheduled for it working somewhere else and such
35084.641 -> or tentative and busy and out of office of course
that means what they say and somebody will see
35090.758 -> that you're busy at that particular point in time
for that block of time another way to create an
35096.098 -> this by simply clicking here on new appointment
and then putting the subject and then here I'm
35103.18 -> putting more details about my appointments
they could put in my location the date and
35108.938 -> time how long it's going to be and then I can
put also additional details about my appointment
35113.621 -> additionally we have more options as you can see
and we'll touch on some of those other ones such
35120.34 -> as the scheduling assistant and notes and all
that type of thing shortly here you notice you
35126.52 -> have this recurrence option and this is how
you can make a meeting so it shows up every
35132.52 -> let's say this meeting takes a place monthly on
the 21st of every month and then you want to end
35139.48 -> it after 10 occurrences so that's how you do a
repeating meeting so pick your parameters here
35145.898 -> and then click OK and then press save and close
now if we go into the monthly view this will show
35154.48 -> up the same way from month to month it's added to
your calendar so that's how you create a meeting
35160.84 -> for personal use and also create that meeting so
that it shows up from month to month you can also
35169.059 -> create a meeting for a specific date by simply
going to the date first here on the calendar
35174.641 -> so let's say you want to create a meeting for
the 18th of January click on the 18th here it
35181.598 -> takes you directly to that date and then pick
the time so eight to nine and the meeting has
35187.121 -> been entered also specify whether this meeting
is private or not notice up here on the very top
35194.68 -> there is this option for private on your Market
meeting as private that means that if you give
35200.438 -> access to an assistant or somebody else when you
give them access you can choose not to share the
35207.34 -> private meetings it will just show the time as
busy for you but they'll not see what you are
35213.641 -> doing this would come in handy for example you're
using your work calendar for personal meetings
35219.461 -> in the evenings and weekends take out the trash
or whatever your assistant doesn't need to know
35224.5 -> that seven o'clock you're going to take out the
trash you can just mark this meeting as a private
35229.059 -> meeting so this is how you control it you go
right here under this and you choose the mortgage
35234.277 -> private as far as the sharing aspect of it I'll
cover that in a separate video shortly [Music]
35240.82 -> thank you [Music]
35254.559 -> in this session I'll demonstrate how to invite
others to meetings using the Microsoft Outlook
35261.219 -> calendar Microsoft Outlook besides using it
for email can also be used in a powerful way
35268.719 -> for collaborating with others and choosing the
best times to meet and coordinate the meetings
35275.559 -> with others in your team and in your organization
and that's the main powerful features of Microsoft
35281.559 -> Outlook particularly in the corporate environment
it makes it a lot easier to determine what time
35287.438 -> and when they are available without having to go
back and forth with multiple emails as to one who
35292.359 -> is available for the sake of demonstration I
cannot use real accounts here for other users
35297.461 -> so I have two accounts that we are going to Tinker
with and hopefully you'll get the ideas to how to
35303.098 -> send the alerts and the requests basically once
you're in Outlook then you need to click here on
35308.68 -> the calendar option choose any of those views
right now it's on the work week and let's say
35314.199 -> that for tomorrow on Wednesday I want to send a
meeting request with somebody else well let's say
35319.898 -> I want my meeting to be at 10 o'clock so I can
either click here a new meeting or I can simply
35325.418 -> double click on this time slot from 10 o'clock and
I can put my details for the meeting right here
35333.938 -> specify the location for the meeting
beginning time and time you can put
35338.5 -> the different requirements for it and then
click here under the scheduling assistant
35345.578 -> this is going to give you your own calendar
however you can click here under add attendees
35352.719 -> search the global address list in your company
for another user in that company so I'll choose
35361.66 -> here instructor it's a generic account and then
I'll add them either as required or optional so
35370.84 -> you can pick and choose multiple users in your
company from here and let's say I choose test here
35380.078 -> and I have two other users and I'll make them
as optional attendance and then click ok now
35386.559 -> the system displays their availability in their
calendar by default in Microsoft Outlook all other
35395.078 -> users within Microsoft Exchange they can see when
somebody is available they can't see what you're
35401.801 -> doing during that time but they can see when you
are available for a meeting with them the spots in
35408.578 -> white that means that they are available the ones
in blue that means that they are not available for
35413.738 -> these other two accounts that means that they are
not using the calendar feature here therefore no
35418.18 -> information is available if I wanted to make it an
hour long I have a conflict with my own schedule
35424.66 -> here so you'll also notice some suggested times
here on the right hand side notice that they are
35430.598 -> a little bit earlier in the day for those however
you can also go and pick here additional times you
35436.301 -> can see and pick here the exact block of time that
would fit your need where it's available and open
35444.52 -> once you click the specific time that makes sense
to you you can choose a reminder then you and the
35451.898 -> person you're requesting a meeting with will be
reminded at whatever time you specify here and
35457.84 -> then choose whether this is reoccurring or not
then once you have selected the appropriate time
35463.418 -> you can go back to the appointment area and
put additional notes that you want to put in
35468.879 -> this area here go here under insert and insert
an attachment if you want it for the meeting
35477.52 -> then press send at this point the meeting
will be added to your calendar as well as
35484.898 -> the recipient will receive an email the email
will look like this and it will basically say
35491.559 -> please respond and I'm accessing this via Webmail
if we open this in Microsoft Outlook it would be
35499.121 -> something very similar to this it's basically
saying that your request is from such and such
35504.641 -> an individual and then the meeting is going to be
in such and such a time this is the attachment as
35511.059 -> a user you can choose to accept it mortgage
is tentative or decline it if you choose to
35516.641 -> decline it the sender is going to receive an
alert that the meeting has been declined and
35522.398 -> they will receive an alert provided you choose
that you want to send the response back you
35528.16 -> can send a response automatically whenever you
press a check mark here sometimes you can accept
35533.199 -> the meeting without sending a response other
