Microsoft 365 User Manual 

Microsoft 365 Office includes much more than these old stalwarts, though. Office at work or School package includes the following applications:

Microsoft 365 for business

Microsoft 365 for business is a subscription service that gives you access to the latest Office applications, as well as other business-grade services, such as security and compliance features, collaboration tools, and more.

With Microsoft 365 for business, facilitate employees in connecting, accessing, and managing the people, information, and content essential for them to excel in their work, effortlessly, from any device.

Depending on your subscription plan, the benefits of your Microsoft 365 for business subscription may include:

• The latest versions of Office apps like Word, Excel, and PowerPoint.
• Email and calendars using Outlook and Exchange.
• Group chat, online meetings, and calling in Microsoft Teams.
• 1 TB of OneDrive storage.
• Frequent updates and upgrades not available anywhere else.

Create and work on files online

1. Sign in to Office.com/signin.
2. Choose OneDrive in the Office Online app launcher.
3. Choose New and choose the type of file you would like to create. Or choose a file you have already created.
4. Edit and add new content. Office online saves automatically.

Upload files to OneDrive for Business

1. Sign in to Office.com/signing.
2. Choose OneDrive in the app launcher.
3. Can’t find the app you’re looking for? From the app launcher, select All apps to see an alphabetical list of the Microsoft 365 apps available to you. From there, you can search for a specific app.
4. Choose Upload. Choose Files or Folders.
5. Choose Files or Folders.
6. Or drag and drop files onto the window.

Share files and folders

1. Sign in to Office.com/signin.
2. Choose OneDrive in the Office Online app launcher.
3. Choose a file or folder.
4. Choose Share to send an email or copy the link.

Set up your mobile apps

1. Get to your files from work, home, or on the go.
2. Set up the Office apps on your mobile device.

Microsoft Office Word is used for word processing, such as creating and editing documents.

Create a document in Word

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.

Create a document:Microsoft 365

1. On the File tab, click New.
2. In the Search for online templates box, enter the type of document you want to create, and press ENTER.

Add and format text

1. Place the cursor and type some text.
2. To format, select the text and then select an option: Bold, Italic, Bullets, Numbering, and more.

Add Pictures, Shapes, SmartArt, Chart, and more

1. Select the Insert tab.
2. Select what you want to add:
3. Tables – select Table, hover over the size you want and select it.
4. Pictures – firstly, select Pictures; secondly, browse for pictures from your computer; thirdly, select a stock image; or even fourthly, search Bing.
5. Note:  Older versions of Word may have Online Pictures on the ribbon next to Pictures.
6. Shapes – select Shapes and choose a shape from the drop-down.
7. Icons – select Icons, pick the one you want and select Insert.
8. 3D Models – select 3D Models, choose from a file or online source, go to the image you want, and select Insert.
9. SmartArt – select SmartArt, choose a SmartArt Graphic and select OK.
10. Chart – select Chart, select the chart you want, and select OK.
11. Screenshot – select Screenshot and select one from the drop-down.

Save your document to OneDrive

When you save your files to the cloud, you can share and collaborate with others, and get to your files from anywhere – on your computer, tablet, or phone.

1. Select File > Save As.
2. Select OneDrive.
3. Save personal files to OneDrive – Personal, and work files to your company OneDrive. You can also save it to another location in the list or Add a Place.
4. Enter a descriptive name for the file and select Save.

Use Styles

Styles templates not only apply a consistent font, font size, font color, and spacing to headings, paragraphs, and titling throughout your document but also ensure a cohesive and professional appearance.

1. Select the words, paragraph, list, or table to edit.
2. On the Home tab, select a style.
3. If you don’t see the style you want, click the More button to expand the gallery.

Apply Themes

Themes add a professional look to your document.

1. Select Design > Themes.
2. Point to a theme to preview how it will look.
3. Select the theme you want.

Check spelling and grammar

Word marks misspelled words with a red squiggly underline, whereas it identifies grammar mistakes with a blue double underline, making proofreading and editing more efficient.

1. Right-click the word.
2. Select a correction or select Ignore.

Find and replace text

1. Select Home > Replace.
2. For Find what, enter a word or phrase to search. For Replace with, enter the new text.
3. Select Find next, and then select:

• Replace the first instance, or
• Replace all to replace all instances.

Share your document

To share a file from within Word:

1. Select Share on the ribbon.
2. Or select File > Share.
3. Select whom you want to share with from the drop-down or enter a name or email address.
4. Add a message (optional) and select Send.

Co-edit a document

After you share your document, you can work on that file at the same time as others.

• For the best experience, work together in Word for the web and see real-time changes.
• Under Share, you will see the names of those who else is also editing the file.
• Colored flags show you exactly where each person is working in the document.

