Using Microsoft Office Online (2016)

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1. Accessing and Creating Files Anywhere with Office Online Whether you are an Office 365 business, enterprise, education, or home subscriber, or even not a subscriber at all, maybe you just have a free Microsoft account, no matter the case, everyone has access to the free Office Online applications, which include Word, Excel, PowerPoint, and OneNote. These applications allow you to access your files anywhere online. All you need is access to the internet via any popular browser. With Office Online, you can create new files, open existing files, or even share or collaborate in real time with your colleagues or friends. All you need is a Microsoft account to log in and get started.


2. Logging in to Office Online Like anything with Microsoft, there are several ways to do any one thing, and logging into Office Online apps is no different. As such, you can log in and access the Office Online apps from many different locations. If you are an Office 365 subscriber, or if you company uses Office 365, when you log in to your account, in that upper-left hand corner of the screen, you should see a picture that looks like this, a square button with a bunch of other squares in it. That is your apps launcher. Clicking that will open a submenu displaying all the applications available to you, including those Office Online applications. To open an Office application, simply click or tap on that app tile, and the application will open in your browser. If you are not yet an Office 365 subscriber, don't worry, all you need is a Microsoft account, and if you have a Microsoft account that you use to log in to Microsoft services, such as Xbox Live, or Outlook.com, or even OneDrive.com, Microsoft's free cloud storage, another location where you will have easy access to the Office applications is from Office.com. Simply sign in to Office.com using that same Microsoft account, and towards the top of the screen you'll see an aerial listing all the online apps available to use. Just like before, all you need to do is click or tap on an apps title to launch the application right from inside your web browser. Alternatively, if you use other Microsoft services, such as Outlook.com or OneDrive, you'll also find that same apps launcher button in the upper-left hand corner of the screen. That familiar button will most assuredly contain shortcuts to these same Office Online applications no matter where you are, or what you are doing.


3. Opening a Recent File Regardless of where you are logged in, opening an existing file is easy, that is as long as you have the file saved to a location that is accessible from the internet like OneDrive. So here we are in OneDrive, and as you can see I have a variety of options and folders here. All I have to do is navigate to my files location, and click or tap on that file. A preview of that file will display in the browser. If I want to open that file to edit, I can then click on the Edit Document button towards the top of the screen. From here, I have two options, Edit in Word, which will open the file in the full desktop-version of Word on my computer, or Edit in Word Online, which will open the free, simplified version of Word in my browser. And as the label here says, this is a great option for making quick changes. But that is not our only option for opening a file. Sometimes a friend or colleague might share a file or document with us. In that case, we might receive an email notification of that shared file in our inbox. Inside that email you'll see a link to open or view that file in OneDrive. Basically that is your fastest path to Office Online. You'll see the preview of the file in OneDrive, and from there be able to open the file in Office, or in this case Word Online. But perhaps the most familiar way to open files is from the FILE menu of an already open file. Just go right to the FILE menu, click on Open, and from there you'll see a list of all your most recently opened files. Clicking any one of those links will open that file right up, and allow you to edit from within your browser with just a few clicks of a button.


4. Sharing a File Sharing documents in files is easier than it's ever been with recent updates to Office Online and the Office 2016 applications. At the top right-hand corner of every office app, you'll find a few quick links to all your file sharing options and permissions. You can invite people to edit or view a file, you can obtain a sharing link to send to someone, or you can even manage current sharing permissions, all right from this pane. When a file is shared, you can even see right from within Word Online who is currently editing the file, and connect with them from here through Skype or your Office 365 communication and messaging tools.


5. Creating a New Blank File Creating a new blank file, be it a document, spreadsheet, presentation, or notebook is as easy as it is in your desktop applications. If you already have an open document or file, simply navigate to your FILE menu located in the upper-left hand corner, and select New. Here you can choose the option Blank Document to open a fresh, clean, new file. From Office Online, simply click the application type you'd like to create. For this example, let's say I want to create a Word document. In that case, I'll choose Microsoft Word, and then choose blank document. Or alternatively, if you are in OneDrive, simply click the new button at the top of the screen, and choose the type of file that you'd like to create, be it a Word document, an Excel workbook, PowerPoint presentation, OneNote notebook, or even an Excel survey, or plain text document. No matter the type, Office Online will then launch and create that type of file for you, right from within your web browser.


6. Saving Changes to a File When working in an Office Online file, you never have to worry about remembering to save your file. Office Online takes care of that step for you, so you can focus your attention on creating your content, rather than keeping or recovering your content. In fact, if you try to go to the FILE menu in Office Online, no matter the application, you won't find Save as an option, only Save As. Your original file is being saved automatically, but if you'd like to save or download a copy, change the name of your file, or even download your document as a different format, you can do so by going to your FILE menu in Office Online and clicking or tapping the Save As option.


7. Creating a File from a Template Just like from the desktop, on Office Online you have access to many new, beautiful templates from Microsoft to get you started faster. To access or browse these templates from inside the web app, navigate to your FILE Menu, and select New. Here, depending on the type of application you have open, you'll see a variety of pre-designed templates that you can browse. Not all the templates will display here, however. If you are looking for something in particular, you might find navigating to Office.com, and browsing all available templates by product or by category a more satisfying option.


8. Managing Word Documents Managing Word Documents If your goal is to make a simple and quick edit to your Word document while on the go, Word Online is a great option for quickly accessing, formatting, and updating a document anywhere. Word Online, although it doesn't have as many features as the desktop version, allows you to quickly update a font, format simple paragraph options, apply styles, insert hyperlinks, or even add a table, picture, or just a documents margins, headers, and footers.


9. Selecting Text When it comes to formatting, there is one rule you need to remember. If you want to affect it, you've got to select it. And Microsoft gives us many different methods and shortcuts for selecting text quickly so that we can apply the formatting changes necessary. Now if you are familiar with all of the different ways you can select text in the desktop version of Microsoft Word, you might be a bit disappointed with Word Online's word text selection options. As at the time of this recording, they are limited, or at least not as plentiful as in the desktop version. For example, if you are familiar with how you can move your mouse to the left-hand margin, and click, double-click, or triple-click to select a line, a paragraph, or the entire document respectively, you will find that just won't work well in Word Online. You do, however, still have the good old click and drag method for selecting text. Or if you are just using your keyboard, holding down the Shift key plus an arrow key will also work for selecting text in Word Online. If you have your mouse directly over a word, you can double-click to select that work, or triple-click to select the entire paragraph. If you'd like to select all the text in your document, another favorite keyboard shortcut for selecting everything is Ctrl+A. Just hold down that Ctrl key, and then press A. You can also use the click, shift, click method for selecting a block of text. Just click your mouse at the start of where you want to select text, hold down your Shift key, and click at the end where you want the text selected. Now unfortunately at the time of this recording, the common method for selecting non-contiguous blocks of text by making a selection, holding down the Ctrl key, and then making another selection, that method will not work in Word Online. Therefore, if you are making a lot of changes that require you to select multiple portions of a Word document at once, I'd suggest just opening the Word document in the desktop version to have all your favorite shortcuts at your fingertips.


10. Navigating Long Documents Similar to selecting text, in Word Online you won't have as many options for navigating long documents as you do from the desktop version. For example, navigating a long document by a document's Navigation pane, that Navigation pane just doesn't exist in Word Online. That said, you still have a few important-to-know keyboard shortcuts for navigating those longer documents. From within a paragraph, if you'd like to quickly jump or move your cursor to the beginning of a line or the end of a line, use the Home or End keys respectively. You can even use the Home and End keys in combination with the Ctrl key to jump to either the very beginning or the very end of a Word document. So pressing Ctrl+End, see, now my cursor is all the way at the end of the document. Likewise, pressing Ctrl+Home, that jumps me right back to the beginning. Now as I mentioned earlier, you won't have the full Navigation pane that you have in the desktop version, but you do have search or that Find box to allow you to quickly search for text or words in your document. Typing in a keyword, phrase, or sentence can help you locate key portions of your document quickly, that is if you know what you're looking for. In Word Online, those will more than likely be the tools and shortcuts that you use the most.


11. Editing a Document If you need to make a quick edit to a document online, more than likely you'll be using some of the most popular commands available in Microsoft Office to edit. I'm talking, of course, about these commands, cut, copy, and paste, which are available in Word Online in the simplest of senses. Let me show you what I mean. So let's say I want to cut this last sentence of this last paragraph here, and paste it to the end of this paragraph. To do so, now remember the rule, if you want to affect it, you've got to select it, so first I need to select the text I want to copy or cut, and then using my mouse, I can go up to the HOME tab, and click or tap on Cut or Copy. Once I have that text cut or copied, I can then move my insertion point to where I wish that text to go, and then click or tap on Paste. You can also use the keyboard shortcuts Ctrl+X to cut, Ctrl+C to copy, and Ctrl+V to paste. Now unfortunately, currently in Word Online, there is no paste special option, so if you'd like to paste in a different format, such as pasting text or a table as an image, for example, for that functionality, you'd have to open the document in the full application. Even the simplest of paste options are not currently available at this time on Word Online, so the options to keep source formatting, merge formatting, or keep text only, those will not greet you in Word Online. Other editing features you do have though include the Find and Replace pane, which you can locate on your HOME tab in the editing group. Here you can search for specific text, and swap that text out with different text. But like all editing features, this feature is also not quite the same as in the desktop version or the full Word application. The Find and Replace feature is limited to text only or match case searches. So if you're wanting to use Find and Replace for replacing formatting choices or hidden characters, again you'll have to open your document in the full Word application.