times you might be best if you're not going
35538.539 -> to be attending the meeting just choose edit the
response first then press send here and this is
35545.379 -> the recipient on the other end that is sending
this and if we go back here to Outlook foreign
35554.738 -> confirmation it has been accepted and this will
also be in my email here so it will say accepted
35565.238 -> meeting for sales 2018 and also it will display
the note from the requester I could actually go
35572.918 -> here to my calendar and double click on it and
here it says that one has accepted it Zero have
35581.199 -> declined and so if you're planning a meeting with
multiple individuals this is a great way for you
35588.039 -> to coordinate when everybody is available and also
track who has accepted it and who has not now the
35594.641 -> way to track the exceptions is by going here under
the tracking option within your appointment I just
35601.359 -> double clicked on the appointment you click on
the tracking option and then you'll be able to
35606.098 -> see who accepted it and what the responses were
now sometimes there might be cases where you need
35613.18 -> to reschedule the meeting and you want to send
an alert to the individuals and such in that case
35618.879 -> all you have to do is go back to your calendar go
back to your meeting and then change the time and
35624.52 -> date for the meeting now as you are doing this you
might want to check for example that to use also
35630.758 -> the scheduling assistant after you have picked
the time and date you check the availability
35635.621 -> here know this on the 24th there's not much
happening for either one of us here for Friday
35640.777 -> then just select the new time and you go back
to your appointment and then you can put notes
35649.418 -> and give more details and then notice press send
update here and then the recipients on their end
35657.578 -> will receive an email like this the old date
has been crossed out the new one and you need
35663.219 -> to respond to it these are the responses from
the user side of things they'll press to send
35670.719 -> the response as attending it and then you as
the planner and core coordinator of the meeting
35677.559 -> you will receive an alert of the new confirmation
from the individual that's you invited so it will
35685.359 -> be here under the email that they accepted it
and also you can go under the calendar location
35691.539 -> double click on it and then go under tracking and
you can see who has accepted it and who has not
35698.438 -> so that's how the whole process works on inviting
somebody for a meeting coordinating the best time
35704.918 -> for everyone and checking the tracking who has
accepted the meetings and who has not [Music]
35723.098 -> in this session I will demonstrate how to share
your calendar with somebody else there are times
35728.379 -> where in a business environment you want to share
your calendar so that somebody else has access to
35734.379 -> it to either view the available times or to even
manage your schedule by the way remember that
35741.219 -> this is recorded in 1080P and it's best to view
this tutorial in full screen for better quality
35747.52 -> and better resolution so to share your calendar in
Microsoft's Outlook and there are a couple ways to
35752.621 -> do it you can either go here under share calendar
on the top or you can right click on your own
35757.598 -> calendar here and choose share now if we go here
under share calendar on the top click on share and
35765.16 -> then simply put in the email address of the user
with whom you want to share your calendar we'll
35770.98 -> share this with the online instructor account and
then you can also ask them for permission to view
35778.18 -> their calendar as well at the same time as you're
sharing your account there you need to Define what
35784.961 -> permissions do you want to Grant to them so in
this case you go here under details and you can
35791.141 -> choose limited details full details and such just
see the full details they'll see all the details
35798.758 -> about that specific meeting so you choose the
proper options that you want to share and then
35805.121 -> press send it wants to confirm that we want to
still share our calendar with these permissions
35811.18 -> you say yes and confirm this the recipient there
and will receive an email very similar to this
35816.758 -> they will click on it and they'll choose to accept
the invitation to view the calendar now if we
35824.379 -> CL and by the way I'm using the web version or
Outlook web for here to access the email account
35832.121 -> of the person that we shared the calendar with
so here they'll click on accept and then notice
35842.5 -> under calendars here they can view their own
calendar which is this one the one in blue
35849.16 -> or they can view also the distance learning staff
account in this case I don't have any appointments
35856.66 -> entered but let me say I want to enter an
appointment right here and now if we go here on
35861.578 -> the web of the recipients account notice that that
appointment now has been synced and it's available
35869.559 -> and accessible so that's how you share your
calendar with somebody else you can also check the
35876.938 -> permissions for your calendar and assign multiple
individuals multiple levels of access to your
35884.438 -> calendar so the way you do that is by clicking you
click here on your own calendar and again we are
35890.199 -> back to Outlook at this point and then go under
calendar permissions or right click and choose
35896.258 -> properties so either one of them it should get you
to the same thing now if we go here under calendar
35903.34 -> permissions or right click on properties it'll
bring up to to this here notice these are the
35908.918 -> default all permissions in other individuals by
default they can view the free and busy times for
35914.02 -> us if you don't want them to view anything of your
calendar you can change the defaults over here
35919.84 -> now notice that online instructor we shared
our calendar a moment ago with them these
35928 -> are the permissions that have been granted to
the online instructor if you want them to view
35933.098 -> also additional details they you can change
the permissions right here you can also add
35940.418 -> other permissions in there and you can add
an another individual in here and Grant them
35947.02 -> specific permissions to your calendar you can give
them full details to your calendar they can create
35953.859 -> folders and subfolders and all that type of stuff
here so basically you're giving them the review or
35960.398 -> permission in this case to remove somebody from
your permissions list you can simply click here
35966.938 -> under that individual account and then choose
to remove that individual from the permissions
35973.777 -> and then simply click ok so that's how you share
your calendar with somebody else and that's how
35980.5 -> you view the permissions of your calendar with
other individuals that you have granted access to
35993.18 -> [Music]
35994.18 -> in this session I'm going to demonstrate how to
give delegate permissions to someone else to your
36007.141 -> calendar and also your account in Microsoft
Outlook delicate access is basically somebody
36013.621 -> creating appointments managing your calendar