Track and review changes

1. To track changes, select Review > Track Changes.
2. To review changes, place the cursor before a change and select:
   • Accept to keep the change, or
   • Reject to remove it.

Excel:Microsoft 365

Excel is used for data analysis and numeric manipulation. 

Create a workbook

1. Open Excel.
2. Select Blank workbook, Or press Ctrl+N.

Enter data

To manually enter data:

1. Select an empty cell, such as A1, and then type text or a number.
2. Press Enter or Tab to move to the next cell.

To fill data in a series:

1. Enter the beginning of the series in two cells: such as Jan and Feb; or 2014 and 2015.
2. Select the two cells containing the series, and then drag the fill handle across or down the cells.

Using Excel application is like Word application as discussed above in detail

Save your workbook to OneDrive

Save a workbook on OneDrive, thus enabling access from different devices and facilitating sharing and collaboration with others.

1. Select File > Save As.
2. For work or school, select
   OneDrive – <Company name>.
3. For personal files, select
   OneDrive – Personal.
4. Enter a file name and select Save.

PowerPoint:Microsoft 365

PowerPoint is used to create and deliver presentations. 

Create a presentation

1. Open PowerPoint.
2. In the left pane, select New.
3. Select an option:
4. To create a presentation from scratch, select Blank Presentation.
5. To use a prepared design, select one of the templates.
6. To see tips for using PowerPoint, select Take a Tour, and then select Create, .

Add a slide

1. In the thumbnails on the left pane, select the slide you want your new slide to follow.
2. In the Home tab, in the Slides section, select New Slide.
3. In the Slides section, select Layout, and then select the layout you want from the menu.

Add and format text

1. Place the cursor inside a text box, and then type something.
2. Select the text, and then select one or more options from the Font section of the Home tab, such as Font, Increase Font Size, Decrease Font Size, Bold, Italic, Underline, etc.
3. To create bulleted or numbered lists, select the text, and then select Bullets or Numbering

Now Add a picture, shape, and more

1. Go to the Insert tab.
2. To add a picture:
3. In the Images section, select Pictures.
4. In the Insert Picture From menu, select the source you want.
5. Browse for the picture you want, select it, and then select Insert.
6. To add illustrations:
7. In the Illustrations section, select Shapes, Icons, 3D Models, SmartArt, or Chart.
8. In the dialog box that opens when you click one of the illustration types, select the item you want and follow the prompts to insert it.

OneNote for Windows 10:Microsoft 365

An application that is used for capturing and organizing notes

Create a notebook in OneNote

OneNote is a digital notebook that, consequently, automatically saves and syncs your notes as you work.

1. Type information in your notebook or insert it from other apps and web pages.
2. Take handwritten notes or draw your ideas.
3. Use highlighting and tags for easy follow-up.
4. Share notebooks to collaborate with others.
5. Access your notebooks from any device.

Create a notebook

Start with a single notebook. You can create additional notebooks for different subjects or projects whenever you want.

1. Open OneNote for Windows 10.
2. Click the Show Notebooks button.
3. At the bottom of the list that opens, click the + Notebook button.
4. Type a name for the notebook in the Notebook Name box.
5. Click Create Notebook.

Open a notebook

Aside from creating your own notebooks, you can also open notebooks that someone else has created and shared.

1. Click the Show Notebooks button.
2. In the list that opens, click More Notebooks.
3. In the More Notebooks window, select any notebook in the list, and then click Open Notebook.

Don’t see the notebook you’re looking for? Click Add Account and then sign in with the account where your notebooks are stored.

Switch between open notebooks

OneNote lets you keep several notebooks open at once and it’s easy to switch between them.

1. Click the Show Notebooks button .
2. In the list of open notebooks, click the notebook you want to work in.

To return to the previous notebook (or any other notebook that you’ve opened before), repeat the preceding steps.

Outlook:Microsoft 365

An application used for email, contacts, and calendaring not only includes scheduling meetings but also manages meeting rooms and other resources efficiently.

Add an email account

1. Open Outlook and select File > Add Account.
2. If you haven’t launched Outlook before, you’ll see a welcome screen.
3. Enter your email address and select Connect.
4. If your screen looks different, enter your name, email address, and password, and select Next.
5. If prompted, enter your password and select OK.
6. Select Finish.

Publisher:Microsoft 365

 An application that is used to create and share publications and marketing materials, such as brochures, newsletters, postcards, and greeting cards.

Create a publication in the Publisher

The publisher is a desktop publishing application that, consequently, helps you create visually rich and professional-looking publications.