12. Formatting Word Documents You'll find that the basic formatting features in Word Online operate very similarly to the desktop version, or the full application version. In the next several clips, we'll discuss how to quickly apply formatting changes at the font or paragraph level, as well as discuss how to apply and utilize styles in Word Online. Additionally, we'll also briefly discuss how to insert and work with hyperlinks in documents.


13. Applying Font Formatting One great feature that I'm thrilled to see included in Word Online is the Format Painter. If you are not familiar with the Format Painter, it is a magical button that will copy and paste the formatting for anything you had selected. If you are familiar with the Format Painter, I should warn you, this handy little feature works a bit differently online than it does in the full Word application. In Word Online, the Format Painter will only transfer the most basic of formatting options. So here, for example, I have some text selected, text that has the Heading 2 style applied to it, and that's an important detail. If you are unfamiliar with styles, styles are a bit more than just a font color and a different size. Styles, in its most basic form, are a set or collection of formatting instructions, instructions for the font, paragraph spacing, even pagination, but it can be a bit more than just that. Styles apply meaning to a paragraph. By applying a style, you are designating and describing that paragraph in relation to a document's hierarchy. For example, by applying the Heading 1 style to a normal paragraph in Word, you are essentially stating that paragraph describes the normal paragraphs that follow. S at its heart, styles control both the appearance of paragraphs and their meaning within the document. The same is true for Word Online. Styles are essentially the same. How you customize them though is a bit different, and we'll talk about that more in a later clip. What's different is how the Format Painter sees a style. Now that we understand styles a bit more, let's jump back to our document, and use the Format Painter to copy the Heading 2 formatting to this normal paragraph. So selecting our Heading 2 text, click the Format Painter button, and now let's paint that formatting over to this paragraph. Now at a quick glance, it looks the same, right? But look at the Styles pane. It didn't copy the style, only the changes to the font. The Format Painter in Word Online didn't even transfer the paragraph options either. Notice how the spacing before and after the style is different than the above style. That's a big difference from the desktop version when using the Format Painter. So just as a bit of caution, when in Word Online only use the Format Painter to transfer the most basic of text formatting. Now the rest of your font formatting options, at least the ones that appear on the ribbon, are here in Word Online as well. You can use the same commands on the HOME tab to change the appearance of text. You even have your clear formatting button in Word Online. What's missing from Word Online are all those advanced font commands that you get to from the front dialog box, the ones that control character spacing, kerning, and open type fonts. Those options aren't available in Word Online at this time.


14. Applying Paragraph Formatting Just like with formatting font in Word Online, formatting paragraphs in Word Online isn't as feature-rich as the desktop version. You still have access to the most important options, indentation, paragraph, and line spacing, etc., but the more advanced features like mirroring indents, or your line and page break options, those you won't be able to access in Word Online. To access the paragraph options that you do have in Word Online, most options are available from the ribbon. Just like in the desktop version, you can quickly add a bulleted or numbered list by clicking either one of these buttons. From here you can also control line indents, and paragraph alignment. What's new in Word Online, strangely enough, are these two buttons. With these, you can flip the text direction. All other paragraph commands available, you can quickly access those by clicking that same dialog box launcher button in the lower right-hand corner of the paragraph group. So clicking that button, here are the full paragraph options available in Word Online.


15. Applying Styles In a previous clip, I introduced the idea of styles. Let's review those. Styles, in its most basic form, are a set or collection of formatting instructions, instructions for font, paragraph spacing, even pagination, but it can be a bit more than just that. Styles apply meaning to a paragraph. By applying a style, you are designating and describing that paragraph in relation to a document's hierarchy. For example, by applying the Heading 1 style to a normal paragraph in Word, you are essentially stating that paragraph describes the normal paragraphs that follow. So at its heart, styles control both the appearance of the paragraphs and their meaning within the document. Now there are many advantages to using styles in Microsoft Word. In fact, formatting with styles are the preferred method for formatting long documents. In the most recent versions of Microsoft Word, the headings are collapsible. This is a fantastic feature for when you are writing or editing within a long document, for it allows you to quickly compare different sections. Styles can also be used to navigate a document. In the full desktop version of Word, in the Navigation pane, if you have styles applied to a document, you can use those styles to quickly jump to a section of your document. But by far the best reason to use styles is to keep your document formatting consistent. Applying a style ensures that all paragraphs using that style look exactly the same. Once more, if you change your mind about how you'd like your document to look over time, you can quickly edit or modify a style, and Word will update all at once every instance of that style in your document. So yes, there are many advantages to using styles in Microsoft Word. Now let's explore what we can do with styles in Word Online. In Word Online, here are the styles that are available to use. You have your basic paragraph styles, the normal style, which is applied to all text by default. In fact most styles that follow are based on the normal style, meaning that these styles follow the normal style, plus a few additional formatting options. In fact if you change the normal style, many of these additional styles will update to reflect that first change. Beyond that normal style, you have a no spacing style, which is similar to the normal style, except that it doesn't include extra spaces after each paragraph carriage return. Then we have a bunch of heading styles, in fact there are more in Word Online than you have by default in the desktop version. Here you have nine. Then we have the rest of the standard styles, the title and subtitle style, and some text styles like emphasis, strong, and the like. There are also styles for quotations, references, a book title style, and a list paragraph. To apply any one of these styles, just select a paragraph or move your insertion point to the paragraph that you'd like to format, and then click or tap on a style from your styles gallery, and that's it. That is all you can do with styles in Word Online. Apply them. If you need to modify or update a style, then you'll have to open that style in the full version of Microsoft Word.


16. Inserting Hyperlinks Hyperlinks in and of themselves function exactly the same in Word Online as they do in the full desktop version. All you do is click on the link to jump to a web address, another place within the same document, or to send someone an email. To create a hyperlink in Word Online, navigate to the INSERT tab, and in the Links group, click on Link. You can also use the keyboard shortcut Ctrl+K as well. Using either method, a link window will appear. From here you can update or change the display text, that's the text that appears within the document, and then you can enter the full URL address, or if you want to link to an email address, simply type mailto, one word, followed by a colon, followed by the person's email address. Now there is one type of hyperlink you cannot create in Word Online, and that is a link to another place within the same document. If you are looking to create a bookmark or cross reference, that you will need to do in Microsoft Word.


17. Working with Tables, Pictures, and PDFs In this next section, we will be going over how to work with certain kinds of objects in Word Online, be it a table, a picture, or even a PDF. That's right, many people don't realize this, but you can now open a PDF in Word Online, and convert that PDF into an editable file. I know, it's a golden age we live in, so let's jump right in starting with tables.


18. Inserting Tables There are many reasons why you need or want to use a table in a Microsoft Word document, be it to display tabular data in a report, or to just simplify formatting in your Word document. Whatever the reason, Word Online allows you to quickly create and format tables too, though you won't be seeing nearly as many options for creating those tables as you will in the desktop version. In fact, in Word Online, there is only one way to create a table, and it is this way. You go to the INSERT tab, click on the Table button, and hover your mouse over the sample grid here to trace out the size table you would like in your document. When you have the size table you'd like, click, and then that size table will be inserted into your document wherever your insertion point was. From there, adding information to a table is identical to Microsoft Word. You can navigate table cells using your mouse, arrow keys, or Tab keys. On the ribbon, you will also see a contextual tab appear with all of your table options. On the DESIGN tab, you can quickly format your table by choosing from one of the many different preformatted table styles. You can also turn on or off various table style options, change colors, or even adjust individual cell shading. On the LAYOUT tab, you'll find a variety of options for selecting parts of your table, inserting or deleting rows or columns in your table, and over to the right, you'll find an area where you can adjust the text alignment within the cells using these buttons in the alignment group. And finally, important for accessibility to the far left, you'll find a button to enter and adjust the alt text of a table. And there you have it, those are all of your options for inserting and formatting tables in Word Online.


19. Inserting Pictures and ClipArt I'm going to be blunt and save you some time here. You are not going to like inserting pictures or clipart into Word Online. This is a feature that most definitely needs some work in order to make sense in a word processing program. Let me show you what I mean. So here we are back into our Lorem Ipsum document, just because it has a lot of random text. Now typically, if we want to incorporate visuals or pictures into a Word document, we'd want to be able to adjust the flow of text around an image, and in Microsoft Word, there are many options to do so. Well not so in Word Online. In fact, no matter the method you use for inserting a picture, be it from your computer, or online source, of which our only options at this time are a Bing Search, and let's say I search for clipart. So here are all of my Creative Commons options for images matching the keyword clip art. Now if I select one of these images, and insert it into my document, there it is. Now here is the real gotcha. On the PICTURE TOOLS, FORMAT tab, these are your only options for adjusting that image. You can apply a picture style, or you can grow or shrink your image, that means to make it bigger or smaller. Now the most important feature necessary for working with images in a Word document is missing, and that is controlling how text flows around an image. For that, you will have to open this document in Microsoft Word. So, my advice to you is to save all of your picture laying out for when you have access to the full desktop version of Word. It will just make your life simpler.