and creating entries as if it were you so we
36021.059 -> go here under file and then we go here under
account settings and then we choose delegate
36027 -> access we choose the option for ADD and then we
search for the individual we find the account
36033.48 -> that we want to give delegate access to we click
on ADD and then click OK we can give access in
36041.16 -> a granule way to various aspects of our calendar
here so notice and also other options as well in
36049.379 -> Microsoft Outlook so notice that you can choose
whether the delegate received copies of meeting
36055.738 -> related requests so this is where you can control
whether somebody will receive those email requests
36061.199 -> on your behalf now for tasks and control the
properties for here whether they can create and
36066.84 -> edit and modify or whether they get no access to
your tasks inbox this is for email this is where
36074.52 -> you're granting them access to create and send
email on your behalf and author and create items
36081.301 -> so you can choose the appropriate option here
then under contacts as well the same thing and
36088.32 -> then also for the notes so you're basically grant
them specific access to each individual item you
36096.598 -> can also choose whether the delegates can see
private items private items are when you create
36102.598 -> and in your calendar and meeting but you mark it
as private this is how you can control whether
36110.758 -> they can view your private meetings or not and and
then you can also send them a quick email that you
36118.32 -> have granted them permissions and such then you
click OK here and then notice you can see who has
36124.559 -> delegate access and you can view the permissions
in other properties in here then click ok
36130.801 -> now the recipient's mailbox they'll have
received an email similar to this and again
36135.598 -> I'm using the Outlook web access here and
it's summarizing the permissions that you
36141.48 -> have granted to that specific individual
so that's how you share your mailbox
36146.16 -> and the mailbox item such as the calendar
contacts and tasks and such with someone else
36159.68 -> [Music]
36160.68 -> in the next couple minutes I'm going to
demonstrate how to open a shared calendar so
36170.82 -> I'm going to start by first sharing the calendar
with somebody else and then opening that shared
36176.398 -> calendar because I'm using both Outlook and I
need access to two accounts I'm going to open
36182.277 -> the second account here via the Outlook Webmail
the individual that wants to give me access
36189.359 -> um in their account here so we go under the
calendar click on the calendar and then choose
36195.84 -> share on the top or you can right click and choose
sharing permissions either one of those it's the
36203.039 -> same way so then here under share with on the
share the calendar from the online instructor
36208.559 -> account with a distance learning staff account
so I go here and share it with the DL staff and
36214.738 -> then here you can choose how you want to share
your calendar it's very similar to the previous
36219.48 -> session that we did on sharing the calendar from
Outlook we can choose to give them the specific
36225.238 -> permissions including the delegate permission
and in this case I'm just simply going to say
36230.578 -> full details that means they can view the full
details and then simply press send now this
36237.418 -> point the recipient will get an email with a link
to open a shared calendar notice if I go to my
36245.16 -> email now the distance learning staff account and
then notice you have the option for accepting the
36252 -> invitation to open that shared calendar now if I
choose to accept it from here it takes me directly
36259.918 -> to my calendars or I could have gone to calendars
here sometime later and there is a shared calendar
36267.66 -> for online instructor if you don't want it you
can simply uncheck it here and it will be not
36274.859 -> displayed of course as you are working with the
calendar remember that you have these different
36279.121 -> views on the top as well if you're working
with shared calendars remember you can also
36285 -> overlay those calendars they don't have too many
meetings at this point in these calendars because
36290.82 -> it's just for the sake of the tutorial but you
can actually right click on one of the calendars
36296.461 -> here and choose overlay and it's basically going
to Overlay one on top of the other if you don't
36303.84 -> want the overlaying anymore you can simply right
click and choose to change the overlay remember as
36310.02 -> well when you're working with shared calendars
or any types of calendars you can search for
36314.34 -> specific appointments and things of that nature
here on the top right side and it should display
36319.5 -> the different meetings and search your calendar
for all the different meetings that you have to
36325.918 -> clear the filter you simply click on the X here
on the top right if for some reason you don't
36330.961 -> want access to that specific calendar anymore you
can just right click on it choose delete calendar
36335.578 -> that's going to delete it only from your account
from showing up it's not going to delete that
36340.559 -> visuals account if for some reason you didn't
get that email to open the shared calendar or
36345.84 -> the individual didn't send you the option
for the email you can also open a calendar
36351.238 -> by going to the calendars option here and
then you click on open a shared calendar
36356.938 -> or open a calendar and you can choose from the
address book or under the shared open a shared
36363.66 -> calendar and then you search for the name of the
individual that has potentially shared it with you
36372.777 -> and notice since they had shared it with
you the system just opens it and it will be
36377.641 -> added to your list of calendars if they had not
shared it with you already then you can ask for
36383.039 -> permission to share it and they have to Grant
you permission first that's how you share a
36387.539 -> calendar from Outlook web and then open it here
in Microsoft Outlook the reason why we have to
36394.738 -> use the Outlook web again it was because of the
Dual account thing for the sake of this tutorial
36406.82 -> [Music]
36407.82 -> in this session we are going to explore the people
Hub in Microsoft Outlook one of the nice features
36420.961 -> of Outlook is that it incorporates multiple
modules we discussed so far the mail module
36427.68 -> we discussed the the calendaring option for making
a point nonsense scheduling events and things of
36433.738 -> that nature and now we are going to explore the
people module people module it used to be called
36439.379 -> contacts in the previous versions of Outlook and
it's still the same type of idea you're managing
36446.52 -> the people or the contacts in your Microsoft
Outlook so we click here on people in the bottom
36454.078 -> uh bottom left of course you have the list
of contacts you can search for these contacts
36461.758 -> and then typically it will display the information
here on the right hand side if there was further
36468.18 -> information now in my case I just imported some
very basic information for each individual but
36475.258 -> typically you'd have a lot more information on the
