OFFICE 365

PARTICIPANTS MANUAL FOR

FOUNDATION SCHOOL
2023
TABLE OF CONTENTS

Getting Started ..................................................................................................................................4

Module One: Introducing Office365 ....................................................................................................5

Creating your Office 365 Account/Tenant ................................................................................................ 5

Setting up a profile ................................................................................................................................... 9

Module 2: Using Office (Word) ......................................................................................................... 13

Create a word document ........................................................................................................................ 13

Add Pictures, Shapes, SmartArt, Chart, and More.................................................................................. 14

Editing, Printing, Saving and Formatting a Document ........................................................................... 15

Adding a Header or Footer ..................................................................................................................... 17

Page Numbering In Word ....................................................................................................................... 18

Proofing Tools ......................................................................................................................................... 19

Insert A Table .......................................................................................................................................... 21

Insert A Chart .......................................................................................................................................... 22

Hyperlinks ............................................................................................................................................... 24

Insert A Bookmark .................................................................................................................................. 24

Apply a Heading Style ............................................................................................................................. 25

Mail Merge In Word ............................................................................................................................... 26

Creating Professional Reports ................................................................................................................ 29

Module 3: Using Microsoft Yammer ................................................................................................. 32

Installing Yammer ................................................................................................................................... 32

Installing Yammer on Mobile (iOS and Android): ................................................................................... 34

Control which notifications you get in email: ......................................................................................... 34

Join an Existing Group/Conversation in Yammer: .................................................................................. 35

Post an Update/Create a Poll: ................................................................................................................ 36

 Attaching a File/ Editing Document:....................................................................................................... 38

Share From Anywhere in Office365: ....................................................................................................... 40

Create a Group in Yammer: .................................................................................................................... 40

Delete a Group in Yammer: .................................................................................................................... 42

Add/Leave a Group/Remove a Group Member: ..................................................................................... 42

Module 4: Using Microsoft Teams .................................................................................................... 43

Create a team ......................................................................................................................................... 43

Create a Team Owner ............................................................................................................................. 43

Create a Channel in Teams ..................................................................................................................... 43

Starting a Conversation .......................................................................................................................... 44

Making Video and Audio Call.................................................................................................................. 45

Sharing and Working With Files ............................................................................................................. 45

Setting up Team Meeting From Outlook ................................................................................................ 48

Using Planner in Teams .......................................................................................................................... 49

Module 5: Using Office365 – OneDrive ............................................................................................. 50

Understanding Office 365 Web Apps ..................................................................................................... 50

Using OneDrive ....................................................................................................................................... 50

Module 6: Using Office 365 – Outlook............................................................................................... 52

Composing and Sending Email Messages............................................................................................... 52

Organizing Messages with Folders ......................................................................................................... 54

Working with Calendars ......................................................................................................................... 54

Scheduling Events ................................................................................................................................... 55

Creating, managing and working with tasks .......................................................................................... 56

Customizing Outlook............................................................................................................................... 57

Using Notes............................................................................................................................................. 58
 Creating Signatures and Stationery ........................................................................................................ 59

Module 7: Using Office 365 Excel ...................................................................................................... 62

Creating and Entering Data in the Worksheet........................................................................................ 62

Cell Referencing: ..................................................................................................................................... 62

Working with multiple worksheets and workbooks ............................................................................... 63

Worksheet and workbook referencing: .................................................................................................. 64

Using formulas and functions: ................................................................................................................ 64

Formatting the worksheet: ..................................................................................................................... 66

Creating a chart, Using images, hyperlinks: ........................................................................................... 66

Using tables and sorting, filtering tables: ............................................................................................... 69

Putting it all together (Basic Reporting): ................................................................................................ 70

Module 8: Using Office 365- PowerPoint........................................................................................... 71

Creating a presentation document ......................................................................................................... 71

Creating and editing slides ..................................................................................................................... 73

Working with slide layouts ..................................................................................................................... 74

Enhancing slides with shapes, pictures, smart arts, etc ......................................................................... 75

Using Hyperlinks in slides........................................................................................................................ 77

Inserting tables and charts in slides........................................................................................................ 77

Adding videos and sounds to slides ........................................................................................................ 79

Adding slide transitions .......................................................................................................................... 80

Setting up - slide show ............................................................................................................................ 80

Saving, printing and sharing presentations ............................................................................................ 81

Creating Interactive Presentation ........................................................................................................... 82

Getting Started

This course provides a comprehensive overview of the main MS Office applications; Word, Excel,
PowerPoint, Outlook, Onedrive, Teams, Yammer etc. Its main focus being the use of the 'right
tool' to facilitate efficient performance at work as each application is explored.

Participants will learn, core techniques, productivity tips and keyboard

shortcuts, MS office application best practices and e-mail functionality.

The course will include a number of projects and class activities that will
be conducted as simulated business tasks leveraging the MS Office

environment as part of the learning process, aimed at bringing

participants up to speed with MS Office 365 Suite as a work tool.

Workshop Objectives

Research has consistently demonstrated that when clear goals are associated
with learning, the learning occurs more easily and rapidly. With that in mind, let’s review our
goals for today.

By the end of this workshop, you should be able to:

 Recognize “the right tool” for the job and confidently utilize the right MS Office365 suite
for business communication
 Enhance own's personal productivity and effectiveness
 Apply the strategies for effective collaboration and document sharing
 Apply problem solving and analytical skills
 Create and manage their digital identity within the bank

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Module One: Introducing Office365

Creating your Office 365 Account/Tenant

In this session, you will sign up for a free Office 365 Enterprise E3 trial. Use your own name and
mobile phone number and create a fictitious company name. You will then create sample users
for use in later exercises.

Hands-On | Labs | Practical

• Browse to: https://www.microsoft.com/en-gb/microsoft-365/enterprise/compare-

office-365-plans
• Under either the Office 365 Enterprise E3 or the Office 365 E5 column, click Try for free.
• Note – If you choose an Office 365 E5 trial it may require you to enter a valid credit card
number to verify you are not a robot. You will not be charged.

• In the first step, enter an email address that is not an Office 365 account and click Next.

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 • In the next step, click Set up account.
• In the next step provide your First name, Surname, use your own mobile number for the
Business phone number, make up a Company name, use a Company size of 250-999
people and select United Kingdom as the Country or region and then click Next.
• Click Send Verification Code.

Note – You may get an error saying: ‘We need some additional information to verify your identity
– please call Microsoft Support.’ This is usually because too many trial tenancies have been
created from that machine, email address or IP address (if using a shared IP). Using a different
machine, e-mail address, network or mobile phone will probably fix this issue.

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• When you receive the verification code, enter it and then click Verify.
• In the next step, provide a fictious company name and click Check availability. If the
name is available, then click Next. If the name is not available, try again with a different
name until you find one that is available.

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 • Enter Your Name and the password Pa55w.rd in both boxes and the click Sign up. This
will be your Global Administrator account.
Note – you can choose any password you like – as long as you remember it.

• Make a note of your user ID and click Go to Setup

Note – the next setup screens change on a regular basis and may not match the screenshot below – but
the objective is to exit the setup wizard – look for an available ‘Exit’ option.

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Setting up a profile
• If you are not already signed into the Office 365 Admin Center, open a web browser,
navigate to https://Office.com and sign in using the Global Administrator account and
password you created in Lesson 1.
• Search for ‘Admin’ and click the Admin Center Icon

• Expand the Users blade – click Active Users.

• Click Add a User.

• Enter the following values:

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  First Name – Mike
 Last Name – Ola
 Display Name – Mike Ola
 Username – Mike@<YourTenancy>.OnMicrosoft.com
 Let me create the password ‘’Pa55w.rd’’
 Deselect “Require this user to change their password when they first sign in”

Assigning License

• Click Next.
• In the license page assign an E3 or E5 license (depending on whether you created an E3
or E5 tenancy).

