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    Essential Office 365 Third Edition: The Illustrated Guide to Using Microsoft Office
    Essential Office 365 Third Edition: The Illustrated Guide to Using Microsoft Office
    Essential Office 365 Third Edition: The Illustrated Guide to Using Microsoft Office
    Ebook652 pages3 hours

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

    By Kevin Wilson

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    About this ebook

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

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

    • Downloa
    LanguageEnglish
    PublisherElluminet Press
    Release dateNov 21, 2018
    ISBN9781911174752
    Essential Office 365 Third Edition: The Illustrated Guide to Using Microsoft Office
    Author

    Kevin Wilson

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

    Read more from Kevin Wilson

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    • 5/5
      Why Should You Learn Microsoft Office? Here Are 6 Benefit - At technology-driven workplaces, employers expect employees to have a working knowledge of Microsoft Office programs like Word, Excel, and PowerPoint. Microsoft Office, also simply referred to as Office, is a collection of client software, server software, and services developed by Microsoft. It was first announced by Bill Gates on August 1, 1988, in Las Vegas. The core programs in Microsoft Office are: https://coggno.com/blog/why-should-i-learn-microsoft-office/

    Book preview

    Essential Office 365 Third Edition - Kevin Wilson

    About the Author

    With over 15 years’ experience in the computer industry, Kevin Wilson has made a career out of technology and showing others how to use it. After earning a master’s degree in computer science, software engineering, and multimedia systems, Kevin has held various positions in the IT industry including graphic & web design, building & managing corporate networks, training, and IT support.

    He currently serves as Elluminet Press Ltd’s senior writer and director, he periodically teaches computer science at college in South Africa and serves as an IT trainer in England. His books have become a valuable resource among the students in England, South Africa and our partners in the United States.

