Chapter 2: Intro to MS Office and Office 365

Topic 1: Microsoft Office Basics

Ribbon Bar
Quick Access Toolbar

Microsoft Word – most widely used application.

SAVE under File button – if you want to save the document.

RECENT under File button – show recently opened documents.

NEW under File button – contain templates.

Save and Send - use if you’re working on a document and you want to email it to someone.

 If you want to protect the document you can send it as PDF.

PDF – Portable Document Format

OPTION – using this you can customize what your Microsoft Word app look like example is the Ribbon
Bar and many more.

Thing you can do in the Home Screen Menu:

1. Change the Font Size

2. Change the Font Style

3. You can also highlight a word and make it bold, italic or underline

4. You can also highlight a text

5. Change the Font Color 6. Bullet points

7. Next to the bullet point is the numbering

8. You can also align your text to the right, center, left and justify

Insert Tab:

1. Insert a picture (you can resize your photos and add frame to it)

2. Insert shapes (spin the green dot to rotate your shapes)

3. Insert text box

RULERS

Click on the icon on the upper right side of the

screen, just above the scroll bar, to show the
rulers.
PAGE LAYOUT

Where you got to change things like:

o page orientation (from portrait mode to landscape mode)

o click on orientation > landscape

o margin (just choose desired margin, but if you want to choose your own, click on custom
margin… and type in needed margin size)

Choose from here

or
 o When you’re working on a document and want to protect it, you can use watermark, if you have
multiple copies of a document, t0 distinguish draft and final copy.
o Click watermark > choose watermark or choose custom watermark create what is
needed

Under page layout, we have watermark. You can choose or create your own watermark, could use a
photo or text.

REFERENCES

There’s not much option, that most users will use except the (1) table of contents, if working on a book,
you could possibly use table of contents, format it so that it recognizes different styles

If you want to insert a (2) footnote, to put a reference at the bottom of the page

(2)
(1)
REVIEW

Under the review, one is spelling and grammar, an easy way to run spell check on the whole document

New comments - use to make a tag, or note on something that you made

VIEW

You can change how you look at the document, we have the graft, outline, etc., most people like print
layout. We also have the zoom control, you could also do that at the bottom right of the screen.

Hotkeys/ keyboard shortcuts

Some hotkeys/keyboard shortcuts are shorn below
Ctrl + Z = UNDO Ctrl + C = COPY
Ctrl + X = CUT Ctrl + V = PASTE
Ctrl + B = BOLD
Ctrl + A = SELECT ALL
Ctrl + S = SAVE
Ctrl + Q = QUIT
Ctrl + I = ITLICIZE
Ctrl + O = OEN
Ctrl +P = PRINT
Let me show you the best part of MS Word, The Templates.
Go to FILE tab, click NEW.

For example, Let's go over RESUMES.

Click RESUMES AND CVs> Click the folder BASIC RESUMES and choose a template. If you found the
template you wanted, DOUBLE CLICK ON IT. Go through the template and REPLACE the information with
your information.

If you want to create a card, let’s say it’s for thanksgiving. Click the CARD folder > click Holidays (folder)>
and choose a template according to your preference.

Let's move on to Excel!

The entire Menu Bar ( the Ribbon and Quick Access Toolbar) are virtually THE SAME to that of Word.
There are just slight differences.

Under INSERT-It's almost identical except Charts. It allows you to create different charts like Pie or Bar.
Under FORMULA tab - it contains different formulas to use instead of putting on codes like
[=sum(a1:a5)]

Most people who get to use Excel, they can get through all of these stuffs by simply using a TEMPLATE.
Excel had templates from everything, from Agendas, Budgets, Forms, Inventories, Invoices, Planners,
Schedules, Time Sheets, and all the things you're going to need especially in business more than
anything.

For example, I want to create an Invoice : Click INVOICE > choose a FOLDER > choose a TEMPLATE, then
replace the information.

Let's go to PowerPoint.
It's very similar to Word. A lot of the templates are even similar too. This is use for creating
presentations.

For example, I want to create a Business Presentation : Click the folder BUSINESS PRESENTATION,
choose a template you want, and DOUBLE CLICK. Replace the texts on your own.

Next part that you're going want to know how to do with PowerPoint that does make it a little bit
different are things like transitions. If you want to transition from first slide to the second slide, click the
TRANSITION tab. Then Click on the Second slide first, then choose among the transitions.

If you want to see how the transition works, click on PREVIEW button.

Other things you can do is you can go into ANIMATIONS. This is where you can cause a text to kind of
pop out at different moments.

First, select a text, then choose an animation style.

When you're done, and ready to do it, Click SLIDESHOW, and you can either choose from Beginning, you
can Custom create a Slideshow, if you want to rehearse it, there is a timer that you can use.
REVIEW Button - the same with that of Word.

Word, Excel, PowerPoint, all these applications do the same thing.

