Teach Yourself VISUALLY Microsoft 365. Paul McFedries

Teach Yourself VISUALLY Microsoft 365

only in Backstage view; it does not appear as you work on documents.

007.eps Click the Back button ( 9781119893516-ma093 ) to return to your document.

The Microsoft 365 theme you selected appears.

TIP

What happens if I select a background and then sign out of Microsoft 365?

The background no longer appears in the app but will reappear when you next sign in to Microsoft 365. Similarly, theme changes you make while signed in to Microsoft 365 might disappear when you sign out of Microsoft 365. With themes, however, you do not need to be signed in to Microsoft 365 to make a selection. Just complete steps 1 to 4 in this section.

Search for a Ribbon Command

All the Microsoft 365 apps enable you to search for Ribbon commands. Searching can be useful when you need to perform a task that you do not perform regularly and so are not sure where to find the command you need. Rather than wasting time looking through various Ribbon tabs and groups, the Search feature can help. By entering some or all of the command name, the Search features can take you directly to the command you want to run. You can still use the Ribbon directly, as described in the next section, “Work with the Ribbon.”

Search for a Ribbon Command

Open a document in a Microsoft 365 app.

Note: See Chapter 2 for details on opening a Microsoft 365 document.

Select an object or some text in the document, if required by the Ribbon command you want to run.

Click inside the Search text box.

Note: You can also select the Search text box by pressing Alt + .

dga.eps A list of your recent Ribbon commands appears in the Recently Used Actions section.

dgb.eps A list of suggested Ribbon commands appears in the Suggested Actions section.

Type the name or a brief description of the command you want to run.

dgc.eps The app lists possible commands you can use to complete your task.

Click a command to use it.

dgd.eps Commands with arrows ( 9781119893516-ma094 ) display additional commands.

Snapshot of the excel charts the worksheet data.

dge.eps The app performs the action you selected; in this example, Excel charts the worksheet data.

TIPS

Will I need to type a description of the action I want to take if it is the same action I have previously taken?

No. The Search feature remembers your previous searches and displays them in the Recently Used Actions section of the menu that appears when you perform step 2.

If I no longer want my previous searches to appear, can I clear them from the list?

No. The Search feature retains your searches in the Recently Used Actions section of the menu that appears when you click in the Search box.

Work with the Ribbon

You use the Ribbon to access an app’s commands. The Ribbon is divided into tabs, the names of which vary depending on the app. Excel’s Ribbon, for example, includes tabs named Home, Insert, Formulas, and Data. Each Ribbon tab is divided into groups of related commands. The Home tab includes the Clipboard group for copying and pasting data and the Font group for applying text formatting.

Each Ribbon command does one of four things: run a task, display a menu of commands, display a gallery, or launch a dialog box.

Work with the Ribbon

Run a Command

Click the tab containing the command you want to use.

Click the command.

The app runs the command.

Snapshot of the the tab containing menu.

Run a Command from a Menu

Click the tab containing the menu you want to use.

dga.eps Many Ribbon buttons have two parts: The top part runs the standard command, and the bottom part displays the menu.

Click the button’s arrow ( 9781119893516-ma135

A menu of additional commands appears.

dgb.eps Hover the mouse ( 9781119893516-ma030 ) over a command to see a tooltip that displays the command’s name.

Click the command you want to run.

Snapshot of choose an Item from a gallery.

Choose an Item from a Gallery

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