20. Opening and Reflowing PDF Documents One really great, fabulous feature of Word Online is the ability to open and edit a PDF right from within Word Online. It is so great, I'm getting goose bumps talking about it. In fact, if you have a PDF in your OneDrive, when you open that PDF, it will open to Word Online. That way a PDF reader is not required to open, view, or edit a PDF. Now for printing, on the other hand, that's a different story. To print a PDF, you will need a PDF reader. Now to edit a PDF, or rather convert a PDF into an edible format, simply open the PDF to Word Online, and click the option Edit in Word. From here, Word will prompt you to convert the PDF. That will create a copy of the original file, so the original will not be affected by any of the changes you make here. Now, depending on the PDF, the conversion might take a little while, but once that conversion is complete, simply click Edit, and there you will have an editable Word document. Now I should note that the conversion process, although it is good, it is not perfect. As such, it is important to carefully check your document to make sure everything converted as expected.


21. Adjusting Page Layout Word Online gives you a fair amount of necessary page layout options that you can adjust on the go, be it page margins, page size, page orientation, line indentation or spacing, or even your page headers and footers. Though I will caution you now, at the time of this recording, adjusting headers and footers in Word Online is quite a different user experience than in Microsoft Word, so be sure you watch that clip. Let's get started.


22. Changing the Page Margins By default, a standard blank Word document you create will have what Microsoft calls normal margins. More specifically, you will have a 1 inch margin at the top, bottom, left, and right of your document. For the most part, that's all anyone really needs or wants; however, you can easily change that if you choose. Just go up to the PAGE LAYOUT tab, and click or tap on the Margins button. From there, you will see a set of predefined formats from which to choose. In addition to the normal style, there is narrow, which sets all margins to 0.5 inches, moderate, which gives the top and bottom margin a 1 inch margin, and the sides a 0.75 margin, there's wide, which gives the top and bottom the standard 1 inch margin, and the sides a 2 inch margin, and the last preset here is the default that used to exist for all documents created with Office 2003, which gave the top and bottom a 1 inch margin, and the sides a 1.25 inch margin. Now if none of these presets is quite what you are looking for, you could always create your own custom margins. Choosing this last option will launch a window allow you to granularly adjust each top, bottom, left, and right margin as you see fit.


23. Changing the Page Orientation Changing the page orientation in Word Online is just as easy and fast as it is in Microsoft Word. Just go up to the PAGE LAYOUT tab, click or tap on the Orientation button to expand the menu, and then switch your pages orientation from either Portrait to Landscape, or Landscape to Portrait. Word will do all the hard stuff for you in terms of restructuring or reflowing your document text to fit the new orientation, it's that simple.


24. Adjusting Line Indentation and Spacing In an earlier clip we discussed how you can adjust line indentation and spacing from HOME tab Paragraph group. Well, you can also access those same exact options from your PAGE LAYOUT tab, and just as before, they function just the same. To adjust the left paragraph indent, just select or move your insertion point to the paragraph you'd like to adjust. Go up to the PAGE LAYOUT tab, and either click or tap on the arrows for the left paragraph indent or right paragraph indent. Or if you know the specific number of inches to indent by, you can type in that number here. In addition to paragraph indents, you can also adjust how much space appears before or after a paragraph. The spacing for this is typically measured in points, and by default, these arrows will adjust the spacing in increments of 6 pts at a time. Likewise, just like the indentation, if you know a specific number, you can also type in that number in the box here. For any additional paragraph options, you can click the dialog box launcher in the lower right-hand corner of the Paragraph group. If you don't see that specific option you'd like to adjust here, chances are it is a feature that is not available in Word Online at this time.


25. Adjusting Headers and Footers Headers and footers allow you to repeat content at the top and bottom of pages. Headers and footers are a great place to put things like page numbers or a document name. In Word Online, now if you've been watching the clips in order up to this point, you've probably noticed that the look and feel of most Word Online features are very similar to that of Microsoft Word. Well, headers and footers look and feel quite different in Word Online, let me show you what I mean. Here is what working inside a header looks like in Microsoft Word. When you open a header, the rest of the page grays out, and the very top of the page opens up, allowing you to add content within the context of the page. And there are three sections to the footer and header, a left section, a center section, and a right section. Now jumping over to Word Online, here is what working inside a header looks like in Word Online. Just go to the VIEW tab, click on Header & Footer, and yikes, I don't mean to judge, but that's kind of ugly, Microsoft. Functionally, however, the headers and footers are the same as in Microsoft Word. You have three sections, a left area, a center area, and a right area where you can place content. The difference is at this time, the only content available in Word Online are the page numbers. So navigating the INSERT tab, click on Page Numbers. This is where you can add to your headers and footers. For all other header and footer options, you can click the Option button in the header area, and choose a Different First Page, Different Even & Odd pages, Different First, Even, & Odd Pages, or even Remove Page Number, or all Headers & Footers from a document.


26. Managing Excel Workbooks and Spreadsheets in Excel Online Managing Excel Workbooks and Spreadsheets in Excel Online Excel Online has a surprising amount of features that you can use to view, find, calculate, and manipulate data, all freely available to anyone with a Microsoft account. There are some limits, however, depending on your subscription plan. If you just have a free Microsoft account, for example, you will be limited in the total size file you'll be able to open in Excel Online, that limit being 5 MB. I believe I received this error message when I attempted to open a simple contacts spreadsheet containing 50,000 rows of names and addresses. Now that might seem like a lot, but considering what Excel is capable of holding, it's really not a lot. So do keep that in mind. If you don't have a paid Office 365 subscription, you will be severely limited in the size file you can open in Excel Online. Now feature wise, no matter your subscription, Excel Online does sport some of the most important features you'd need to quickly view or update spreadsheets while on the go, and for that reason Excel Online does make for one handy little tool for successful business professionals.


27. Selecting and Editing Cells, Rows, and Columns Selecting and editing cells, rows, and columns in Excel Online is quite similar to that of Microsoft Excel. You can use your mouse to click on and navigate to an individual cell, or you can use your keyboard to navigate locally, as well as using your arrow keys to move up, down, left, or right. Or you can use your Tab key to move right one cell at a time, or you can even use your Enter key to move down one cell at a time. If you have a particularly large spreadsheet such as I have here, scrolling through all your records might take awhile. As such, you will definitely want to know the following keyboard shortcuts to help you jump through your data ranges. The Home key will take you back to the left, using the keyboard combination Ctrl+End will take you all the way down to the bottom-right edge of your data range, and you guessed it, Ctrl+Home will take you all the way back to cell A1. Now if you were already familiar with these keyboard shortcuts, and use them regularly like I do, you might also use them in combination with the Shift key in Microsoft Excel to help you quickly select ranges of cells and data. Now unfortunately in Word Online, those methods for selecting ranges of data do not work at this time, but you can always use the good old click and drag method for selecting ranges of data, or you can click the row or column header to select either rows or columns. Now, as for editing, let me open up a new worksheet here. Entering information is very similar to Microsoft Excel too. Just select a cell and begin typing, or you can click directly inside the formula bar if you prefer, and Enter information in there instead. But by far the best tool for entering common information or series information is to use Excel's auto-fill feature. For a common list of information such as the days of the week, or months of the year, or even number sequences with a clear pattern, you can use auto-fill to fill that information in for you. Let me show you how that works. To type out the days of the week, just type one of those days out, then taking your mouse, hover it over the large square handlebar in the lower right-hand corner of the cell, that's the auto-fill handlebar. Next, click and drag your mouse, and release. That's all there is to it. It's just the same here as it is in Microsoft Excel, and it will work with numbers too. You just need to give it a few more cells so it can determine a pattern by which to calculate the incremental increases. So if I type the numbers 1, then 2, select both those cells, and then auto-fill, I get a basic numbered list. If I type 2, 4, select both cells, and then auto-fill, see how my list series changes? And those are some quick ways to navigate and enter data into Excel Online. Now what if you need to move or delete data? Well, just like in Microsoft Excel, you have the ability to insert and delete cells, rows, and columns. Now the fastest way is to select the row or column you'd like to adjust, and let's say I'd like to delete this column of numbers I created here, and now you can right-click directly on that column or row header, and see all the options for that row or column. You have the option to insert, delete, hide, or unhide, or another way is to go to your HOME tab to your cells group. Here you'll see even more options for inserting and deleting cells, rows, columns, and sheets in your workbook, but I'm going to choose the option to delete this column, and there you have it. Those are some of the fast ways to enter, select, navigate, insert, and delete information inside Excel Online.