With Publisher on your PC, you can:

• Lay out content for a print or online publication in a variety of pre-designed templates.
• Create simple items like greeting cards and labels.
• Create complex projects like yearbooks, catalogs, and professional email newsletters.

Create a template

1. Open Publisher. If you’re already in Publisher, select File > New.
2. Select or search for a template:
   • Select a FEATURED template.
   • Select BUILT-IN and select a template.
   • Search for a template using:
     • Search for online templates, or
     • One of the Suggested searches.
3. Select Create.

Add a text box

1. Select Home > Draw Text Box.
2. Drag the cross-shaped cursor to draw a box where you want to add text.
3. Type the text in the text box. If the text doesn’t fit in the text box, make the text box bigger, or link it to another text box.

Insert a picture

You can insert a picture from your computer or insert an online picture from OneDrive or the web.

1. Select Insert > Pictures or Insert > Online Pictures.
2. Find the picture you want and select it.
3. Select Insert.

Save in Publisher

Now Save your business information to pre-populate fields, save time, and ensure consistency.

1. Select Insert >Business Information > Edit Business Information.
2. Select Add Logo to add a logo or image. Browse to the logo and select Open.
3. For Business Information set a name, type a name like Personal, School, or Company.
4. Select Save.

Save your file

When you save your file to the cloud, you can share and collaborate with others, and get to your files on your computer, tablet, or phone.

1. Select File > Save As.
2. Select OneDrive.  Save personal files to OneDrive – Personal, and work files to your company OneDrive.

You can also save it to another location in the list or add a location.

Access

A database application that is used to collect, store, manipulate, and report on data.

Create a database

1. Open Access.
2. If Access is already open, select File > New.
3. Select Blank database or select a template.
4. Enter a name for the database, select a location, and then select Create.
5. If needed, select Enable content in the yellow message bar when the database opens.

Import data from Excel

1. Open the Excel workbook, make sure each column has a heading and a consistent data type, and then select the range of data.
2. Select External Data > Excel.
3. Select Browse to find the Excel file, accept the default values, and then click OK.
4. Select Does the first row of your data contain column headings? and then click Next.
5. Complete the rest of the wizard screens and select Finish.

OneDrive for Business

OneDrive for Business is a cloud-based, file storage service that is part of Office 365. 

Use OneDrive in your browser

1. Sign in to office.com, then select the app launcher     > OneDrive.
2. Pick a file or folder by selecting the circle in the upper corner of the item, and then select a command at the top of the page.

You can store over 300 types of files on OneDrive. With Microsoft Edge or Google Chrome:

1. Select Upload > Files or Upload > Folder.
2. Select the files or folder you want to upload.
3. Select Open or Select Folder.

With other browsers

1. Select Upload, select the files you want to upload, and select Open.
2. If you don’t see Upload > Folder, create a folder and then upload the files to that folder.

Use OneDrive on your desktop

1. If you use Windows 10, OneDrive may have already asked you to sign in to sync your files.
2. In File Explorer, select OneDrive – [your company].
3. If OneDrive isn’t setup, see:

Save and open files in your Office apps

1. Select File > Save a Copy​​​​ > OneDrive – [company name] to save a word file to OneDrive.
2. Save personal files to OneDrive – Personal.
3. Select File > Open and then select OneDrive, to open a file saved to OneDrive.

Skype for Business on Windows

When you need to connect with other people, Skype is the tool for you. Skype for Business allows you to connect with others using features such as instant messaging and conferencing including screen sharing, polling, and shared presentations. Using Skype for Business, you can also add regular old Skype users to your business communications. 

Microsoft Teams

Microsoft Teams is a chat-based workspace in Office 365 that allows you to collaborate with others in real-time. Teams include features such as group chat, video conferencing, and file sharing.

Microsoft To Do

Microsoft To-Do is a task management app that helps you get things done. It includes features such as lists, tasks, and due dates to help you stay organized. You can also share tasks with others and collaborate on projects.

Delve

Delve is a tool that helps you find information and people across Office 365. It uses machine learning to show you insights about whom you work with and what content is important to you.

Planner

A planner is a tool that helps you organize and manage projects. Additionally, with Planner, you can create plans, add tasks, and assign tasks to others efficiently. You can also track the progress of each task and see how the project is coming along.

SharePoint Online

SharePoint Online is a cloud-based, file storage service that is part of Office 365. It allows you to store files in the cloud, share them with others, and collaborate on projects. You can also access your files from any internet connected device.

Yammer 

Yammer is a private social network for companies. It allows employees to communicate and collaborate. Yammer can be used to share ideas, post updates, and organize projects. Yammer is integrated with Office 365, so users can access it from their Office applications.