right hand side you have the different letters of
36480.059 -> the alphabet so if you have if you want to list
all the people starting with G in this case it's
36487.379 -> by last name so G is sorting them by last name
so we can skip to that specific letter and then
36494.277 -> the details once we click on each individual the
details will show up on the right hand side now if
36500.277 -> we wanted a different view for this no this is
the right here under the current the different
36505.801 -> views or current view you can change this so
that default is the people View and then if
36512.938 -> you want the business card something like this
if you want to see the full card the full card
36519 -> it'll be basically all the information related
to that individual and that we have entered in
36526.02 -> my case again I don't have that much information
entered so not much is going to be displayed but
36531.898 -> that's how you change it if you want to just view
their phone numbers if you want to view a listing
36537.719 -> of them additionally here on the left hand side
you have the options for creating a new contact
36543.66 -> so that'll just play in a moment then creating
a group a distribution of this deleting the
36551.641 -> contact of course you can do it from here and then
scheduling a meeting without a specific individual
36556.918 -> from here and so on then further to the right you
can create a mail merge directly from the contacts
36564.777 -> option and some of these options I'll cover
them in a moment as well but for now we are just
36569.398 -> exploring this General Hub or the this module
within Microsoft Outlook and then if somebody
36575.879 -> shared contacts with you you'd open those shared
contacts from this option as well Additionally
36582.059 -> you can categorize those specific contacts by
choosing specific categories or color-coded
36589.02 -> categories and if you don't like some kind of code
or setting here you can create new categories from
36596.277 -> the all categories option following up and also
marking a contact as private that typically is
36604.738 -> useful if you don't want your assistant let's
say You have given delegate access to somebody
36610.199 -> for your full mailbox or just contacts or a
specific module in your marketing a contact
36617.277 -> or an item as private in that case by default
the delegates cannot view the private contacts
36626.039 -> or items Now to create a contact you click here
on a new contact and then basically just fill in
36633.66 -> all this information for that specific contact so
we put in the full name the job title the email
36640.438 -> address and basically fill in the web page the
business address home address and such then you
36647.219 -> put in their phone number the home number Fax
mobile and all that type of thing Additionally
36652.918 -> you can place notes in here as well so basically
the idea here is to place as many details as you
36659.82 -> can for this contact notice you also can add
a picture to your contacts by clicking on the
36666.359 -> picture item right there and you have to locate
the picture that you have for Huber then click
36672.598 -> OK and notice the picture will be placed as part
of that contact then we click on Save and close
36680.938 -> and now that should be listed here under Hubert
Sims so notice it's down here and notice at this
36689.461 -> point is displaying all the different fields that
we have completed or filled up for this contact so
36696.121 -> that's how we create a contact within Microsoft
Outlook the people Hub or the people module
36709.461 -> [Music]
36710.461 -> in this session we are going to learn how to
create a contact group or a distribution list
36723.48 -> within Microsoft Outlook so we are here under the
contacts module in Microsoft Outlook and we have
36730.078 -> these specific individuals so let's assume that
every so often you need to send out an email to
36736.801 -> a distribution list to create a distribution
list we go here under new contact group and we
36743.52 -> first have to give a name for this distribution
list or for this contact group so we'll call it
36750.18 -> new faculty lit and then the next step here is
to add the members to this distribution list so
36758.039 -> we click on ADD members and you can add members
from the Outlook contacts that you have within
36764.16 -> the people module in Microsoft Outlook or you
can choose the address book the address book is
36771 -> the company-wide address books in Microsoft
Exchange or you can just simply add one manually
36778.5 -> to that distribution list by typing in their email
address first we are going to add this from the
36785.398 -> contacts that we have in Microsoft Outlook so
click on it and then notice we have here we
36792.059 -> can search by name and it's going to display all
the names here of our contacts or if we wanted
36798.059 -> to search by more fields for example such as last
name and so on then we can just still simply type
36805.559 -> it in there and then press go and it will display
the contact that we want can either double click
36811.918 -> on it and it will put it under the members
list here in the bottom or if we go back to
36817.621 -> here to under name only and we browse through
all of our contacts we could simply hold down
36824.098 -> the control key and pick whichever individuals
we want to add to that distribution list or to
36831 -> that group once we have selected that by holding
down the Ctrl key and clicking on each name then
36838.738 -> we click on members that basically adds them to
the members list then click OK and then at this
36846.121 -> those members that we picked have been added
to the distribution list the next thing that
36851.879 -> you need to do from with this distribution list
is to save it because otherwise if you're not
36857.398 -> you're going to lose it it's like so we click
here on Save and close and now the distribution
36863.039 -> list should show up in the list of contacts in
here now if we wanted to search for it notice I
36869.938 -> just type part of the name now this this is our
distribution list and you can expand this list
36876 -> review further more you can double click on it
and it will open up that distribution list where
36881.699 -> you can add more individuals to it or take some
individual out from here now to add additional
36888.059 -> members you can go also and use the address
book if you wanted to add an address manually
36895.078 -> you simply can fill in the display name and the
email address of course it has to be a correct
36900.961 -> email address I'm making that up at this point
we click on OK and it's the system is going to
36906.121 -> add it to the distribution list now to save it you
simply click on close and it will save it now to
36913.32 -> use a distribution list you simply can either come
here to contacts and then open the new faculty
36921.48 -> distribution list by just double clicking on it
and then choose here to email them so this is one
36928.859 -> option and then just simply type in the subject
and then the message simply press send just like
36936.777 -> you'd send another email now all the members in
that distribution list will receive the email
36942.359 -> now keep in mind also the distribution lists you
cannot make them with thousands and thousands of
36947.16 -> email addresses that's because a certain email