28. Working with Worksheets If you are accustomed to working with worksheets in Microsoft Excel, I will tell you right now that your options in Excel Online when working with worksheets are a little bit limited. That said, there are a few small things that you can do in Excel Online to help organize multi-worksheet workbooks, let me show you. So here I have a workbook with two worksheets. One worksheet contains some simple sales data for the year 2015, and the other worksheet is for the year 2014, but at a glance I'd have to click on the individual worksheets to know that because the worksheet tabs are named anything but useful, they just say the default Sheet1 and Sheet2, not very descriptive. Luckily I can rename these worksheets in Excel Online. To rename a worksheet you can either double-click the worksheet tab, or right-click and select Rename. Either way will open the Rename Sheet window, allowing you to type in a new worksheet name. So I'm going to call this worksheet 2015 Sales, and clicking OK when you are finished, you can see that worksheet update below. If you need additional worksheets, after all this is a new year now, and we're going to need to start logging those 2016 sales soon. You might remember from Microsoft Excel that it was possible to duplicate or copy worksheets. Well in Excel Online you can't do that, not at this time anyway, but you can create a new blank worksheet, and copy what you need from a previous worksheet over to that new one. So a few more steps. So to create a new worksheet, there are actually several ways you can do that. From your HOME tab in the Sales group, you can click on Insert, and select Insert Sheet, or you can click the little plus sign next to your worksheets in the status bar, or you can right-click on a worksheet tab, and click on insert. Either way will create a new blank worksheet for you. Then all you have to do is copy all that data that you need over, and adjust from there. Now if you don't like where Excel Online has placed this worksheet, you can move it by clicking and dragging it to a new location. Or if you're not a fan of clicking and dragging, you can always right-click, and choose Reorder to open a window, and rearrange those worksheets from there. In addition to rearranging, you also have the ability in Excel Online to delete, hide, or unhide worksheets, but that's about it. Now personally I miss being able to color my tabs, but I guess I'm just a tough person to please in the end. But that's it, that's how you can manage worksheets in Excel Online.


29. Sorting and Filtering Data In Excel Online you have some very basic ways to sort and filter your data, let me show you. So here we are back in our contacts spreadsheet, and right now all of our contacts are in here rather randomly. If we'd like our 30,000 contacts in some kind of order, say alphabetical order, we can quickly do that in Excel Online. Simply move inside any cell in our LastName column or field, and then from the HOME tab in our Editing group, we can click on the Sort button, and choose Sort Ascending to sort our range of data in alphabetical order according to last name. Now if we change our minds, and we'd like to sort say, by state, well we could move our cursors over to one of those state cells, and click on one of those sort buttons again. Now as far as sorting goes from the ribbon, that's what we can do. For more complex sorts or filters, you would need to format your range of data as a table. To format your data as a table, make sure you have something inside that range of data selected. Then go up to the HOME tab to the Tables group, and click on the Format as Table button. That will open the Create Table window, asking you to confirm your data range, and whether or not your table contains headers. If you are ready, go ahead and click OK. If not, click Cancel, and make any adjustments necessary. But clicking OK, there's our table. Now the beauty of an Excel table are these little tiny arrows up here on the header. Clicking on one of these, you'll see additional options for sorting and filtering that column of data. Now that way you can get a little bit more complex or specific in how you sort or filter your data. If, for example, I only want to view my female contacts, I can do so by going to my Gender Column and checking to see only females. Now applying this filter will update the data that I can see. Now I'm only viewing my female contacts. To remove a filter, I can simply go back to that little arrow, and remove that filter like so. In addition to filtering by specific data, you can also filter by certain text filters, Equals, Does Not Equal, Begins With, Ends With, Contains, or Does Not Contain, or you can even create your own custom text filter. For numeric fields, there are a variety of number filters as well, Equals, Does Not Equal, Greater Than, Less Than, Between, Top 10, Above Average, Below Average, and a Custom Filter too. And all of these filters work identical to how they work in Microsoft Excel.


30. Changing Online Views In Excel Online, you won't have access to as many Excel views as you do in the full version of Microsoft Excel. That is to be excepted. In this clip though, I want to walk you through what options you do have as they can confuse some newbies to Excel Online. When you first open an Excel workbook in Excel Online, typically it opens in what is called a reading view. This is a view that is optimized for, as the name suggests, reading. If all you want to do is look at the data, this is really all you need. The advantage to using this view is that the ribbon is, well, not there, taking up valuable screen real-estate, making your data or your spreadsheet front and center. And only the commands necessary for reading and sharing data are visible from this view. Up top you have quick access to a Print command, a Share button, and a Data button, allowing you to refresh your data connection if you suspect that your data is something that will update frequently as you are viewing it. Other select commands will appear behind the button to the far right, allow you to download, save a copy, or view previous versions of the file. And that is the reading view. To switch to an editing view from the reading view, just click on the Edit Workbook button, and that will open the view that we've been editing in so far, the view with that all too familiar ribbon up top. But that is not all you can adjust about views at this time in Word Online. If you jump over to the VIEW tab in the Show group, you'll also see options to show or hide heading and grid lines in your workbook. All other options and views that you'd like to work with in Excel, for those views, you'll have to open your workbook in Microsoft Excel for those more advanced views.


31. Working with Formulas and Equations In this next section, we're going to be talking about what lives at the heart of Excel's power, its ability to quickly calculate expressions. This will not be a deep dive into the built-in functions available though, just a quick overview of how to write expressions, and how they work in Excel Online, as well as talk about some of the little differences you will encounter between Excel Online and Microsoft Excel. So up next, we will do a quick review of the order of operations, how to write your own calculated expressions in Excel Online, as well as how to use the AutoSum feature and the auto-fill feature to copy formulas. We'll talk about both relative and absolute references, and a few strange things about named references in Excel Online. So keep watching, it's going to get real.


32. Order of Operations Excel Online, just like Microsoft Excel, follows what is known as the order of operations, which is important to understand if you plan on writing your own formulas and equations in a spreadsheet. The order of operations is a rule to clarify which procedures should be performed first in a mathematical expression. For example, consider this simple expression, 2 + 5 x 3. Some might look at this expression and say well, 2 + 5 is 7, and 7 x 3 is 21, so that's the answer, 21, but that would be oh so incorrect because we don't work this expression how we read, from left to write. Math is different, no, we have to follow the order of operations, which goes as follows. In a mathematical expression, we calculate everything in parentheses first, followed by exponents, followed by multiplication and division, followed by addition and subtraction. If at any time an expression contains both addition and subtraction, or multiple instances of multiplication and division, then we followed a left to right order. To help us remember this order, a helpful pneumonic device is this phrase, Please Excuse My Dear Aunt Sally, P for parentheses, E for exponents, My Dear for multiplication and division, and Aunt Sally for addition and subtraction. So going back to our first example, following the order of operations, do we have any parentheses in this expression? No, let's move on to exponents. Are there any exponents? No, any multiplication and division? Yes, let's do that first, 5 x 3, well that's 15. That leaves us with 2 + 15, which equals 17, and that is the correct answer. And incidentally, that is exactly what Excel will give you too.


33. Creating Calculated Expressions in Excel Online In Excel Online, creating calculated expressions is the same as it is in Microsoft Excel. For that reason, I'm going to be running through these basics very quickly, but feel free to pause the video or re-watch sections as necessary. In Excel Online, when crafting an expression, you must begin your expression or formula with an equals sign. So, let's try that expression we were working on in an earlier clip. Let's type in = 2 +5 x 3, and then press Enter, and that's all there is to it. Upon pressing Enter, Excel will then display the result in that cell. If you want to view the formula, simply select the cell, and look at your formula bar. To edit the formula, you can either edit the expression from the formula bar, or double-click inside a cell to enter edit mode in that cell, or you can even press F2 on your keyboard, same as Microsoft Excel. But typing all this stuff out, that's not what Excel is for, that's the hard way, the long way of doing things. Be sure to watch the next clip on relative and absolute references to learn the preferred method for creating calculated references in Microsoft Excel Online.


34. Using Relative and Absolute References In the previous clips, we discussed how Excel Online calculates expressions. Now we're going to be diving in a bit further and talking about more efficient and effective ways of calculating and writing expressions in Excel and Excel Online. Let's jump back over to our monthly sales spreadsheet. Now we've got annual sales that need totaling up here for 2014 and 2015. Now if you are brand new to Excel, let me introduce you to my favorite tool on the HOME tab. It is the AutoSum button, and like the name suggests, it automatically sums data and more, let me show you. So moving my cursor over to cell N3, then clicking the AutoSum button like so, notice what Excel Online does, it's highlighted the numbers adjacent to cell N3, and entered a formula for me, specifically a sum formula and a range of data. Now notice how it is referencing that range of data. It's not saying to add up the individual numbers 2,000, 2,230, etc., it is referencing to what is inside cells B3 through, that's what that colon means, through, M3. In other words, this expression is telling Excel to add up everything in the range B3 through M3. That's what's written there. And when we press Enter, there's our total. So simple, so fast. In fact, let's do it again. Click inside cell N4 if it's not already selected, click the AutoSum button, and press Enter. Think that was fast? Now watch this. Remember that auto-fill handlebar I showed you in an earlier clip? You can use that to auto-fill formulas too. Just grab that auto-fill handlebar, drag down, and voila, calculating is done. Now let's do it for the bottom two. Click inside B12, click that AutoSum button, oh and by the way, I should mention, if Excel ever grabs the wrong group of cells, you can change the destination just by taking your mouse and selecting a different range of cells for it to calculate. You're not locked down to whatever it grabs by default. So you have total control over the calculated range. Just select the range, and press Enter, then auto-fill. Now the reason we can auto-fill is because these cell references, the A1, B1, etc., are what is known as relative references. They are moveable. If you move, they move, but they are not the only kind of reference you can create in Excel. If you want your cell reference to stay put, you can create what is known as an absolute reference. Now the way you mark a reference as absolute is to precede the row or column reference with a dollar sign. So here in our monthly sales spreadsheet, if I wanted to calculate an end of the year bonus based on 10% of a salesperson's end of the year total sales, I could write that formula in like so, =N3, because that I want relative, I want that to move as I calculate down, x$p$2, that's going to be my absolute reference because that percentage, that's going to stay put, that's always going to be in this cell right up here. And pressing Enter and auto-filling down, there's our end of the year bonus. Now, if we like, we can go and change this percentage in cell P2, and watch the values update in column O, all without having to change our formulas. Now that's the real beauty of writing our formulas using relative and absolute references being able to do this. And that is calculating in Excel Online using relative and absolute references.