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• Click Next.
• In optional settings leave the user as a ‘user’ role and do not enter any profile
information – but have a look at the options if desired.

• Click Next.
• Review the settings and click Finish adding.

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• Repeat the above steps to create multiple users.

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Module 2: Using Office 365 (Word)

Create a word document

With Word on your PC, Mac, or mobile device, you can:

• Create documents from scratch, or a template.

• Add text, images, art, and videos.
• Research a topic and find credible sources.
• Access your documents from a computer, tablet, or phone with OneDrive.
• Share your documents, and work with others.
• Track and review changes.

• On the File tab, click New.

• In the Search for online templates box, enter the type of document you want to create
and press ENTER.

Add and Format Text

• Place the cursor and type some text.

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 • To format, select the text and then select an option: Bold, Italic, Bullets, Numbering,
and more.

Add Pictures, Shapes, SmartArt, Chart, and More

• Select the Insert tab.
• Select what you want to add:
 Tables - select Tables, hover over the size you want, and select it.
 Pictures - select Pictures, browse for the picture you want, and select Insert.
 Online Pictures - select Online Pictures, search and choose the picture you want, and
select Insert.
 Shapes - select Shapes, and then select a shape from the drop-down.
 Icons - select Icons, choose the one you want, and select Insert.
 3D Models - select 3D Models, choose from a file or online source, go to the image you
want, and select Insert.
 SmartArt - select SmartArt, choose a SmartArt Graphic, and select OK.
 Chart - select Chart, select the chart you want, and select OK.
 Screenshot - select Screenshot and select one from the drop-down.

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Editing, Printing, Saving and Formatting a Document
Microsoft Word is a powerful word processing program, allowing you to write any kind of document.
Microsoft comes with a variety of editing tools that save time and are perfectly suited for this fast-paced,
modern world.

• Open your document to begin editing. If you're unsure about your editing skills, save an extra
copy under the name "DocumentName-edit" so that your document stays in its original format.
Edit the new version. If you like your changes, rename the document afterwards.

• Delete single letters one at a time. Place the cursor to the right of the letters to be erased and
press the "Backspace" key or place the cursor to the left and press the "Delete" key. Continue
pressing the key until all the letters are gone.

• Erase entire words, sentences, paragraphs, or pages. Highlight the text you want to delete by
either dragging the mouse to highlight the text, or by holding down the shift key and using the
arrows. Once the text is highlighted, press "Backspace" or "Delete" to erase the text.

• Add text by moving the cursor to where you want the new text and begin typing, pushing the
existing text to the side. If you want to erase the old words as you type the new, press the "Insert"
key on your keyboard. You can toggle between the two choices; when you are in overwrite mode
the "OVR" in the status bar at the bottom of the screen will be highlighted. Another option is to
highlight the text you want to delete and begin typing. The text will be erased automatically.

• Rearrange sentences and paragraphs. Highlight the text you want to move by dragging the mouse
over the text, and then selecting "Cut" from the "Edit" menu. Click the "Cut" icon on the toolbar,
or pressing "CTRL X." Move the cursor where you want to move the text and choose "Paste" from
the "Edit" menu. Click the "Paste" icon on the toolbar, or press "CTRL V."

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 • Speed the process of moving text by using only the mouse. Highlight the text to be moved, hover
the mouse pointer inside the highlighted area, hold down the left mouse button and drag the text
to wherever you want to insert it. Release the mouse button, and your text will appear in its new
location.

Saving the Document:

Microsoft Word contains many features that will allow you to format your text using boldface type, italics,
underlining, headers and footers, bullets and numbering. The program will also allow you to save your
document electronically to the computer's hard drive so that the document can be re-opened at a later
date. “ Go to File > Save” Or simply Click the Ctrl Button and letter “S”

Printing a Document:

Microsoft Word can also help print your document. With Word, you can select printing options, such as
choosing the printer you wish to print on or selecting how many copies of the document you want to
print.

• Click File > Print.

• To preview each page, click the forward and backward arrows at the bottom of the page.

Printing a Document (Contd.)

If the text is too small to read, use the zoom slider at the bottom of the page to enlarge it.

• Choose the number of copies, and any other options you want, and click the Print button.

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Adding a Header or Footer
A header or footer can contain text, information about the document, or even images. You can
create one header or footer for the whole document, or have a different header or footer for the
first page, odd. and even pages, or even multiple sections.

Headers and Footers in Word (microsoft.com)

• Go to Insert > Header or Footer.

• Choose the header style you want to use.

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  Add or change text for the header or footer.

 Select Close Header and Footer or press Esc to exit.

Page Numbering In Word

A header or footer can contain text, information about the document, or even images. However,
the most common elements in a header or footer are page numbers. Page numbers can be
continuous though a document, all but the first page, or start over in each section.

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Insert Page Number

• Select Insert > Page Number, and then choose the location and style you want.
• If you don't want a page number to appear on the first page, select Different First Page.
• If you want numbering to start with 1 on the second page, go to Page Number > Format
Page Numbers, and set Start at to 0.
• When you're done, select Close Header and Footer or press Esc.

Note: To get back to a header or footer to make changes, double-click in the header or footer
area.

Proofing Tools
Microsoft Office Proofing Tools enable editing in additional languages.

How to Access the Proofing Options in Microsoft Word

Even if you have used the spellchecker in Microsoft Word, you may not have realized how much
you can customize what it looks for and how it highlights errors.

To access these proofing options, you need to:

• Open a Microsoft Word document.

• Go to File > Options.

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 • Select Proofing from the list on the left of the dialog box.
In Word for Mac, meanwhile you can access similar options by:

• Going to Word > Preferences.

• Clicking Authoring and Proofing Tools and selecting Spelling and Grammar.

Proofing Settings

You can control the proofing options across all Microsoft Office programs in the section titled
“When correcting spelling in Microsoft Office programs.” These include:

• The ability to ignore certain terms, including UPPERCASE TERMS and URLs.
• Flagging instances where the same word is used twice in a row.
• Options to select and customize the dictionary used for spellchecking.

Proofing Settings in Word

The most important options for using the spellchecker effectively in Word are in the “When
correcting spelling and grammar in Word” section. These include:

• Check spelling as you type – Controls whether Word will highlight errors as you type (if
you deselect this, you will need to run the spellchecker manually).
• Mark grammar errors as you type – As above, but for grammar errors.
• Frequently confused words – Highlights words that it thinks may have been confused for
another term (e.g., mix ups of “effect” and “affect”).

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 • Check grammar with spelling – When checked, Word will check both grammar and
spelling when you run a spellcheck (when unchecked, it will only check spelling).
• Show readability statistics – Provides readability stats at the end of a spellcheck.

Beneath these options, you’ll also see a “Writing Style” menu. The options here are:

• Grammar – Focuses on errors related to grammar and punctuation, such as comma

splices, incorrect verb forms, or mixing up adverbs and adjectives.
• Grammar & Refinements – Also looks for potential stylistic issues, such as gendered
language, excessive wordiness, or informal language.
Both options can be fully customized by clicking the “Settings” button next to the menu. This will
open a new dialogue box where you can select or deselect specific issues to check.

Insert A Table
For a basic table, click Insert > Table and move the cursor over the grid until you highlight the
number of columns and rows you want.

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For a larger table, or to customize a table, select Insert > Table > Insert Table.

Insert A Chart
You can make a chart in Word. If you have lots of data to chart, create your chart in Excel, and
then copy from Excel to another Office program. This is also the best way if your data changes

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regularly and you want your chart to always reflect the latest numbers. In that case, when you
copy the chart, keep it linked to the original Excel file.

To create a simple chart from scratch in Word, click Insert > Chart, and pick the chart you want.

Click the chart type and then double-click the chart you want.

