Teach Yourself VISUALLY Microsoft 365 E-Book

Paul McFedries

• Herausgeber: John Wiley & Sons
• Kategorie: Wissenschaft und neue Technologien
• Sprache: Englisch

Seitenzahl: 323

Veröffentlichungsjahr: 2025

Beschreibung

An illustrated, A-to-Z, and newly updated guide to mastering Microsoft Office 365

Teach Yourself VISUALLY Microsoft 365, 2nd Edition is a newly revised edition of the easy-to-use and up-to-date visual walkthrough of Microsoft's ubiquitous office products. It#s the fastest and most efficient way to get up to speed on world-famous apps like Word, Excel, and PowerPoint, offering crystal-clear, high-resolution screenshots that show you exactly how to get things done.

Tired of confusing, text-based “instructions” that leave you scratching your head and wondering, “Why didn't that work?” Then grab a copy of TYV Microsoft 365, 2nd Edition for a complete, A-to-Z tour of Microsoft 365 that takes you through how to generate sophisticated documents in Word, crunch numbers in Excel, keep your life organized in Outlook, and build attractive and persuasive presentations in PowerPoint.

This book shows you how to master basic, foundational features that have been around for years, as well as cutting-edge new additions to the software—like Microsoft's Copilot AI—that make your job easier and make you more productive. From working with files in the cloud to setting up your own local databases in Access, TYV Microsoft 365, 2nd Edition puts the info, screenshots, and instructions you need at your fingertips.

Readers will find:

• Hundreds of hi-res, full-page screenshots that demonstrate Microsoft 365's most useful features
• Specific instructions on how to get more from your favorite Office 365 apps, like how to add attachments to your Outlook emails or include narration in a PowerPoint presentation
• Techniques to incorporate artificial intelligence in your everyday work to supercharge your productivity by summarizing Word documents or automatically generating Excel formulas

Perfect for anyone looking for an intuitive and visual guide to Microsoft 365 that comes with full-screen images that show you exactly what to do and where to click, Teach Yourself VISUALLY Microsoft 365, 2nd Edition is the simplest and most effective resource for mastering the world's most popular suite of office apps.

Leseprobe

Teach Yourself VISUALLY™ Microsoft 365, Second Edition

Copyright © 2025 by John Wiley & Sons, Inc. All rights, including for text and data mining, AI training, and similar technologies, are reserved.

Published by John Wiley & Sons, Inc., Hoboken, New Jersey.

Published simultaneously in Canada and the United Kingdom.

ISBNs: 9781394298273 (paperback), 9781394298297 (ePDF), 9781394298280 (ePub)

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Trademarks: Wiley, the Wiley logo, Visual, the Visual logo, Simplified, Read Less - Learn More and related trade dress are trademarks or registered trademarks of John Wiley & Sons, Inc. and/or its affiliates. Microsoft 365 is a trademark or registered trademark of Microsoft Corporation. All other trademarks are the property of their respective owners. John Wiley & Sons, Inc. is not associated with any product or vendor mentioned in this book. Teach Yourself Visually™ Microsoft 365 is an independent publication and is neither affiliated with, nor authorized, sponsored, or approved by Microsoft Corporation.

