Office 2016 Instructor’s Manual Page 1 of 9

Illustrated Course Guide Microsoft Office

365 and Access 2016 Introductory 1st
Edition Friedrichsen 1305878469
9781305878464
Download full solution manual at:
https://testbankpack.com/p/solution-manual-for-
illustrated-course-guide-microsoft-office-365-and-
access-2016-introductory-1st-edition-friedrichsen-
1305878469-9781305878464/

Download full test bank at:

https://testbankpack.com/p/test-bank-for-illustrated-
course-guide-microsoft-office-365-and-access-2016-
introductory-1st-edition-friedrichsen-1305878469-
9781305878464/

Office 2016 Module 1: Getting Started with Microsoft Office 2016

A Guide to this Instructor’s Manual:
We have designed this Instructor’s Manual to supplement and enhance your teaching experience
through classroom activities and a cohesive module summary.

This document is organized chronologically, using the same heading in blue that you see in the textbook.
Under each heading you will find (in order): Lecture Notes that summarize the section, Teacher Tips,
Classroom Activities, and Lab Activities. Pay special attention to teaching tips, and activities geared
towards quizzing your students, enhancing their critical thinking skills, and encouraging experimentation
within the software.

In addition to this Instructor’s Manual, our Instructor’s Resources Site also contains PowerPoint
Presentations, Test Banks, and other supplements to aid in your teaching experience.

© 2016 Cengage Learning®. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part.
Office 2016 Instructor’s Manual Page 2 of 9

Table of Contents
Module Objectives 1
Office 2: Understand the Office 2016 Suite 2
Office 4: Start an Office App 4
Office 6: Identify Office 2016 Screen Elements 6
Office 8: Create and Save a File 8
Office 10: Open a File and Save It with a New Name 10
Office 12: View and Print Your Work 12
Office 14: Get Help, Close a File, and Exit an App 14
End of ModuleMaterial 16

© 2016 Cengage Learning®. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part.
Office 2016 Instructor’s Manual Page 3 of 9

Module Objectives
After completing this module, you will be able to:

⚫ Understand the Office 2016 Suite

⚫ Start an Office app
⚫ Identify Office 2016 screen elements
⚫ Create and save a file
⚫ Open a file and save it with a new name
⚫ View and print your work
⚫ Get Help, close a file, and exit an app

Office 2: Understand the Office 2016 Suite

LEARNING OUTCOMES
• Identify Office suite components
• Describe the features of each program

LECTURE NOTES
• Explain to students that the Office 2016 suite is a group of programs called applications or apps.
• The four main programs of the Office 2016 suite are Word, Excel, PowerPoint, and Access.
• Review the purpose of Microsoft Word 2016 and show the sample Word document in FIGURE 1-1.
• Define themes as predesigned combinations of color and formatting attributes that you can apply to
a document.
• Explain that the same selection of themes is available in all four of the applications in the Office 2016
suite.
• Review the purpose of Microsoft Excel 2016 and show the sample Excel workbook in FIGURE 1-1.
• Review the purpose of Microsoft PowerPoint 2016 and show the sample PowerPoint slide in FIGURE
1-1.
• Review the purpose of Microsoft Access and show the sample Access form in FIGURE 1-1.
• Discuss the benefits of Microsoft Office 2016, such as the common user interface and the
capabilities for collaboration.
• Define interface as the look and feel of a program.

CLASSROOM ACTIVITIES
1. Class Discussion: Office 2016 Programs
Discuss the characteristics of each of the four Office 2016 applications, and then ask students to list as
many uses as possible for each application. Here are examples of appropriate uses:
• Use Word to create reports, memos, proposals, brochures, and press releases.
• Use Excel to create financial reports, sales reports, budgets, travel itineraries, and schedules.
• Use PowerPoint to create sales presentations, course lectures, and employee orientations.
• Use Access to record and track inventory lists, customer contact lists, and sales data.

2. Critical Thinking: Why should you create an inventory in Access instead of in Excel? Or a poster in
PowerPoint instead of in Word? How can you save time by using the correct program for the job?

© 2016 Cengage Learning®. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part.
Office 2016 Instructor’s Manual Page 4 of 9

3. Quick Quiz:
1. Which program is used to make mathematical calculations? (Excel)
2. Which program is used to keep track of data? (Access)
3. Which program is used to create attractive presentations for delivery to an audience?
(PowerPoint)
4. Which program is used to work with text and create documents? (Word)
5. What is an interface? (The look and feel of the application; each application in the Office 2016
suite shares a similar interface.)
6. What does compatible mean in the context of Office 2016? (Data from one program (for
example, Excel), can be integrated into another program (for example, Word).)

