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    Essential Office 365 Third Edition: The Illustrated Guide to Using Microsoft Office
    Essential Office 365 Third Edition: The Illustrated Guide to Using Microsoft Office
    Essential Office 365 Third Edition: The Illustrated Guide to Using Microsoft Office
    Ebook653 pages3 hours

    Essential Office 365 Third Edition: The Illustrated Guide to Using Microsoft Office

    By Kevin Wilson

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    About this ebook

    The twenty-first century offers more technology than we have ever seen before, but with new updates, and apps coming out all the time, it’s hard to keep up.


    Essential Office 365 is here to help. Along with easy to follow step-by-step instructions, illustrations, and photographs, this guide offers specifics in...


    Downloading and Installing Microsoft Office Suite


    Getting started with Office Online: using Sway, OneDrive, Mail & Calendar


    Using Office Apps on your iPad or Android device


    Constructing professional looking documents with Microsoft Word


    Adding and using graphics, photographs, and clipart


    Changing fonts, creating tables, graphs, clipboard, sorting and formatting text, and mail merge


    Creating presentations for your lessons, lectures, speeches or business presentations using PowerPoint.


    Adding animations and effects to PowerPoint slides


    Using 3D and cinematic transitions to spice up your presentations


    Using Excel to create spreadsheets that analyse, present and manipulate data


    Creating Excel charts, graphs, pivot tables, functions and formulas


    The basics of Microsoft Access databases


    Keeping in touch with friends, family and colleagues using Outlook


    Maintaining calendars and keeping appointments with Outlook


    Taking notes with OneNote and more...


    Unlike other books and manuals that assume a computing background not possessed by beginners, Essential Office 365 tackles the fundamentals of Microsoft Office, so that everyone from students, to senior citizens, to home users pressed for time, can understand.


    So, if you’re looking for an Office manual, a visual book, simplified tutorial, dummies guide, or reference, Essential Office 365 will help you maximize the potential of Microsoft Office to increase your productivity, and help you take advantage of the digital revolution.

    LanguageEnglish
    PublisherElluminet Press
    Release dateNov 10, 2018
    ISBN9781911174752
    Essential Office 365 Third Edition: The Illustrated Guide to Using Microsoft Office
    Author

    Kevin Wilson

    Kevin Wilson is the New York Times bestselling author of the novels Nothing to See Here, which was a Read with Jenna book club selection; The Family Fang, which was adapted into an acclaimed film starring Nicole Kidman and Jason Bateman; and Perfect Little World; as well as the story collections Tunneling to the Center of the Earth, winner of the Shirley Jackson Award; and Baby, You’re Gonna Be Mine. His fiction has appeared in Ploughshares, Southern Review, One Story, A Public Space, and Best American Short Stories. He lives in Sewanee, Tennessee, with his wife and two sons.

    Read more from Kevin Wilson

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      Book preview

      Essential Office 365 Third Edition - Kevin Wilson

      About the Author

      Kevin Wilson has made a career out of technology and showing others how to use it. After earning a master’s degree in computer science, software engineering, and multimedia systems, Kevin worked as a tutor and college instructor, helping students master such subjects as multimedia, computer literacy and information technology. He currently serves as Elluminet Press Publishing’s senior writer and director, he periodically teaches computing at college in South Africa and serves as an IT trainer in England.

      Kevin’s motto is clear: If you can’t explain something simply, you haven’t understood it well enough. To that end, he has created the Computer Essentials series, in which he breaks down complex technological subjects into smaller, easy-to-follow steps that students and ordinary computer users can put into practice.

      Have fun.