Limit of Liability/Disclaimer of Warranty: THE PUBLISHER AND THE AUTHOR MAKE NO REPRESENTATIONS OR WARRANTIES WITH RESPECT TO THE ACCURACY OR COMPLETENESS OF THE CONTENTS OF THIS WORK AND SPECIFICALLY DISCLAIM ALL WARRANTIES, INCLUDING WITHOUT LIMITATION WARRANTIES OF FITNESS FOR A PARTICULAR PURPOSE. NO WARRANTY MAY BE CREATED OR EXTENDED BY SALES OR PROMOTIONAL MATERIALS. THE ADVICE AND STRATEGIES CONTAINED HEREIN MAY NOT BE SUITABLE FOR EVERY SITUATION. THIS WORK IS SOLD WITH THE UNDERSTANDING THAT THE PUBLISHER IS NOT ENGAGED IN RENDERING LEGAL, ACCOUNTING, OR OTHER PROFESSIONAL SERVICES. IF PROFESSIONAL ASSISTANCE IS REQUIRED, THE SERVICES OF A COMPETENT PROFESSIONAL PERSON SHOULD BE SOUGHT. NEITHER THE PUBLISHER NOR THE AUTHOR SHALL BE LIABLE FOR DAMAGES ARISING HEREFROM. THE FACT THAT AN ORGANIZATION OR WEBSITE IS REFERRED TO IN THIS WORK AS A CITATION AND/OR A POTENTIAL SOURCE OF FURTHER INFORMATION DOES NOT MEAN THAT THE AUTHOR OR THE PUBLISHER ENDORSES THE INFORMATION THE ORGANIZATION OR WEBSITE MAY PROVIDE OR RECOMMENDATIONS IT MAY MAKE. FURTHER, READERS SHOULD BE AWARE THAT INTERNET WEBSITES LISTED IN THIS WORK MAY HAVE CHANGED OR DISAPPEARED BETWEEN WHEN THIS WORK WAS WRITTEN AND WHEN IT IS READ.

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Library of Congress Control Number: 2024952058

Cover images: Courtesy of Paul McFedries

Cover design: Wiley

About the Author

Paul McFedries is a full-time technical writer. Paul has been authoring computer books since 1991, and he has more than 100 books to his credit. Paul’s books have sold more than four million copies worldwide. These books include the Wiley titles Teach Yourself VISUALLY Windows 11, Second Edition; Teach Yourself VISUALLY Excel 2016; Teach Yourself VISUALLY Zoom; iPad and iPad Pro For Dummies, 2024–2025 Edition; and HTML, CSS, and JavaScript All-in-One For Dummies. Paul invites you to drop by his personal website at paulmcfedries.com.

Author’s Acknowledgments

It goes without saying that writers focus on text, and I certainly enjoyed focusing on the text that you’ll read in this book. However, this book is more than just the usual collection of words and phrases. A quick thumb-through the pages will show you that this book is also chock full of images, from sharp screenshots to fun and informative illustrations. Those colorful images sure make for a beautiful book, and that beauty comes from a lot of hard work by Wiley’s immensely talented group of designers and layout artists. I thank them for creating another gem. Of course, what you read in this book must also be accurate, logically presented, and free of errors. Ensuring all of this was an excellent group of editors that included project editor Lynn Northrup, technical editor Doug Holland, copy editor Kim Wimpsett, proofreader Priya Sundar, and production editor Archana Pragash. Thanks to all of you for your exceptional competence and hard work. Thanks, as well, to acquisitions editor Jim Minatel for asking me to write this book.

How to Use This Book

Who This Book Is For

This book is for the reader who has never used this particular technology or software application. It is also for readers who want to expand their knowledge.

The Conventions in This Book

Steps

This book uses a step-by-step format to guide you easily through each task. Numbered steps are actions you must do; bulleted steps clarify a point, step, or optional feature; and indented steps give you the result.

Notes

Notes give additional information — special conditions that may occur during an operation, a situation that you want to avoid, or a cross reference to a related area of the book.

Icons and Buttons

Icons and buttons show you exactly what you need to click to perform a step.

Tips

Tips offer additional information, including warnings and shortcuts.

Bold

Bold type shows command names, options, and text or numbers you must type.

Italics

Italic type introduces and defines a new term.

Teach Yourself VISUALLY™ Microsoft 365

To view this book's Cheat Sheet, simply go to www.dummies.com and search for “Teach Yourself VISUALLY™ Microsoft 365 Cheat Sheet” in the Search box.