35. Working with Named References In Microsoft Excel, rather than working with absolute references, you can create what is known as a named cell or range of cells. The advantage here is that it is much easier remembering a name rather than some arbitrary row and column reference. So going back to our monthly sales spreadsheet example, rather than creating an absolute reference for our bonus percentage, we could ideally create a named reference to this cell. The problem here is that in Excel Online at this time you cannot create named references. In fact, the name box where names typically appear is completely absent from this window, and the FORMULAS tab where you would go to define your names and manage your workbook names, it doesn't even appear. You don't have that tab in Excel Online, but if you do have a worksheet that has calculated expressions using named references, Excel will still be able to calculate using those named references. You just won't be able to see, manage, edit, or well, do much else with them in Excel Online, but those functions still will work. You just won't be able to create new ones. For that you will have to open your spreadsheet in Microsoft Excel.


36. Working with Excel Charts Because Excel Online is a simplified, bare-bones version of Microsoft Excel, charting and data visualizations won't have nearly as many options as it does in the full version of Microsoft Excel. That said, you can very easily create many different kinds of basic, two-dimensional charts right from within your web browser, and choose from a variety of quick and easy chart options and elements to tailor how your chart displays. And in the next couple of clips, that's exactly what I will be showing you how to do.


37. Available Chart Types As far as chart types go, you have most of your 2D charts available in Excel Online, though the newer chart types recently released with Office 365, those aren't yet available. To create a chart in Excel Online, it is easiest to select the data you'd like visualized first. Then navigate to the INSERT tab. From here in the Charts group, you'll see all of the available chart types. If you click on a category and hover your mouse over a specific chart subtype, Excel Online will help you out by explaining what each specific chart type is best used for. For our particular data here in our monthly sales spreadsheet, we're going to want to chart this as a stacked column chart, so we can see how each salesperson, well, stacks up. So selecting that chart type, Excel Online will then plop our small chart right into or onto our spreadsheet. From here, we can move our chart, resize our chart, or adjust our data by going to the CHART TOOLS, CHART tab, and either switch the row column data, or by clicking the select data button, and adjust our data range. And that is all there is to creating a chart in Excel Online.


38. Adjusting Chart Options Now formatting charts in Microsoft Office have always kind of been a bit of a pain point for some individuals. It's even harder in Excel Online, mainly because you just don't have as many options as you do in the full desktop version. My advice to you, if you need to format a chart, just do it in Microsoft Excel, but if you are in a pinch, Excel Online does give you some basic, bare-bones tools that you can use on the go. From the CHART TOOLS, CHART tab, you can, of course, change your chart type. Just select the kind of chart you'd like to swap it out for, and Excel will do the rest. In the Labels group, you'll see some basic tools for adding and editing a chart title, you can give your chart a horizontal or vertical access here, add or change the location of your legend, or even add data labels, a data table, or even adjust your axes and gridlines. But those are your options. If you are looking to fine-tune or customize the size, or position, or even the colors of your chart elements, that you'll have to do in Microsoft Excel.


39. Working with Excel Surveys One fabulous feature of Excel Online is the ability to create an Excel survey. You can create an Excel survey from an existing workbook or from scratch, the choice is up to you. The people who fill out surveys won't be able to see your spreadsheet, only the form that is linked to that spreadsheet. You send them a link to the form, they fill in their responses, and Excel compiles their answers in that spreadsheet. It really is an amazingly simple tool. To create a survey from scratch, in your OneDrive folder click Create, or if you are a OneDrive for Business customer, your button will say New. In that menu towards the very bottom, you should see the option Excel survey. Click on that option, and Excel Online will open a new workbook and a survey window where you can begin to create your survey questions. At the top of that survey you can enter in a title for your survey and a description or some directions for participants. Using your mouse, you can click anywhere on the Enter your first question here area, and another window to the right will appear where you can edit the question, the question subtitle, the response type, whether or not the field is a required question, and whether or not there is a default answer. When you are finished, click Done. If you'd like to add more questions, click on the Add New Question button. Continue this process until you have finished entering all your questions. Next, you can either go ahead and share the survey or Save and View the survey. If you choose to save and view the survey, you'll have an opportunity to go back and edit that survey. If you choose to share your survey, you'll be taken to a screen where you can create and copy a sharing link to send to your participants. And that is all there is to creating a survey. Just sit back and wait for those responses to roll in now.


40. Managing Presentations in PowerPoint Online Creating Presentations with PowerPoint Online PowerPoint Online has a variety of simple tools to help you create those last-minute changes to your presentation while on the go. In the next section, we will learn how to create a new presentation, add slides, and adjust the layout, change the presentation theme, or format simple things like font or the background. We'll also briefly discuss how to work with objects such as images and illustrations, how to insert pictures, shapes, and work with SmartArt, and finally we'll talk about how to incorporate slide transitions, animations, and how to view your slideshow, all from the convenience of your web browser.


41. Creating a New Presentation There are several ways to create a new PowerPoint Online presentation. If you navigate directly to PowerPoint Online through one of these buttons right here, the PowerPoint Online button from the apps launcher, this is the screen that will greet you, and from here you have a choice, you can create a new blank presentation, or you can create a presentation from one of the many very beautiful templates supplied by Microsoft. Just select the style that you'd like to create, and PowerPoint will launch that brand new presentation following that style or that theme right in a web browser. Now the experience will be a little bit different if you come at it from say OneDrive. If you are in OneDrive, and go to your New button, and choose PowerPoint presentation from here, what PowerPoint Online will do is launch a blank presentation, and that's your options, but if you still want to use one of those template designs, don't worry, that's really easy to change. Just go up to your DESIGN tab, and there are all of those themes right there. And that is all there is to creating a brand new presentation in PowerPoint Online.


42. Adding New Slides and Layouts Adding new slides and changing layouts is a little bit different in PowerPoint Online than it is for Microsoft PowerPoint. From the HOME tab in the Slides group, you still have the New Slide button and the Layout button, but instead of these options opening up in a gallery for your to choose what kind of new slide or what kind of layout to choose, they open in a new window, and that's really the only difference between PowerPoint Online and Microsoft PowerPoint, but from this window you can scroll and see all of the available layouts to choose from, and selecting one of these different layouts, and clicking the Add Slide button will insert that new slide into your PowerPoint presentation. Now likewise, rather than adding a new slide, if you just want to change the layout of an already existing slide, instead of clicking on that New Slide button, all you've got to do is click that Layout button, and that same window will appear, and from here you can swap out that slide layout, choose the option Change Layout, and then PowerPoint will swap that layout for you. And that's all there is to adding new slides and changing the layout in PowerPoint Online.


43. Changing the Presentation Design For beginners to PowerPoint, is often tempting when designing slides to make all of those design decisions right here from your normal view. However, this isn't the best way to design, not if you plan on working with others, or reusing any of your designs in later slides, or keeping designs consistent across your slides. No, the preferred way to design in PowerPoint is to create a basic starting point for all of your slides from the slide master view, a view, which by the way is absent from PowerPoint Online. For that reason, if you are designing a presentation for your company, I strongly recommend starting in Microsoft PowerPoint from the slide master. Now with that said, if you plan on using any one of the Microsoft stock themes or variants, there are some things that you can do to change and customize your design right from within PowerPoint Online.


44. Changing the Theme To change a theme in PowerPoint Online, go up to the DESIGN tab, and in this first gallery here, you'll see all the different themes available. Clicking on this drop arrow here will open up a gallery previewing all of the themes. The theme that is currently selected will appear in the upper-left hand corner and have a highlight around it. To change your theme, simply hover your mouse over the theme that you'd like, and click once. PowerPoint will then apply that theme to all of the slides in your presentation, making for a consistent look across all of your slides. In fact, if you go and add a new slide, that theme will be applied to all new slides that you add. And that is how you can change a theme in PowerPoint Online.