      Table of Contents

      Getting Started with Office 14

      Office Packages 14

      What is the Cloud? 16

      Purchasing Office Online 19

      Downloading Office Suite 21

      Create a Microsoft Account 25

      Outlook Email on your iPhone 27

      Outlook Email on Android 29

      Setting up Outlook Desktop App 30

      Office Apps for iOS 31

      Setting up OneDrive on iOS 32

      Office Apps for Android 33

      Using Office on the Web 34

      Web Apps 34

      Word 35

      Excel 36

      PowerPoint 37

      Mail 38

      Calendar 40

      People 41

      Sway 42

      OneDrive 46

      Editing Files 46

      Uploading Files 47

      Organising Files 48

      OneDrive on your Desktop 49

      Uploading Files 51

      Searching for Files 52

      Using your iPad 53

      Accessing your Files 53

      Upload Files to OneDrive 54

      Editing Files on iPad 55

      Office Lens 57

      Microsoft Word 62

      Starting Word 62

      Getting Started 63

      The Home Ribbon 64

      The Insert Ribbon 65

      The Design Ribbon 65

      The Page Layout Ribbon 65

      The References Ribbon 66

      Review Ribbon 66

      The Mailings Ribbon 66

      View Ribbon 66

      Format Ribbon 67

      File Backstage 68

      Using Paragraph Styles 69

      Editing Paragraph Styles 70

      Bold, Italic & Underlined 72

      Superscript & Subscript 73

      Highlighting Text 75

      Text Colour 76

      Text Justification 77

      Paragraph Indents 78

      First Line Indent 79

      Hanging Indent 80

      Paragraph Spacing 81

      Line Spacing 82

      Tabs 83

      Bullet Lists 85

      Numbered Lists 86

      Sorting Text 87

      Cut, Copy & Paste 89

      Using the Clipboard 90

      Inserting Symbols 91

      Hidden Characters 92

      Equations 93

      Saving Documents 95

      Saving as a Different Format 96

      Opening Saved Documents 97

      Sharing Documents 98

      Printing Documents 101

      Page Setup 102

      Multiple Documents 104

      Headers and Footers 105

      Inserting Headers & Footers 105

      Editing Headers & Footers 106

      Page Numbering 107

      Page Borders 108

      Page Breaks 109

      Creating Columns 110

      Watermarks 112

      Cover Pages 113

      Contents Pages 116

      Indexes 118

      Adding Clipart 123

      Adding Effects to Images 125

      Wrap Text around Images 128

      Remove Image Backgrounds 130

      SmartArt 131

      Adding Tables 135

      Formatting Tables 136

      Add a Column 137

      Insert a Row 138

      Resizing Rows & Columns 139

      Merge Cells 140

      Align Cell Text 140

      Text Direction 141

      Adding a Chart 142

      Chart Styles 144

      Finding a Template 146

      Making Your Own Template 151

      Create Document from Saved Template 153

      Printing on Envelopes 154

      Mail Merge your Envelopes 158

      Mail Merge a Letter 162

      Check your Spelling & Grammar 165

      Editing your Custom Dictionary 168

      Thesaurus 170

      Insights 171

      Search & Replace 172

      Zoom Controls 173

      Tell Me Feature 175

      The Character Map 176

      Office Add-ins 177

      Microsoft Word Pen Support 178

      Microsoft Excel 180

      What’s a Spreadsheet? 180

      Starting Excel 183

      Main Screen 184

      The Ribbon 185

      The Home Ribbon 185

      The Insert Ribbon 185

      The Page Layout Ribbon 185

      The Formulas Ribbon 186

      The Data Ribbon 186

      The Review Ribbon 187

      The View Ribbon 187

      File Backstage 187

      Getting Started 188

      Entering Data 189

      Simple Text Formatting 189

      Text Orientation 189

      Resizing Rows and Columns 191

      Inserting Rows & Columns 191

      Sorting Data 196

      Formatting your Spreadsheet 197

      Cell Alignment 197

      Text Format 197

      Cell Borders 199

      Opening a New Sheet 201

      Copy Data Between Sheets 202

      Freeze Panes 205

      Importing Data 207

      Conditional Formatting 210

      Using Formulas 213

      BIDMAS Rule 215

      Using Functions 215

      Count 216

      CountIf 218

      Auto Sum 220

      Average 221