In the spreadsheet that appears, replace the default data with your own information.

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 • When you’ve finished, close the spreadsheet.
• If you want, use the Layout Options to arrange the chart and text in your documents

Hyperlinks
You can add hyperlinks to your document that give your readers instant access to information in
another part of the same document. The hyperlink can be text or graphics. By using hyperlinks,
you can provide information to your readers without repeating the same information on different
pages.
To add links that jump from one part of a document to another part of the same document, mark
the destination and then add a link to it.
Mark the Destination:
Mark the hyperlink destination with a bookmark or a heading style.

Insert A Bookmark
• Select text or an item, or click where you want to insert a bookmark.
• Click Insert > Bookmark.

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 • Under Bookmark name, type a name.

Apply a Heading Style

Headings are automatically marked as a destination. All you need to do is apply one of the built-
in heading styles.
• Select the text to which you want to apply a heading style.
• On the Home tab, click the style you want.

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Apply The Link
After you’ve marked the destination, you’re ready to add the link.
• Select the text or object you want to use as a hyperlink.
• Right-click and then click Hyperlink
• Under Link to, click Place in This Document.
• In the list, select the heading or bookmark that you want to link to.

Mail Merge In Word

Mail Merge feature in Microsoft Word to send personalized email messages by using a list of
recipients stored in a Microsoft Excel worksheet, assuming that you already have it handy.

To begin merging, start Word, open the desired document (or start with blank one), and switch
to the Mailings tab – all of the Mail Merge controls are located here.

We recommend using the Step by Step Mail Merge Wizard – it conveniently organizes the
controls into a 6-step process. Its button is located on the “Start Mail Merge” group:

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Step 1
First, the output type of the document has to be specified. Since we’re merging a Word file to an
E-mail message – select E-mail Messages and click Next.
Step 2
Select Use the current document, and click Next.
Step 3
With Use an existing list option selected, click Browse… and navigate to the Excel data-source on
your computer. Microsoft Word will show the contents of the worksheet in a small window, where
sheets and recipients can be specified.
Click Next.
Step 4
Now you can write the contents of the E-mail message, if started with a blank document, and
also add merge fields for personalization, if they exist in the Excel worksheet (in this example,
the ‘name’ field is used):

Step 5

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This is, effectively, a proofreading stage – here you can verify that the merge fields are working
and that the correct recipients are selected. Click Next when ready.
Step 6
Almost done! Click the Mail Merge Toolkit button on the Wizard window (or the Merge &
Send icon on the Word ribbon). Both Word Mail Merge and Mail Merge Toolkit require the same
steps to be done to configure the mailing, but Mail Merge Toolkit introduces lots of new features.

On the final window, specify the important fields, such as To (choose here the name of the
worksheet column that holds the recipient e-mail information), Subject line (it can also be
personalized!) and the mailing Format (for standard merging, choose HTML, Filtered), and any
additional ones you require.
Clicking Ok means that you’ve successfully configured your mailing, and – after you specify the
account to send from a folder to store the temporary copy of your Word document – Outlook
should be able to send it in E-mail messages right away!

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Creating Professional Reports

Microsoft Word is one of the most popular word processing tools for creating reports and other
documents.

Microsoft Word software comes with a vast number of features to improve the productivity of
your works and to produce accurate outputs. In this section, I will show you how to use some of
these features to create professional reports with Microsoft Word.

When you write a Thesis, Dissertation, Project Report, and Technical Report, etc… Microsoft
Word helps you to keep your content more organized, clear and structured. Microsoft Word
comes with inbuilt options such as Source Manager for managing your citations, Track Changes,
Document Outlines, etc… to make it easier to handle your documents and related resources.

If you closely observed any professional report created with Microsoft Word, you can identify
there are several common features in every document. Those common features include Table of
Contents, List of Tables, List of Figures, different levels of Heading Styles, Sections, Image and
Table Captions, Index, Headers & Footers, Page Numbering, etc… Microsoft Word has specific
ways of creating and generating those features. If you follow those methods correctly, you can
create your report more easily and correctly.

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Identifying The Main Sections Of A Report

In a professional report, the appearance or look of the report as well as it’s flow is significant. So,
you should first identify the main sections of the report. The sections given below are the most
common in a professional report.
• Cover Page
• Title Page
• Abstract
• Acknowledgement
• Table of Contents
• List of Figures
• List of Tables
• List of Acronyms
• Main Content/ Chapters
• References
• Appendixes
• Index

List of Features to use/know In Creating A Professional Report

• Insert Section Breaks
• Create Numbered Multilevel Heading Styles
• Add Captions
• Add Citations and Bibliography
• Add Headers and Footers
• Add Page Numbers
• Create a Table of Contents
• Create List of Tables and Figures

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• Create an Index

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Module 3: Using Microsoft Yammer

Installing Yammer
You can now install the web version of Yammer as a progressive web app (PWA) in Microsoft
Edge, Google Chrome, or Mozilla Firefox. After you install the web version of Yammer as a
progressive web app, it will work like any stand-alone desktop experience.
You can pin and launch the app from your computer’s home screen or task bar, and you can opt
in to receive notifications for relevant announcements and messages from Yammer.
Even though the experience is similar to a standalone desktop app, the PWA version of Yammer is
still connected to the browser it was downloaded from. See instructions below for how to install
this from various modern browsers.
Install the new Yammer Desktop app in Microsoft Edge

• In Microsoft Edge, navigate to yammer.com and then sign into your account.

• In the browser URL bar, click the button in the top right corner.
• Click Install.

If you are having trouble with the above steps, here's another way to enable it:

• In Microsoft Edge, sign into your Yammer account.

• Select Settings and more … at the top of the window.

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 • Select Apps, and then click Install this site as an app.

Install the new Yammer Desktop app in Chrome:

• In Google Chrome, navigate to yammer.com and sign into your account.

• In the browser bar, click the button in the top right corner.
• Click Install.

If you are having trouble with the above steps, try the following:

• In Google Chrome, navigate to yammer.com and sign into your account.

• Select Customize and control Google Chrome… at the top of the window.

• Select Install Yammer .

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Installing Yammer on Mobile (iOS and Android):
Set up and use the Yammer iOS app:
• If you don't have Yammer installed, download it from the App Store
• Type your Microsoft 365 work or school account. Tap Log in.
Set up and use the Yammer Android app:
• If you don't have Yammer installed, download it from the Google Play Store
• Type your Microsoft 365 work or school account email address and password. Tap Log
in.
Enable or disable Yammer email notifications:

To alert you to new activity in relevant conversations, Yammer sends notifications either by
email, or—if you use Yammer on your mobile device—through push notifications. By default,
Yammer sends you notifications for many types of activity in your network. To avoid overloading
yourself, select which notifications you want to receive.
By default, email notifications and device push notifications are sent after a short delay. If you
receive a notification and don't respond by reading the new activity on Yammer , you won't
receive further notifications for the same thread. This prevents notifications from piling up when
you are away from Yammer for a length of time.

Control which notifications you get in email:

• In new Yammer, select the Settings button in the header, and then select Edit Settings.

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 • In classic Yammer, select the Settings button in the left navigation, and select Edit
Settings.
• Under Account Settings, select the Notifications tab.
• Select the notifications you want, clear the ones you don't want, and then select Save.

Join an Existing Group/Conversation in Yammer:

Yammer allows you to easily connect with others in your company, whether they are in the
cubicle next to you or an office in a different location. It is a secure social network for a company
in which employees and management can connect and discuss news, projects, and other
information. One of the best ways to easily connect with your colleagues is to join the different
groups on Yammer. To join a group, just follow these easy steps from next page.
Joining a group on Yammer is easy. You just have to click on the follow button on the information
page for the group. If a group is no longer relevant to you, simply click the unfollow button.