Table of Contents

Cover

Title Page

Copyright

Part 1: Microsoft 365 Features

Chapter 1: Microsoft 365 Basics

Start and Exit Microsoft 365 Apps

Explore the App Window

Work with Backstage View

Change the Color Scheme

Work with the Ribbon

Select Data

Using a Microsoft 365 App with a Touch Screen

Create a New File

Save a File

Open a File

Chapter 2: Microsoft 365 Graphics Tools

Insert a Picture from Your PC

Insert an Online Picture

Resize and Move Graphic Objects

Understanding Graphics Modification Techniques

Chapter 3: Working with Microsoft 365 Files Online

Microsoft 365 and the Cloud

Sign In to Microsoft 365

Share a Document from Microsoft 365

Sign In to OneDrive

Using an Online App in OneDrive

Open a Document in a Desktop App from OneDrive

Upload a Document to OneDrive

Chapter 4: Getting AI Assistance with Copilot

Understanding Copilot

Draft New Text in Word

Rewrite Existing Text

Get Help with a Word Document

Analyze Excel Data

Create Excel Formulas

Draft a PowerPoint Presentation

Create an Image

Part 2: Word

Chapter 5: Adding Text

Change Word’s Views

Create Lists

Insert Quick Parts

Insert Symbols

Chapter 6: Formatting Text

Align Text

Set Line Spacing

Indent Text

Set Tabs

Set Margins

Copy Formatting

Clear Formatting

Format with Styles

Chapter 7: Adding Extra Touches

Assign a Theme

Add Borders

Create Columns

Insert a Table

Apply Table Styles

Insert Table Rows or Columns

Add Headers and Footers

Chapter 8: Reviewing Documents

Work in Read Mode View

Find and Replace Text

Navigate Document Content

Check Spelling and Grammar

Customize AutoCorrect

Using Word’s Thesaurus and Dictionary

Translate Text

Track and Review Document Changes

Lock and Unlock Tracking

Part 3: Excel

Chapter 9: Building Spreadsheets

Enter Cell Data

Select Cells

Using AutoFill for Faster Data Entry

Turn On Text Wrapping

Center Data Across Columns

Adjust Cell Alignment

Change the Font and Font Size

Change Number Formats

Increase or Decrease Decimals

Add Cell Borders and Shading

Format Data with Styles

Apply Conditional Formatting

Insert Rows and Columns

Resize Columns and Rows

Freeze Column and Row Titles On-Screen

Name a Range

Clear or Delete Cells

Chapter 10: Worksheet Basics

Add a Worksheet

Rename a Worksheet

Move or Copy Worksheets

Delete a Worksheet

Find and Replace Data

Create a Table

Filter or Sort Table Information

Analyze Data Quickly

Understanding Data Analysis Choices

Chapter 11: Working with Formulas and Functions

Understanding Formulas

Create a Formula

Apply Absolute and Relative Cell References

Understanding Functions

Insert a Function

Total Cells with AutoSum

Chapter 12: Working with Charts

Create a Chart

Move and Resize a Chart

Change the Chart Type

Change the Chart Style

Change the Chart Layout

Add Chart Elements

Format Chart Elements

Change the Chart Data

Part 4: PowerPoint

Chapter 13: Creating a Presentation

Create a New Presentation

Create a Photo Album Presentation

Change PowerPoint Views

Insert Slides

Change the Slide Layout

Chapter 14: Populating Presentation Slides

Add and Edit Slide Text

Change the Font, Size, and Color

Apply a Theme

Set Line Spacing

Align Text

Add a Text Box to a Slide

Add a Table to a Slide

Add a Chart to a Slide

Add a Video Clip to a Slide

Move a Slide Object

Resize a Slide Object

Chapter 15: Assembling and Presenting a Slide Show

Reorganize Slides

Reuse a Slide

Organize Slides into Sections

Define Slide Transitions

Add Animation Effects

Create a Custom Animation

Record Narration

Insert a Background Song

Create Speaker Notes

Rehearse a Slide Show

Run a Slide Show

Part 5: Access

Chapter 16: Database Basics

Understanding Database Basics

Create a Database Based on a Template

Create a Blank Database

Create a New Table

Change Table Views

Add a Field to a Table

Delete a Field from a Table

Hide a Field in a Table

Move a Field in a Table

Create a Form

Change Form Views

Move a Field in a Form

Delete a Field in a Form

Format Form Fields

Chapter 17: Adding, Finding, and Querying Data

Add Records to a Table

Add a Record Using a Form

Navigate Records Using a Form

Search for a Record Using a Form

Delete a Record from a Table

Delete a Record Using a Form

Sort Records

Filter Records

Perform a Simple Query

Part 6: Outlook

Chapter 18: Organizing with Outlook

Navigate in Outlook

Schedule an Event

Create a New Contact

Create a New Task

Chapter 19: E-Mailing with Outlook

Compose and Send a Message