45. Changing the Variant In addition to changing your theme, you can also adjust the theme by swapping out the variant. Certain themes come stocked with a variety of variations to choose from. Just go up to your DESIGN tab, and in the Variants group you might see a few different options to choose from for that theme. Just hover your mouse over any one of these options, and click to preview what that looks like. Now again, not all themes come with different variants to choose from, but some of them do, so depending on that theme you might have some additional options to choose from, so be sure to select a theme, and check out those variants just to see what other options you have for any given theme.


46. Formatting the Background Now as far as customizing the theme goes, your options in PowerPoint Online will be limited compared to Microsoft PowerPoint, and they will vary depending on the theme you have chosen. The standard Office theme will give you the most options for customization, as it is the most blank slate out of all of the themes. To customize a theme, make sure you have the DESIGN tab selected, and navigate all the way over to that Customize group. In the FORMAT BACKGROUND tab, you will see all of your various customize options for PowerPoint Online. You can change the solid fill background just by hovering your mouse over Solid Fill, and selecting from any one of the colors here. Now the color that you choose will by default apply to only the slide that you have selected, but you do have the option to apply that choice to all slides in your presentation. You also have the option to change the background from a picture from file. This is a great option if you have designed a picture in another program such as Photoshop or Illustrator, and want that background to pixel perfect and match other company assets already created by a design team. Now think about your company logo, or some designers are just more comfortable designing things like a background in other programs like Photoshop or Illustrator. Well, that makes this a great option, format background, picture from file to customize your slide background. And those are pretty much all of your options for formatting the background in PowerPoint Online. Any other options that you'd like, applying gradients or what have you, that you will have to do in PowerPoint.


47. Inserting Images and Illustrations PowerPoint Online, like Excel Online and Word Online, is lacking in some key features, I believe, for formatting pictures and illustrations. That said, there are some very basic things that you can do to format pictures, shapes, and SmartArt all from a web browser.


48. Inserting Pictures Inserting pictures in PowerPoint Online is a similar experience to that of Excel Online. You won't have nearly as many options as you will in the full PowerPoint version. But to insert a picture in PowerPoint Online, just go up to your INSERT tab, and in the Images group you'll have two options. You can insert a picture form your computer, or from online, which once again, will give you one option and one option only, and that is to search the web, Bing specifically, for images that you can pull in. This time we are going to be pulling in images from our computer. So clicking that Picture button, I have some PNG files and an EMF file, but first I'm going to grab this Goals image, and click Open. And moving that over here to the Establish Goals section, there is my first picture. Now to format that picture, just like with Excel, we are limited with those options. We can apply a variety of different picture styles, but all of the other options to adjust the color of the image, etc., those options you'll have to open in PowerPoint in order to do that. So in terms of the picture's color, what you see is kind of what you get. Now if you recall, PowerPoint, the full desktop version that is, allows you to insert EMF pictures, which you can then ungroup, and then customize as a drawing object. Well if you insert an EMF file in PowerPoint Online, and try to ungroup that picture, you'll see that option is not there. You cannot ungroup EMF files in PowerPoint Online unfortunately, but you can insert the picture as is in PowerPoint Online. So let me just go ahead and insert the rest of these pictures on the slide. And there we go, there are all of our pictures for each little bullet point or step for this particular slide. And those are your options for formatting pictures in PowerPoint Online. You can change the picture style, and adjust basic things like arranging or cropping, but other than that, those are your options.


49. Inserting Shapes In PowerPoint Online, there are a few locations that you could go to, to quickly add a shape to your slide. From the HOME tab in the Drawing group, you'll see a Shapes gallery right here where you can scroll through, find any shape that you like from lines, to basic shapes, rectangles, black arrows, equation shapes, flow chart, stars and banners, and callouts. All of these shapes are pretty much the same as what you'd find in PowerPoint. The only difference is that the action buttons are missing from this gallery. To draw a shape in PowerPoint Online, it's the same method, you select a shape, and then it is inserted right onto your slide. From there you can then grab hold of one of the corners to resize the shape as you see fit. To format a shape, you also have some other available tools. In that same drawing group, you have some quick styles to format based on your theme colors, and if you don't like any one of the theme colors, you can override any one of these colors by changing the Shape Fill. What's missing from PowerPoint Online, which makes me really sad, is that there is no color picker, but we lived without it for so long in PowerPoint, so I guess we can live without it here as well. What's also nice from the HOME tab is that they've made this Duplicate button very handy. Clicking that will make a duplicate of that shape right there, so that's something that's a little different from the full version of PowerPoint. You also have a lot of these same options from the Drawing Tools FORMAT tab. There's your Shapes gallery, there's all of your various shape styles, your Shape Fill. You also have the option here to change your shape outline, which includes changing the color, changing the weight, changing the style, in fact let me make that a little bit thicker so you can see it better, and of course adjusting the Z order of shapes on your slide. You can bring it forward, or bring it to front, or send backward by sending it backward, or send all the way to the back. And that's what that looks like. Now some other things that are missing that again make me a little sad, when you right-click a picture, you don't have the option to edit points. So you're kind of limited in customizing shapes in PowerPoint Online. You also are missing that merge or combine shapes feature in PowerPoint Online, and that's one that I use a lot when I'm creating slides. So for those options to customize those shapes, you will have to open that in PowerPoint.


50. Working with SmartArt Now at this point you've watched a lot of my clips so far, so I feel like I can be honest with you, and I got to say, out of all of the features they could include in PowerPoint Online, I'm really surprised that SmartArt made the cut, but it's here, and here are all of your SmartArt options that you can choose from. Not as many, but they are here. To insert SmartArt onto a slide, once again, INSERT tab, click on SmartArt, and click on an option from that gallery. PowerPoint will then slap that object onto the slide, allowing you then to resize the object to fill the area that you'd like it to fill. Adding text to your SmartArt shape is a little bit different from the full version of PowerPoint, and this one I find a little bit difficult to do. You can kind of see it happening as soon as I click off the slide, and then click back on it. It swaps the view to a bullet point view. So then you're adding your information like bullet points. I just think that's a little bit disorientating, but I guess with the options available, hey, it works. So adding in some information, there we go, and clicking off of the content will then convert it back to that SmartArt shape. Now selecting the SmartArt shape again, that will bring back my SmartArt tools DESIGN tab, and from here, now I can do all of those little formatting options. I can change the colors, and again these colors will be based on your design theme. You have some colorful options to choose from, and some monochromatic options based on each individual color in your theme. Next to those colors you have a variety of SmartArt styles to choose from, and these are very similar to what you find in the full version of PowerPoint. And in terms of editing that graphic, you can add additional shapes, promote or demote depending on what type of SmartArt object that you have selected, and all of those options will appear in the Create Graphic group. Those are your buttons right there. But those are your options for SmartArt. Not too many, but they will do in a pinch.


51. Working with Slide Transitions and Animations When it comes to transitions and animations, and this does make sense since we are talking about the web here, what you can do animation-wise is quite basic compared to the desktop version of PowerPoint. That said, you still can create some simple slide transitions and some simple animations right from PowerPoint online, right from your web browser.


52. Adding Slide Transitions Just like in Microsoft PowerPoint, all of your slide transition options can be found from the TRANSITION tab, and here they all are. You have None, and you have Fade, and you have Push, and that's about it. So let's select slide 2, and we're going to add a slide transition to this one. Let's add the Fade transition, and to preview what that looks like, well, in PowerPoint Online you can't preview it by pressing that little star icon underneath the slide number like you can in Microsoft PowerPoint. To preview the slide transition you will have to run it in slideshow view, which we'll be covering in a later clip. Now as for effect options, from that TRANSITIONS tab, you'll see a button for Effect Options, and these effect options will vary depending on the specific transition. So for a fade, you have the options to fade smoothly or through black. Now let's apply the Push transition to slide number 3, so selecting slide number 3, and selecting Push, your effect options, you have 4. You can have it push from bottom, from left, from right, or from top. For this slide let's choose From Left, and there you go. Now if at any time you'd like to simplify things, and apply one transition across all of your slides, you have a handy little button to do that. Over here there is your Apply To All button, and whatever transition you have selected on your currently-selected slide, that is the transition that will then be applied to all slides, along with whatever options you have selected. And that's really all there is to adding slide transitions in PowerPoint Online. Any other options you want, then you'll have to go into the full version of PowerPoint to adjust those options.