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

    Table of Contents

    Getting Started with Office 14

    Office Packages 14

    What is the Cloud? 16

    Purchasing Office Online 19

    Downloading Office Suite 21

    Create a Microsoft Account 25

    Outlook Email on your iPhone 27

    Outlook Email on Android 29

    Setting up Outlook Desktop App 30

    Office Apps for iOS 31

    Setting up OneDrive on iOS 32

    Office Apps for Android 33

    Using Office on the Web 34

    Web Apps 34

    Word 35

    Excel 36

    PowerPoint 37

    Mail 38

    Calendar 40

    People 41

    Sway 42

    OneDrive 46

    Editing Files 47

    Uploading Files 48

    Organising Files 48

    OneDrive on your Desktop 50

    Uploading Files 51

    Searching for Files 52

    Using your iPad 53

    Accessing your Files 53

    Upload Files to OneDrive 54

    Editing Files on iPad 55

    Office Lens 57

    Microsoft Word 62

    Starting Word 62

    The Main Screen 63

    The Home Ribbon 64

    The Insert Ribbon 65

    The Design Ribbon 65

    The Page Layout Ribbon 65

    The References Ribbon 66

    The Review Ribbon 66

    The Mailings Ribbon 66

    The View Ribbon 66

    The Format Ribbon 67

    File Backstage 68

    Using Paragraph Styles 69

    Editing Paragraph Styles 70

    Bold, Italic & Underlined 72

    Superscript & Subscript 73

    Highlighting Text 75

    Text Colour 76

    Text Justification 77

    Paragraph Indents 78

    First Line Indent 79

    Hanging Indent 80

    Paragraph Spacing 81

    Line Spacing 82

    Tabs 83

    Bullet Lists 85

    Numbered Lists 86

    Sorting Text 87

    Cut, Copy & Paste 89

    Using the Clipboard 90

    Inserting Symbols 91

    Hidden Characters 92

    Equations 93

    Saving Documents 95

    Saving as a Different Format 96

    Opening Saved Documents 97

    Sharing Documents 98

    Printing Documents 101

    Page Setup 102

    Multiple Documents 104

    Headers and Footers 105

    Inserting Headers & Footers 105

    Editing Headers & Footers 106

    Page Numbering 107

    Page Borders 108

    Page Breaks 109

    Creating Columns 110

    Watermarks 112

    Cover Pages 113

    Contents Pages 116

    Indexes 118

    Adding Images 120

    Adding Clipart 123

    Adding Effects to Images 125

    Wrap Text around Images 128

    Remove Image Backgrounds 130

    SmartArt 131

    Adding Tables 135

    Formatting Tables 136

    Add a Column 137

    Insert a Row 138

    Resizing Rows & Columns 139

    Merge Cells 140

    Align Cell Text 140

    Text Direction 141

    Adding a Chart 142

    Chart Styles 144

    Finding a Template 146

    Making Your Own Template 151

    Create Document from Saved Template 153

    Printing on Envelopes 154

    Mail Merge your Envelopes 158

    Mail Merge a Letter 162

    Check your Spelling & Grammar 165

    Editing your Custom Dictionary 168

    Thesaurus 170

    Insights 171

    Search & Replace 172

    Zoom Controls 173

    Tell Me Feature 175

    The Character Map 176

    Office Add-ins 177

    Microsoft Word Pen Support 178

    Microsoft Excel 180

    What’s a Spreadsheet? 180

    Starting Excel 183

    Main Screen 184

    The Ribbon 185

    The Home Ribbon 185

    The Insert Ribbon 185

    The Page Layout Ribbon 186

    The Formulas Ribbon 186

    The Data Ribbon 187

    The Review Ribbon 187

    The View Ribbon 187

    File Backstage 188

    Getting Started 189

    Entering Data 189

    Simple Text Formatting 189

    Text Orientation 190

    Resizing Rows and Columns 191

    Inserting Rows & Columns 191

    Sorting Data 196

    Formatting your Spreadsheet 197

    Cell Alignment 197

    Text Format 197

    Cell Borders 199

    Opening a New Sheet 201

    Copy Data Between Sheets 202

    Freeze Panes 205

    Importing Data 207

    Conditional Formatting 210

    Using Formulas 213

    BIDMAS Rule 215

    Using Functions 216

    Count 216

    CountIf 218

    Auto Sum 220

    Average 221

    Max & Min 222

    IF Function 223

    VLookup 224

    Types of Data 227

    Cell Referencing 230

    Relative 230

    Absolute 230

    Adding Charts 231

    Formatting Charts 235

    Chart Titles 236

    Chart Elements 236

    Axis Titles 237

    Customising Charts 238

    Change Background to Solid Colour 240

    Change Background to Gradient Colour 241

    Change Chart Type 243

    Move and Resize Charts 244

    Data Analysis with Goal Seek 245

    Data Analysis with Scenario Manager 246

    Creating Scenarios 246

    Summary Reports 248

    Creating Pivot Tables 249

    Using Slicers 253

    Sorting Pivot Table Data 256

    Pivot Charts 257

    Validation Rules 259

    By Data Type 259

    Text Length 260

    Displaying Messages 261

    Input Message 261

    Error Messages 264

    Create a Drop Down List 266

    Locking Cells 267

    Using Multiple Workbooks 269

    Printing your Spreadsheet 271

    Page Setup 274

    Page Options 275

    Margins 277

    Customising Margins 278

    Headers & Footers 279

    Page Print Order 281

    Print Options 283

    Print Row and Column Headers 283

    Print Gridlines 283

    Print Selection 284

    Print Titles 285

    Show & Print Formulas 288

    Opening a Saved Workbook 289

    Saving Workbooks 290

    Save as a Different Format 291

    Microsoft PowerPoint 292

    Getting Started 292

    Create a Shortcut 293

    The Ribbon 297

    The Home Ribbon 297

    The Insert Ribbon 297

    The Design Ribbon 298

    The Transitions Ribbon 298

    The Animations Ribbon 298

    The Slide Show Ribbon 298

    File Backstage 299

    Creating a New Presentation 300

    Designing a Slide 302

    Adding Images 303

    From your PC 303

    Online Images 304

    Design Ideas 305

    Resizing Images 306

    Image Arrangement 307

    Adding Objects 309

    Shapes 309

    Icons 311

    SmartArt 312

    Adding a New Slide 315

    Slide Masters 317

    Adding Notes 320

    Changing the Slide Order 322

    Insert a Table 323

    Formatting Tables 325

    Table Themes 327

    Add a Chart 328

    Formatting Charts 330

    Chart Titles 330

    Data Labels 331

    Chart Legends 332

    Edit Chart Data 333

    Chart Styles 334

    Chart Colour Schemes 335

    Adjusting Images 336

    Removing Image Backgrounds 337

    Slide Transitions 340

    Morph Transitions 341

    Animations 343

    Effects 343

    Motion Paths 344

    Custom Motion Paths 346

    Effects & Timings 348

    Animation Pane 348

    Adding Video 351

    Add Video on your PC to a New Slide 351

    Add video from your PC to an Existing slide 353

    Trimming Videos 354

    Online 355

    Adding Sound 356

    Recording Audio 356

    Audio from your PC 357

    Screen Recording 359

    Recording Presentations 361

    Export your Presentation 364

    Photo Albums 365

    Microsoft PowerPoint Pen Support 371

    Setting Up Projectors 374

    Wireless Presenting 378

    Present Online 382

    Opening a Saved Presentation 384

    Saving your Presentation 385

    Save as a Different Format 386

    Print your Slides 388

    Online Collaboration 391

    Normal View 394