Send a File Attachment

Read an Incoming Message

Reply to or Forward a Message

Add a Sender to Your Outlook Contacts

Delete a Message

Screen Junk E-Mail

Create a Message Rule

Index

End User License Agreement

Guide

Cover

Table of Contents

Title Page

Copyright

Begin Reading

Index

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Part 1

Microsoft 365 Features

The Microsoft 365 applications share a common look and feel. You can find many of the same features in each program, such as the Ribbon, program window controls, and the File tab. Many of the tasks you perform, such as creating and working with files, share the same processes and features throughout the Microsoft 365 suite. In this part, you learn how to navigate the common Microsoft 365 features and basic tasks.

Chapter 1: Microsoft 365 Basics

Chapter 2: Microsoft 365 Graphics Tools

Chapter 3: Working with Microsoft 365 Files Online

Chapter 4: Getting AI Assistance with Copilot

Chapter 1

Microsoft 365 Basics

Start and Exit Microsoft 365 Apps

A Microsoft 365 installation creates an icon for each Microsoft 365 app either on the Start menu or in the All Apps list. To work with an app, you need to know how to launch the app on your PC. When you are finished with an app, you also need to know how to exit the app.

This section uses Word to demonstrate how to open an app from Windows 11. Once a Microsoft 365 app opens, its Start screen appears, where you can find a recent document or start a new document. Other ways to open or create a document are covered later in this chapter.

Start and Exit Microsoft 365 Apps

Click Start ().

The Start menu appears.

Alternatively, you can click Search (), type the name of the app, and then click the app in the search results.

Click the Microsoft 365 app you want to start.

Note: If the Microsoft 365 app you want is not on the main Start menu, continue with step 3.

Click All apps.

Windows displays the All Apps list.

Click the app you want to open.

The app launches and displays its Start screen.

You can use the Home panel to start a blank document or open a recent document.

You can use the New panel to start a new document.

You can use the Open panel to open an existing document.

This area indicates whether you have signed in to your Microsoft 365 subscription.

Note: Refer to Chapter 3 for details about signing in to Microsoft 365.

To exit the app, click the Close button ().

Note: If you have multiple documents open, you must click Close () for each file to exit the app.

TIP

Can I create a shortcut to open a Microsoft 365 application?

Yes, you can pin the app to the Windows Start menu or taskbar. Follow steps 1 to 4 in this section, and then right-click the app name in the All Apps list. From the menu that appears, click Pin to Start (A) to add the app to the Pinned section of the Start menu; or, click More (B) and then click Pin to taskbar (C) to pin the app to the Windows taskbar. To open the app, click the app’s tile in the Pinned section of the Start menu or the app’s button on the taskbar.

Explore the App Window

All Microsoft 365 apps share a common appearance and many of the same features, and when you learn the features of one Microsoft 365 app window, you can use the same skills to navigate the windows of the other Microsoft 365 apps. These common features include the title bar, program window controls, zoom controls, and the Ribbon. The Ribbon is an important Microsoft 365 feature because it contains the app commands and features that you will use most often. You will learn more about the Ribbon later in this chapter.

Title Bar

Displays the name of the open file, the name of the Microsoft 365 app, and the AutoSave and Save buttons.

Search

Enables you to search for items within the app.

Microsoft 365 Indicator

Displays your Microsoft 365 sign-in status. If your name appears, you are signed in to your Microsoft 365 subscription. You can click your avatar to display a menu that enables you to manage your Microsoft account settings or switch to a different Microsoft account. If you are not signed in, this area shows a Sign In link.

Program Window Controls

Enable you to control the appearance of the app window. You can minimize the Ribbon, and you can minimize, maximize, restore, or close the app window.

Zoom Controls

Change the magnification of a document.

View Shortcuts

Switch to a different view of your document.

Status Bar

Displays information about the current Microsoft 365 document.