Step 1:
The first step to joining a group is to find the group or groups you wish to join. You will want to
focus on those that are relevant to your job, such as your team, projects, and department. There
are also groups focused on lifestyle and interests, including activities and locations.

Step 2:

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Once you have found a group you wish to join, you simply have to click follow on the group's
profile page. You can join as many groups as you wish, but remember you will be receiving
updates from each one. Therefore, you should focus only on the groups that will provide relevant
information.

Step 3:
Once you have joined all the groups you wish to join, you should adjust the notifications you
receive so that you will always be able to focus on the information that is a priority. You can
change how often you receive notifications so that you will always see the information you wish
to see

Post an Update/Create a Poll:

Creating a Poll:
• Select Poll.
• Type your question and options for answers.
• Add who you want the poll to go to.

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 • Select Post.

Making an announcement/Creating a Post:

• Type the information you want for an announcement.

• You can also attach a file, Notify specific people, or Add topics if you like.
• To add a GIF, select Add a GIF, and search for and select the one you want.
• Select the Announcement button.
• If you believe your announcement is essential for members to receive in an email
notification, even for those members who have their email notifications from
Yammer turned off, you can select the Notify members by email box under Change
Notification Settings.
This option will ensure that all members will be notified by email even those members who have
not opted in to receive email notifications from Yammer. Admins must use new
Yammer to change announcement delivery options, although users on both new and classic
Yammer will receive them.
Making an announcement/Creating a Post:

• When you’re done, select Post.

Everyone in the community receives a notification in their Yammer inbox, and an email if they
have opted in to receive email notifications from Yammer. If you chose to make an essential
announcement, all members will be notified by email, even if its outside of their preferred email
notification settings.

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Note: By default, Notify members by email option is always off, and only those users will be
notified by email who have opted in to receive email notifications from Yammer. This email is
sent as soon as you select Post and cannot be undone. Editing the announcement or changing
announcement delivery options after it’s posted does not generate another email notification for
members. When you select Notify members by email, the email delivered to members comes
from your email address. Community members can also reply to you directly by using email.

Attaching a File/ Editing Document:

Attaching a File to a Yammer Message:
Want to attach a file to your message in Yammer? No problem – you can upload a file from your
computer or select a file on Yammer, SharePoint or OneDrive.
At the bottom of the message, click the icon that represents where the file is located.

Upload a file from your computer:

• Select the upload icon
• Select the file you want to upload.
• Click Open, and then click Post.
Select a file that was previously uploaded in Yammer
• Select the Yammer icon

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 • Locate the file you want.
The Yammer tab shows files that were saved in Yammer or SharePoint. In the left pane
click Recent, Mine + Following, or the group the file is in.
• Click Select, and then click Post.

Editing a Document:
You and other members of your group can edit files posted to the group. A version history is
saved for each file.
Editing a File from Conversation:
• Click the file. The Yammer page for the file opens. If a preview is available, it is
displayed.
• In the File Actions list, select Edit File. A new tab opens for the file.
-Make the changes that you want using Office Online. To stop editing in an Office Online , close
the tab on your browser. Your changes are automatically saved to the attached file.
-If the file is stored in SharePoint, there will be an option to edit the file in Word, Excel, or
PowerPoint at the top.
Editing a Document:
If there is no preview, or no Edit File link:
- Select Click to download or Download, and save the file on your computer.
- Edit the file.
- Upload it to Yammer by finding the original version in Yammer, and selecting Upload a New
Version in the File Actions list.

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Share From Anywhere in Office365:
Yammer connects people and teams across your organization. To be truly productive, team
members need to be connected not only to each other but also to the tools they need the most.
Yammer now has integrated access to a SharePoint Team site and Document library, a OneNote
notebook and Planner for task management. Today, we are connecting teams in Yammer to
another core productivity need: the ability to collaborate around Office documents.
Users can now create Office documents such as Word, PowerPoint and Excel and co-author them
with their team from within a Yammer group. Additionally, users can easily browse their
SharePoint and OneDrive libraries to share files and start discussions with their teams on
Yammer.
Create documents directly from Yammer:
Work is more than just conversations. Every day we collaborate with co-workers to create
documents in Word, PowerPoint and Excel. Now, create these Office documents without having
to leave Yammer. With the full functionality of Office Online, you can co-author documents with
colleagues, view version history and mark important files as official. Because you’re in Yammer,
you can also easily share and discuss the document with your team from within your group in
Yammer.
Share files from SharePoint and OneDrive:
To help teams leverage the power of SharePoint and OneDrive for file storage and management,
we made it much easier to share and discuss these files with your team on Yammer. The improved
file picker lets you browse and share files from your Office 365 SharePoint Document Libraries or
personal OneDrive for Business. This means you can take advantage of SharePoint and
OneDrive’s content management capabilities directly from within Yammer
Share files from anywhere in Office 365 to Yammer:
Managing permissions when sharing documents with a group of people can be difficult. One of
the big advantages of having Yammer connected to Office 365 Groups is that every Yammer
group will exist as an entry in your Global Address List (GAL). This means that you can share and
email content from across the whole Office suite directly into your Yammer groups. When a
document is shared to a Yammer group, the members of the group are automatically granted
access to the document.

Create a Group in Yammer:

Groups in Yammer make it easy to work together on projects and events by providing a central
place for your conversations, files, and updates. When you create a group, you automatically
become an owner of the group.

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 • Click the Yammer tile in Microsoft 365.
• At the bottom-left corner of the screen, select Create a new group.

• Choose one of the following:

• Under Group Name, enter the name of your group.

• Under Group Members, enter the names or email addresses of anyone you want to add
to the group.
• Under Who can view conversations and post messages, select one of the following:
- Public Access: Anyone on your network can view the content posted to this group, and can join
this group.
- Private Access: Only approved members of this group can view the content and a group admin
must approve people who request to join this group. If you want this private group to be
discoverable, select List this group in our network's group directory and search results.
• If your group is a Microsoft 365 connected group, you'll also see a Classification section.
The default classification is displayed. To change it, click Edit, and select the
classification from the drop-down list.

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 • Select Create Group.

Delete a Group in Yammer:

If you have required permissions, you can delete a Yammer group.
• Click the group, and then click the group settings icon
• If you want to delete all conversations and files in a public group, first make the group
private:
- Select Private Access, and then click Save Changes.
- Click the group settings icon to return to the settings page.
• In the bottom right corner of the group settings page, click Delete Group, and in the
confirmation page, click Delete.

Add/Leave a Group/Remove a Group Member:

Add users to a Group in Yammer:
• In the Yammer admin center, go to Users > Invite Users.
• Enter individual email addresses, and then select Invite.
Remove a Group Member:
• In the Yammer admin center, go to Users > Remove Users
• Enter an existing user's name.
• Select an action to take
• Select Submit.

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Module 4: Using Microsoft Teams

Create a team

Create a Team Owner

If you want to make someone an owner or view who's an owner of an existing team, go to the
team name and click More options > Manage team.
The Role column tells you if someone is a team member or owner. To make someone an owner,
click Member and then select Owner.
You can also make someone a team owner while you're creating a team. When you're adding
team members, designate whether each new person is going to be a team member or team
owner by clicking Owner under the Member menu.

Create a Channel in Teams

Teams are made up of channels, which are the conversations you have with your teammates.
Each channel is dedicated to a specific topic, department, or project.
By default, all members of a team can create channels. A standard channel is open for all
members and anything posted is searchable by others. If you need a smaller audience for a

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specific project, you can create a private channel for your team. For a deeper look, see Teams
can have standard or private channels.
When you need to create or edit a channel, use the steps below.
Create a standard channel
To create a standard channel, start in the team list. Find the team name and click More options
> Add channel. You can also click Manage team, and add a channel in the Channels tab.