    Outline View 394

    Slide Sorter View 395

    Note Page View 396

    Microsoft Access 398

    What is a Database 398

    Database Models 399

    Relational Database 400

    Hierarchical & Network 400

    Object Oriented 400

    Microsoft Access Databases 400

    Starting Access 402

    Creating a Database 404

    The Ribbon 405

    The Home Ribbon 405

    The Create Ribbon 405

    The External Data Ribbon 405

    The Database Tools Ribbon 405

    Creating Tables 406

    Relationships Between Tables 409

    Creating Relationships 409

    Entering Data 412

    Adding Records 412

    Deleting Records 412

    Creating Forms 413

    Forms Wizard 414

    Creating Queries 416

    Query Parameters 418

    Creating Reports 419

    Microsoft Outlook 422

    Getting Started 422

    Create a Shortcut 423

    The Ribbon 425

    The Home Ribbon 425

    The Send/Receive Ribbon 425

    The View Ribbon 426

    File BackStage 427

    Email Message Ribbon 428

    The Message Ribbon 428

    The Insert Ribbon 428

    The Options Ribbon 429

    The Format Text Ribbon 429

    The Review Ribbon 429

    Sending Email 430

    Adding Attachments 431

    Saving Attachments 433

    Previewing Attachments 434

    Sending Email to Groups 435

    Creating Contact Groups 435

    Managing Email Messages 437

    Creating Folders 437

    Organising Messages 438

    Creating Rules 439

    Dealing with Junk Mail 441

    Contacts 442

    Adding new Contacts 442

    Calendar 444

    Add Appointment 445

    Microsoft OneNote 446

    Getting Started 446

    The Home Ribbon 447

    The Insert Ribbon 448

    The Draw Ribbon 448

    The Review Ribbon 449

    The View Ribbon 449

    Taking Notes 450

    Pictures 450

    Tables 451

    Write Notes 453

    Screen Clippings 454

    Audio & Video 455

    Using Tags 456

    To-do List 457

    Note Templates 458

    Getting Started with Office

    Office 365 is a subscription-based version of Microsoft Office. This means you pay a monthly or annual subscription that allows you download and use the Office applications.

    An Office 365 subscription guarantees that you’ll always have the latest version of Microsoft Office Suite available to you, and is usually updated once per quarter.

    Office 365 offers access to cloud-hosted storage called OneDrive where you can store your documents, as well as share and collaborate with others. You can also access your documents from all your devices - phone, tablet, laptop and, computer.

    As well as the full Office Suite, you can download to your computer or laptop, Office 365 includes Office Web Apps suite with lightweight versions of Word, Excel, OneNote, and PowerPoint, that can be used online within a web browser

    Office Packages

    There are various different options and packages available depending on what your needs are.

    Office 365 Home - can be used by up to 6 different users either on a PC or Mac, each with their own Microsoft Account. The package includes Word, Excel, PowerPoint, Outlook, OneNote, Access and Publisher. Also comes with 1TB of OneDrive space for each user. Ideal for families.

    Office 365 Personal - Has pretty much the same as Office 365 Home, except it can only be used by one user (one Microsoft Account). You can install Office on all your devices and sign in to up to 5 at the same time.

    Office Home & Student - can be installed on one PC or Mac only and includes Word, Excel, and PowerPoint. This is a one off payment rather than a subscription. Note there is no subscription to OneDrive or access to Skype. Also you won’t get any updates to new versions of Office.

    Have a look at the following website. Select the ‘for home’ option.

    products.office.com/compare-all-microsoft-office-products

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

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

    Below are some questions you may want to ask yourself:

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

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

    If you need to install Office for more than one user or for your household, Office 365 Home subscription is a good option. You can install the Office Suite for up to 6 different users and have them all sign in with their own Microsoft Accounts. Also comes with 1TB of space on OneDrive.

    Will you do a lot of editing on the go? If you use public computers at libraries or business centres, at your office, home, or on your tablet while travelling on the train for example, Office 365 Personal may be your best option, since it includes the Office Apps for mobile devices, and web based versions of the Office applications. If you do this and also have a family, then use Office 365 Home, as each family member can have their own Microsoft Account.

    Business users have different services available to them. Have a look at

    products.office.com/compare-all-microsoft-office-products

    Select the ‘for business’ option.

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

    www.microsoft.com/education

    What is the Cloud?

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

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

    Some other major examples are Google Drive and Apple iCloud.

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

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

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

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

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

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

    Purchasing Office Online

    First open your web browser and go to Microsoft Office website

    products.office.com

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

    From the home page select ‘For Home’.

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

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

    Check the amount then click ‘next’.

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

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

    If so enter these details into the screen below.

    If this is not the case then you can quickly create one. See ‘create a microsoft account’ on page 25

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

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

    Click ‘buy now’ to confirm your order.

    Downloading Office Suite

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

    office.com

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

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

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

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

    Click ‘run’ when prompted by your browser.

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

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

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

    Once Office is installed, click ‘close’

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

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

    If this is not your computer and belongs to someone else in the family,

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