Office 365 All-in-One For Dummies

Microsoft Office 365 contains straightforward tools for virtually every office task you could possibly think of. And learning how to use this powerful software is much easier than you might expect! With the latest edition of Office 365 All-in-One For Dummies, you'll get a grip on some of the most popular and effective office software on the planet, including Word, Excel, PowerPoint, Outlook, Access, Publisher, and Teams.

This expanded handbook walks you through the ins and outs of reviewing and composing documents with Word, hosting and joining meetings with Teams, crunching numbers with Excel, and answering emails with Outlook. And it's ideal for anyone who's brand new to Office and those who just need a quick refresher on the latest useful updates from Microsoft.

In this one-stop reference, you'll find:

• Step-by-step instructions on the installation, maintenance, and navigation of all the critical components of Office 365
• Guidance for using Office 365's built-in online and cloud functionality
• Complete explanations of what every part of Office 365 is used for and how to apply them to your life

Office 365 All-in-One For Dummies is the last handbook you'll ever need to apply Microsoft's world-famous software suite to countless everyday tasks.

Introduction 1

What Makes This Book Different 2

Foolish Assumptions 3

Conventions Used in This Book 3

Icons Used in This Book 4

Beyond the Book 4

Book 1: Common Office Tasks 5

Chapter 1: Office Nuts and Bolts 7

Introducing Office 365 7

Finding Your Way Around the Office Interface 11

Saving Your Files 19

Navigating the Save As and Open Windows 20

Opening and Closing Files 22

Reading and Recording File Properties 23

Locking a File with a Password 24

Trusting (or not Trusting) Microsoft with Your "Content" 25

Chapter 2: Wrestling with the Text 29

Manipulating the Text 29

Speaking, not Typing, the Words 32

Changing the Look of Text 34

Quick Ways to Handle Case, or Capitalization 41

Entering Symbols and Foreign Characters 42

Creating Hyperlinks 44

Chapter 3: Speed Techniques Worth Knowing About 49

Undoing and Repeating Commands 49

Zooming In, Zooming Out 51

Viewing a File Through More Than One Window 52

Correcting Typos on the Fly 53

Entering Text Quickly with the AutoCorrect Command 55

Book 2: Word 365 57

Chapter 1: Speed Techniques for Using Word 59

Introducing the Word Screen 59

Creating a New Document 61

Getting a Better Look at Your Documents 63

Selecting Text in Speedy Ways 68

Moving Around Quickly in Documents 69

Inserting a Whole File into a Document 73

Getting Word to Read It 74

Entering Information Quickly in a Computerized Form 74

Chapter 2: Laying Out Text and Pages 79

Paragraphs and Formatting 79

Inserting a Section Break for Formatting Purposes 80

Breaking a Line 83

Starting a New Page 83

Setting Up and Changing the Margins 84

Indenting Paragraphs and First Lines 86

Numbering the Pages 88

Putting Headers and Footers on Pages 91

Adjusting the Space Between Lines 95

Adjusting the Space Between Paragraphs 96

Creating Numbered and Bulleted Lists 97

Working with Tabs 100

Hyphenating Text 102

Chapter 3: Word Styles 105

All About Styles 105

Applying Styles to Text and Paragraphs 107

Applying a style 107

Creating a New Style 112

Modifying a Style 115

Creating and Managing Templates 116

Chapter 4: Constructing the Perfect Table 123

Talking Table Jargon 124

Creating a Table 124

Entering the Text and Numbers 127

Selecting Different Parts of a Table 128

Laying Out Your Table 128

Aligning Text in Columns and Rows 133

Merging and Splitting Cells 134

Repeating Header Rows on Subsequent Pages 135

Formatting Your Table 137

Using Math Formulas in Tables 140

Neat Table Tricks 141

Chapter 5: Taking Advantage of the Proofing Tools 147

Correcting Your Spelling Errors 148

Correcting Grammatical Errors 151

Refining Your Work with the Editor 152

Finding and Replacing Text 154

