Microsoft Office 365 Bible for Beginners: Learn from Scratch and Master All Office Suite Software

Table of Contents

Table of Contents

Introduction

Shortcut Features

Chapter 1: Microsoft Word

Starting With the Basics

The Ribbon

Status Bar

Starting Off

Using a Template

Formatting the Text

Working With Words

Styling the Paragraph

Formatting and Viewing the Document

Margins and Page Settings

Creating and Working With Tables

Graphs and Formulas

Pictures, Shapes, and SmartArt

Pictures

Shapes

SmartArt

Table of Contents and References

Table of Contents

Inserting Footnotes

Inserting Captions

Bibliography

Spell Check, Translation, and Review

Keyboard Shortcuts

Chapter 2: Microsoft Excel

Basics

Layout and Visualization

Reading View

Print Preview

Formatting Cells

Number and Style

Conditional Formatting

Other Formatting Tips

Formulas and Functions

AutoSum

Financial Formulas

Logical Formulas

Text Formula

Date and Time Formulas

Reference Formulas

Data Validation, Transforming Text, and Filtering

Data Validation

Transforming Text

Filtering

Pivot Tables

Keyboard Shortcuts

Chapter 3: Microsoft PowerPoint

Creating a Presentation

Moving Things Around

Applying Themes

Themes

Templates

Building a Master Presentation

Inserting Pictures, Cliparts, and Videos

Inserting Pictures

Inserting Videos and Sound

Inserting Charts

Animating and Transitioning a Presentation

Inserting Transitions

Inserting Animations

Comments and Notes

Presenting and Printing

Printing

Recording a Presentation

Keyboard Shortcuts

Chapter 4: Microsoft Access

Defining the Basics

Creating a New Database

Renaming Fields

Filtering and Sorting

Other Functionalities

Adding Tables

Formatting Fields

Visualizing and Moving Fields

Relations and Queries

Establishing Relations

Queries

Creating Reports

Keyboard Shortcuts

Chapter 5: Microsoft Outlook

Setting Up Your Account

Setting a Signature

Creating and Sending Emails

Delayed Delivery

Determining Importance

Polling Through Email

Adding Attachments and Images

Out-of-Office Messages

Inbox

Contacts

Calendar

Scheduling an Appointment or a Meeting

Tasks

Keyboard Shortcuts

Chapter 6: Skype

Starting From the Beginning

Checking the Audio and Camera Settings

Personalizing the Account

Personalizing Messages

Adding Contacts

Messaging

Group Chats

Formatting the Messages

Keyboard Shortcuts

Chapter 7: Microsoft Teams

Creating Teams

Creating Channels

Uploading Documents

Chats and Calls

Sending Messages and Files in the Chat

Message Features

Meeting Features

Scheduling and Starting a Meeting

During the Meeting

Finishing the Meeting

Chapter 8: Microsoft OneDrive

Logging In

Managing Files

Creating and Modifying a File

Uploading and Downloading Documents

Other Options

Synchronization

Storage and Backup

Storage

Account Settings

Bonus Feature! Microsoft Forms

Creating a Form

Chapter 9: Microsoft OneNote

Creating a Notebook

Creating and Editing Sections and Pages

Using Templates and Other Formats

Page Settings

Taking and Formatting Notes

Searching for Tags

Customizing Tags

Creating Links

Drawing and Sketching

Recording

Sharing and Synchronizing

Keyboard Shortcuts

Chapter 10: Microsoft Publisher

Setting Up the Page

Inserting Elements to Your File

You Have Already Seen This Before…

Creating Catalogs

Creating Mailing Lists

Editing Business Information

Design Checker

Conclusion

References

Introduction

Have you ever imagined a computer without Word, Excel, or PowerPoint? If you were born after 1990, probably not since that is when the suite was launched by Microsoft to be used with Windows. Since its release, the programs have been installed with floppy disks, CD-ROM, and finally, downloading from the internet with a serial number. The programs have evolved since then, going through several upgrades and changes until what we use today.

While Microsoft started with the aforementioned three main programs, it soon started adding more software options for different areas of activity. It has migrated from a hardware-based program to the cloud, where there is an online integration between each one of them. This is one of the most important features of what is known as the Microsoft Suite—the communication between each of the tools that enables a cross-use of each of their functions. You can, for example, apply an Excel worksheet to a Word document to illustrate a calculation or to a PowerPoint presentation that you are creating.

Because of all the features and advantages that these programs provide, they have been the base for other programs that are used today, such as Google Documents. If you look closely at the buttons available in each of these similar programs, you will notice that they are almost the same. The reason for this is that the Office Suite became the standard and the only software available for some time and, thus, established the parameters for what was to come. As the toolbar on top of the page is known today, the ribbon became the standard for using these programs.

However, while you are not here to learn the history of Microsoft Office, its importance must be highlighted since almost every job done today requires the knowledge of how to use these programs. And while many people manage to easily work around intuitively with these basic functions, many remain undiscovered unless there is further dedication to exploring each one of them. But you do not need to worry—this book will teach you everything there is to know to become a pro user with these tools.

Did you know, for example, that Excel has more than 1,000 calculation functions among other features, or that Word is more than just a document writing program that can offer more possibilities to the user? Not to mention the possibility of having dynamic presentations in PowerPoint or creating easy-to-use programs in Access. The Microsoft Suite presents a world of possibilities to the user and, with its incremented features, still dominates the market when compared to others—it is still the most used package for business and personal use.