Office 4: Start an Office App

LEARNING OUTCOMES
• Start an Office app
• Explain the purpose of a template
• Start a new blank document

LECTURE NOTES:
• Explain that a program is started or launched.
• Describe the two easiest and most common methods for launching a program: using the Search
charm to search for an app and then clicking the app when its name is displayed in the window; or
double-clicking an icon on the desktop when you are in desktop view if an icon has been placed on
the desktop.
• Describe the two easiest and most common methods for exiting a program: clicking the FILE tab,
then clicking Close or clicking the Close button in the upper-right corner of the window. (Note:
• Demonstrate how to access the desktop from the Windows 8 Start screen.
• Show how to switch between apps using the taskbar when you are in desktop view.
• Explain the use of shortcut keys to move between Office programs.

TEACHER TIP
Demonstrate how to open the Apps window by clicking the Search charm on the Charms bar. Show
students how to scroll to see the apps installed on the computer they are using. Point out that the apps
are grouped into categories. Remind students that they can use the Search text box to quickly search for
an app they want to open.

CLASSROOM ACTIVITIES
1. Assign a Project: Ask students to launch all four Office programs and then practice moving between
them by clicking the appropriate buttons on the taskbar. Encourage them to also practice using the
shortcut keys to move between Office programs. Also have students practice moving between the
desktop view and the Windows Start screen.

© 2016 Cengage Learning®. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part.
Office 2016 Instructor’s Manual Page 5 of 9

2. Quick Quiz:
1. Why does a button on the taskbar appear in a darker shade from other buttons? (The button is
active)
2. What is the keystroke combination to move among open Office programs? (The [Alt][[Tab]
keyboard combination.)

Office 6: Identify Office 2016 Screen Elements

LEARNING OUTCOMES
• Identify basic components of the user interface
• Display and use Backstage view
• Adjust the Zoom level

LECTURE NOTES
• Emphasize that all four programs in the Microsoft Office suite share some similarities in terms of the
user interface.
• Describe the common elements of the Office user interface as follows:
o Document window
o Title bar
o Ribbon
o Tabs
o FILE tab
o HOME tab
o Quick Access toolbar
o Groups
o Gallery
o Dialog box launcher
o Live Preview
• Point out these components in the PowerPoint window as shown in FIGURES 1-5 and 1-6.
• Demonstrate how to use the Zoom slider.
• Inform students that they can press the [Esc] key if they click the wrong command and an unwanted
dialog box opens.

TEACHER TIP
Open PowerPoint and take time to go over the Ribbon in detail. Be sure students understand groups,
launchers, galleries, and contextual tabs. Help students see that the commands are grouped in a logical
manner. Remind students they can use ScreenTips or Help at any time to get additional information
about a command. Demonstrate how to collapse the Ribbon so that just tabs are displayed and then
how to expand it again using the Ribbon Display Options button in the upper-right corner of the app
window.

CLASSROOM ACTIVITIES
1. Critical Thinking: Ask students to discuss the various components of the user interface. Why do they
think functions are organized on the Ribbon with various tabs? Do they think this visual approach will
help them use the program? Why or why not? Do they think the purpose of the various icons and
buttons they see on the Ribbon is clear? Do they think they may be able to “figure out” the purpose of a
button just by looking at it? Which buttons are easy to figure out? Which buttons are not?

© 2016 Cengage Learning®. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part.
Office 2016 Instructor’s Manual Page 6 of 9

2. Group Activity: Ask students to read the box on using Backstage view. According to Microsoft, the
Backstage view “…is everything that you do to a file that you don’t do in the file.” Without looking at
their screens, have students make a list of the sorts of things that would and would not be included in
the Backstage view. Compare their answers to what’s actually included in Backstage view.

3. Quick Quiz:
1. What is displayed on the Ribbon? (Commands used to perform tasks.)
2. How are commands organized? (In groups on tabs.)
3. Which tabs are included in all Office programs? (The FILE tab and HOME tab.)
4. What is a gallery? (A palette of choices from which users can select an option.)

LAB ACTIVITY
Have students open a blank PowerPoint slide and apply a theme; then ask them to view the commands
and groups on each of the tabs. Although students may not yet be familiar with PowerPoint, ask them to
think about the purpose of some of the commands they see on the various tabs. For example, what do
they think they would use the Screenshot command in the Images group on the INSERT tab for?
Encourage students to explore the software.

Office 8: Create and Save a File

LEARNING OUTCOMES
• Create a file
• Save a file
• Explain OneDrive

LECTURE NOTES:
• Describe a file as a stored collection of data.
• Describe why files should be saved.
• Explain why files should be given meaningful names.
• Review where files should be saved.
• Describe the requirements for a filename (see the Quick Tip next to Step 4).
• Review the list of default file extensions in TABLE 1-1 and explain why it is important to be able to
recognize these.

CLASSROOM ACTIVITIES
1. Class Discussion: Ask students to discuss the advantages and disadvantages of storing files in various
locations; such as a network, flash drive, hard drive, or OneDrive. For example, what are the advantages
of saving files to a flash drive? Answers could include that a flash drive is portable, relatively inexpensive,
and holds a reasonably large number of files. What are the disadvantages of saving files to a flash drive?
Answers could include that a flash drive is very easy to lose and it may not hold a sufficient number of
large files. What about a computer hard drive or a network drive at college or university? For example,
the advantage of storing files on a hard drive is that very large files can probably be stored. However, if
files are needed at another location, they are not accessible. With regard to a network drive at college or
university, an advantage is that the network probably holds a large number of files. A disadvantage could
be that files could be lost if the network is damaged or “goes down.”