You can create up to 200 channels over the life of a team. That number includes channels you
create and later delete.

Starting a Conversation

When you create a new tab, check Post to the channel about this tab to automatically start a
conversation about that tab.

If you don’t select that option, you can always start a conversation later. Click the tab name to
open it, then click Show tab conversation to the right of the tab names.

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Making Video and Audio Call
There are different ways to make a call in Teams:
• Select Audio call or Video call to start a call from a 1:1 or group chat.
• In a 1:1 chat, select More options (the dropdown arrow) next to Audio call, and choose
another number to call if it's available.
• In the search box, type "/call" and who you'd like to reach. Press Enter to start the call.
• Hover over someone's profile photo anywhere in Teams, and select Audio call from
their contact card.
Dial an outside number:
• Select Calls.
• Type a name or an external number to call someone.
• When you're ready, select Call.
Accept incoming calls:
• Select an incoming call with video turned on or just audio. You can also decline the call.
View calls history:
• View a missed call or voicemail in your calls history.
• To return someone's call from your history, choose who you want, select More actions
> Call back.

Sharing and Working With Files

As your team works together you'll undoubtedly have files that you'll want to share and
collaborate on. Teams makes it easy to share files and work on them together. If working in Word,
Excel, PowerPoint, or Visio files your colleagues can even view, edit, and collaborate on them,
right within Teams.
Upload existing files:

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There are two primary ways to upload existing files into your library. Both methods start by going
to the files folder for your channel and both methods, by default, upload copies of your files to
the channel file folder.
• Drag and drop - Using your mouse, drag the file from where it's currently located and
drop it on the Teams window among the files.
• Upload - Select Upload, then select the file (or files) you'd like to upload, and
select Open.

Any files you upload will be accessible by any member of your team. And just like in SharePoint,
you can pin specific files to the top of your list for easy access.

Create a file:
To create a Word, PowerPoint, or Excel document in Teams, select New, then select the kind of
file you'd like to create. The new file will open in Teams so you can begin editing it, and if you'd
prefer to work in the desktop version of the app, select Open in Desktop App at the top of the
app, in the middle of the ribbon.
As soon as it's created your new file will be available for your team members to edit as well.
Co-edit a file:
Files uploaded and shared to a team are accessible to every member of the Team. In Office for
the web, Office for Android or iOS, or the latest applications from Microsoft 365, you and your
team members can co-edit Word, PowerPoint, or Excel documents, or comment on Visio files.
No need to check files out or worry about if one of your colleagues has the document open. Just
open the file you need to edit and if other team members are editing it too your changes will be
seamlessly merged as you work.

Starting a Conversation

Share with people outside your team:

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If the file is a Word, Excel, PowerPoint or Visio file, the easiest way to share it is to open the file
in its corresponding Office for the web or desktop app. Select Share at the top right corner of the
window. From there enter the aliases or email addresses of people you want to email the file
link, or select Copy Link to choose where you share the link.

If you want to share with people outside your organization you may have to select the
permissions drop-down (right above where you add the people you want to share with) and
select that Specific People can access the file.
Once you've shared the file, those users can edit the file in real time (unless you unchecked Allow
editing in the Link Settings dialog) just like the other members of your team can.

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Setting up Team Meeting From Outlook
Microsoft Teams includes the Outlook add-in, which lets you create new Teams meetings directly
from Outlook. You can also view, accept, or join meetings in either app.
Outlook on the desktop:
• Open Outlook and switch to the calendar view.
• Select New Teams Meeting at the top of the view.

• Add your invitees to the Required or Optional field(s)—you can even invite entire
contact groups (formerly known as distribution lists).
• Add your meeting subject, location (if applicable), start time, and end time.
• Create your message.
• Select Send.

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Using Planner in Teams
If you're using Microsoft Teams, you can organize your tasks by adding one or more Planner tabs
to a team channel. You can then work on your plan from within Teams or in Planner for web,
remove or delete your plan, and get notified in Teams when a task is assigned to you in Planner.
Add a Planner tab to a team channel:
• In your team channel, select Add a tab +.

• In the Add a tab dialog box, choose Tasks by Planner and To Do.
• In the Tasks by Planner and To Do dialog box, choose: (Create a new task list/Use an
existing task list)
• Choose whether to post to the channel about the tab, and then select Save.
• Repeat this procedure to add as many plans as you want for your channel.

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Module 5: Using Office365 – OneDrive

Understanding Office 365 Web Apps

Microsoft Office for the web programs are a part of most Microsoft 365 plans. Office for the web
makes it easier for you to work in the cloud because Word, Excel, PowerPoint, OneNote, and PDF
documents open in your web browser.
Sign in to your organization’s Microsoft 365 site to get started.
You can access your documents whenever you have an Internet connection, from almost any
device. Documents stored in your OneDrive and your team sites, or attachments in Outlook Web
App are easily accessible on any device with an internet connection.
And sharing documents with others is as simple as sending a link.
When you use the three-dot Open Menu in a SharePoint library, Office for the web shows a
preview of the document, and provides another Open Menu with commands for viewing and
editing the document in your browser.

Using OneDrive
You can back up your important folders (your Desktop, Documents, and Pictures folders) on your
Windows PC with OneDrive PC folder backup, so they're protected and available on other
devices. If you haven't already set up OneDrive on your computer, see Sync files with OneDrive
in Windows. There's no extra cost for PC folder backup (up to 5 GB of files without a subscription).
See OneDrive plans.
Set up PC folder backup:
• If you're prompted to back up your important folders (Desktop, Documents, and
Pictures), select the prompt to start the folder backup wizard.
If you didn't see the prompt or you already closed the wizard, select the white or blue cloud
icon in the Windows notification area, and then select Help & Settings > Settings,
then Backup > Manage backup.

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• In the Back up your folders dialog, make sure the folders that you want to back up are
selected.
• Select Start backup.
• You can close the dialog box while your files sync to OneDrive. Or, to watch your files
sync, select View upload progress. If you already closed the dialog, to open the
OneDrive activity center, select the white or blue cloud in the notification area

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Module 6: Using Office 365 – Outlook

Composing and Sending Email Messages

• Choose New Email to start a new message.
• Enter a name or email address in the To, Cc, or Bcc field.
• In Subject, type the subject of the email message.
• Place the cursor in the body of the email message, and then start typing.
• After typing your message, choose Send.

Use @mentions to get someone's attention:

• In the body of the email message or calendar invite, enter the @ symbol and the first
few letters of the contact's first or last name.
• When Outlook offers you one or more suggestions, choose the contact you want to
mention.
• The mentioned contact is added to the To line of the email or the meeting invite.

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Focused Inbox:
Focused Inbox helps you focus on the emails that matter most. It separates your inbox into two
tabs—Focused and Other.
If messages aren't sorted the way you like, you can move them and set where to deliver future
messages from that sender.
• Select the Focused or Other tab.
• Right-click the message you want to move and select Move to Other or Move to
Focused.

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Organizing Messages with Folders
Keep your inbox tidy and organized in Outlook
Use Sweep:
• Select a message
• Select Sweep
• Choose how you want to handle email messages from the sender you chose. For
example, you can send all messages from that sender to a specific folder for one time or
for all future messages.
• Select Sweep to perform the selected action
Create Rules:
• Right-click a message and select Create rule.
• Choose the folder where you want all messages from that sender or set of senders to be
moved, and then select OK.
Use folders and categories:
• Select a message.
• Select Move to and choose a folder. Or, select Categorize and choose a category.

Working with Calendars

You can connect one Outlook.com or Google account to your work or school account. This lets
you view and manage the personal calendars in that account even when you're signed in to your
work or school account. It also lets you include your personal calendar in your availability for
people who are scheduling events with you.
Add your personal calendars:
• Sign in to your work or school account in Outlook on the web, go to Calendar and
select Add calendar.
• Select Add personal calendars, then choose a personal account to add. Enter your
account's credentials.
• You'll see a message that tells you your account is being connected or that you need to
authenticate that account. After the connection is complete, you'll see that your
account has been connected and your personal events now affect your work or school
availability.