      Max & Min 222

      IF Function 223

      VLookup 224

      Types of Data 227

      Cell Referencing 230

      Relative 230

      Absolute 230

      Adding Charts 231

      Formatting Charts 235

      Chart Titles 236

      Chart Elements 236

      Axis Titles 237

      Customising Charts 238

      Change Background to Solid Colour 240

      Change Background to Gradient Colour 241

      Change Chart Type 243

      Move and Resize Charts 244

      Data Analysis with Goal Seek 245

      Data Analysis with Scenario Manager 246

      Creating Scenarios 246

      Summary Reports 248

      Creating Pivot Tables 249

      Using Slicers 253

      Sorting Pivot Table Data 256

      Pivot Charts 257

      Validation Rules 259

      By Data Type 259

      Text Length 260

      Displaying Messages 261

      Input Message 261

      Error Messages 264

      Create a Drop Down List 266

      Locking Cells 267

      Using Multiple Workbooks 269

      Printing your Spreadsheet 271

      Page Setup 274

      Page Options 275

      Margins 277

      Customising Margins 278

      Headers & Footers 279

      Page Print Order 281

      Print Options 283

      Print Row and Column Headers 283

      Print Gridlines 283

      Print Selection 284

      Print Titles 285

      Show & Print Formulas 288

      Opening a Saved Workbook 289

      Saving Workbooks 290

      Save as a Different Format 291

      Microsoft PowerPoint 292

      Getting Started 292

      Create a Shortcut 293

      The Ribbon Menus 297

      Home Ribbon 297

      Insert Ribbon 297

      Design Ribbon 298

      Transitions Ribbon 298

      Animations Ribbon 298

      Slide Show Ribbon 298

      File Backstage 299

      Creating a New Presentation 300

      Designing a Slide 302

      Adding Images 303

      From your PC 303

      Online Images 304

      Design Ideas 305

      Resizing Images 306

      Image Arrangement 307

      Adding Objects 309

      Shapes 309

      Icons 311

      SmartArt 312

      Adding a New Slide 315

      Slide Masters 317

      Adding Notes 320

      Changing the Slide Order 322

      Insert a Table 323

      Formatting Tables 325

      Table Themes 327

      Add a Chart 328

      Formatting Charts 330

      Chart Titles 330

      Data Labels 331

      Chart Legends 332

      Edit Chart Data 333

      Chart Styles 334

      Chart Colour Schemes 335

      Adjusting Images 336

      Removing Image Backgrounds 337

      Slide Transitions 340

      Morph Transitions 341

      Animations 343

      Effects 343

      Motion Paths 344

      Custom Motion Paths 346

      Effects & Timings 348

      Animation Pane 349

      Adding Video 351

      Add Video on your PC to a New Slide 351

      Add video from your PC to an Existing slide 353

      Trimming Videos 354

      Online 355

      Adding Sound 356

      Recording Audio 356

      Audio from your PC 357

      Screen Recording 359

      Recording Presentations 361

      Export your Presentation 364

      Photo Albums 365

      Microsoft PowerPoint Pen Support 371

      Setting Up Projectors 374

      Wireless Presenting 378

      Present Online 382

      Opening a Saved Presentation 384

      Saving your Presentation 385

      Save as a Different Format 386

      Print your Slides 388

      Online Collaboration 391

      Normal View 394

      Outline View 394

      Slide Sorter View 395

      Note Page View 396

      Microsoft Access 398

      What is a Database 398

      Database Models 399

      Relational Database 400

      Hierarchical & Network 400

      Object Oriented 400

      Microsoft Access Databases 400

      Starting Access 402

      Creating a Database 404

      The Ribbons 405

      Home Ribbon 405

      Create Ribbon 405

      External Data Ribbon 405

      Database Tools Ribbon 405

      Creating Tables 406

      Relationships Between Tables 409

      Creating Relationships 409

      Entering Data 412

      Adding Records 412

      Deleting Records 412

      Creating Forms 413

      Forms Wizard 414

      Creating Queries 416

      Query Parameters 418

      Creating Reports 419

      Microsoft Outlook 422