Ribbon

Displays groups of related commands in tabs. Each tab offers buttons for performing common tasks.

Work with Backstage View

You can click the File tab to display Backstage view. In Backstage view, you find a list of actions that you can use to open, save, print, remove sensitive information; distribute documents; and modify the app’s settings. You can also use Backstage view to manage the places on your computer hard drive or in your network that you use to store documents and to manage your Microsoft 365 account.

Work with Backstage View

Click the File tab to display Backstage view.

Commonly used file and app management commands appear here.

Buttons you can click appear here.

Information related to the button you click appears here. Each time you click a button, the information shown to the right changes.

Note: The Home, New, Close, and Options commands do not display buttons or information; rather, they take other actions.

Click the Back button () to return to the open document.

Change the Color Scheme

You can use Microsoft 365 themes and background patterns to change the appearance of the screen for every app. Themes control the color scheme the apps use, and background patterns can add interest to Backstage view. Color schemes can improve the look of each app’s screen, but be aware that some schemes might be distracting.

Microsoft 365 themes are available even if you are not signed in to Microsoft 365, but to use background patterns, you must sign in to Microsoft 365. For details on how to sign in and out of Microsoft 365, refer to Chapter 3.

Change the Color Scheme

Note: Make sure you are signed in to Microsoft 365. Refer to Chapter 3 for details.

Click File to open Backstage view.

Click Account.

Click the Office Theme.

Click a theme.

The colors of your app change.

Note: Some theme changes are more subtle than others.

Click the Office Background.

Click the pattern you want to use, or click No Background.

As you point the mouse () at a choice in the menu, a background pattern appears at the top of the window. The pattern appears only in Backstage view; it does not appear as you work on documents.

Click the Back button () to return to your document.

The Microsoft 365 theme you selected appears.

TIP

What happens if I select a background and then sign out of Microsoft 365?

The background no longer appears in the app but will reappear when you next sign in to Microsoft 365. Similarly, theme changes you make while signed in to Microsoft 365 might disappear when you sign out of Microsoft 365. With themes, however, you do not need to be signed in to Microsoft 365 to make a selection. Just complete steps 1 to 4 in this section.

Work with the Ribbon

You use the Ribbon to access an app’s commands. The Ribbon is divided into tabs, the names of which vary depending on the app. Excel’s Ribbon, for example, includes tabs named Home, Insert, Formulas, and Data. Each Ribbon tab is divided into groups of related commands. The Home tab includes the Clipboard group for copying and pasting data and the Font group for applying text formatting.

Each Ribbon command does one of four things: run a task, display a menu of commands, display a gallery, or launch a dialog box.

Work with the Ribbon

Run a Command

Click the tab containing the command you want to use.

Click the command.

The app runs the command.

Run a Command from a Menu

Click the tab containing the menu you want to use.

Many Ribbon buttons have two parts: the top part runs the standard command, and the bottom part displays the menu.

Click the button’s arrow ().

A menu of additional commands appears.

Position the mouse () over a command to display a tooltip that displays the command’s name.

Click the command you want to run.

Choose an Item from a Gallery

Click the tab containing the gallery you want to display.

Click the gallery’s More button ().

Click the gallery item you want to apply.

When you position the mouse () over a gallery item, the app displays a preview of the effect.

Launch a Dialog Box

Click the tab containing the group you want to work with.

Click the group’s dialog box launcher ().

The app displays a dialog box containing additional settings related to the group.

TIPS

Why do some Ribbon tabs appear and disappear?

Tabs that come and go on the Ribbon are known as contextual tabs. They are contextual in the sense that they appear only when you select an object in a document. For example, if you select a chart in Excel, the Chart Design and Format tabs appear. These contextual tabs contain commands related to working with charts. When you click outside the chart to deselect it, the contextual tabs disappear because you no longer need them.

Can I make the Ribbon take up less room?

Yes. Right-click any section of the Ribbon and then click Collapse the Ribbon. Now just the Ribbon tabs appear. You can display the full Ribbon temporarily by clicking a tab.

Select Data

You can select data in your file to perform different tasks, such as deleting it, changing its font or alignment, applying a border around it, or copying and pasting it. Selected data appears highlighted.

