CLA Technical Services

Mac Office 2016

Microsoft has come out with a new version of Office for Mac called Office 2016. To connect to Outlook 365 you must use Outlook 2016 because Outlook 2011 will not communicate correctly. The new version of the Office suite has been designed to work with the online version of the applications and communicate with our email system. 

Below is a quick over view on some of the big key changes between 2011 and 2016.

Excel

 

On the opening splash screen:

Options on the left hand bar changed from Templates, Online Templates, and Recent to Sign In, New, Recent, and Open.

The main area of the opening screen has most of the same options with some new ones.

  • Excel Workbook has changed to Blank Workbook
  • To-Do List changed to Track My Tasks

In a workbook:

  • Merge button changed to Merge and Center
  • Clear button moved from left to just right of center.
  • Insert tab contains he options from the old Tables, Charts, and SmartArt tabs.
  • Formulas tab now has categories to sort the equations.

Excel Formulas bar

In the data tab:

  • Sort button moved from left side to middle.
  • Filter button moved from left to middle
  • Pivot Table button moved from Data tab to Insert tab
  • What-If button moved from left to right side.
  • Mail option removed from Review tab. Replaced with a sharing button in the very upper right hand side of the screen that has options to “Invite People,” “Copy Link,” and “Send Attachment.” The button looks like a person with a plus sign to the right of it. See the picture right below of the icon.

Excel Office 365 link

Word

 

On the opening screen:

Options on the left hand bar changed from Templates, and Recent Documents to Sign In, New, Recent, and Open.
Word Document option changed to Blank Document
 

In a document:

  • Option to split text into columns changed from Home tab to Layout tab
  • New Insert tab contains the same options as the old Tables, Charts, and SmartArt tabs.
    • Also has some elements from the old Document Elements tab: Equations, Cover Page, Blank Page Page Break, Header, Footer, and Page Number
  • Most options from old Document Elements are in the new Design tab except those noted above and following:
    • Footnote and Endnote moved to References tab
    • Manage button for citations renamed to Citations and moved to the References tab
  • Mail option removed from Review tab. Replaced with a sharing button in the very upper right hand side of the screen that has options to Invite People, Copy Link, and Send Attachment. The button looks like a person with a plus sign to the right of it. See the icon below.
 Word 2016 sign in icon

PowerPoint

 

On the opening screen:

  • Options on the left hand bar changed from Themes, Templates, Online Templates, and Recent Presentations to Sign In, New, Recent, and Open.
  • Right hand bar with color selection, font scheme, and slide size removed from opening screen.
  • Tiled options in the main area of the opening screen are similar to the old Themes
 

In a blank presentation:

  • Media button removed from Home tab
    • Split into Video and Audio buttons under the new Insert tab
  • Play button moved from Home tab to Slide Show tab.
  • Themes tab has been renamed to Design tab
    • Access more themes by clicking the arrow to the right of the theme bar.
Themes button in Powerpoint 2016 
    • Access color font, and background options by clicking the arrow beneath the bar to the right of the themes bar.
Color and Font options in PP 2016 
  • TablesCharts, and Smart Art tabs merged into the new Insert tab
  • Play buttons in the Transitions and Animations tabs renamed to Preview
  • Animations tab
    • Exit Effects is now a button instead of a bar (like Enhance Effects and Emphasis Effects).
New effect button PP 2016
 
  • Reorder button renamed to Animation pane
  • Mail button removed from Review tab. Replaced with a sharing button in the very upper right hand side of the screen that has options to Invite People, Copy Link, and Send Attachment. The button looks like a person with a plus sign to the right of it. See the icon picture below.
PP 2016 sign into 365
 
  • New View tab has options to print alternate views to make seeing seeing and reading notes on paper easier.
 

Outlook

 
Outlook helps organize email. To add an account, go to the Tools tab and click the Accounts button.
Outlook 2016 Accounts Tab
 
  • This will bring up a page with the option to selection account type. Select the Exchange or Office 365 option. 
 Outlook 2016 Account Options
  • Enter your Cal Poly email information. Click Continue and Allow as the prompts appear.
  • Your emails will now appear according to which option is selected in the side bar: InboxDrafts, Sent Items, Deleted Items, and Junk Email.
 Outlook 2016 Sidebar
At the bottom of the window, there are options for CalendarPeopleTasks, and Notes, as well as the usual Mail option.
 

Calendar:

  • Selecting the Appointment button in the upper left hand corner of the Home tab allows you to et a subject, location, time, and duration for the appointment. You can also set a reminder and list yourself as Busy (or otherwise) for the duration of the meeting.
 

Appointment window Outlook 16

  • There is a Meeting button that works similarly to the Appointment button.
  • The New Item button has options to create a new email, appointment, meeting, note, contact, task, contact group, or folder.
  • You can have the calendar show today only, the work week, the full week, or the month by selecting the corresponding button from the Home tab.
  • The Organize tab allows you to color-code and add categories.
 

People:

  • This is similar to an address book. It has all of your contacts. You can color-code, categorize, and sort your contacts in this page.

 

Tasks:

  • Here you can add tasks for yourself, set priority, and categorize.
  • Click the New Task button to create a new task. 
 Outlook 16 Tasks
  • You can also filter your tasks by Due Date, Start Date, Overdue, Complete, High Priority, and Unread

 

Notes:

Here you can create and sort notes. There is no option for due dates, start dates, or reminders. 
 

How to Save to the Cloud:

 
  • You must first sign in to save to the cloud. If you have not set up an account, you must do so. Click the button just above the Insert tab to bring the opening screen up.
 Insert tab icon
  • Click the Sign In button, then enter your Cal Poly email address.
 sign-in Office 16
  • Select whether you are using a Microsoft account or a Work account. Your Cal Poly email will work with a Work account.
  • There will now be a new “Mailings” at the top of the screen.
  • When you want to save, go to file -> Save As or just Save. If you wish to save the document online, then select the” Online Locations button.

Online button Office 16

  • You will then see a screen with your online options, including OneDrive:

OneDrive in 2016

  • Select OneDrive and hit the Save button in the bottom right. Your document is now saved to the cloud and is accessible from any computer.
 

How to Save to the Desktop:

 
  • If you have not yet saved the file to any other locations, simply click the save button in the upper right. It looks like a floppy disk. You can also hit Command+S or go to File and then click Save.
  • If you have already save the file to another location (such as OneDrive), click File and select Save As. It will bring up the prompt to name your file and select where you want to save it. 
 local save 2016
  • In the Where menu, you can select the location. Click Desktop for the file to appear on your desktop or select another folder and it will appear there. Hit save when you are done.
 

How to Download Files From OneDrive:

 
  • Log into your Cal Poly Portal
  • Select Cal Poly OneDrive from the Single Click Links menu on the left.
Single Click 
  • Select a file you have uploaded to your OneDrive
OneDrive Documents
 
  • Right click the file and select download.
 

How to Upload a File Directly to OneDrive:

 
  • You can save to OneDrive through another program, such as Word or directly.
  • With your OneDrive open, click on the Upload button. 
 OneDrive Upload
  • Select the file you wish to upload and click the Open button in the bottom right.
  • You can also drag and drop files directly from your desktop into your OneDrive as long as you have the window open.

Back to top