Finding the Right Word with the Thesaurus 162

Proofing Text Written in a Foreign Language 164

Marking text as foreign language text 165

Translating Foreign Language Text 165

Chapter 6: Desktop Publishing with Word 167

Experimenting with Themes 167

Sprucing Up Your Pages 168

Making Use of Charts, Diagrams, Shapes, and Photos 171

Working with the Drawing Canvas 172

Positioning and Wrapping Objects Relative to the Page and Text. 173

Working with Text Boxes 177

Dropping In a Drop Cap 179

Watermarking for the Elegant Effect 180

Putting Newspaper-Style Columns in a Document 181

Landscape Documents 183

Printing on Different Size Paper 184

Showing Online Video in a Document 184

Chapter 7: Getting Word's Help with Office Chores 185

Highlighting Parts of a Document 185

Commenting on a Document 186

Tracking Changes to Documents 189

Printing an Address on an Envelope 195

Printing a Single Address Label (Or a Page of the Same Label) 196

Churning Out Letters, Envelopes, and Labels for Mass Mailings 198

Chapter 8: Tools for Reports and Scholarly Papers 205

Alphabetizing a List 206

Outlines for Organizing Your Work 206

Collapsing and Expanding Parts of a Document 208

Generating a Table of Contents 210

Indexing a Document 214

Putting Cross-References in a Document 219

Putting Footnotes and Endnotes in Documents 221

Compiling a Bibliography 224

Inserting a citation for your bibliography 225

Editing a citation 227

Changing how citations appear in text 227

Generating the bibliography 227

Book 3: Excel 365 229

Chapter 1: Up and Running with Excel 231

Creating a New Excel Workbook 231

Getting Acquainted with Excel 233

Entering Data in a Worksheet 236

Quickly Entering Lists and Serial Data with the AutoFill Command 242

Formatting Numbers, Dates, and Time Values 244

Establishing Data-Validation Rules 246

Chapter 2: Refining Your Worksheet 249

Editing Worksheet Data 249

Moving Around in a Worksheet 250

Getting a Better Look at the Worksheet 251

Notes for Documenting Your Worksheet 255

Comments for Collaborating with Others on a Workbooks 257

Selecting Cells in a Worksheet 258

Deleting, Copying, and Moving Data .259

Handling the Worksheets in a Workbook 259

Keeping Others from Tampering with Worksheets 262

Chapter 3: Formulas and Functions for Crunching Numbers 265

How Formulas Work 265

The Basics of Entering a Formula 271

Speed Techniques for Entering Formulas 271

Copying Formulas from Cell to Cell 277

Detecting and Correcting Errors in Formulas 279

Working with Functions 282

A Look at Some Very Useful Functions 287

Chapter 4: Making a Worksheet Easier to Read and Understand 299

Laying Out a Worksheet 299

Decorating a Worksheet with Borders and Colors 305

Getting Ready to Print a Worksheet 310

Chapter 5: Advanced Techniques for Analyzing Data 317

Getting Quick Analyses from Excel 317

Conditional Formats for Calling Attention to Data 321

Managing Information in Lists 322

Forecasting with the Goal Seek Command 326

Performing What-If Analyses with Data Tables 328

Analyzing Data with PivotTables 331

Book 4: Powerpoint 365 337

Chapter 1: Getting Started in PowerPoint 339

Getting Acquainted with PowerPoint 340

A Brief Geography Lesson 341

A Whirlwind Tour of PowerPoint 342

Creating a New Presentation 343

Advice for Building Persuasive Presentations 346

Creating New Slides for Your Presentation 348

Getting a Better View of Your Work 352

Hiding and Displaying the Slides Pane and Notes Pane 354

Selecting, Moving, and Deleting Slides 354

Putting Together a Photo Album 355

Hidden Slides for All Contingencies 359

Chapter 2: Fashioning a Look for Your Presentation 361

Looking at Themes and Slide Backgrounds 362

Choosing a Theme for Your Presentation 364

Creating Slide Backgrounds on Your Own 365

Changing the Background of a Single or Handful of Slides 372

Choosing the Slide Size 372

Using Master Slides and Master Styles for a Consistent Design 373

Chapter 3: Entering the Text 377