Depending on the app you are using, Microsoft 365 offers several different techniques for selecting data. For example, in Word, PowerPoint, Outlook, and Publisher, you can select a single character, a word, a sentence, a paragraph, or all the data in the file. In Excel and Access tables, you typically select cells. In OneNote, use the technique appropriate to the type of data you want to select.

Select Data

Select Data in Word, PowerPoint, or Publisher

Note: You can use this technique to select characters, words, sentences, and paragraphs.

Click to one side of the word or character that you want to select.

Drag the mouse () across the text that you want to select.

The app highlights the characters to indicate that they are selected.

To cancel a selection, click anywhere outside the text or press any arrow key on your keyboard.

Select Cells in Excel or Access

Click the cell representing the upper-left corner of the cells you want to select.

Drag the cell pointer across the cells you want to select.

The app highlights the characters to indicate that they are selected.

To cancel a selection, click anywhere outside the text or press any arrow key on your keyboard.

TIP

How can I use my keyboard to select text?

To select text or cells to the left or right of the insertion point or cell pointer, press  +  +  or  +  + , respectively. To select a paragraph or cells above or below the insertion point or cell pointer, press  +  +  or  +  + , respectively. To select all text or cells from the insertion point or cell pointer location onward, press  +  + . To select all the text or cells above the insertion point or cell pointer location, press  +  + . To select all the text or cells containing data in the file, press  + .

Using a Microsoft 365 App with a Touch Screen

If you use Microsoft 365 on a touch-screen device, you can take advantage of Touch mode to make using the apps easier and more efficient. You can configure the Quick Access Toolbar with a command that toggles between the default Mouse mode and the tablet-friendly Touch mode.

In Mouse mode, the Quick Access Toolbar and Ribbon button are closely spaced because it is relatively easy to select buttons accurately with a mouse. In Touch mode, the Quick Access Toolbar and Ribbon buttons are spaced farther apart to make it easier to select buttons accurately by tapping them with a finger.

Using a Microsoft 365 App with a Touch Screen

Add Touch/Mouse Mode to the Quick Access Toolbar

On the Quick Access Toolbar, tap the More button ().

Tap Touch/Mouse Mode.

The Touch/Mouse Mode command () appears on the Quick Access Toolbar.

Switch to Touch Mode

On the Quick Access Toolbar, tap Touch/Mouse Mode ().

Tap Touch.

The Microsoft 365 app increases the spacing between the buttons on the Quick Access Toolbar and the Ribbon, grouping Ribbon buttons as needed.

TIP

Are there any other features in Microsoft 365 apps that make the apps easier to use on touch devices?

Yes, Word’s Read Mode contains buttons ( and ) on the left and right sides of the screen (A) that you can tap to change pages. Refer to Chapter 8 for details on switching to Read Mode. For a more touch-friendly experience, consider using Microsoft 365 on an iPad or Android device.

Create a New File

When you are ready to create new content, rather than adding to an existing document, you can create a new file. The Start screen that appears when you open a Microsoft 365 app (except Outlook, OneNote, and Teams) enables you to create a new file, as described earlier in this chapter. If Word, Excel, PowerPoint, Access, or Publisher is already open and you want to create a new document, workbook, presentation, database, or publication, you create a new file using Backstage view. You have the option of creating a blank file or basing the file on a template.

Create a New File

Create a New Blank File

Click the File tab.

Click New.

The New screen appears.

Click the Blank Type thumbnail, where Type is the type of file, such as Document (Word), Workbook (Excel), or Presentation (PowerPoint).

Create a New File from a Template

Click the File tab (not shown).

Click New.

The New screen appears.

Click the template that represents the type of file that you want to create.

You can use this Search box to search for the template you want.

Note: A template contains predefined text and formatting that serve as the starting point for your document, saving you the effort of manually adding that text and formatting.

A preview and description of the template appears.

Click Create.

The Microsoft 365 app creates and then opens a new file based on the template.

TIP

Is there another way I can create a new Microsoft 365 file?

