How to Setup Office 2019 (Office com Setup)

Office 2019 com Setup

How to Setup Office 2019 and 365 (Office com Setup)

The Microsoft Office 2019 suite of apps includes many apps that serve different purposes but are designed to work together to maximize efficiency.

 

Office apps share many common user interface elements and functions.

This blog explains how to set up Office 2019 (Office com Setup)And also explains how to install two variants of Office 2019 and Office 365 (32-bit and 64-bit) in Windows 10 and Mac Operating system. 

 

 

This blog explains how to use Word 2019, Excel 2019, PowerPoint 2019, and some aspects of Outlook 2019 on your computer and mobile phone. 

 

It includes procedures related to working in the Office user interface, changing options for Office and for specific apps, customizing the Quick Access Toolbar and ribbon, getting help, and sending feedback to the Microsoft Office team. 

 

How to setup Office 2019?

How to setup Office 2019

In this blog, you will explore Office 2019, Microsoft’s flagship productivity end-user application, which is available with most subscriptions to Office 365.

 

It includes Outlook, PowerPoint, Word, Excel, OneNote, Publisher, OneDrive for Business, Skype for Business, Access, and Sway. I will highlight the key applications in the suite and provide a quick overview and some functionality of each.

 

There is no separate cost or buying the Office DVD from your favorite retailer because it is included in your SaaS (Software-as-a-Service) monthly cost.

 

Your user license to Office 365 allows for five installations of the product on a variety of devices: PCs, Macs, and tablets (iPad and Android). The software is also supported on mobile device platforms.

 

Office com setup

The difference between purchasing the DVD from a retailer vs. using it as part of the Office 365 subscription is that you are allowed five installs across any devices that support it.

 

There is a product key that will not allow you to install more than five times, and each install is cataloged by Office 365 during product activation.

 

Companies that use Office 365 may choose not to use Office 2019 from the Office 365 portal but rather the more traditional Office 2019 license available depending on their license agreement.

 

Not only do you get access to download and use the Microsoft Office 2019 client applications but you can also use the Office Online versions of Outlook, PowerPoint, Word, Excel, and OneNote in any modern supported browser.

 

These Office Online versions of the popular client applications allow for most tasks to be completed in the browser version. However, certain tasks aren’t possible with the Office Online versions.

 

Installing Office 2019 from Office 365

For installing Office com Setup, Log into Microsoft - Official Home Page with your credentials. On the main page, you will notice an “Install Office apps” link;

 

Installing Office 2019

 

Figure The Install link in Office 365

Click the link and two options will be presented to you. One option is to download and install Office 2019 while the other option is “Other install options.”

 Office 2019 install options

Figure Office 2019 install options

 

Types of Office 2019

There are two variants of Office 2019; 32-bit and 64-bit for installing Office com Setup. There are some differences between the two variants; one notable difference is that Excel 64-bit offers support for many more rows then Excel 32-bit.

Types of Office 2019

You can’t install the Office 32-bit version in conjunction with Office 64-bit products; all Office applications must be the same version. Most users choose to install the 32-bit version, which is what Office 365 defaults to.

 

If you currently have Office installed on your device, it is considered good practice to uninstall that version and install the latest version.

 

However, please check with your IT department because there may be business reasons to use a version of Office specified by a company’s IT department.

 

For installing Office 2019 com Setup 32-bit version, click “Office 2019” from the context menu. This will launch the click-to-run version, which is automatically updated from Microsoft.

Office 2019 installer

In Internet Explorer, a dark grey download prompt appears at the bottom of the window. It will offer the following download options:

  1. Run, Save | Save as, or Cancel.
  2. Choose Run and allow the installer to begin the install process for Office com Setup.

 

It may prompt for permission to make changes, but that is dependent on your specific security settings. Once the installer proceeds, follow the on-screen prompts to finish the install.

 

Office 2019 Applications

Office 2019 Applications

 

My intention with the next sections is not to provide an in-depth guide to each application but rather to give a brief overview of each application in the Office 2019 suite and some of the improvements that will make your life a little easier.

 

Outlook 2019

Outlook is the most well-known mail client in the world and is used by most people at some time in their working career or even privately. Outlook contains five mini-­ applications that together provide a seamless experience.

Outlook 2019

 

  1. Mail: This application is your inbox for email communication. You can send/receive emails to anyone just as you do now.
  2. People: This is your standard Outlook address book.
  3. Calendar: Just like the Outlook Calendar you may have been using for years. Use it to schedule meetings with other people, days you might not be in the office, etc.
  4. Tasks: This application contains all the tasks from Outlook that you may have created or the application has created on your behalf.
  5. Notes: A virtual sticky note-like application where you can keep notes about anything, just the like the ones that currently clutter your desk and the bottom of your monitor.