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 • After you close the Add personal calendars window, you'll see your connected account
in the navigation pane in Calendar.

Scheduling Events
Whether you're scheduling an appointment for yourself or setting up a meeting, Outlook gives
you all the features you need to find the right time for everyone.
As you switch from G Suite Calendar to Outlook, there are a few differences in names to be aware
of, like attendees instead of guests or interchanging appointment with event.
Create an appointment:
• In the calendar, select New Appointment.
• Add a title, start and end time, location, and other details.
• Select Save & Close.

Schedule a Meeting:
• In your calendar, select New Meeting.
• Add a title, invitees, start and end time, location, and other details.
• Select Teams meeting if you want to be able to meet in Microsoft Teams.
• Select Send.

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Creating, managing and working with tasks
A task is an item that you create that you want to track until it's completed. Use To Do in
Outlook.com to create, edit, and manage tasks.
Choose your version for instructions:
The instructions are slightly different depending on whether you're using To Do in Outlook.com
or the classic Tasks. Choose the version you're using to see the instructions that apply to you.
Classic tasks includes tasks that you previously created and saved in any Tasks folder, plus
messages that you've flagged.
View the following image and the numbered items corresponding to each area to get an overview
of the Tasks pane.

• Create, delete, move, or categorize tasks. Mark tasks as complete as you finish them.

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 • My tasks - Displays folders you can use to view and manage your tasks. Choose whether
you want to view items you have flagged as important. You can create new task folders
and rename or move existing ones. To add a folder, right-click My tasks and
select Create new folder. To rename or delete folders, right-click the folder and
select Rename or Delete.
• Tasks list - Filter and display tasks based on the status you've assigned to them. Use the
Filter menu to sort tasks based on different criteria.
• Task details - View details of the task selected in the tasks list. To edit task details such
as status, priority, and percent complete, select

Customizing Outlook
Views give you different ways to look at items in a folder. Each Outlook folder, such
as Inbox and Calendar, allows you to customize your view to change the organization of
items, fonts, and many other settings.
The most common change to make to a view is to change the font size in the message list,
the Reading Pane, or when composing a message
Change the font or font size in the message list:
• Select View > View Settings.
• Select Other Settings in the Advanced View Settings box.

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 • Select Column Font or Row Font.
• Select the font, font style, and size you want, then click OK three times to save your
settings and apply your changes.

Using Notes
A simpler layout — with more room for your notes
The OneNote app window in the Windows and Mac versions offers more note-taking
space by providing an easier way to control the navigation interface. You can choose to
display the notebook, section, and page navigation panes whenever you need them, and
then hide them again when you’re done — leaving you to focus on your work, your
thoughts, and your ideas.

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 • The Navigation button toggles the navigation panes on or off. Click it to display your
current notebook’s hierarchy, to switch between pages, sections, and notebooks, or to
create and organize sections, pages, and notebooks. Click the button again to hide the
navigation panes and return to your current page
• The Search button provides an entry point to search for keywords and phrases in
specific places in your notes — or across all of your notebooks. Besides text, you can
also search for any tags that you’ve applied to selected notes. Click any search result in
the list to jump to its location in your notes.
• The Recent Notes button displays a chronological list of pages that you’ve recently
viewed or edited, as well as the sections and notebooks they’re found in. This is helpful
when you need to quickly switch back and forth between pages in different sections or
different notebooks, or when you want to quickly continue taking notes on a different
computer or device.

Creating Signatures and Stationery

Create an email signature in Outlook
You can create personalized signatures for your email messages that include text, images,
your electronic business card, a logo, or even an image of your handwritten signature.
You can set it up so that signatures can be added automatically to all outgoing messages,
or you can choose which messages include a signature.
Add a signature to messages:
• On the Home tab, select New Email.

• Select the Message tab.

• In the Include group, select Signature, and then choose Signatures.

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• Under Choose default signature, in the E-mail account list, select an email account to
associate with the signature.

• Under Select signature to edit, select New and type a name for the signature.
• Under Edit signature, type the signature that you want to use and select OK.

Creating Stationeries:
Stationery and themes are a set of unified design elements and color schemes. They
specify fonts, bullets, background color, horizontal lines, images, and other design
elements that you want to include in outgoing email messages.

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 Outlook includes a large selection of stationery. You can also design your own custom
stationery. For example, you can include a company logo or design that matches your
organization’s style guidelines.
• Create a message.
• Customize the message by using fonts, bullets, a background color, horizontal lines,
images, and other design elements that you want to include.
• In the message window, click the File tab.
• Click Save As.
• In the Save As dialog box address bar, enter %appdata%\microsoft\stationery, and
then press Enter. The Stationery folder opens.
• In the File name box, enter a name for your new stationery.
• In the Save as type list, click HTML.
• Click Save.

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Module 7: Using Office 365 Excel

Creating and Entering Data in the Worksheet

You have several options when you want to enter data manually in Excel. You can enter
data in one cell, in several cells at the same time, or on more than one worksheet at once.
The data that you enter can be numbers, text, dates, or times. You can format the data in
a variety of ways. And, there are several settings that you can adjust to make data entry
easier for you.
Enter text or a number in a cell:
• On the worksheet, click a cell.
• Type the numbers or text that you want to enter, and then press ENTER or TAB.
• To enter data on a new line within a cell, enter a line break by pressing ALT+ENTER.

Enter a number that has a fixed decimal point

• On the File tab, click Options.

• Click Advanced, and then under Editing options, select the Automatically insert a
decimal point check box.
• In the Places box, enter a positive number for digits to the right of the decimal point or a
negative number for digits to the left of the decimal point.
- For example, if you enter 3 in the Places box and then type 2834 in a cell, the value will
appear as 2.834. If you enter -3 in the Places box and then type 283, the value will be
283000.
• On the worksheet, click a cell, and then enter the number that you want.
- Data that you typed in cells before selecting the Fixed decimal option is not affected. To
temporarily override the Fixed decimal option, type a decimal point when you enter the
number.

Cell Referencing:
A cell reference refers to a cell or a range of cells on a worksheet and can be used in a
formula so that Microsoft Office Excel can find the values or data that you want that
formula to calculate.

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 In one or several formulas, you can use a cell reference to refer to:
• Data from one or more contiguous cells on the worksheet.
• Data contained in different areas of a worksheet.
• Data on other worksheets in the same workbook.

Working with multiple worksheets and workbooks

In Excel, you can enter the same data into several worksheets without retyping or copying
and pasting the text into each one. For example, you want to put the same title text into
all worksheets in your workbook. One way to do this is to type the text in one worksheet,
and then copy and paste the text into the other worksheets. If you have several
worksheets, this can be very tedious.
An easier way to do this is to use the CTRL key to group worksheets. When worksheets
are grouped, whatever you do to one worksheet affects all other worksheets.
• Start Excel. A new, blank workbook appears.
• Click the New sheet button at the bottom of the screen.
• Press and hold the CTRL key, and then click Sheet1, Sheet2, and so on till you finish
selecting all your worksheets.
• Click in cell A1 in Sheet1, and then type: This data will appear in each sheet.
• Click Sheet2 and notice that the text you just typed in Sheet1 also appears in cell A1 of
Sheet2, and all the other worksheets.

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Worksheet and workbook referencing:
Workbook and worksheet in excel. Workbooks are usually. In excel vba an object can
contain another object and that object can contain another object etc. A workbook is just
a fancy name for a microsoft excel file.
Workbook and worksheet in excel excel enables you to have multiple workbooks showing
simultaneously and to have a customized view of your workbooks arranged in different
windows. Excel workbook is like a book that contains a number of pages while excel
worksheet is a single page or sheet of a workbook like a page in a book. When we have
multiple worksheets in a workbook we can select required sheet using vba.