© 2016 Cengage Learning®. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part.
Office 2016 Instructor’s Manual Page 7 of 9

Although some students may not have a lot of experience with different methods of storing files, the
class discussion should help them learn from other students who have more experience. Be sure
students know where and how to save files for this course.

2. Critical Thinking: Discuss filenames and why it is important to give files meaningful names. Discuss
with students the importance of creating folders with meaningful names. Have students design a file
hierarchy to show the folder structure and filenaming structure they will use for saving files for this
course.

Office 10: Open a File and Save It with a New Name

LEARNING OUTCOMES
• Open an existing file
• Save a file with a new name

LECTURE NOTES:
• Explain the difference between creating a new file and opening an existing file.
• Describe the Save As command.
• Point out that using the Save As command creates a duplicate file that can be modified while the
original file remains intact.
• Describe how to open a file in Excel (see FIGURE 1-10).
• Describe File Open options: Open Read-Only and Open as Copy.
• Discuss the concept of compatibility mode.
• Define backward-compatible.

CLASSROOM ACTIVITIES
1. Group Activity: Divide students into small groups, and ask them to read the box titled “Exploring File
Open options.” Then ask them to discuss situations in which they may want to use the Open Read-Only
and Open as Copy commands.

2. Critical Thinking: Why is a program such as Office 2016 backward-compatible? Why would you save an
Office document in the previous version (e.g., Excel 97-2003) before you send it to someone else?
(Answer: If the person receiving the file is not using the Office 2016 suite too, there can be possible
incompatibility problems. Saving a document in an earlier format may prevent these problems.)

3. Critical Thinking: What are the advantages of saving an existing file with a new name so the original
file remains unchanged? In what situations would it be a good idea to save an existing file with a new
name?

Office 12: View and Print Your Work

LEARNING OUTCOMES
• Describe and change views in an app
• Print a document

© 2016 Cengage Learning®. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part.
Office 2016 Instructor’s Manual Page 8 of 9

LECTURE NOTES:
• Describe and show the views available.
• Describe the process of previewing a document.
• Demonstrate how to change the zoom setting when viewing a document in Print Preview.
• Explain the purpose of printing a document.
• Demonstrate how to view and then print a document.
• Demonstrate how to use the Print Screen feature to create a screen capture.
• Demonstrate how to customize the Quick Access toolbar to include the Print button (or other
commands of your choice).

TEACHER TIP
Spend some time explaining how to take a screen capture. You may want to ask students to take screen
shots of work they need to hand in. Students can often combine two or even three activities in one
document and thereby save paper.

CLASSROOM ACTIVITIES
1. Group Activity: Break students into small groups and ask them to view a document in all the views
included in the View buttons on the status bar. In the Word app, these views include Read Mode, Print
Layout view (the default), and Web Layout view. Two additional views, Outline view and Draft view, are
available on the VIEW tab in the Views group. What is the difference between each of the views? Ask
students to discuss in their groups some reasons why they would want to work in each of the views.
Groups can then present the results of their discussions to the class.

2. Assign a Project: Ask students to take a screen shot of the document they are working with in this
lesson and then to copy the screen shot into a new Word document. Demonstrate how to resize the
screen shot in Word and then how to double-click below the screen and type text such as the student’s
name and the title of the project or assignment.

Office 14: Get Help, Close a File, and Exit an App

LEARNING OUTCOMES
• Display a ScreenTip
• Use Help
• Close a file
• Exit an app

LECTURE NOTES:
• Review the use of [F1] to get help in any Office program.
• Demonstrate how to navigate through the Help system.
• Demonstrate ScreenTips. Explain that each ScreenTip includes the name of the button and a short
description of how to use the button.
• Describe the two ways to end a work session: by closing a file or exiting the program.
• Demonstrate how to close a file and exit a program.
• Describe the options available in the Document Recovery task pane.

© 2016 Cengage Learning®. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part.
Office 2016 Instructor’s Manual Page 9 of 9

CLASSROOM ACTIVITIES
1. Group Activity: Put students into small groups and ask each group to explore a topic in the Table of
Contents pane of the Help window. Ask each group to summarize the topic for the rest of the class.

2. Assign a Project: Ask students to explore Help to find out how many files are displayed in the Recent
Documents list that appears when they click the Office button. Also ask students to determine the
purpose of the pushpin icon included in the Recent Documents list.

End of Module Material

• Concepts Review – Includes screen identification, multiple choice, and matching questions.

• Independent Challenge 1 – A case project that requires critical thinking and application of the
module skills.

© 2016 Cengage Learning®. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part.