 

Mail

Launch the Outlook 2019 client from your device by going to Start and opening Outlook 2019 if you’re on a version of Windows. If Outlook 2019 is already configured, you will be presented with the Outlook interface.

Outlook Mail 2019

The application contains four main areas:

  1. Area 1: The leftmost area is known as the Folder pane and contains the Outlook Email account (Inbox). This is where you will find not only the Inbox but also sent and deleted items.
  2. Area 2: The Outlook ribbon contains actions such as “Create a New Email,” “Replying to All,” or “Forwarding.” You can also access the Outlook address book or install Office add-ins from the Microsoft Office store.
  3. Area 3: The main window of the Mail application, it contains the mail items dependent on the folder is chosen in the Folder pane.
  4. Area 4: The rightmost area is known as the Reading Pane. Its main function is to display the contents of the item selected in the main window such as the Inbox. It can be a position to the right, bottom, or completely off.

 

Microsoft listened to customer feedback and introduced some new features in Outlook 2019. One of the most notable enhancements and one that was at the top of my list is the ability to add recently accessed documents to emails.

 

There is no need to search for the file you just saved to an unknown location on your device. To add a recent file, select “Attach File” from the Include section of the Office Outlook ribbon in a new email.

Office Outlook ribbon

Figure Attaching a recent file to an email

 

Clicking the Attach File icon not only allows you to add recently accessed documents but also documents from other locations such as OneDrive or an Office 365 Group.

Attach File in Outlook 2019

 

Figure Attach File options in Outlook 2019

 

Of course, you can still access your documents locally by clicking “Browse This PC.” You will see the familiar Windows Explorer interface to find and attach your files.

 

Microsoft also included a way to attach files from Microsoft OneDrive and Microsoft Groups. This creates a seamless integration between Outlook and where you store your files in the other applications.

 

Attaching a File from OneDrive

Attaching a file from OneDrive is straightforward and simple. To attach a file, follow these steps:

  1. In a new mail message in Outlook, select “Attach File” from the Outlook ribbon.
  2. Select “Browse Web Locations” from the menu and choose “One Drive”.

 

Attaching a File from OneDrive

\ 3.\ Selecting the OneDrive link opens Microsoft OneDrive via File Explorer. It may seem like it is the local copy of OneDrive, but it is the Office 365 storage location.

 

\ 4.\ Select your file. You will be presented with two options. The first option, “Share as OneDrive Link,” shares the file directly from your OneDrive.

 

This adds the user as a reader and allows them to see and access the file. The other option, “Attach as copy,” sends the recipient a copy of the file. The second method is the traditional method of sending files as attachments.

\ 5.\ Compose the remainder of the message and send the email to the recipient.

 

Attaching a File from Office 365 Groups

Office 365 Groups

 

The process is similar to attaching files from OneDrive. Follow the below steps to attach a file from Office 365 Groups.

  1.  In a new mail message in Outlook, select “Attach File” from the Outlook ribbon.
  2. Select “Browse Web Locations” from the menu and choose “Group Files”.

 

It will be named slightly differently in your Outlook.

Office 365 groups

 

Figure Selecting the Group Files link lists all the Office 365 groups of which you are a member

 

\ 3.\ Select the Office 365 group and select the file you want to attach. You will be presented with two options. The first option, “Share Link,” shares the file directly from your Office 365 Group.

It adds the user as a reader and allows them to see and access the file. The other option, “Attach as copy,” sends the recipient a copy of the file.

 

\ 4.\ Compose the remainder of the mail message and send the email to the recipient.

 

Connect Outlook 2019

Connect Outlook

Connecting with others is the cornerstone of Microsoft Outlook. The Outlook address book allows you to connect and remember the people you are connected to.

 

The Outlook address book keeps track of contacts and their associated details. These details include multiple email addresses, phone numbers, or any other details you deem important.

Outlook address book

In my opinion, Outlook’s address book hasn’t evolved through the Office product lifecycle. It will be interesting to see how Microsoft plans to integrate it into the Office 365 stack with some of their recent acquisitions, specifically LinkedIn.

 

How to Setup Calendar?

The infamous Outlook Calendar: keeping track of our meetings, events, doctor’s appointments, and when we are not in the office.

Outlook has introduced incremental changes over the years to include calendar overlays but the calendar has remained roughly the same throughout the Office iterations.

 

The current interface of the Outlook Calendar is shown in Figure.

Outlook Calendar

 

Figure Monthly view of Outlook Calendar

 

How to Setup Tasks?

Outlook also can manage tasks either from flagged emails, create new tasks directly from emails, or create new tasks. Tasks created from flagged emails are known as To-Do items and tasks created emails are tasks.

 

These tasks are different than tasks created in Planner or SharePoint and are not integrated with those products.