systems they will limit the number of recipients
36954.121 -> within a distribution list so therefore it's best
to have those lists in smaller chunks or smaller
36961.32 -> parts if you're going to have hundreds of them if
you're going to ascend to thousands of users and
36967.801 -> such you can either consider it an email merge or
you can consider some other tool for Mass mailings
36974.879 -> and such you can also send to a distribution list
from the email module as well so if we go back to
36981.777 -> the email module here and we click on the new
email and then just start typing in here new
36988.438 -> faculty now right now it's showing up for
me automatically because I had used it a
36993.719 -> moment ago but if for some reason that does
not show up for you or you're not sure how
36999.539 -> to navigate to it you can either hold down
the control key and press K and it'll look
37004.879 -> it up automatically for you that's a trick for
using names or you can click here under the two
37012.141 -> and then search for your distribution list and
notice we have new faculty here and then click OK
37018.98 -> and now it's you can send the email that way or
the control k option is basically the type part
37026.719 -> of the contact's name or the distribution list
name you hold down the control key and press K
37033.859 -> it'll populate that automatically for you and
it'll bring all the possible options as well
37041.418 -> so that's how you create a distribution list
or a group of contacts and that's how you send
37058.539 -> [Music]
37059.539 -> in this session I will demonstrate how to share
contacts with another individual from Microsoft
37068.898 -> Outlook so we are here in the contacts module
or in the people module in Outlook and notice
37076.277 -> we have here my contacts and at this point I want
to share this with another individual from here I
37082.578 -> click on contacts right below my contacts and then
click on share contacts and then you choose the
37089.18 -> individual that we want to share the contacts with
and then press send now this we have to confirm
37095 -> the permission that we want to authorize here
click on yes once you have shared your contacts
37101.777 -> with that individual on their end they will be
able to open the contacts that you have shared
37106.461 -> with them and the way they open those contacts
would be for them to go to the people module to
37112.219 -> go under the contacts option for them and then
they'll click on open shared contacts and then a
37119.359 -> search for your name the DL staff in this case and
then the contacts that you have shared with them
37126.199 -> will show up under here under the shared contacts
I cannot demonstrate this for now because I've
37131.777 -> had to open two separate sessions of Microsoft
Outlook in order to actually demonstrate it fully
37147.699 -> [Music]
37148.699 -> in this session I'm going to demonstrate how
to update the contact details and also how to
37160.34 -> share your contact with another individual via
email how to send what's called a v card let's
37167.238 -> say we have here the Hubert account and to
update that Uber's account of course we can
37172.879 -> search for it get to this contact and then double
click on it and then update any of those fields
37180.5 -> and put additional information in there and such
so the idea here is how to update your own contact
37186.621 -> and then send this as a v card to somebody else
whenever you're meeting with somebody and such
37193.16 -> instead of exchanging business cards you're
sending them in electronic business card of
37198.801 -> course it's important here not to include any
information that you don't want them to have
37204.5 -> so you want to kind of clean out and polish your
business card with only the information that you
37210.738 -> want once you have updated a business card you can
click on Save and close or you can actually send
37217.098 -> it from here as well notice you can customize
all kinds of other things it's very similar to
37222.559 -> what we did a moment ago you can change the image
size in the background and all that type of thing
37227.898 -> and customize it with all kinds of additional
properties that you may want changing it just
37236.539 -> like a real business card click OK and then press
to save the changes and then if we wanted to send
37244.16 -> this as a business card to someone we can click
on the card name here and then you can choose
37250.879 -> to forward it to send it and send it as an Outlook
contact or as a business card both of them they'll
37258.859 -> be just like a business an attachment to that
specific email so if we choose as a business
37264.859 -> card it'll look like that and then you can
send it to that specific individual press send
37272.359 -> and they on their end when they go to their email
they'll receive an email very similar to this and
37279.199 -> they can also notice they are getting the business
card to download it as well so if I click here to
37285.859 -> download and then once they downloaded they can
add it to their contacts whether in Windows or
37292.398 -> if they're using Outlook they'll be able to add
it to my Outlook as a contact in some other cases
37299.777 -> where the contact already exists with pretty much
all the properties you can simply click on update
37306.32 -> here and it will update all the different
properties for that content so that's how
37311.301 -> you update a contact update the business card
for the contact and send it to somebody else
37323.621 -> [Music]
37324.621 -> in this session I'm going to demonstrate how to
track email correspondence with other individuals
37336.078 -> in Microsoft Outlook by using the people pane
within the email module we are interacting
37343.039 -> back and forth with a lot of individuals and
we want to make sure to see very easily all
37348.859 -> the correspondence back and forth whether it's
meetings or emails and such without individual
37354.379 -> the trick here is to go back to the email
module and then go here under the view tab
37362.059 -> in the ribbon and then enable the people pane
here under people pain typically by default
37369.5 -> that is off so we want to choose here and normal
and that enables this stuff here in the bottom all
37378.141 -> the correspondence all the attachments all the
meetings that you have had with that individual
37385.52 -> this is just another email but basically for every
email or every contact that you're interacting
37391.16 -> with you're looking to all the interactions
that have taken place between back and forth
37397.219 -> whether they are mail messages whether they were
attachments or even meetings in this case I don't
37402.32 -> have many meetings here but that's where they
would show up you can also sort them either
37407.48 -> direction Additionally you know this you can
collapse this and then when you need to you can
37413.359 -> bring it up or down and hide it or unhide it so
this is a really powerful feature in identifying
37419.898 -> and keeping track of what the correspondence
in one snapshot as you're navigating through
37424.641 -> your messages and mean keeping track of what your
correspondence was with that specific individual
37437.559 -> [Music]
37438.559 -> in this next session we are going to learn how
to use Quick steps in Microsoft Outlook 2016.