Key differences between excel workbook and worksheet. Are preferred in an educational
or learning environment. A workbook is an entity where multiple worksheets can be
added to access the data.
Workbooks are capable of holding an almost infinite number of worksheets depending
on the size and the relevance of the data. In each cell the user can enter a number date
text math formula or excel function. In other words excel vba programming involves
working with an object hierarchy.
A worksheet is a single set of the page where data is being entered.

Using formulas and functions:

Microsoft Excel is extremely powerful and versatile when it comes to calculating numbers
or solving math and engineering problems. It enables you to total or average a column of
numbers in the blink of an eye. Apart from that, you can compute a compound interest
and weighted average, get the optimal budget for your advertising campaign, minimize
the shipment costs or make the optimal work schedule for your employees. All this is
done by entering formulas in cells.

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 The basics of Excel formulas:
Before providing the basic Excel formulas list, let's define the key terms just to make sure
we are on the same page. So, what do we call an Excel formula and Excel function?
• Formula is an expression that calculates values in a cell or in a range of cells.
For example, =A2+A2+A3+A4 is a formula that adds up the values in cells A2 through A4.
• Function is a predefined formula already available in Excel. Functions perform specific
calculations in a particular order based on the specified values, called arguments, or
parameters.
For example, instead of specifying each value to be summed like in the above formula,
you can use the SUM function to add up a range of cells: =SUM(A2:A4)

Basic Functions that you should know:

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Formatting the worksheet:
In Excel, formatting worksheet (or sheet) data is easier than ever. You can use several fast
and simple ways to create professional-looking worksheets that display your data
effectively. For example, you can use document themes for a uniform look throughout all
of your Excel spreadsheets, styles to apply predefined formats, and other manual
formatting features to highlight important data.
Formatting data manually:
To make specific data (such as text or numbers) stand out, you can format the data
manually. Manual formatting is not based on the document theme of your workbook
unless you choose a theme font or use theme colors — manual formatting stays the same
when you change the document theme. You can manually format all of the data in a cell
or range at the same time, but you can also use this method to format individual
characters.

Creating a chart, Using images, hyperlinks:

Creating a Chart:

Charts help you visualize your data in a way that creates maximum impact on your
audience. Learn to create a chart and add a trendline. You can start your document from
a recommended chart.

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 Select data for the chart.

Select Insert > Recommended Charts.

Select a chart on the Recommended Charts tab, to preview the chart.

Select a chart.

Select OK.

Using Images:
• Select the cells, or click the chart or object that you want to copy as a picture.
• On the Home tab, in the Clipboard group, click the arrow next to Copy, then click Copy
as Picture.
• In the Copy Picture dialog box, do the following:
-Under Appearance, click the option that you want to use.
-Under Format, click the option that you want to use
• Click OK.
• On the worksheet or other document, click where you want to paste the picture.
• On the Home tab, in the Clipboard group, click Paste, or press CTRL+V.

Using Hyperlink:
Use the 'Insert Hyperlink' dialog box in Excel to create a hyperlink to an existing file, a web
page or a place in this document. You can also use the HYPERLINK function.
To create a hyperlink to an existing file or web page, execute the following steps:
• Select cell A1
• On the Insert tab, in the Links group, click Link.

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• To create a hyperlink to an existing file, select a file (use the Look in drop-down list, if
necessary).

• To create a hyperlink to a web page, type the Text to display, the Address, and click OK.

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Using tables and sorting, filtering tables:
Sorting data is an integral part of data analysis. You might want to arrange a list of names in
alphabetical order, compile a list of product inventory levels from highest to lowest, or order
rows by colors or icons. Sorting data helps you quickly visualize and understand your data better,
organize and find the data that you want, and ultimately make more effective decisions.
You can sort data by text (A to Z or Z to A), numbers (smallest to largest or largest to smallest),
and dates and times (oldest to newest and newest to oldest) in one or more columns. You can
also sort by a custom list you create (such as Large, Medium, and Small) or by format, including
cell color, font color, or icon set.
Making an announcement/Creating a Post:

Sort Text:
• Select a cell in the column you want to sort.
• On the Data tab, in the Sort & Filter group, do one of the following:
-To quick sort in ascending order, click (Sort A to Z).

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-To quick sort in descending order, click (Sort Z to A).
Sort Numbers:
• Select a cell in the column you want to sort.
• On the Data tab, in the Sort & Filter group, do one of the following:
-To sort from low to high, click (Sort Smallest to Largest).
-To sort from high to low, click (Sort Largest to Smallest).

Putting it all together (Basic Reporting):

All the people working in a professional environment understand the need to create a report. It
summarizes the whole data of your work or the company’s in a very accurate manner. You can
create a report of the data you entered on an Excel Sheet by adding a PivotTable for your entries.
A Pivot table is a very useful tool as it calculates the total for your data automatically and helps
you analyse your data with different series. You can use a PivotTable to summarize your data and
present it to the concerned parties as a report.

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Module 8: Using Office 365- PowerPoint

Creating a presentation document

PowerPoint presentations work like slide shows. To convey a message or a story, you break it
down into slides. Think of each slide as a blank canvas for the pictures and words that help you
tell your story.
Choose a theme:
When you open PowerPoint, you’ll see some built-in themes and templates. A theme is a slide
design that contains matching colors, fonts, and special effects like shadows, reflections, and
more.
• On the File tab of the Ribbon, select New, and then choose a theme
• Click Create, or pick a color variation and then click Create.

Insert a new slide:

• On the Home tab, click the bottom half of New Slide, and pick a slide layout.

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Save your presentation:
• On the File tab, choose Save.
• Pick or browse to a folder.
• In the File name box, type a name for your presentation, and then choose Save.

Add Text:

Select a text placeholder, and begin typing.:

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Format your text:
• Select the text
• Under Drawing Tools, choose Format.

Creating and editing slides

PowerPoint files are called presentations. Whenever you start a new project in PowerPoint, you'll
need to create a new presentation, which can either be blank or from a template. You'll also need
to know how to open an existing presentation.
To create a new presentation:
When beginning a new project in PowerPoint, you'll often want to start with a new blank
presentation.
• Select the File tab to go to Backstage view.

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Add a Slide:
• Select the slide you want your new slide to follow.
• Select Home > New Slide.
• Select Layout and the you type want from the drop-down.

Working with slide layouts

Every theme in PowerPoint includes a set of slide layouts—predefined arrangements for your
slide content. "Placeholder" boxes give you places to plug your content into with little or no
manual formatting and arranging. You choose a layout from a menu in PowerPoint, then insert
your words and graphics.
The predefined layouts include a Title slide to begin with, a general Title and Content layout, a
side-by-side Comparison layout, and a Picture-with-Caption layout.

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Arrange slide content with different slide layouts to suit your taste and preference, or to improve
the clarity and readability of the content.
• Select the slide that you want to change the layout for.
• Select Home > Layout.
• Select the layout that you want.