Entering Text 377

Fun with Text Boxes and Text Box Shapes 381

Controlling How Text Fits in Text Frames and Text Boxes 383

Positioning Text in Frames and Text Boxes 385

Handling Bulleted and Numbered Lists 386

Putting Footers (and Headers) on Slides 389

Chapter 4: Making Your Presentations Livelier 393

Suggestions for Enlivening Your Presentation 393

Presenting Information in a Table 394

Exploring Transitions and Animations 397

Making Audio Part of Your Presentation 400

Playing Video on Slides 404

Recording a Voice Narration for Slides 407

Chapter 5: Delivering a Presentation 409

All about Notes 409

Rehearsing with a Robot Coach 410

Rehearsing and Timing Your Presentation 411

Showing Your Presentation 413

Tricks for Making Presentations a Little Livelier 416

Delivering a Presentation When You Can't Be There in Person 419

Book 5: Outlook 365 431

Chapter 1: Outlook Basics 433

What Is Outlook, Anyway? 433

Navigating the Outlook Apps 434

Categorizing Items 435

Searching for Stray Folder Items 437

Deleting Email Messages, Contacts, Tasks, and Other Items 440

Cleaning Out Your Folders 441

Chapter 2: Maintaining the People App 445

Entering and Editing Contact Information 446

Contact Groups for Sending Messages to Groups 449

Finding a Contact 452

Sharing Contacts with Coworkers 452

Printing the Contacts Folder 454

Chapter 3: Handling Your Email 457

Setting Up an Email Account 457

Addressing and Sending Email Messages 458

Sending Files and Photos 464

Receiving Email Messages 466

Reading Your Email in the Inbox Window 468

Handling Files That Were Sent to You 469

Techniques for Organizing Email Messages 471

All about Email Folders 474

Yes, You Can Prevent Junk Mail (Sort of) 476

Chapter 4: Managing Your Time and Schedule 479

Introducing the Calendar 479

The Different Kinds of Activities 481

Seeing Your Schedule 482

Scheduling Appointments and Meetings 483

Canceling, Rescheduling, and Altering Activities 486

Managing Meetings with the Calendar .486

Book 6: Access 365 491

Chapter 1: Introducing Access 493

What Is a Database, Anyway? 494

Tables, Queries, Forms, and Other Objects 494

Creating a Database File 499

Finding Your Way Around the Navigation Pane 501

Designing a Database 503

Chapter 2: Building Your Database Tables 509

Importing a table from another database 512

Opening and Viewing Tables 513

Entering and Altering Table Fields 514

Field Properties for Making Sure That Data Entries Are Accurate 520

Indexing for Faster Sorts, Searches, and Queries 528

Establishing Relationships among Database Tables 531

Chapter 3: Entering the Data 537

The Two Ways to Enter Data 537

Entering the Data in Datasheet View 538

Entering the Data in a Form 542

Finding a Missing Record 544

Finding and Replacing Data 545

Chapter 4: Sorting, Querying, and Filtering for Data 547

Sorting Records in a Database Table 547

Filtering to Find Information 548

Querying: The Basics 554

Six Kinds of Queries 562

Chapter 5: Presenting Data in a Report 567

Creating a Report 567

Opening and Viewing Reports 569

Tweaking a Report 569

Chapter 1: Introducing Publisher 575

"A Print Shop in a Can" 575

Introducing Frames 576

Creating a Publication 577

Redesigning a Publication 578

Understanding and Using the Layout Guides 581

Chapter 2: Refining a Publication 587

Entering Text on the Pages 587

Making Text Fit in Text Frames 589

Formatting Text 592

Making Text Wrap around a Frame or Graphic 592

Replacing the Placeholder Pictures 593

Making Frames Overlap 596

Inserting, Removing, and Moving Pages 597

Chapter 3: Putting on the Finishing Touches 599

Decorating the Text 599

Techniques for Decorating Pages 602

Master Pages for Handling Page Backgrounds 605

Running the Design Checker 607

Commercially Printing a Publication 608

Book 8: Working With Charts and Graphics 609

Chapter 1: Creating a Chart 611

The Basics: Creating a Chart 611

Choosing the Right Chart 613