37450.738 -> the quick steps are a way for us to automate
some of the processes in managing mail and
37457.758 -> simplifying our workflow throughout the day in
Microsoft Outlook here's how it works basically
37463.641 -> let's say we have specific emails and we want to
mark them with a single click as work related or
37470.059 -> kind of categorize them or have the system do
something with a single click so here in our
37476.539 -> case let's say I want to mark this as work
related I simply click on the message then
37481.098 -> go here under work related and the system will
categorize it under work related automatically
37487.039 -> you can delete and reply to it or you can send
this to the manager or a team or Market is done
37494.66 -> so if I want the market is done just click on
done and then choose to move it's a folder and
37500.719 -> then press save before you start using those
quick steps it's actually important that you
37506.961 -> tweak those steps to do what you want it to do
so if for example to manage you have to Define
37512.84 -> who your manager is so it's going to forward the
message to that manager but the system first needs
37519.859 -> to know who the manager is or if you want to say
this I wanted to send it to the whole team you
37525.98 -> have to tell the system who the team members are
so to customize those all you have to do is you
37532.098 -> go down here to the bottom of this option here
and you choose manage quick steps here under two
37538.699 -> manager and notice it's going to forward it and
but yet we need to specify who the manager is by
37545.301 -> clicking here on edit and then under the two we
need to specify the email address of the manager
37553.098 -> and in my case I'm going to use a generic account
it's going to forward it by default but you can
37558.078 -> choose additional actions here as well as to what
to do and and such but for now it's just going to
37564.258 -> forward it by default then you can also specify a
shortcut for this so if you press Ctrl shift and
37571.699 -> one for example that will take that action with
a single keyboard shortcut then you press save
37579.918 -> then for the team email that you need to specify
as to what you wanted to do here it's going to
37586.039 -> create a new message but we need to still
tell the system who the team members are
37592.277 -> you just need to keep on typing the email
addresses and you can have multiple actions
37598.398 -> again like let's say Market is important you
can choose the action here under the drop down
37603.559 -> to mark it as important then you can assign also
a keyboard shortcut as well and then click on save
37610.34 -> you can create additional quick actions as well
with that single click so click on OK here and now
37618.621 -> if I wanted to send let's say this message to my
manager you just click on manager now this you can
37624.801 -> customize and add some additional detail here and
then press send so it knows who to send it to and
37631.398 -> and such it's going to copy the message and
forward it to them if you wanted to create a team
37636.738 -> email you simply click on team email it's going to
have all the addresses of the team you just type
37642.738 -> in the subject you can even pre-fill that the
subject if you wanted by modifying the criteria
37648.918 -> there and or the definition of the team mail and
then press send again the idea here is to use
37655.879 -> those quick steps to simplify your work so first
you have to define those steps customize the steps
37662.539 -> and then start using them by either a shortcut
key or by simply clicking on those options
37676.84 -> [Music]
37677.84 -> in this session we are going to move to another
module within Microsoft Outlook and that is using
37690.141 -> tasks so if we go here in the bottom left under
the list of modules we'll click on tasks and this
37696.801 -> is where you can see the list of tasks that you
have to complete or you can Define create new
37704.18 -> tasks and such this is kind of the Hub of all
your tasks within Outlook tasks can be created
37711.801 -> as you're viewing the emails to follow up with
something so for example in here flag this item
37718.52 -> to follow up with it and that will show up under
tasks once I get to the tasks module so notice
37727.52 -> I can go in here and also use follow-up next week
or tomorrow and such so it's going to put the flag
37733.879 -> here but yet those tasks then will show up in the
tasks module and they're not as I said to follow
37741.078 -> up with it tomorrow it's marked here for tomorrow
and this is for today so in the tasks module in
37747.258 -> the top left here you have the option to create a
new task to create a new email to delete specific
37752.48 -> tasks then you can manage those tasks and mark
them as complete so for example this one let's say
37759.199 -> I worked on it now I want to mark it as complete I
can mark it right here and now it will take it off
37764.719 -> the list additionally here on the right hand side
we can view various options such as the detailed
37770.961 -> items for the tasks here the detailed view or a
simple list view or the to-do list what remains
37779 -> to be done or view of the prior Authority By
Priority active tasks that I have to complete
37784.82 -> and completed tasks so basically we're just
changing the different views and sorting through
37791 -> those different views remember also you can search
for specific tasks here on the top right by simply
37798.5 -> typing in there so notice I'm searching for the
word published and these are the two tasks that
37803.719 -> have that word in there to clear the filter we
click here on closed search and then the filter
37809.238 -> will be cleared so you have here my tasks you have
the to-do list things that are marked from your
37817.277 -> email and then you also have specific additional
tasks Now to create a new task we can either type
37824.48 -> start typing right here or we can go here under
new task and then give it a subject and then you
37833.598 -> can specify the start date and the end date and
then whether the status what the status is whether
37840.258 -> you have started or whether it's in progress
and such and then you can also set a reminder
37847.219 -> the time as well and then you can place here
details basically all the details that you
37853.82 -> want to know you can also schedule it so it occurs
at a specific time and date and if you want that
37862.641 -> to take place you go here under recurrence and
then you choose let's say every week on Monday
37869.121 -> starting from this date to that date and then end
