Microsoft Office 365 Bible for Beginners E-Book

John Ellis

• Herausgeber: TechLabOM LLC
• Kategorie: Wissenschaft und neue Technologien
• Sprache: Englisch

Seitenzahl: 232

Veröffentlichungsjahr: 2025

Beschreibung

THE DEFINITIVE GUIDE TO MASTER EVERY SINGLE FUNCTION OF MICROSOFT OFFICE 365 IS FINALLY AVAILABLE!

Would you like to learn how to use the entire Office suite correctly without effort or stress?

Now you can! Thanks to the most comprehensive, up-to-date, and understandable step-by-step guide available!

The Office suite is internationally considered the most comprehensive and indispensable set of software that allows you to keep track and organize all aspects of your work at all times.

Because of this, more and more companies and professionals are constantly looking for people who can use it properly to improve the efficiency of their companies.

If you wish to become one of these sought-after experts or master these abilities for personal use, this ultimate guide will provide you with much more than what everyone else says.

Here is what you will find inside the 10 volumes of this guide:

Volume #1: Microsoft Word - The program that is only 10 percent leveraged by 90 percent of those who use it

Volume #2: Microsoft Excel - Complex calculations in a snap to run your business 360°.

Volume #3: Microsoft Powerpoint - High-impact presentations for effective communication.

Volume #4: Microsoft Outlook - Not just e-mail but a complete organizer for business.

Volume #5: Microsoft Access - The go-to program for database management explained easily!

Volume #6: Microsoft Teams - Much more than virtual meetings: properly use a complete tool to manage an entire company remotely!

Volume #7: Microsoft OneDrive - Cloud, archive, and share: a reliable server to manage your data.

Volume #8: Microsoft OneNote - Organization is key! Learn how to leverage notes as a tool for success.

Volume #9 Microsoft Skype for Business - The intelligent calling and messaging system designed for the needs of every business.

Volume #10 Microsoft Publisher - Discover the entry-level software that gives writing a professional look.

You are one step closer to acquiring the most in-demand skills in the market. What else are you waiting for?

Become NOW one of the few Microsoft Office experts!

Leseprobe

Microsoft Office 365 Bible for Beginners

[10 in 1]: Learn from Scratch and Master All Office Suite Software | Word, Excel, Powerpoint, Access, Outlook, OneNote, Teams, OneDrive, Publisher and Skype

John Ellis

© Copyright 2025 - All rights reserved.

The content contained within this book may not be reproduced, duplicated or transmitted without direct written permission from the author or the publisher.

Under no circumstances will any blame or legal responsibility be held against the publisher, or author, for any damages, reparation, or monetary loss due to the information contained within this book, either directly or indirectly.

Legal Notice:

This book is copyright protected. It is only for personal use. You cannot amend, distribute, sell, use, quote or paraphrase any part, or the content within this book, without the consent of the author or publisher.

Disclaimer Notice:

Please note the information contained within this document is for educational and entertainment purposes only. All effort has been executed to present accurate, up to date, reliable, complete information. No warranties of any kind are declared or implied. Readers acknowledge that the author is not engaged in the rendering of legal, financial, medical or professional advice. The content within this book has been derived from various sources. Please consult a licensed professional before attempting any techniques outlined in this book.

By reading this document, the reader agrees that under no circumstances is the author responsible for any losses, direct or indirect, that are incurred as a result of the use of the information contained within this document, including, but not limited to, errors, omissions, or inaccuracies.

Trademark: Microsoft, Microsoft 365, and Office 365 are registered trademarks of the Microsoft group of companies. This publication is independent and not affiliated with, nor has it been authorized, sponsored, or otherwise approved by Microsoft Corporation.

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 to be written and edited without needing to do them by hand. This feature is interesting for those looking to add value to their document and bring in elements that are not native to the software.