 

To-Do Items

To-Do items are generated when an email is marked for follow-up. An email can be marked for follow-up by right-clicking the email and choosing “Follow Up.”

 

This will not only mark the email with a colored flag but will also create a To-Do item in Outlook Tasks. Be aware that when a To-Do item is deleted, the email is deleted as well.

Outlook ribbon

 

Figure. Create a task from the Outlook ribbon

 

When creating a new task, you need to specify the values such as subject, start date, end date, status, etc. Tasks can be assigned to others in the organization by selecting “Assign Task” in the Outlook ribbon.

Task settings

Tasks from Emails

The third way tasks are generated is by dragging an email directly onto the Tasks icon in Outlook Quick Launch in the lower left corner of Outlook.

 

Dragging the email to the Tasks icon opens a new Task window with the subject and the contents of the email added to the task. You can then set the other details of the task and save it to Outlook.

Tasks from Emails

 

How to Setup Notes in Office 2019?

Notes in Outlook was introduced in the early 2000s and hasn’t received a major redesign since. The purpose of Notes is to give users a place to take and store notes about a project, meeting, or even passwords.

 

Outlook Notes and Microsoft OneNote are not the same product, but OneNote is far superior to Notes and is my preferred editor for notes in the Microsoft stack. I am not going to explore Notes in too much detail but I will give a basic introduction.

 

To access Notes, click the ellipsis located in the lower left corner of Outlook and select the Notes application from the pop-up menu.

Outlook bar

 

Figure Accessing the Notes application from the Outlook bar

 

Accessing the application opens the Notes interface. You will notice the interface is like the other applications: E-Mail, People, Calendar, and Tasks.

Notes application

The interface contains the Outlook ribbon with the appropriate actions just for Notes, the Notes window, and a My Notes navigation control.

 

Creating a Note

From the Outlook ribbon or by right-clicking the main Notes window, select “New Note.” A yellow sticky note will appear and you can add text to it. You can only add text to the note. The note is timestamped, and once you click out of the Note, it is automatically saved.

 

Viewing and Sorting Notes

Notes can be sorted and viewed in three distinct views to quickly access and find them. The views include Icon, Notes List, and Last 7 Days. Currently, you cannot customize the views further.

 

Icon

The Icon view displays the notes as sticky notes. These notes can then be arranged and grouped in any manner you see fit. The Icon view is the default view and can be seen in Figure.

Available views

 

Figure Available views

 

How to Setup PowerPoint in Office 2019?

Microsoft PowerPoint is arguably the most-used software to craft presentations for business, education, or personal presentations. PowerPoint allows the user to create presentations with numerous slides.

 

The trick to creating an amazing and well-thought presentation is to keep the content of each slide concise and to ensure that the presentation stays on track and delivers a clear message.

 

The PowerPoint layout contains three main areas: the Office Ribbon, the current slide being edited, and a list of slides (Slide Sorter) in the presentation. When editing a slide, the Office ribbon changes, allowing only the appropriate commands.

PowerPoint layout

Edit the slide as needed, adding text or images. When complete, click “New Slide” from the Insert tab of the Office ribbon or right-click in the Slide Sorter (leftmost) and choose “New Slide.”

 

To view your presentation as if you were presenting to an audience, press F5 on your keyboard; to end your presentation, press the Escape key. Continue to customize it as needed by adding slides and content.

 

How to Setup Word in Office 2019?

How to Setup Word in Office 2019

Microsoft Word is used throughout to world to write and edit essays, resumes, business documents, and a whole host of other types of documents.

 

Word is simple to use but at times can be frustrating when trying to line up text with the correct margins or when trying to make a document to look perfect.

 

The Microsoft Word layout shares some commonalities with the PowerPoint layout; the Word layout is shown in Figure. The Word layout contains the Office ribbon and the document area.

 

Word layout

 

How to Setup Excel in Office 2019?

Microsoft Excel is a spreadsheet program that contains calculations and formulas, graphing capabilities, and even the ability to track a household budget. The Excel layout contains the Office ribbon (a common theme in both client and web apps) and the spreadsheet.

How to Setup Excel in Office 2019

Figure Microsoft Excel 2019 layout

To create a basic line chart and to explore some of the new features of Excel 2019, create two column headings as depicted in Figure.

Column Headings

 

Figure Column Headings

 

In cell A2, type January into the cell and drag the lower right corner to row 13. To drag the corner, hover your mouse over the lower right corner of the cell A2 until a black cross appears. Once the cross appears, hold the left mouse button and drag the cell down.

 

If done correctly, Excel recognizes the month (January) and fills in the remaining months. In the second column, add the average temperatures for each month. Once done, it should look like Figure.