53. Adding Animations What I've discovered is this, whether or not you like working with animations in PowerPoint Online depends entirely on how good or how advanced you are working with animations in Microsoft PowerPoint. If you are very advanced, and are really good, and make complex animations in Microsoft PowerPoint, then you will not like working with animations in PowerPoint Online. But if you don't really work with animations all that often, and just create simple animations like animating a bulleted list, then you will have absolutely no problem transitioning to PowerPoint Online to create animations. Now let me show you why. So on slide 2 we have our little, well let's call them bullet points for a lack of a better word, our points that we like to make, Establish Goals, Listen to Your Audience, Build your Channels, and Connect, Don't Spam. Now let's say we want each one of these points to animate one by one. Well to do that, let's go up to our ANIMATION tab, and for that we would then need to select the objects that we want animated. Now I'm going to select this first group here, the little trophy and the text box Establish Goals. Now to apply an animation, my options again are quite limited. I have three animation options, Appear, Fade In, and Fly In, and we're going to make this animation very simple, we're just going to be using fade animations here. So clicking right on top of this, that will apply that fade animation to this, both of these objects, the little trophy picture and the text box. Now I am an advanced animation person, and I love working with animations in that cool little animation pane in Microsoft PowerPoint. If you notice, there is absolutely no option to bring up that pane. You also don't have options to adjust things like the timing, or the order, well besides what you have right here. What you do have available is this, your Effect Options. You can choose to animate things as one object or by paragraph, and that's it. Now let's go through and animate a few other things. So let's select this picture, and that text box, apply that face, and now we kind of have to keep in our memory of what we've animated when to move something earlier within the order or later, because all we have are these two buttons to adjust our timings. That I don't really find very user friendly. But if all we are doing is animating a bulleted list, or animating things in order like this, that's really all we need in the end. So let's finish this list, let's do the rest of these, let's do Fade In, and this last one, oops, I forgot the picture, we select that too, and Fade In. Alright, now I should have all of these animated one by one. Now jumping over to slide 4, I want to talk briefly about animating SmartArt because this one, this one is a little tricky for some. To animate SmartArt, select the SmartArt, and same thing, we're going to choose Fade. Now this is where those Effect Options do come in handy, that animate As One Object, or animate One By One, if you want the SmartArt object to appear all at once, that's as one object, or if you want each little point to appear one by one, that's this option right here. So we're going to leave this option One By One selected to have each individual shape appear one at a time. Now another thing I don't like about animations, and this is very different from PowerPoint Online than in Microsoft PowerPoint, there is no Preview button up here to view these animations. That drives me crazy. And clicking that little star icon by that 4, that won't preview those animations either. In fact the only way to preview any animations at all is to view your slideshow. So join me in the next and last clip of this PowerPoint section, and we will view what we've done so far.


54. Viewing Your SlideShow In PowerPoint Online, viewing a slideshow serves many purposes, not just because, well, you're giving a slideshow. No, viewing a slideshow in PowerPoint Online is in many ways the only way to preview what your slideshow really looks like. In previous clips, we learned that you couldn't preview things like transitions or animations, and jumping to slideshow view is the only way to preview those effects. So, to jump to slideshow view, there are a couple of ways to do that. The long way is to jump to your VIEW tab, and in the PRESENTATION VIEW section, there is your Slideshow button. That will launch the slideshow from the very first slide of your presentation. Now you do have another option, and that is to use this button right here, that is your Slideshow button as well, and that will launch the slideshow from whatever current slide you have selected. Either way, that will open up your PowerPoint Online viewer, which will open up a separate window like so, and from here you can click through your presentation just like this, and look at this, notice what happened, our pictures were not animated with our text boxes. Ah, that's interesting. And we can click through each individual point, and there's our push transition, and there's our SmartArt animating one by one, and that's our slideshow. And those are the options that we have available in PowerPoint Online. Anything else that we'd want to go back and edit, or change, or view about our slideshow options, all of those things, we would have to do in the full PowerPoint version, so yeah, we'd have to open up that presentation in the full version of PowerPoint to adjust those slideshow settings. So as you can see, the slideshow view isn't really for slideshows, it's for previewing things like animations. So now we know that our slides, or our pictures I should say, are not animating, now we know we can go back and fix those animations. Apparently you can not apply an animation to more than one object at a time. So we had one, two, three, four animations, now if I select this picture, and click Fade In, if I want that to appear with this Establish Goals text box, I have to move that earlier one, two, three, four, and now I have to do that the same way for each additional picture here. Apply that fade, and adjust one, two, three, grab this picture, apply that fade, click one, two, and then select this picture, apply that fade, and now let's preview that again. Go to Slideshow, there's that blank slide, there's my trophy, there's my text box. Notice how there never is an option in PowerPoint Online to have these objects appear together or with one another, that's another thing that drives me crazy about PowerPoint Online, that option just isn't here. You can't group objects as one thing, there's no options anywhere to group shapes, group text boxes, you're kind of limited in that regard, and then with animations, you can't have something transition with, or animate with the previous animation. All you can do is stack animations. And for that reason, I highly recommend animating things in Microsoft PowerPoint. And for that matter, adjusting slideshow settings, that as well is one thing I just say stick with Microsoft PowerPoint. You'll have a far easier time editing options and controlling how your slideshow works in the full version of PowerPoint.


55. Getting Organized with OneNote Online Organizing with OneNote Online No matter what kind of account you have, be it a free Microsoft Account, or a home or business Office 365 account, you have the ability to create your own OneNote notebooks to organize just about anything you like, and by the way, if you haven't used OneNote in the last oh, five years or so, you haven't used OneNote. It's been updated quite a bit in terms of what you can do with notebooks. This course won't even scratch the surface, and in fact if I'm being honest, I never really paid much attention to OneNote as an application until this app came out, Office Lens. This app is a phone app available for iPhones, Android phones, and of course Windows phones, and with it you can take a picture of just about anything, a piece of paper, a whiteboard, a projector screen at a conference, and Office Lens trims, enhances, and rotates pictures, making them readable, and what's more is that it automatically saves these pictures and notes, you guessed it, to OneNote. So why am I telling you about this app in a OneNote video? Because if you use OneNote, this app is an absolute must have, but I digress, there are many other uses for OneNote besides its integration with other programs and apps like Office Lens and even Outlook. OneNote makes collaboration with others quite easy. Think of it like a shared group binder where you can add sections, and pages, notes, links, files, even tags to content to make it easier to find. All of that and more, we'll be covering next.


56. Create a New Notebook There are several ways to create a brand new OneNote notebook depending on what kind of account you have. If you have a free Microsoft account, and you are in your OneDrive folder, couple of ways to create a brand new OneNote notebook. You can go up to that apps launcher in the upper-left hand corner, and click on OneNote to take you to OneNote.com. Now from here you'll be prompted to sign in with either your Microsoft account, or your work, or school account. This is your free Microsoft account, this is your home or business account, your paid Office 365 account. So first I'm going to sign in with the free account right here. This is a screen that display all of your available notebooks. Now by default, whenever you create a brand new Microsoft account or Office 365 account, there's a OneNote notebook that is created, and it's usually whatever your first name is, apostrophe S, notebook. But you can create additional notebooks, a lot of people don't know that. If you want to create a brand new notebook, you can click that New button right here, or you can open your main notebook just by selecting it from this list. So let me go ahead and open that up right here just to show you what that looks like, and there's your notebook. Now that's one way to access your OneNote notebooks, let me show you another way. So jumping back to that free Microsoft account, that OneDrive folder, right up here from that New button, here's another option, OneNote notebook. Clicking this option, this skips a couple of steps, and this time this will have you just create a brand new notebook. So now if I want to create a separate notebook, something that's separate from the Heather's Notebook that I just showed you, I can enter that new notebook name right here. So I'm just going to call this OneNote Training, and click Create. And then OneNote will open that notebook, I'm going to go ahead and close that, but here it is. There's OneNote Training, there's Heather's Notebook. Notice how they're colored a little bit differently. Now if at any time you have one of these notebooks open, and you want to swap between these various notebooks, you can get to them right from within one of your notebooks. Just go up to the Notebooks tab right here, click once, it might take a little while depending on your browser or your internet connection, and that will take you right back to this page I showed you earlier, and see there's that notebook we just created. Now let's switch over to a different browser, this is an Office 365 account, this is a paid business account, and right now I'm in the My apps section. So this one looks little bit different, but here I have my app OneNote. Clicking this, this will give you a similar list to what you have in the free Microsoft accounts, it is a list, but there's two tabs, you have a Recent tab to show you all of the notebooks that you had worked in, and right there, the My Notebooks tab, well that shows you all of them. The naming conventions for notebooks are a little bit different, this is Heather @ Work, since this is a small business Office 365 account, makes sense. So there are subtle differences between the two types of accounts. Now that's one way to open it from Office 365. If you have, let's say, a group created, you can create groups in Office 365, this is a private group I created just for clip training, and look up here, I have a brand new button, and look at the very bottom, OneNote notebook. Clicking on that option, very, very similar to the free accounts, you can use that to create a brand new notebook that is shared with just the members of this private group. Now right now I only have one member, but as I add members to this private group, this OneNote notebook will automatically be shared with them. So I'm just going to call this notebook Clip Training, and click Create. And there's my notebook. So there are many different ways to create a OneNote notebook depending on the kind of subscription or account that you have with Microsoft.


57. Adding Sections Adding and creating sections in a OneNote notebook is incredibly easy, and like most things with Microsoft, they give you many ways to do it, or at least a couple of ways to do it. The first way, and you can see this right off the bat, on the left-hand side of your OneNote notebook, there's a little plus sign and the word Section. Clicking that area right there, that will create a new section. A little window will appear, and you can type in the name of that section right then and there. So I'm going to title this section Classes, and click OK. As you can see, that next section will then be created after the first section. Now the first section of any notebook is always going to be untitled. To rename this untitled section, simply right-click with your mouse, and choose the option to Rename. And giving that a name, and clicking OK, that's all there is to creating sections in OneNote.