Shortcut Features

One of the main advantages that led to the success of Microsoft Office was implementing the shortcut features. Before they were implemented, when it was created, users had to place code to format their documents on a program called WordPerfect. There was also the fact that many people who used computers did not own a mouse—they were a piece of hardware that was costly and available to few. Because of this, the presentation of the shortcut feature was a big hit when the product was launched: It provided users with an alternative to the mouse and created an automated process that attracted many.

Did you know that you can use more than 100 keyboard shortcuts with these programs? If you are using Microsoft Windows on a PC, it can be accessed by pressing the Ctrl button on the keyboard and the other additional keys according to the function that you want to perform. If you own a MacOS, the access to the shortcut is a little different—it is used by pressing the Cmd or Command button plus the key related to that function. In both cases, the additional keys can be a number, a letter, or even an additional key such as Shift.

If you were not aware of this, or do not know how it works, do not worry. As you read through each section, you will find a list with some of the most common shortcuts for that specific program. Apart from that, you will learn the features that make each program special—from basic to advanced, everything is here. Now, are you ready to start your learning process and become a professional in managing these programs?

Chapter 1: Microsoft Word

If you want to create a document, prepare a report, or even prepare labels to be printed, Microsoft Word is the software Suite that you should use. It is a common tool used by students for doing a thesis, for example, and to generate and edit text-oriented files. However, this does not mean that it can only do this. This tool offers those who use it a plethora of possibilities that can range from business reasons, such as creating CVs and restaurant brochures, to personal motifs like invitations, appointment books, and party flyers.

If you were unaware that Word could do all of this, do not worry. This first chapter teaches you how to make the best of it. We will start with the basics and move on to more advanced features. Read on to learn some more!

Starting With the Basics

When you click to open the program, the first thing you will see is a window asking what you want to do. The options include opening a new blank document (if you do not want any formatting) and other templates that it will suggest. It will also allow you to have access to the most recent documents opened and refer to those that are pinned. So here is the first important thing you should know: If this is a document that you will access constantly, it is interesting to click on the pin that appears next to the last modification date of the document so that it will always show on this list. The main reason for this is that, as you open more and more documents, only the most recent ones will be shown on the initial screen; therefore, it might be useful to have a link to the ones you use the most.

To the left, on the blue vertical bar, the following options will be available: Home, which is the page on which you are now, New, to open a new blank document, and Open, which will allow you to search your computer for compatible files to open. At the bottom of this bar, you will have three other links: Account, Feedback, and Options. By clicking on the first link, you can view your account settings and see if any updates need to be done. It also has minor configuration options, such as changing the background and theme options.

Next, you have the feedback link, which is rather simple. It allows you to ‘like,’ ‘dislike,’ or suggest something to improve the program. Finally, the options button will enable you to customize your preferences for when you use Word. Here, you can add your name, determine if and how you want proofing to be performed in the documents you open, choose your language preferences, and choose the extension you want your files to be saved to by default. Another advantage is that it will allow you to personalize the ribbon, which is the name for the toolbar at the top of the window, but we will talk more about it in a bit.

For this first example, we will select the option of starting a ‘new’ document. Once you do, a blank page with a toolbar on top will appear. This is how the process of creating a new file will start. To start, let’s take a look at what is referred to as the ribbon and everything that can be done using this tool.

The Ribbon

You will now have a quick overview of what is in each part of the Word ribbon. This will be an introduction as each of them will be further addressed in the next sections of this chapter. It is also important to mention that most of these functions that you will see along the chapter have shortcuts, and how to use them will be available to you at the end of the chapter for easier reference.

Once you open the new document, you will notice a bar on top that will give you several options. If this does not appear, pass your cursor on the top of the page (in the blue menu), and it should drop down. Word allows you to fix this so that it is always visible. To do this, all you need to do is click on the pin located on the far right corner of the ribbon. If you wish the contrary and want to hide it, you can click on the arrow located in the same place.

The first option you will be able to select refers to the file. The page that will open is similar to the home page, although it offers more options. It will allow the possibility of starting, opening, saving, exporting, or printing a document. Since these are options that we have already looked at in the previous section, we will move on and continue to the next features.

The next option is the home part of the ribbon. This will allow you to format the document as you wish. It is usually divided into five sections: clipboard, font, paragraph, styles, and editing. In the clipboard area, you can paste something to the file, cut, copy, or use format painter. The last one is a tool that will allow the user to format any part of the text and make it similar in formatting to another.

In the font section, you can format your font while writing. This section allows you to select the font that you want to use. You can also change the font to make it bold, italic, underlined, or highlighted, and you can change the color and size. The paragraph feature will allow you to set numbered or bullet point lists, adjust the indentation of the text, sort it in alphabetical order in the case of lists, determine the spacing between the lines, and even configure table design. The following section is the style section that will allow you to standardize your text’s titles and subtitles and will also prove to be a valuable resource when creating tables of contents. Finally, in the last part, the editing area, the user will be able to find words or phrases, replace content, or select certain words in the text.

The next item on the tab is insert . As the name might suggest, this will allow you to add certain things to your documents. This includes a header and footer, images, and shapes. It is divided into ten sections: pages, tables, illustrations, add-ins, media, links, comments, header and footer, text, and symbols. The user will find the means to add a video to their document or edit links. It also allows equations