Completed dataset

Now that you have a complete dataset, you can quickly generate a chart to show the data graphically. This is useful to embed into a PowerPoint or Word document or send via email to a group of recipients.

 

To generate the graph, select the dataset and select “Recommended Charts” from the Insert tab of the Office ribbon, as shown in Figure.

Excel’s Recommended Chart

Figure Using Excel’s Recommended Chart option

 

Excel will analyze the dataset and present the most appropriate charts based on the data. Select the recommended Line Chart and Excel will generate the chart in Figure.

line graph chart

Figure Generated line graph chart

The chart can be tailored by adding a legend, series labels, or other cosmetic additions.

 

How to Setup OneNote in Office 2019

Microsoft OneNote is like Outlook Note’s foreign cousin. In OneNote, you can keep “sticky notes,” mark up your notes in color, insert images and other content, and easily share them across multiple devices or with other users.

 

The OneNote interface is intuitive if you’re familiar with the Office layouts of Outlook, PowerPoint, Excel, and Word.

 

The OneNote interface includes not only the Office ribbon but also the Note area. To add a note, simply add the text or content directly onto the note.

 

To continue from the previous section, I copied the Excel chart that was generated from the dataset and pasted it directly into OneNote; 

Excel-generated graph

With OneNote, you can mark up your notes with color or markings, which is truly different from Outlook Notes.

This flexibility of marking up your notes translates really well to the tablet and touchable screen laptops. To access the markup features of OneNote, simply select “Draw” on the Office ribbon.

 

How to Setup Publisher in Office 2019?

Microsoft Publisher is an Office product for creating and publishing books, newsletters, and other publication materials.

 

Launching Publisher opens the interface, which is similar to other layout and publication software such as products from Adobe or Quark.

I hope these quick blurbs about the key Office products did provide enough of a background to get you started and to understand the purpose of each application.

 

Learning Microsoft Office isn’t easy, and it doesn’t come overnight, but there is a wealth of resources in books, videos, and training to help you succeed.

 

What is Office Online?

With Office 365, Microsoft made Microsoft Word, Outlook, Excel, PowerPoint, and Sway available within any modern supported browser. This also allows tight integration with the other SaaS applications within the Office 365 suite.

 

The Office Online applications are not a one-to-one relationship with the client applications discussed in the previous sections.

Part of the reason for this is that developing an application to be installed and run from within a browser is extremely complex, and there are limitations and security concerns that Microsoft can’t change and must comply with.

 

How to Setup Outlook?

How to Setup Outlook

To open Outlook from Office 365, navigate to Microsoft - Official Home Page and log in. Once you are logged in, click the app launcher (upper left corner) and click the Outlook icon. This opens a new tab and in turn, opens Outlook.

 

Viewing Outlook in the web browser is quite similar to the installed Outlook 2019 version; each contains Mail, Calendar, People, and Tasks icons but the web version of Outlook has Notes removed.

 

When viewing the Inbox, you will notice that Microsoft has introduced two views: Focused and Other.

 

These views attempt to streamline the grind of inbox management and try to separate mail that is relevant vs. mail from nonrelevant sources such as advertisements, sales proposal, blind emails, etc.

 

Note The focused inbox is slated to be rolled out to Office 2019 sometime in the calendar year 2018 during an update cycle. It should appear after the applications update themselves or the updates are pushed out via the IT department.

 

Word Online

To launch Word Online, launch the Word application from the Office 365 app launcher.

Opening Word Online presents an interface. where you can open a recent document, create a new, blank document, or choose from a variety of templates to create resumes, cover letters, and other document types.

Word Online start-up

Let’s create a new, blank document by selecting the document type from the list of available templates. Word Online prepares and creates the document and presents an interface similar to Word 2019.

 

The interface contains the Office ribbon, the document, and the ability to edit in Word if the Word Online version becomes unwieldy or you need to perform an advanced function not available in Word Online.

 

An interesting function of Word Online is that there is no Save button. Word Online continuously saves the document back to your OneDrive as you work on it. You can see the status in the header of Word Online;

 

Since OneDrive is the default location to save Word Online files within Office 365, you can view the versions within the OneDrive application. Word Online saves major versions of the document you are working on but not every single change.

 

Because of this, you will not have access to all versions of the document you were working on but you will have access to all major versions. To access the versions, navigate to OneDrive and select the “Version history” link within the context menu.

 

At first glance, it appears that the Office ribbon and Office Online ribbon are the same, but as you examine the available commands, you will quickly see they aren’t.

 

For example, the Review tab of Word Online and the Review tab of Word 2019 are not the same. You will notice that the infamous Track Changes functionality is missing. In these cases, Track Changes can only be done in Word 2019.

 

For most users and most purposes, Word Online will suffice.