Topic 2: NEW FEATURES IN OFFICE 2013

 Availability of Cloud for sharing

 Can save file via SkyDrive and share it with other people and can edit it as long as they have
Microsoft 2013

 In word, you can now edit PDF files

 In excel, you have now better quick shortcuts like the flashfill

 In Powerpoint, you can now see the next slide and add some notes while shwoing to your audience
the current slides.You can also zoom and highlights texts on slides and easier to add videos on
presentation

Topic 3: OFFICE 2016: NEW FEATURES

 ADDED “Tell me what you want to do” bar

 Real-time co-authoring(can watch and edit your documents by others on real time)

 In excel, new chart styles added;waterfall,sunburst and treemap

Topic 4: WHAT’S NEW IN OFFICE 2019

This is only available for computers running windows 10 or mac (the three most recent version of macOS

 Visual Updates

a. Library of graphics called ICONS

b. Insert interactive 3D on projects

c. Turn drawings into standard shapes via “ink to shape” function

 Word (New learning tools can make texts easier to read, without making permanent changes to
your document

A. Text spacing

B. Page color

C. Make the text read aloud

 D. And can make the tab to return the document to its original state

 Excel

A. New chart types; map and funnel

B. User friendly like PRECISION SELECTION (lets you deselect individual cells after you’ve highlighted
them.

 Powerpoint

A. Can export presentation in 4K resolution

B. MORE FUNCTION (lets you animate objects between slides in a short amount of time.

Topic 5: WHAT IS OFFICE 365?

EVOLUTION OF OFFICE

Traditional Microsoft Office

Many of us know Office as Word, Powerpoint, Excel, or software that runs on a PC, comes out of
the box and the only way to update it is to upgrade it by buying new software out of the box.

The question, “why can’t I have access to the current versions of the app at any time on any
device?” This is really where the world has move to, and being able to provide the most current version
of an app in any device at any time which is exactly what Office 365 offers a user.

What’s included in Office 365? Are all the

familiar apps you have come to use all over
the years so what really changes here isn’t
much.

*You have still access to these familiar apps,

and access them in a more dynamic way to
help you communicate and collaborate, get
more done easily and faster. In order to
experience this, MS has added some additions
to the switch to enable the users to do these.
 OneDrive for Business- where you store your business documents to
save, view, edit, share even co-author create and co-create content
with colleagues

Skype- for business, enables instant messaging, video and voice

calling and also indicates your presence, whether you’re at your desk
or whether you are available or not, or if you’re in a call or whether
you’re away from your desk.

Yammer- for enterprise, you can follow profs and teams, comment,
share ideas, provide feedback

One Note- a place for note taking (so-

called digital notebook). Where you
can paste pics or links.

OFFICE 365 DELIVERED SERVICES (are what MS delivers to organizations to enable the use of the
technologies mentioned above)

Core Services

1. Office-always latest version of Office and Office apps familiar user experience. Eg.
Outlook, Powerpoint etc.

2. Skype- virtual meeting with desktop sharing, instant message and presence. Use for
communication

3. MS Sharepoint-for document storing. Accessing documents offline.

 4. Exchange- provides email functionality

Office in the Cloud

Typically, organizations run all of their apps in a central data center, owned and managed by
that organization. It is considered traditional.

Cloud, is where someone, like Microsoft, can provide computer power, storage like a hardrive to
other organization so that they don’t have to worry managing it themselves.

Ex of both Trad and cloud, let’s say, you are a photographer. After taking pictures, you wanna
download them to your home personal computer, this would be tradtional way to use an app and store
the data. Maybe after editing it, you wanna share it with your fam, so you decide to use a website online
to do it which enables to you to access also to a different computer, this would be using the cloud to
help you do this.

Hybrid is a combination of using both trad and cloud together. Like Office on your device or
Office Online.

Benefits of Cloud Vs. Traditional

1. Flexible – you can work in a flexible manner that really works for you.

2. Accessible- you can access your apps and content virtually anytime

3. Manageable- because it is current, always up to date, there’s no need for an upgrade because it’s
simply updating.
4. Reliable – reliable 365 days, 7 days a week, 24 hrs, hence Office 365.

5. Secure

*When you’re using a computer that

doesn’t have the full desktop versions of Office
installed, Office online is your Office in the
Cloud. View your documents, even pdf or make
quick changes in the online version of Word,
Excel, Power Point and One Note. When Word,
Excel, Powerpoint documents are stored in
OneDrive for Business, or other Office 365
library, you can work on them using Office
Online which opens the documents in a web
browser

*Everyone expects to have the most up to date, current version of the app they’re using, that is
what exactly what Office 365 is offering. There is no more upgrade, instead there are now updates
which is more easy and quick to install. You can continue working in your apps and on your systems at
all times.

OFFICE 365 SCENARIOS

1. Get it Done from anywhere – whether it’s a PC or phone. It means how Office 365 gives you access to
everything that you need to get the job done from anywhere, on device or online.
2. Store, Sync, and share your work files – (OneDrive for Business with Sharepoint)

- enable you to store documents, share your documents and co-create and co-author
documents with your colleagues.
3. Make Meeting Matter (Skype for Business) – makes it easy to meet and connect online from
wherever they are on multiple devices.

4. Email and Calendar on the Go (Outlook) – to view email or calendar, you can use outlook.

5.Work like a Network (Yammer) – with Yammer, you and the team can exchange ideas, get the latest
information and spot opportunity to adapt quickly and make change happen.