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What’s new with Office 2016?

There were some big changes in the Microsoft Office 2016 updates. Although several years old, many users have only recently upgraded to it.

We thought it would be helpful to create a breakdown of all the new and improved features, and how to access them.

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Work Faster with “Tell Me”

The Tell Me box in most applications helps you perform important tasks even if you don’t know how to do something. Rather than using Help or just poking around, you can type what you want to do in this box. Microsoft office professional plus 2016 Office shows you a list of commands you can use to complete your task. If you have selected something in your document, you will see commands specific to that object. For example, if an image is selected, you will see commands related to images.

Get Quick Answers with Insights

Insights let you search for information from within Word, Outlook, Excel, and PowerPoint. Right-click a word or phrase and choose Smart Lookup. Microsoft’s Bing search engine uses what you selected and what’s near the selected text to show you definitions, images, Wikipedia articles, and other related information. This appears right in Office, not in a web browser. You can also access Insights via the Review tab and Tell Me.

Collaborate and Declutter in Outlook

Outlook has several new features to help you work more efficiently, collaborate more easily, and manage email overload, including

Fast integration with other Office applications. When you attach an Office document to an email you’re about to send, Outlook shows you a list of the files you worked on most recently. No more hunting through folders for that recent spreadsheet or document you want to email to your colleagues. If it’s a file you worked on in OneDrive, OneDrive for Business, or SharePoint, the file’s icon has a little cloud on it.

Collaboration with work groups

If you use Outlook with Exchange Server, you can set up work groups, which are like powerful distribution lists. Members of a work group can share conversations, calendars, and files. You can choose whether they get messages in their individual inboxes or in a group inbox.

Cleaning up clutter

Some people’s inboxes get very cluttered — someone you know, perhaps? So, if you use Outlook with Exchange Server, Outlook has a new feature called Clutter. It moves low-priority messages into a folder called Clutter. You can define which messages should or should not go to this folder. More than that, though, Clutter looks at what you’ve ignored in the past and moves new, similar messages out of your inbox so you can deal with them later.

New Analysis and Forecasting Features in Excel

Excel has become quite a bit more powerful in 2016. New features include

Pulling in data from almost anywhere. A former add-on called Power Query is now built into Excel. Power Query can pull data from various sources for analysis, including websites and SQL, Azure, Access, and other databases.

  • More charting options. Excel also has six new chart types.
  • Box and whisker charts are most commonly used in statistical analysis.
  • Histograms show frequency data in columns.
  • Pareto charts highlight the biggest factors in a dataset.
  • Sunburst charts show levels of a hierarchy that are represented in concentric rings.
  • Treemap charts compare proportions within a hierarchy.
  • Waterfall charts show a running total as values are added or subtracted.
  • Predicting the future. The new time series forecasting functions can predict future values from historical data. The more data, the better the forecast.

Real-Time Co-Authoring in Word

If several people are working on a Word document that is stored in OneDrive for Business, real-time co-authoring allows multiple users to collaborate, edit, and update simultaneously. Everybody can see what everybody else is doing. They can see changes as they are made and even where cursors are currently placed. Microsoft plans to include this feature in other Office applications in the future.

Sharing Made Easy

Word, Excel, and PowerPoint now have Share buttons at the top right of the window. When you click a Share button, you are prompted to save your file to an online location, such as OneDrive. Then, in a panel on the right side of your window, you can enter the email addresses of the people you want to share the file with or select the addresses from your address book. You can choose whether they can edit the file or just view it.

OneNote notebooks have similar functionality. Instead of a Share button, though, you send the invitations from the File menu (also called Backstage view).

The Ribbon Has a New Look

Office 2016 also looks a little different from Office 2013. In Office 2013, the default background for your document and ribbon was white, but you could also choose light grey or dark grey. In Office 2016, the default background for the ribbon tabs is the colour of the application’s icon. For example, Word is dark blue, Excel is dark green, and PowerPoint is orange. But you can go back to white or dark grey if you like. The dark grey theme is designed to be helpful to people with impaired vision.

What about Outlook?

We’ve had a few clients inquire about the changes in Outlook, so we made a quick video…

Next steps?

If you do want to know more about Office 2016 and need help, we offer bespoke training courses across a wide range of Microsoft courses. To arrange course, please call 02920 887 362 or send us an email us at

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