In the design feature, Word will allow you to create a file that has a specific design based on its set standards. Here, you can format the document faster without needing to do it by hand. There is also an added feature of adding color to the page background or to its borders. Finally, this tab also presents something useful for those who want to issue controlled documents: the watermark feature. The user here can determine what they want to be written in the watermark and what format they want it to have, adding value for drafts, for example.

The layout item on the menu refers to all the configurations you want to set for your document page. You will be able to determine if you want it to be in a landscape or portrait layout, if you want to divide your text into columns, and allows more detail to the paragraph section that we first saw in the home button, allowing the user to determine the specific length they want on the indentation or what is the space that will be given between the lines. If you add an image to the text, it is also here that you will determine where it should be aligned and if it should be in front or in the background of the text in the arranged area.

If your idea is to write a book, for example, or a thesis, the references section will certainly facilitate your job. This section is divided into a table of contents, footnotes, research, citations and bibliography, captions, index, and table of authorities. As you will see later in this chapter, creating a table of contents will be easier if you use the title feature that was presented to you in the home area. Another interesting addition is that it will format your citations and bibliography within 12 different styles, including APA and Harvard. It will also allow you to add indexes, create a table of authorities regarding the subject, or insert captions within the document.

Now, if you are going to use Word as a business tool, then the next feature, mailing, can be especially interesting. This is because it will give you the necessary help to create mailing lists and labels to make your process easier. This part of the ribbon is divided into create, start mail merge, write and insert fields, preview results, and finish. Could you imagine that you could write labels with the addresses of all your friends to whom you wish to send a Christmas card? With Word, this will be made much easier and faster, leaving you just to print and paste them!

Suppose you have finished the document—the next item in the toolbar will help you edit and review it. Tools available in this part are divided into proofing, accessibility, language, comments, tracking, changes, compare, protect, ink, and the possibility of integrating the content with OneNote. By using what is available in this tab, you will be able to, for example, proofread a document and make tracked changes so that the author sees where you modify it, add comments without disrupting the text, or even translate it into your preferred language. Another interesting feature you will find here is the possibility of comparing one document to another. This means, for example, that if the person who read and edited the file you sent them hasn’t tracked their changes, you will be able to see them by comparing the original and the received document.

Finally, the view option is the last item on the tab before the help feature. This will allow you to determine how you want to visualize the document on your computer. For this, it is divided into seven sections: views, page movement, show, zoom, window, macros, and the possibility of integration with SharePoint. Here, the user can also determine if they want to see the ruler on the top and on the side of the page, how much zoom they want to apply to the document, and even split the view into two windows so they can look at two parts of the same file simultaneously.

Although these are the functional items of the ribbon, there is one final item we could mention that is self-explanatory: the help button. It gives the user the option to call for support, provide feedback, and ask questions about their doubts about using the program or how to perform certain actions. There is also a small training feature that can be accessed in case you have any doubts about how to use certain features. This is the last item on the top toolbar. However, you might have noticed that when you open the document, there is a thin gray line at the bottom with some information. Let’s take a look at what it means.

Status Bar

This bottom part is called the status bar, giving you access to some of the most relevant information in your document. The first item that you can see will be the number of pages. You will be informed not only of the total number of pages that your file has but also of what page you are in, in the format page x out of x. This allows the user to quickly reference the size of their document.

The next bit of information that appears is also rather useful, especially for those who are writing within a limit: the total number of words in the document. At first, you may think that this is a simple feature that tells you how much you have written. However, it will give you added value to determine how many words are within a section out of the total document. If you select with your cursor a whole part of the text, for example, this information will change from the total number of words to x of x words, meaning that it will tell you how many words the highlighted part has regarding the total file.