Enhancing slides with shapes, pictures, smart arts, etc

Creating a Shape:
First, add a circle to a blank page. Make it fairly big, so you can work with it easily, but leave
plenty of space to work. Now you’ll need a second circle of the same proportions, so simply make
a copy. The quickest way to duplicate a shape is to select the circle and then drag it while holding
the Ctrl key. Once you have the second circle, you want to size it down while keeping the same
proportions. If you resize it by holding Shift while moving one of the corner handles, it scales it
evenly, and the proportions stay the same.
Next, drag the first circle over the top of the second, and use the alignment guides to align them,
so they have the same center. When they are aligned the shape will look like this:
Press Ctrl and click each circle to select them both (or use ⌘ if you are working on a Mac). You
want to select the bigger circle first, then the smaller one. I’ll explain why in a moment, but for
now let’s just see how the magic happens. Now that you have two shapes selected, the Merge
Shapes under the Drawing Tools/Format ribbon tab is enabled.
Creating a Shape:

Click the Merge Shapes drop-down to display the five choices: Union, Combine, Fragment,
Intersect and Subtract. You can move your mouse over each option to see a preview of what
option each does, but for now, select Subtract. If you selected the shapes in the right order, you
should have a circle with the center cut out. This is why the order you select shapes matters—
the first shape you select is the part that’s kept when you click Subtract, while the second shape
is cut out. If your Circle doesn’t look right, undo, click on a blank part of the slide, and reselect
the shapes—making sure to select the bigger circle first, then click Subtract again..

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Creating a Shape:
1. To insert shapes in PowerPoint into a slide, click the “Insert” tab in the Ribbon.
2. Then click the “Shapes” button in the “Illustrations” button group.
3. A drop-down menu of the shapes in PowerPoint you can insert then appears.
4. Roll your mouse pointer over the shape to insert.
5. Then click it to select it.
6. When you place your mouse pointer back over the slide, it then appears as a black
crosshair.
7. Decide where to place the shape in the slide.
8. Then click and drag across the area in the slide where you want to insert the shape.
9. To create a “perfect” version of a selected shape, hold down the “Shift” key on your
keyboard.
10. Then click and drag to draw a “perfect” version of the shape.
11. To insert a shape with a default size, select the shape from the Ribbon using the
“Shapes” button, as normal.
12. Then hold down the “Shift” key on your keyboard.
13. Then click once into the slide where you want to place the shape’s upper-left corner.
14. PowerPoint then inserts a shape with a default size into the place you clicked.
15. After inserting a shape, the mouse pointer returns to its default behavior and you exit
PowerPoint’s drawing mode.
16. To lock PowerPoint in drawing mode, right-click the shape button to draw within the
“Shapes” button’s drop-down menu.
17. From the pop-up menu that appears, click the “Lock Drawing Mode” command.
18. Then draw as many instances of the selected shape as you want.
19. To cancel the drawing mode lock, press the “Esc” key on your keyboard
Inserting a Picture:
Depending on which version of PowerPoint you're using, you can insert pictures, photos, clip art,
or other images to your slide show from your computer or from the Internet.
• Click where you want to insert the picture on the slide.

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 • On the Insert tab, in the Images group, click Pictures and then click This Device.

• In the dialog box that opens, browse to the picture that you want to insert, click that
picture, and then click Insert.

Using Hyperlinks in slides

The fastest way to create a basic web hyperlink on a PowerPoint slide is to press Enter after you
type the address of an existing webpage (such as http://www.contoso.com).
You can link to a webpage, or you can link to a new document or a place in a existing document,
or you can begin a message to an email address.
Link to a Website:
• Select the text, shape, or picture that you want to use as a hyperlink.
• Select Insert > Hyperlink
• Select Existing File or Web Page, and add the:
- Text to display: Type the text that you want to appear as hyperlink.
- ScreenTip: Type the text that you want to appear when the user hovers over the
hyperlink (optional).
- Current Folder, Browsed Pages, or Recent Files: Select where you want to link to.
- Address: If you haven't already selected a location above, insert the URL for the web site
you want to link to.
• Select OK.

Inserting tables and charts in slides

Add a table to a slide:

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You can add a table to a slide by creating it right in PowerPoint. You can also copy and paste a
table from Word or Excel.
It's not possible to convert existing slide text into a table. Insert an empty table, then add text to
it.
• Select the slide that you want to add a table to.
• On the Insert tab, select Table.

Add a table to a slide:

• In the Insert Table dialog box, do one of the following:
-Use the mouse to select the number of rows and columns that you want.
-Select Insert Table, and then enter a number in the Number of columns and Number of rows
lists.

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 • To add text to the table cells, click a cell, and then enter your text. After you enter your
text, click outside the table.
Add a chart to a slide:
Including a chart in your presentation is always a good way to display your numerical or statistical
data in a visual manner.
• Select the slide where you want to include the chart.
• Go to the Insert tab and, in the Illustrations group, click Chart. A new window will open.
• Select the type of chart you want and click OK.
• A chart will be generated, along with a new worksheet containing the data, which you
can modify.
• Once you’ve modified the data, close the worksheet. If you need to open it again, right-
click → Edit data → Edit data.

Adding videos and sounds to slides

In PowerPoint, you can add animated GIFs, videos from your computer or online videos,
recordings, export your presentation as a video, and even add captions to videos.
To add a Video;
Select Insert > Video and then choose:
• Online Video: Add a video from YouTube or paste in an embed code.
• Video on my PC: Add a video that's stored on your computer.

You can add audio, such as music, narration, or sound bites, to your PowerPoint presentation. To
record and hear any audio, your computer must be equipped with a sound card, microphone,
and speakers.
Add audio from your PC

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 • Select Insert > Audio.
• Select Audio on My PC.
• In the Insert Audio dialog box, select the audio file you want to add.
• Select Insert.

Adding slide transitions

Slide transitions are the animation-like effects that happen when you move from one slide to the
next during a presentation. Add slide transitions to bring your PowerPoint presentation to life.
• Select the slide you want to add a transition to.
• Select the Transitions tab and choose a transition.
• Select Effect Options to choose the direction and nature of the transition.
• Select Preview to see what the transition looks like.

Setting up - slide show

Slide show Instructions:
1. To run a presentation in Slide Show view in PowerPoint, click the “Slide Show” tab in
the Ribbon.
2. To start the slide show from the first slide, click the “From Beginning” button in the
“Start Slide Show” button group.
3. To start the slide show from the current slide, click the “From Current Slide” button.
4. To advance through the slides when in “Slide Show” view, click the screen with your
mouse or press the “Space” bar on your keyboard.
5. To exit out of “Slide Show” view before the end of the presentation, press the “Esc”
key on your keyboard.
6. After viewing the entire presentation, the slide show will close and return to the
previous view that was in effect before entering the “Slide Show” view.
7. To see the command options that you have for navigating the presentation and adding
annotations to the slide, right-click anywhere on the screen to display a popup menu.
8. To toggle the display arrow to one of the annotation tools available in the menu, right-
click the screen and then hover over the “Pointer Options” command.

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 9. Then click either “Laser Pointer,” “Pen” or “Highlighter” to select the desired annotation
tool to use.
10. To select the color of the ink used by the “Pen” and “Highlighter” tools, hover over
“Pointer Options,” then hover over “Ink Color,” and then choose a color.
11. To remove annotations you have added, select the “Eraser” tool under “Pointer
Options.”
12. If you select an annotation option, you CANNOT use the mouse to advance the slides.
You will have to use the “Space” bar or unselect the annotation pointer option to
advance the slides with a mouse click.
13. To view keyboard shortcuts available in Slide Show view in PowerPoint, right-click on
the screen and choose “Help.” A popup window will display the available keyboard
shortcuts.

Saving, printing and sharing presentations

Printing Slides:
Before you print slides, you should decide if you want to print in full color or using grayscale. Click
the "View" tab. The color options can be found in the "Color/Grayscale" section of the menu.
Print options are found in the "File" tab. After you click the tab, a left panel of options display.
Click "Print" to review print options before you send the slideshow to a printer.

Sharing Presentation:

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Sharing presentations is useful if you work in the enterprise with a group of people that must be
able to review your slides. Click the "File" tab. In the left control panel, click "Share" and a window
opens where you can share slides with other recipients.
If you're an individual and just need to share slides with other people, a OneDrive window opens
when you click the "Share" option.

Creating Interactive Presentation

Putting all learned into practice and live demo

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