 

Not only do you get the benefit of using any web browser from any PC or Mac but the ability to view and edit documents is key to being productive in situations where Office may not be installed, such as kiosk machines, remote employees who can’t get an Office license assigned to them, or underpowered devices where the client software can’t be installed.

 

How to Setup PowerPoint Online in Office 2019?

PowerPoint Online is similar to Word Online, and they share a common layout, much the same way the Office 2019 products feel. With PowerPoint Online you can create presentations and work on them completely in the browser.

 

How to Setup PowerPoint Online

PowerPoint Online contains the same Office Online ribbon, the ability to open PowerPoint Online documents in PowerPoint 2019, auto-saving, and most of the functionality of its older brother, PowerPoint 2019.

 

There are gaps, however, much like Word Online vs. Word 2019. I believe those gaps are quite minimal for most presentation creators.

 

Using PowerPoint Online does have advantages over PowerPoint 2019, and the traveling workers come to mind. Years ago I would have argued that PowerPoint Online, if existed, wouldn’t be very good, simply because of the reliance on having an Internet connection.

PowerPoint Online

However, as time has passed, Internet connections are abundant either through cell devices, public access hotspots, or your home Internet provider.

 

Think of a traveling salesman whose PowerPoint 2019 continues to crash and won’t start. Having access to PowerPoint Online alleviates that frustration and still allows for the presentation to be consumed or collaborated on.

 

There have been situations where I have gone to a client’s location only to be told that that Office isn’t installed on the conference room PC or I forgot my converters to connect to their system. With Office 365 and PowerPoint Online, I can present directly from the browser.

 

How to Setup Excel Online in Office 2019?

Excel Online, like the other online versions of Office, offers the same layout and feel as Excel. For most users, Excel Online will suffice to create and view content.

Excel Online layout

Once you require features such as macros, PowerPivot, power query, data tools (“Text to Columns,” “Remove Duplicates,” and the other features), you will need to use the Excel 2019 version.

 

OneNote Online

OneNote Online is a great companion to Office Online. It shares a similar look and feels to OneNote 2019 and for the most part, will suffice as an excellent application to create and store notes.

 

Like the other Office Online products, there are some limitations and features that have been removed to make it work within the confines of a web browser. However, I feel that those limitations should not hinder the ability to create and markup notes.

 

Sway

Microsoft Sway, available from the app launcher in Office 365, is aimed at storytelling and is not necessarily a presentation slide deck like PowerPoint. PowerPoint will always have its place in the business world because it is an excellent way to communicate an idea or slide deck to an audience.

 

Sway tries to shift the consumption from an audience to a single user. It does this by introducing “Sways” and forces the end user creating a Sway to focus on the message rather the focus on generating content for a slide deck.

 

Sway is available through Office 365 as part of Office Online, a downloadable application from the Windows Store, and a variety of mobile devices. Microsoft has not integrated Sway 2019 as part of Office 2019.

 

Co-Authoring

Co-Authoring

Office Online allows one of the most powerful collaborative features ever released in Office 365. True co-authoring allows multiple people to edit and view a document and see the changes in real time as they are made, regardless of location.

 

In order to allow for co-authoring, the following two conditions must be met: the document must be saved in either OneDrive or SharePoint Online.

 

This is required to ensure that the 365 services can maintain the document and stream of changes. The final condition is that users must be invited to collaborate on the document.

 

Note Office 2019 recently introduced real-time co-authoring but it is dependent on having the appropriate Office 2019 updates installed.

 

The process is similar to co-authoring in Office Online but to ensure real-time the user must agree to automatic sharing. I will focus on co-authoring in Office Online because the platform is already configured for real-time co-authoring.

 

Co-Authoring in Office Online

Each Office Online application (Word, PowerPoint, and Excel) does have certain co-­ authoring rules that dictate what and how things can be edited.

 

For instance, only one user can edit a cell at the same time in Excel Online, while the other two Office Online applications are more lenient. Without these rules, the stream of changes would simply override the others and co-authoring would fall flat.

 

How to use Excel Online?

From your specific OneDrive, select “New” and choose “Excel workbook.” This will create a new Excel Online document and will serve as an example to show co-authoring in Excel Online.

 

From the Office Online ribbon, choose File ➤ Share ➤ Share with people. Opening the “Share with people” dialog allows you to invite users from either inside your organization, specific people, people with existing permissions, or anyone.

 

For the Anyone permission level to be enabled, your IT administrators must enable certain settings with Office 365 to make it work.

 

Choose “Users from inside your organization.” Your screen will be different from what you see in Figure because these images are based on my organizational name and settings

Excel Online sharing

Figure Excel Online sharing a document

 

In the Share dialog box, enter a name or email address of a user within your organization. I am going to share the Excel Online document with Jane, a user in my organization.