After this comes the image of a small book with either a checkmark or an ‘x’. This is the indication of the proofreader. If it has a checkmark, it means that there are no mistakes to be corrected in the document. If it has an x, as you might imagine, it means that corrections are necessary. You can view the corrections needed by clicking twice on this book at the bottom of the page. However, this is connected to the next thing you will be able to see, which is the program's language to correct your document. This will appear with the language and the country it refers to in between parentheses since the grammar and spelling of some words might change according to the country, even if they speak the same language. To change this, all you need to do is click on it twice, and a window will open for you to select the preferred idiom.

Starting Off

Now that you know what each tool is for, let’s start a new document. If you are already on Word and want to start a fresh new file, all you need to do is click on the File button and select New Document. This is the same button that you would use to save the document or Save As, which would be used when you want to save it with another extension such as .pdf or with another name.

However, if your option is to open a document that has already been saved, you can also go to the file tab, where you will see a list of the recent documents that have been opened and the ones that are pinned. You can select a document from this list or click on the button Open on the left-hand toolbar to search your computer for the document you want.

As you will see when you both open the file tab or the software, the top of the page will provide you with the option of using a template. These are pre-defined standards that Word will give you to facilitate creating useful documents. If your idea is to start one that fits into the list, then it might be handy to use the models and make minimum changes to them once the file is open.

Using a Template

Word will naturally identify the documents that you use the most and suggest them to you when you go to the home page. However, if what you want to do is not on the list, you can always click on the far-right link that says More templates. Here, the software will give you a list of all the template models it has according to the category. They range from a simple resume and cover letter format to party invitation flyers and certificate models. You can always use the search bar on top to look for online templates if you want them not shown. Even if the option you search for is there, such as a business card model, you can always search for more options—the software’s online database has several options that it will bring you, depending on your desire.

Formatting the Text

When you write a document, there are several ways that you can present it from the color of the font that you will use to the alignment of the text. This may make a huge difference in the presentation of a resume, for example; therefore, it is important to make all the necessary adjustments before giving it to someone else. In this chapter section, you will learn how to format the text to have the best results when defining your document.

Working With Words

Suppose you have started a new document. Here, you might want to define the type of font, the size, and the color you want to use. All this can be done under the Home tab in the font section. Here, you can go about it in two ways: You can type the text, select each section you want to change, click on the buttons, or set up the formatting from the start. As you will notice, next to the word font, there is a little box with an arrow—by clicking on it, you will have access to more font tools for your document.

The advantage of clicking on this button and using the feature is that you will have an anticipated visualization of what will happen to your text according to your selection. Here, the user can visualize the font in the selected text and set the style—if it is bold, italic, or underlined—the font size, color, and special effects, such as superscript, all caps, or strikethrough. Most of these features are also available in the ribbon; therefore, either option could be used.

However, the advanced text features that are not on the ribbon are presented in a tab next to the Font when you open the dialogue box. This section also allows the user to determine what each of the changes will look like when applied to the text, similar to what happens in the font tab. However, here you will be able to determine the spacing between characters, their position, and the style that you want to apply to the selected portion of the file.

If you opt not to use the dialogue box, Word makes the letter choice easier by showing in the drop-down menu what each of these fonts looks like. The same fonts are available in both places, but access through the ribbon is faster and easier to use. You will also have the font size in a drop-down menu from which you can select a size or type the number straight away to see how much the text will increase. Other options regarding font size include clicking on the ‘A’ with an arrow pointing up to increase the font size or on the ‘A’ with the arrow pointing down to decrease the font size.

The button that presents an uppercase and a lowercase ‘A’ will determine the capitalization of your sentence. For example, suppose that you have written something in a normal sentence case, but now you want to make it evident by making it all uppercase. You do not need to delete it to change. All you need to do is select the part of the text you want to change, click on this button, and select UPPERCASE to make them all capital.

The user will also easily access the highlighting function (the ‘ABC’ with a yellow bar), the font color (the ‘A’ with a red bar), superscript, under script, and strikethrough. However, you must have noticed that there was one button that wasn’t mentioned. This is the ‘A’ with a small pink square next to it—this is one of the best tools to use! It is the erase formatting