      Getting Started 422

      Create a Shortcut 423

      Main Ribbon Menus 424

      Home Ribbon 425

      Send/Receive Ribbon 425

      View Ribbon 426

      File BackStage 427

      Email Message Ribbons 428

      Message Ribbon 428

      Insert Ribbon 428

      Options Ribbon 429

      Review Ribbon 429

      Sending Email 430

      Adding Attachments 431

      Saving Attachments 433

      Previewing Attachments 434

      Sending Email to Groups 435

      Creating Contact Groups 435

      Managing Email Messages 437

      Creating Folders 437

      Organising Messages 438

      Creating Rules 439

      Dealing with Junk Mail 441

      Contacts 442

      Adding new Contacts 442

      Calendar 444

      Add Appointment 445

      Microsoft OneNote 446

      Getting Started 446

      Home Ribbon 447

      Insert Ribbon 448

      Draw Ribbon 448

      Review Ribbon 449

      View Ribbon 449

      Taking Notes 450

      Pictures 450

      Tables 451

      Write Notes 453

      Screen Clippings 454

      Audio & Video 455

      Using Tags 456

      To-do List 457

      Note Templates 458

      Getting Started with Office

      Office 365, is a subscription-based version of Microsoft Office Applications such as Word, Excel, PowerPoint, Access, Outlook, and OneNote. This means you pay a monthly or annual subscription that allows you to download and use the Office applications.

      Unlike any of the traditional Office suites such as Office 2016 or 2019, Office 365 allows you to install Office applications on up to five different computers. It includes some additional features, such as Office on Demand, 15GB - 1TB of additional online storage space through OneDrive, and the option to install Office on Mac computers and tablets.

      Office 365 subscription guarantees that you’ll be able to upgrade to the latest version of Office whenever it’s available at no additional cost.

      Office Packages

      There are a number of different options and packages available depending on what your needs are.

      Office 365 Home - can be installed on 5 PCs or Macs plus up to 5 mobile devices. This package is aimed at home users with more than one computer. The package includes Word, Excel, PowerPoint, Outlook, OneNote, Access and Publisher. Also comes with 1TB of OneDrive space for each user.

      Office 365 Personal - Has pretty much the same as Office 365 Home, except you can only install it on 1 PC or Mac and 1 Mobile device.

      Office Home & Student - can be installed on one PC only and includes, Word, Excel, PowerPoint and OneNote. This is a one off payment rather than a subscription.

      Here is a comparison summary according to Microsoft’s website.

      To help you decide, take some time to think about the features that are most important to you and how they fit into your budget.

      Below are some questions you may want to ask yourself:

      If you just need Word, Excel, and PowerPoint - the core Office applications, it may be best to buy Office Home & Student, since it’s the cheapest option over the long term. This one is a one off payment, so it is unlikely you would get any of the updates in the future, but can only be installed on one machine.

      If you need the more advanced applications such as Access, Publisher, Outlook Email, or OneDrive storage, then Office 365 Personal is a good option, but can only be installed on one machine. Also comes with 1TB of space on OneDrive.

      If you need to install Office on more than one computer. If your household has several computers, Office 365 Home subscription is a good option. You can install the Office Suite on up to 5 PCs or Macs and 5 mobile devices such as iPads, kindles, iPhones etc. Also comes with 1TB of space on OneDrive.

      Will I do a lot of editing on the go? If you use public computers at libraries or business centres, or on your iPad, while travelling on the train for example, Office 365 Home may be your best option, since it includes the Office Apps for mobile devices, Office on Demand and Web based versions of the Office applications. Note that these online versions are cut down versions of the full app, meaning they only contain the basic editing tools for each application.