it after three occurrences then you click OK and
37877.82 -> now it's going to schedule it so that it takes
place in the sequence that you specified you can
37884.059 -> also categorize this to be clients or whatever
it is if you want to just specify then you can
37889.938 -> also Mark it as of high importance and then
also Mark it as private if you don't want your
37896.48 -> delegates with whom you have shared your calendar
to be able to see that task and of course you can
37903.199 -> insert additional modules and additional things
here very similar to the email to format this
37908.238 -> however you want so this is kind of the fancy way
of customizing your task content then click on
37914.121 -> Save and close and now the task has been listed
here and has been created you can choose the
37920.059 -> different views if you wanted to now at certain
times you might also want to send a updates for
37926.539 -> this task so to send an update for the task you
can simply open up the task here and then you can
37932.719 -> choose here the option to send report so send the
report you can put the individual's name in there
37940.219 -> and then it's going to copy all of the details
about your task and just type a quick report
37948.02 -> and then press send and that's how you
send a status report notice as you are
37953.961 -> changing the status report you can
also change here the percent complete
37959.961 -> now this is also under the status itself you can
change it to in progress and update the status
37965.359 -> as to what you want so basically the idea here is
that you are creating tasks keeping track of those
37972.859 -> tasks and details on them to Mark the task as
complete click here Mark as complete when ready if
37980.059 -> you're in the email module here you can change the
view so that the tasks will show up on the right
37985.82 -> panel here to do that you click here on view and
then you go under the to-do bar on the right hand
37992.059 -> side and you choose tasks here and then the tasks
will be listed so they are available to you from
38006.719 -> [Music]
38007.719 -> in this next session I will demonstrate how
you can assign a task to someone else within
38018.879 -> your organization this comes in handy for you
to keep track or to have other individuals with
38026.801 -> whom you work complete certain tasks and send
you updates every so often you can either use
38032.98 -> an existing task for this or you can create a
new task so let's say we create a new task here
38038.621 -> and then the start date let's say it will be
today the end date it will be six months from
38044.559 -> now you can set it so that it sends a reminder
the day and the time for the reminder and such
38050.199 -> and then the priority you can specify with its
high priority and such post the details down here
38056.141 -> and if you wanted the recurrence as well you can
change it from here like we did earlier to assign
38063.219 -> it you simply click on the assign task then you
specify who you want to assign it to and then
38070.359 -> you have the subject the details for here and
such and then you want to keep an updated copy
38077.379 -> of this task in your task list and also send me
a report when the task is complete once Hubert in
38084.879 -> this case completes the task then you'll receive a
report and also you'll be able to see the details
38091.359 -> of that task from the list of your tasks in your
task list so we press send here and in this case
38097.238 -> the owner of this task becomes Hubert since we are
assigning it to him the individual will receive
38104.621 -> the task it will show up on their task list on
their Microsoft Outlook account and once it's
38111.461 -> completed you'll receive an email now for you
as well it'll show up over here under the task
38116.98 -> if you choose to have it under the along with your
Outlook mail here or it will show up on your tasks
38124.598 -> list if you wanted to send an additional note or
something or an update or request a status report
38132.82 -> or what you can simply go here under send status
report and just add additional details about that
38140.141 -> task so notice it's waiting for a report from the
recipient so that will show up on their account
38147.098 -> until it's completed and more access complete so
that's how tasks work in a nutshell in creating a
38155.141 -> task in assigning a task to another individual and
the power of outlook here comes in being able to
38160.598 -> assign those tasks to other individuals within
your team and being able to keep tackle them
38178.738 -> [Music]
38179.738 -> in this next session I'm going to go over
the notes module within the Microsoft Outlook
38186.219 -> application if you go here on the left hand side
next to the tasks item you should be able to
38192.52 -> locate the notes option if you can't see it and
such by the way you can click here on navigation
38198.219 -> options and choose how many number of items to
be showing in there now the notes are designed
38205.121 -> so that you can just create simple notes for
you to keep track of things this could be as
38210.34 -> simple as a telephone number if you don't want
to create a contact or a note to remember to
38216.461 -> do something these are not tasks but just the
simple sticky note basically so on the Node
38224.258 -> module you'll have the nodes here on the left hand
side you have the options to create new nodes to
38230.98 -> create new items and such then to see the
different nodes as a list or as an icon in my
38237.879 -> case I don't have many or any nodes at this point
but you can change the view from here and the
38244.059 -> notes that you have created in the last seven
days now to create a new note all you have to
38248.559 -> do is click on new node here and simply start
typing you can resize those notes name it here
38257.32 -> and that is one of the notes of course when
creating those notes you can simply copy and
38263.559 -> paste the content from whatever other sites
and such for the directions and things of that
38269.32 -> nature that you want to keep track of you could
share them with other individuals if necessary by
38276.758 -> just choosing share notes here and then specify
the email address of that individual that you
38283.539 -> want to share them with and they'll be able to
access them from Microsoft Outlook on their end
38296.52 -> [Music]
38297.52 -> in this session I'll demonstrate how
to forward your email from Microsoft
38309.52 -> Exchange account to another personal email
account this is provided that your company
38315.039 -> allows you to do that the best way to do this