58. Adding Pages In addition to creating various sections, you can also create pages within those sections. Just select that section, and click the Page button above that page tab, very, very similar process to creating sections, by the way. So clicking that button will add another page below the previous page. Another way to create a page is to go up to the INSERT tab, and in the Notebook group, click on New Page. Now to rename any one of these pages, simply select that page, and you see that blinking cursor up top, all you've got to do is type in the title of that page there to have it display here. So typing that in, and there you go, what you see here is what you see there. And that's all there is to creating pages in OneNote Online.


59. Adding Content One great thing about OneNote is that there is no shortage of ways to add content to your OneNote notebook. And OneNote Online does give you several of the most popular ways to add content to a OneNote notebook. In this next section, we'll be going through some of the most popular ways to add content to a page, be it typing in a note manually, adding links, pictures, drawing a table, or attaching a file, so let's get started.


60. Typing a Note Typing notes in OneNote Online is insanely easy. All you have to do is take your mouse, click, and then begin typing. When you're finished typing, you can click anywhere outside of that note, and then hover your mouse back over that note, and you can see that OneNote has created kind of this box around it. When you take your mouse and hover it towards that top bar, you can then move that note anywhere else that you like. Hovering your mouse over the upper edge, or right edge, or any edge for that matter, you can then resize that note as you'd like. So really typing out notes, you have full control over where you can place them, and how you can resize and move them around that page. And that is typing a note in OneNote Online.


61. Adding Links To insert hyperlinks into OneNote Online, there are a couple of ways you can do that. If you take your mouse and go up to your INSERT tab, in the Links group there's your Link button. Clicking on that, you can then type in some display text, and then type out the address that you'd like to link to, very similar to other Office Online applications, or what you can do is simply go to the web page that you'd like to create or copy that link, copy that link, and simply paste it right into your OneNote Online notebook. So I'm just going to click inside this box, hit Ctrl+V on my keyboard, and there's my link, very, very long. Now when I press Enter, there is the link that's right there. Now I can click that, and that will open the link in a new browser tab. Now this is kind of ugly and not very descriptive. If I right-click right on top of that link, now I have the option to edit the link. So choosing that option, now I can go back here and change that display text to something a little bit prettier, a little bit more meaningful, Microsoft Answers: OneNote, and clicking OK. The link will still work, it will take me to the exact same forum, it's just a little bit easier on the eyes than the other link was. And those are a couple of different ways to create hyperlinks in a OneNote Online notebook.


62. Inserting Pictures The process for inserting a picture in OneNote Online is identical to the other Online Office applications. All you've got to do is go up to your INSERT tab, and you have two choices, you can insert a picture from your computer, or you can insert an online picture, and with that Online Picture choice, you've got one choice, and that's to search Bing, that's the web for online pictures. So let's do that this time, let's search the web for classroom pictures. So entering that keyword, and pressing Enter, we're going to be searching for images licensed under Creative Commons. So these are pictures that are licensed and free to use. Now we do have the option to show all web results, but those are subject to copyrights, so I wouldn't recommend using those pictures or clicking this button, especially if this is a business situation. So stick with these, and you'll be safe, and I'm just going to choose one right here, and click Insert. So there's my image or my clipart, and just like the other applications, when you select the picture, you'll see your PICTURE TOOLS, FORMAT tab appear up top, and in an online application, you won't see a whole lot of options. You can add Alt Text to your image, you can grow or shrink the image, or adjust the scale, and you can crop the image by grabbing hold of one of the corners, dragging it in, or dragging it out, but that's about it. Opening the notebook in OneNote, in the full desktop version, will give you a few more options, but other than that, that's what you're left with in OneNote Online.


63. Drawing a Table Another feature that is very similar to the other Office Online applications is the Tables feature. To insert a table in OneNote Online, just go up to the INSERT tab, and in the Tables group, click on the Table dropdown. Now there's only one method here to insert a table, just hover your mouse over this grid here, and kind of draw your table from there. So if I want to create a kind of calendar, I can draw a table seven rows wide and five deep, click my mouse, and OneNote will create that table for me. With that table there, I will have a TABLE TOOLS, LAYOUT tab where I can select various portions of the table, insert and delete rows and columns, and also find options to hide borders and align text. But if you're looking for ways to quickly and easily resize the table from here, it's not very easy. So if you're wanting to click and drag the corner to resize, that's not going to happen very easily. So you will have to rely on that LAYOUT tab to select that table, and insert content to it. Now inserting content is easy, you just take your mouse and click on any one of these individual cells, and begin typing. So, typing in my days of the week, and you can see here as I type the word Wednesday, my table is automatically going to resize to fit the text that is in there. So it's a little bit different than the full desktop versions that you're used to. And there is my calendar for the month of March 2016. If I want to change the alignment for any of these numbers within that calendar, I can select those individual cells, go back up to my TABLE TOOLS, LAYOUT tab, and then change the alignment by choosing one of these options. Maybe I want to align these numbers to the right. And those are pretty much your options for formatting tables in OneNote Online. Pretty bare bones in the end, but for tabular data, displaying numbers, it's perfectly fine.


64. Attaching a File One of my favorite features in OneNote is the ability to add attachments to your OneNote notebook. I know I'm always forgetting where I'm saving files, so placing it in a OneNote notebook is just an easy way to find files. So I'm very, very happy to see that feature in OneNote Online. To insert an attachment, simply go up to your INSERT tab, and in the Files group, click on File Attachment. Now there's only one option here, and that's to choose a file from a location, so clicking on Choose File, I'm going to navigate to my Downloads folder, and click on ClipTraining_ClipStart guide, that's a PDF, and click on Open. To insert that PDF into your OneNote Notebook, simply click on Insert. You'll see the little spinning circle as it uploads, when it's finished uploading you'll see the full icon appear there. And there it is. To open any attachment, simply take your mouse, and double-click on the file. Now in OneNote Online, you can't open files, but you can download a copy of those files. So simply click the Download button, and you'll be able to download those files and view them.


65. Working with Others One of the advantages of working with OneNote Online is how easy it is to share and collaborate with others. In this next section, we will talk briefly about some simple ways to share your notebook with others, and how to make content you've created in your notebook easier for others to find by creating tags.


66. Sharing a Notebook To share and collaborate with others, simply take your mouse and navigate up to the Share button. From there a window will open and show you all your sharing options. Right now this notebook is only shared with me, but from here I can use this window to invite other people to this notebook. So in the To line, I can type in their email address here. In this area below, I can type them a quick note, and then beneath that I can choose whether or not the recipients can edit or whether or not they can only view the notebook, but I think I'm going to want him to edit. I can also choose whether or not I will require the invitees to have a Microsoft account or not, and I think I'm not going to require them to have a Microsoft account. So, clicking that Share button will send off those invites. And that's one method of sharing out a OneNote notebook. Another option is to get a sharing link. From here, you first choose the option of whether or not you want to create an Edit link or a View only link. Now this time let's choose View only. Once you choose the permission, simply click Create link, that link will display here, and you'll see options to share that link on social networking sites, and another option to shorten that link. And that's really all there is to sharing a OneNote notebook, really simple.


67. Tagging Content Now over time, OneNote notebooks can get quite full, and to help you and others find content, what you can do is as you're working, tag content. Now all of your tags live on the HOME tab in the Tags group, so clicking on that dropdown menu, you can scroll through and see all of the available tags here. So to tag our web link right here, all we have to do is move our insertion point somewhere near that tag, go to our HOME tab, and select the tag we want to tag this link, and I think Web site to visit is a perfectly appropriate tag. So clicking that option, that will insert that tag and a little tiny icon right next to that link. Now let's tag a few more things here, let's go up here to Classes, and let's move our insertion point right underneath this calendar, and let's create a little to-do list. So going up to the HOME tab, let's create Tag, and click that to-do option. And now I can start typing anything I want. When I press Enter, the to-do list will continue. So that's kind of a neat tag. What's even neater about this one is I can mark it checked and unchecked as I complete items on this list. So that's kind of a neat one. Another fast way to tag items is to use the Tell me box on the ribbon. Clicking in there, if you know the name of the tag you're looking for, you can see I've recently used the Important Tag, let's say I type the keyword email, see, there is a Send in email tag. I can click that, and that will create a Send in email tag for this March 2016 schedule to tag this as something I need to send in an email. And that is how you can create tags in OneNote Online.


68. Searching Tags Now I am sorry to report that in OneNote Online, at this time you cannot search for tags. So I know we just created a whole bunch of tags, and you can search for them in the desktop version, so let's just search for them in that desktop version right now. So let's go ahead and open this in OneNote, and right from the HOME tab in the Tags group, you'll see a button for Find Tags. So all of those tags we created, you will see them appear in the Tags Summary, and this is what your friends, colleagues can use to find the content that you've tagged within your notebook. It really is quite the handy feature. So that is finding tags in OneNote 2016, and once again that feature is not available in OneNote Online. You can create tags, but you cannot search for them. You can, however, search for things using this little search box right here. Unfortunately this search does not include tags, not yet anyway, maybe someday, just not yet.