      Business users have different services available to them.

      Students & teachers can get discounts and free versions for either themselves with Microsoft Education.

      www.microsoft.com/education

      What is the Cloud?

      Cloud computing is about running applications over the Internet and being able to access your files from wherever you may be; at your desk, on a train, in a coffee shop, airport and so on, using a variety of different devices. These could be laptops, desktops, macs, mobile phones or tablets.

      Microsoft Office 365 is an example of a cloud service and utilises cloud computing for storage, allowing you can run applications such as Word, Excel, PowerPoint, and OneNote over the internet.

      Some other major examples are Google Drive and Apple iCloud.

      When you run programs from the hard drive on your computer, it’s called local storage. Everything is stored on your computer.

      With cloud computing, you access your data and run your applications over the Internet.

      These applications, services and data are stored on large server farms and are managed by the cloud service.

      Your OneDrive files are stored on a server in this server farm rather than locally on your computer.

      In the photograph above, there can be about 20 or more servers stacked up in each cabinet and hundreds of cabinets filling entire rooms serving millions of people who subscribe to the service.

      The advantage is, you can log in and access your files anywhere on the internet and your files are backed up by the cloud service, so should your computer fail, your files will still be on your OneDrive.

      Purchasing Office Online

      First open your web browser and go to Microsoft Office website

      products.office.com

      In this example we are purchasing the home version. If you want to download a different version change it by clicking ‘products’ on the red bar at the top and select the version from the drop down box. The procedure is the same.

      From the home page select ‘For Home’.

      You can either pay a monthly subscription or pay an annual cost. Choose depending on your budget. If you want to pay monthly, click ‘or buy for £$ a month’. In this example I’m going to pay the annual fee, so click ‘buy now’ in the Office 365 Home column.

      Paying monthly will spread the cost over the year rather than paying one lump sum.

      Check the amount then click ‘next’.

      Once you have done that you will be prompted to sign in with your Microsoft account.

      If you are using Windows 8 or 10 you will probably already have a Microsoft account that you created when you set up your machine. This is usually the username/email and password you used to sign into Windows.

      If so enter these details into the screen below.

      If this is not the case then you can quickly create one. See ‘create a microsoft account’ later in this chapter.

      You will be prompted to enter your payment details. If you have purchased from the Microsoft store before, then you can choose to pay with an existing card or you can add a different card number.

      Enter your information in all the fields, then click ‘next’ at the bottom of the screen.

      Click ‘buy now’ to confirm your order.

      Downloading Office Suite

      You can download Microsoft Office from the Microsoft’s website. Open your web browser on the machine you want to install Office and navigate to...

      office.com

      Click ‘Sign in’ on the top right of your screen and enter your Microsoft Account email address and password.

      Click ‘install office’ on the top right of the screen.

      Scroll down to ‘install office on all your computers’. Click ‘install office’.

      Click ‘other options’ and select the 64bit version.

      Click ‘run’ when prompted by your browser.

      The Office installer will run and begin downloading the necessary files to install Office on your computer.

      This can take a while to complete depending on the speed of your computer and your internet connection.

      The Installer will run once it has finished downloading. You may need to enter your computer’s password you used to log into Windows.

      Once Office is installed, click ‘close’

      You will be able to find your Office Apps installed on your start menu. You may have to scroll down the list of apps on the left hand side, if you don’t see the tiles or shortcuts on your start menu.

      If this is your own computer then you can skip the next step.

      If this is not your computer and belongs to someone else in the family, open up an office application such as Microsoft Word.

      From the screen that appears, select ‘account’ from the bottom left..

      In the main window, Click on ‘sign out’. This will sign out of your account.

      Now you can allow another person to sign in using their own Microsoft Account, rather than using yours.

      Now the other person can sign in with their Microsoft Account.

      Create a Microsoft Account

      To set up a Microsoft Account you need to open a new web browser. To do this, click your web browser icon on the start menu. Go to the following website

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