is by using Microsoft Outlook web access or
38322.418 -> the web module for Microsoft Exchange so to
do that you basically log into your exchange
38328.598 -> mail over the web and then you go here
under the gear icon and of course we are
38334.66 -> using here Microsoft Exchange 2016 then go under
options and then go under inbox and sweep rules
38343.66 -> here we're going to create a new rule
by clicking on this add icon and then
38349.301 -> we're going to say forward email and then we
choose one of the options one of the conditions
38356.68 -> apply it to all messages and then do this do
the following action for all the messages so
38362.859 -> we want to forward or redirect or send it
so in this case we want to keep an email
38369.098 -> in the mailbox but then forward it to another
account or another individual automatically
38376 -> here we click on forward the message to
38381.34 -> and then if it is within the organization you
can search for people over here if it's outside
38387.879 -> of the organization you can just type the the
email address next to the word to it's a little
38394.898 -> tricky there because you don't figure out that
that's where you'd be typing but that's how it
38401.379 -> is so you just type the email address in there
and then we press OK here now at this point all
38407.98 -> the new mail messages will be forwarded
anything from online instructor here will
38413.379 -> be forwarded to DL staff account and also the
email messages will remain in your email box
38421.66 -> so you can use this to forward to a personal
Gmail account or some other account so that you
38428.801 -> have one mailbox to manage provided your company
allows this by the way you can do these rules for
38435.699 -> specific messages just if it has a keyword in
it to take a specific action and such and those
38443.738 -> specific rules you can do them from Outlook itself
or through the web module of Microsoft Exchange
38450.098 -> now if we want to deactivate this rule we go
back here under the options the gear icon go
38456.219 -> under options and then under inbox and sweep rules
and then choose to deactivate the rule and then
38463.059 -> press save changes of course you could delete
it as well if you're sure you no longer need
38476.16 -> [Music]
38477.16 -> in this session I'm going to demonstrate how to
work with the Outlook data we're going to cover
38489.34 -> how to backup your outlook mailbox so to back up
your outlook mailbox you go here under file and
38498.277 -> then you go under open and Export and then choose
here import export and then choose to export to a
38507.16 -> file so we are going to backup to create a PSV
file of your Outlook data then we click on next
38514.418 -> and then we want to choose the Outlook PST and
then you choose your whole mailbox with all the
38521.98 -> messages and such including the subfolders then
click on next choose where you want to back it
38527.801 -> up notice it's putting under documents Outlook
and all that type of thing click on finish and
38535.418 -> then press OK it's going to take a little
time depending on how much data you have in
38540.52 -> this case it didn't take as much because this is
just a test account for us to do this tutorial
38545.559 -> now to restore this file you could either go here
under file and then choose open and Export and you
38557.438 -> could open a data file from here so you can open
that specific backup file and now that backup file
38565.777 -> that we had from before it has all the messages
all the stuff that we had from before in here
38573.52 -> so that's one way to open it the other way is
that you can do it is if you don't want a separate
38578.98 -> data file from here and let's say you're setting
things up from scratch or the system crashed or
38585.699 -> you want to get to those old messages to import
you can go here under file and then choose open
38593.02 -> and Export choose import export and then you can
choose to import from another program or a file
38602.621 -> so we're just doing the reverse now we are
importing we click on next we choose data file
38608.258 -> PST next we find the backup where we have stored
it earlier and then click on next and then it
38616.18 -> will repopulate it will recreate and add all those
items to the same structure of your actual account
38625.539 -> so I'm not going to do that in this case because
there's no need for me to do it but it'll kind of
38631.059 -> replace all the stuff here on the left with items
that you had backed up from that PST file now the
38639.277 -> nice thing here is also from time to time if you
have a lot of contacts that you can export those
38647.02 -> contacts only to a PSD file and restore them or
have them as a backup and such so basically the
38654.398 -> idea here is we are backing up and restoring
only certain parts of that Outlook account
38662.98 -> so we click here on file and then choose
open and Export we go under import export
38669.938 -> we choose export to a file next and then
we choose PST next and then here go and
38678.699 -> pick the contacts that you want so we
want just the contacts module choose
38684.398 -> the subfolder for contacts and then click on
next and then you can call this just contacts
38693.098 -> finish you can choose to enter a password
38696.398 -> there's typically no need to enter a password
unless you want it to be really secure and then
38702.098 -> at some point in time or to restore it you simply
go under file import export import from a file
38712.961 -> PSD browse for it so we want contacts and then
you can choose to allow duplicates or not and
38723.52 -> then just press next and it'll bring in all those
contacts you can choose where to place them in
38729.039 -> what account and such and press finish and then
the contacts will be imported so in this case in
38737.199 -> the second scenario we imported only a specific
item from our Outlook account so this is it uh
38746.078 -> thank you for watching and for making it this far
in the tutorial I hope this has been helpful for
38751.598 -> you subscribe to this Channel first and view the
other resources that are available within this
38758.199 -> YouTube channel and spread the word that is one
way that you can help with this work my hope is
38764.199 -> that people are from across the world will be able
to use these resources to advance in their careers
38770.141 -> to advance in their knowledge and even for those
that are disadvantaged that they cannot afford
38775.238 -> to pay for a class online and such that they
can take advantage of these resources foreign
38785.801 -> [Music]
Source: https://www.youtube.com/watch?v=tkbtOJXzcbk