 

Simply type the user’s name in the “Enter a name or email address” textbox. Once the user is entered and recognized by Office 365, you can share the link either by creating a shareable link or sending it via Outlook.

 

Jane will receive an email with a link to the document to edit it. When she clicks the link specified in the email, it will open the Excel Online workbook in read-only mode.

 

At this point, the document is just being viewed; once she selects to edit the workbook with Excel Online, the workbook will go into co-authoring mode.

 

Excel Online workbook

Figure Co-authoring an Excel Online workbook

 

When the workbook is in co-authoring mode, you will notice two things: a red box around a cell (in this case A1), and who is editing the document.

 

User Steve was assigned a red editing color by Office 365 and he is currently editing cell A1. If you hover over “Steve is also editing,” you will notice that it shows exactly what cell he is editing.

 

From my perspective, I can see that Jane is editing cell F6 and was assigned a blue color.

 Excel Online

As I add content to the workbook, it will display in the workbook and Jane will be able to see the edits I make without delay. The figure shows a side-to-side comparison of what I see as I edit the workbook and what Jane sees as she views the workbook.

 

Excel Online co-authoring

At this point, Jane will not be able to edit the cell A1 until I move onto another cell. The two users may continue to edit the workbook, and once the editing is complete, the document will be saved back to my OneDrive.

 

With co-authoring in Excel Online, you can also have a web chat with the user(s) editing the workbook. This is innovative in two ways: it’s integrated completely with the Excel Online workbook and doesn’t use any other outside application to facilitate web conversation.

 

To begin a chat from within Excel Online, select “Chat”. This opens the chat window and asks you who you want to chat with.

 

You may only chat with users who are currently editing the document. This feature is enabled in all Office Online applications, not just Excel Online.

 Excel Online Chat

Go ahead and try to edit an Excel Online document with a colleague; You will notice that it is an efficient and innovative way to collaborate on documents.

 

How to Setup Word Online?

How to Setup Word Online?

Like co-authoring in Excel Online, the experience is similar in Word Online. You still need to ensure the document is located in OneDrive or SharePoint Online and the user you want to share with also has a valid Office 365 license.

 

In most cases, this won’t be an issue because an entire organization will be on Office 365, but if Office 365 is being rolled out to an organization in a slow manner, it’s possible that not all users will have the appropriate license.

 

To co-author a Word Online document, the process is similar to co-authoring in Excel Online. Once the document is saved in OneDrive or SharePoint Online, go ahead and share the document via File ➤ Share in the Office Online ribbon.

 

In Word Online, the co-authoring restrictions are relaxed compared to Excel Online. In Word Online, you can edit the same cursor location; Excel Online will not allow you to edit the same cell. The figure shows the experience in Word Online between users.

Word Online co-authoring

 

PowerPoint Online Co-Authoring

Like Excel and Word Online, PowerPoint Online co-authoring shares the same common functionality and experience. This is to ensure that the experience from an end-user perspective is as unified as possible in Office Online and provides a seamless experience.

 

To share a presentation for co-authoring, follow the same steps as Excel and Word Online to invite a user to the PowerPoint document.

 

Another way to share a document (PowerPoint, Word, Excel) is to click the Share button in the upper right corner of the PowerPoint document. It will direct you to the same sharing interface as the previous method.

PowerPoint co-authoring

In my opinion, co-authoring in PowerPoint Online is the most collaborative of the three Office Online applications.

 

Being able to edit the same presentation while working on a different slide within the presentation offers a powerful collaborative experience and means that teams can build out a PowerPoint document quickly.

 

Office Online and Office 2019 offer the best tools for collaborating, creating, and editing content, and creating effective documents to convey the appropriate message.

 

For most users, Office Online will be sufficient enough, but some power users will need to use the Office 2019 applications for advanced features.

 

However, the ability to create content with Office Online is very powerful because you do not need the Office client installed locally on the device you are using.

 

For Office Online, you only need a working Internet connection, an Office 365 license, and a supported web browser. This makes it possible to work from most locations and have access to your documents in OneDrive or SharePoint Online.

 

When you need to do advanced data exploration in Excel or track changes within a Word document, you must use Office 2019. As an Office 365 subscriber, you have the ability to download and install Office 2019 up to five times on a variety of devices.

 

For users who have relied on InfoPath 2013, you will notice that InfoPath 2019 is not available. In this case, you can use InfoPath 2013 but should plan on transitioning to PowerApps eventually.

 

Co-authoring is a powerful toolset in the Office 2019 and Office Online ecosystems. Co-authoring is a great tool to foster collaboration with users who are geographically dispersed and may not want to send documents continually back and forth via email.

 

What Is Office 365?

What Is Office 365

Office 365 is Microsoft’s SaaS offering for email, collaboration applications, and Office 2019. SaaS stands for Software as a Service.