Yes. Click the Start button () and then click the Microsoft 365 (Office) app to launch it. Click Create and then click a file type from the menu that appears. Windows opens or switches to the app and creates the new file.

Save a File

You save files you create in Microsoft 365 apps so that you can use them at another time. When you save a file, you can give it a unique filename and store it in the folder or drive of your choice.

After you save a file for the first time, you can click the Save button () in the app’s title bar to save it again. The first time you save a file, the app prompts you for a filename. Subsequent times, when you use the Save button () in the title bar, the app saves the file using its original name without prompting you.

Save a File

Before you save a file, the app displays a generic name in the title bar (such as Document1 for a Word document, as shown here).

Click the File tab.

Backstage view appears.

Click Save As.

Locations where you can save files appear here.

Note: Once you select a location, folders available at that location appear on the right side of the screen.

Click the location where you want to save the file; this example uses This PC.

If the folder in which you want to save the document appears here, click it and skip to step 5.

Click Browse.

The Save As dialog box appears.

Type a name for the document.

You can click in the folder list to select a location on your computer in which to save the document.

You can click New folder to create a new folder in which to store the document.

Click Save.

Word saves the document and displays the name you supplied in the title bar.

For subsequent saves, you can click the Save button () on the Quick Access Toolbar to quickly save the file.

TIP

Can I save a file using a different file type?

Yes. Each Microsoft 365 app saves to a default file type. For example, a Word document uses the DOCX file format, and Excel uses the XLSX file format. If you want to save the file in a format compatible with previous versions of the Microsoft 365 app, you must save it in the appropriate format, such as Word 97-2003 Document for previous versions of Word. To save a file in a different format, follow steps 1 to 4 in this section, click the Save as type in the Save As dialog box, and choose the desired format from the list that appears.

Open a File

You can open documents that you have saved previously to continue adding data or to edit existing data. If you are not sure where you saved a file, you can use the Open dialog box’s Search function to locate it.

In Word, you can open and edit PDF files. Because Word optimizes PDF files to enable you to edit text, editing a PDF file in Word works best if you used Word to create the original PDF file. If you used a different app to create the PDF file, the result might not look exactly like the original PDF.

Open a File

Click the File tab (not shown).

Backstage view appears.

Click Open.

By default, the Microsoft 365 app displays recently opened documents. If the file you want to open appears, you can click it to open it and skip the rest of these steps.

Click the place where you believe the document is stored. This example uses This PC.

If the folder containing the document appears here, click it and skip to step 6.

Click Browse.

The Open dialog box appears.

If you chose the wrong place, you can search for the file by typing part of the filename or content here.

Click in the folder list to navigate to the folder containing the document you want to open.

Click the document you want to open.

Click Open.

The file opens in the app window.

To close a file, click the Close button () in the upper-right corner. If you have not saved the file, the app prompts you to save it.

TIP

Are there any tricks to searching for a file?

Yes. To search most effectively for a file, start by following steps 1 to 5 to locate and open the folder in which you believe the file was saved. Then, type all or part of the file’s name in the search box and press . Files containing the search term in either the filename or as part of the file’s content appear highlighted in the Open dialog box. Word also displays files containing a close match.

Chapter 2

Microsoft 365 Graphics Tools

Insert a Picture from Your PC

You can illustrate your Microsoft 365 files with images that you store on your computer. For example, if you have a photo or graphics file that relates to the subject matter in your document, you can insert the picture into the document to help the reader understand your subject. After you insert a picture, you can resize and move the image as described in the section “Resize and Move Graphic Objects,” later in this chapter. You can also modify the image in a variety of ways, as described in the section “Understanding Graphics Modification Techniques,” later in this chapter.

Click in your document where you want to add a picture.

Note: You can move the image to a different location after inserting it onto the page. Refer to the section “Resize and Move Graphic Objects,” later in this chapter.

Click the Insert tab.

Click Pictures.

Click This Device.

The Insert Picture dialog box appears.

The folder you are viewing appears here.

Note: Image files come in a variety of formats, including GIF, JPEG, and PNG.

To browse for a particular file type, you can click and choose a file format.

You can click in the folder list to navigate to commonly used locations where pictures may be stored.