Providing the Raw Data for Your Chart 615

Positioning Your Chart in a Workbook, Page, or Slide 617

Changing a Chart's Appearance 618

Saving a Chart as a Template So That You Can Use It Again 624

Chart Tricks for the Daring and Heroic .625

Troubleshooting a Chart 628

Chapter 2: Making a SmartArt Diagram 631

The Basics: Creating SmartArt Diagrams 631

Creating the Initial Diagram 634

Changing the Size and Position of a Diagram 636

Laying Out the Diagram Shapes 636

Handling the Text on Diagram Shapes 642

Changing a Diagram's Direction 645

Choosing a Look for Your Diagram 645

Changing the Appearance of Diagram Shapes 646

Creating a Diagram from Scratch 649

Chapter 3: Handling Graphics and Photos 651

All about Picture File Formats 651

Inserting a Picture in an Office File 654

Touching Up a Picture 658

Compressing Pictures to Save Disk Space 665

Chapter 4: Drawing and Manipulating Lines, Shapes, and Other Objects 667

The Basics: Making Lines, Arrows, and Shapes 668

Handling Lines, Arrows, and Connectors 670

Handling Rectangles, Ovals, Stars, and Other Shapes 674

Drawing by Freehand 678

Decorating Your Work with Icons 681

Inserting a 3-D Model 682

WordArt for Embellishing Letters and Words 682

Manipulating Lines, Shapes, Art, Text Boxes, and Other Objects 684

Changing an Object's Size and Shape 687

Changing an Object's Color, Outline Color, and Transparency 688

Moving and Positioning Objects 693

Book 9: Office 365: One Step Beyond 701

Chapter 1: Customizing an Office Program 703

Customizing the Ribbon 703

Customizing the Quick Access Toolbar 709

Customizing the Status Bar 712

Changing the Screen Background and Office Theme 713

Customizing Keyboard Shortcuts in Word 714

Chapter 2: Ways of Distributing Your Work 717

Printing - the Old Standby 717

Distributing a File in PDF Format 719

Sending Your File in an Email Message 721

Saving an Office File as a Web Page 722

Book 10: Microsoft Teams 725

Chapter 1: Getting around in Teams 727

Viva la Teams! 728

Navigating in Teams 730

Filtering and Searching 740

Using Teams to Know Your Colleagues Better 744

Enhancing Your Teams Experience with Helpful Extras 746

Chapter 2: Getting Up to Speed with Teams and Channels 753

Diving in to Microsoft Teams 754

Getting to Know Channels 762

Chapter 3: Communicating through Channels and Private Chat 769

The Advantages of Channel Conversations over Private Chat 770

Carrying on Channel Conversations 772

Getting Familiar with Using Private Chats 783

Setting Up a Buddy List 791

Chapter 4: Organizing Your Files in Teams 793

Getting to Your Files in Teams: The Files App and Files Tab 794

Creating, Uploading, and Sharing Files in Teams and Chats 796

Chapter 5: Getting Together for Online Meetings 809

Understanding Channel Meetings 809

Scheduling a Meeting 811

Joining a Meeting 815

Engaging in a Meeting 818

Finding Resources after a Meeting 832

Book 11: File Sharing and Collaborating 835

Chapter 1: File Sharing and Collaborating 837

Knowing when to Use OneDrive, SharePoint, or Teams 838

Syncing Office 365 Files to Your Devices 840

Staying Sane When Editing Files 843

Using the Recycle Bin to Restore Deleted Files 846

Copying and Moving Files among SharePoint, OneDrive, and Teams 847

Sharing Files Outside Your Organization 848

Chapter 2: Making the Most of OneDrive 851

Getting Started in OneDrive 851

Managing Your OneDrive Content 854

Seeing Files and Folders Others Shared with You 860

Managing File and Folder Permissions 861

Adding SharePoint and Teams Files to OneDrive 862

Chapter 3: Collaborating in SharePoint 865

Getting Started with SharePoint 865

Introducing Team Sites 868

Working with Document Libraries 881

Taking a Brief Look at Microsoft Lists 892

Index 895

Peter Weverka is a veteran tech writer who has written dozens of Dummies titles, including the first edition of Office 365 All-in-One For Dummies . He has also authored books on PowerPoint, OneNote, Word, and Quicken.