 

The easiest way to understand the concept is that you simply sign into a website and access the software instead of installing it locally on your PC or Apple device.

Popular examples of SaaS are not only Office 365 but QuickBooks or Salesforce.

 

With SaaS there generally is no software to install; the vendor maintains and supplies the software, updates, and hardware needed to run the software. In turn, you simply pay a monthly fee and you have access to the software or platform.

 

Office 365 is Microsoft’s biggest software endeavor yet and has been years in the making. For over 25 years Microsoft has been developing software to be installed on a company’s servers within a company’s data center. 

 

This includes not only Microsoft Exchange (e-mail) but also products like Microsoft SharePoint, which was first released in the early 2000s. This approach required companies to buy and maintain expensive server equipment and needed the appropriate technical staff to support the systems.

 

Office 365 changes the game by removing the need to buy expensive servers or ensure that the IT staff is trained to administer and support the software.

 

By transitioning to Office 365IT departments and personnel can now focus on providing solutions that can help a business grow instead of managing software and infrastructure.

 

How Does Office 365 Works?

How Does Office 365 Works?

Microsoft maintains data centers around the world in many different regions to be able to offer this service. Each data center contains thousands of servers in perfectly stacked arrays with multiple electrical connections, cooling equipment, on-site support, and all in a highly secure facility with multiple levels of protection.

 

Because Microsoft provides all the hardware, it also maintains an extensive disaster recovery plan. If one of the data centers were to experience an outage or catastrophic event, Office 365 and its users would see minimum disruption and very little downtime, if any. 

 

This model is also supported by a financially backed service level agreement (SLA), ensuring that if Microsoft doesn’t maintain its agreed SLA, there is a financial penalty for the company.

 

But all of this doesn’t matter because of the beauty of all it is that you simply go to Microsoft Official Home Page from any major supported web browser and log in with your credentials. 

 

Once authenticated, you will be presented with a variety of applications to choose from. From an end-user perspective, that is 100% correct but let’s take a brief look at what must happen first to make it a seamless experience for the end user.

 

In most cases, your company’s IT department has already done the heavy lifting. This includes signing up for Office 365, configuring the service, and licensing the end users so they can access the appropriate applications. I do want to touch upon a few key points that can affect the Office 365 experience.

 

Office 365 comes in a variety of license levels, each with a different per-user cost. This blog will focus on Office 365 for Business and Office 365 for Enterprise;

 

some applications will not be available for education, government, and non-profit license levels. This is relevant because if an application we are discussing is not available to you, it could be because of the plan your company has subscribed to or a licensing issue.

 

Some applications or features discussed in this blog may not be visible to you because you may not have an appropriate license assigned to you to use the application. If an application is not visible, your IT department may need to assign a license to you to use it.

 

Companies have the option to determine when updates and new functionality get released to their respective tenants. This is known as the release preferences. By default, Microsoft sets all tenants to “standard release.” 

 

This means that updates and applications are deployed when they are publicly available and not in beta. Companies have the option to set the Office 365 tenant to “targeted release for everyone” and “targeted release for selected users.”

 

“Targeted release for everyone” means that everyone who is using Office 365 in your organization will get Office 365 updates during the first phase of deployment. This will introduce functionality and features before the majority of Office 365 tenants get the updates.

 

“Targeted release for selected users” allows updates and features to be deployed to a specific set of selected users. This is useful to test and review updates before they are deployed to everyone. Keep in mind that some updates only get deployed to the entire organization.

 

The interesting part of this feature is that it allows Microsoft to be agile by monitoring support tickets and fixing issues before the update is deployed to everyone using Office 365.

 

If you do not have access to Office 365 or if your company will not license the appropriate applications to you, Microsoft will allow a 30-day trial to be created, and you will have access to the applications discussed in this blog.

 

After 30 days, your account will be deactivated by Microsoft. You also will be able to purchase a single license monthly if you want to experiment for a longer period.

 

Why Should You Choose Office 365?

Choose Office 365

Office 365 combines the best of the Microsoft products with an amazing, proven infrastructure platform all for a price that makes it attractive to businesses.

 

And because it is SaaS, the service is continually updated and made better each day. These new additions can be taken advantage of on day one without the typical installation and planning that traditional software requires.

 

Note If you already have access to Office 365 and the related applications, feel free to skip to the next section. This next section is intended for users who do not have access to an Office 365 tenant or wish to create one simply as an exercise in conjunction with this book.

 

How to Setup Office 365?

How to Setup Office 365

To intsall Office 365 com setup follow the below steps:

Open your favorite web browser and navigate to Productivity Tools for Home & Office. For the purposes of this blog, you will create a trial Office 365 Business Premium Account.

 

On the Microsoft - Official Home Page website, select Products ➤ For business ➤ Plans & pricing.

 

Figure Creating the trial account for Office 365

trial account for Office 365

Scroll to the bottom of the page and expand the Office 365 Business Premium column by selecting “More Details.” On the bottom of the column, click the “Try for free” button. Fill out the form, substituting your information instead of my information.

 

Office 365 account

Figure Entering account details to create the Office 365 account

 

Click “Next” when you’re ready to move to the next screen. On the “Create your user ID” screen, enter a username and unique company name.

 

Your company name cannot be your current employer because that name may be reserved or already used. Make up your own company name. Enter a strong password and click the “Create my account” link.

 

user ID for Office 365

Figure Create your user ID for Office 365

 

Enter your valid mobile number. The Microsoft service will call to verify the tenant requested is actually being created by a person and not a robot.

validation code

It could take a few seconds for Microsoft to send the validation code. Just be sure you entered the correct phone number to authenticate against. Once you receive your code, enter it on the following screen.

Office 365 Business Premium

Click “Next” and wait a minute. Voila! You just created a 30-day Microsoft Office 365 Business Premium tenant. Before you get too excited, take a moment to write down your login information and the password you created earlier.

 

The user ID is your login to gain access to all of Office 365. Once you have the information written down, click the “You’re ready to go” link.

 

You’ll be redirected to the Office 365 home screen where after a few moments you will have access to all the applications you need. It does take Microsoft time to set up and configure the Office 365 tenant as well as the associated applications.

 

If you don’t see everything the first time after logging in, just be patient. Try closing your Internet browser and opening a new one; this will ensure a seamless experience moving forward.

 

Logging into Office 365 for the First Time!

Logging into Office 365

Ready, set, go! Navigate to your favorite supported web browser to Productivity Tools for Home & Office and select the “Sign in” link located in the upper right corner. 

 

If you already have access to a tenant and feel comfortable using it, enter the appropriate credentials. If you created a trial tenant as described, enter the email and password that was used during the creation of the subscription.

 

Choose a work or school account in this instance and enter your email and password.

Office 365 Home screen

Once you are authenticated, you will be presented with the Office 365 Home screen. This screen contains some of the applications you are licensed to use, a document rollup of documents you recently accessed, and a list of SharePoint sites you recently accessed.

 

Note Great care has been taken to ensure that the images are correct. However, with any SaaS offering, the product can be changed by the vendor at any time. Even though the product may change, the information will still be relevant.

  1. The Documents panel keeps track of recent or shared documents so you can quickly see what you might have been working on.
  2. The home screen contains a few key areas that you can use to find applications and change your settings or Office 365 experience.

 

App Launcher (The Waffle)

The app launcher (or waffle) holds all the applications you can access and will be on every Office 365 screen regardless of which application you might be using.

 

The app launcher is always available in the upper right corner of Office 365 and any application you are using. It provides links to launch the applications we will be discussing and it provides an admin interface for Office 365 administrators.

 

Cog

The cog or settings menu allows some settings to be changed. Some of the settings that can be changed include the theme, Start page, password, and notifications.

 

My Accounts

The My Accounts menu allows you to manage your profile and account or to sign out of Office 365 completely.

When you click on My profile, it takes you to the Microsoft Delve page, which is a site where you can update your profile including but not limited to birthday, contact numbers, About Me, projects, skills, expertise, schools, education, interests, and hobbies. 

 

The more you fill out, the better profile you create and the easier it is for Delve to begin to catalog documents that you might want to see. A word to the wise: only include personal information (birthday, etc.) if you feel comfortable sharing that information. 

 

The My Accounts settings related to your account are Office 2019 installs and which computer they have been installed on, personal info, and which licenses you are personally assigned.

 

The apps collectively make up the collaboration applications of Office 365. Yes, some are new and some are powerful, but as I go through them you will see that they need each other to either generate content or consume content. They can be accessed by clicking on the app launcher shown in Figure.

applications of Office 365

 

Figure The collaboration apps of Office 365 via the app launcher

Some of the applications aren’t shown in the app launcher and are available by clicking on the “All apps” link located below the Yammer application. Clicking this link shows every application.

 

How to Setup Office 365 Collaboration Applications?

Office 365 Collaboration Applications

Now that I have discussed Office 365 and how to use it.

 

Outlook 2019

Outlook includes the following components:

  1. Mail: This application is your inbox for e-mail communication. You can send/receive emails to anyone just as you do now.
  2. People: This is your standard Outlook address book but with some extended features.

Calendar

Calendar: Just like the Outlook Calendar you may have been using for years. Use it to schedule meetings with other people, days you might not be in the office, etc.

 

Tasks: This application contains all the tasks from Outlook that you have created or the application has created on your behalf. This version of Outlook is commonly referred to as webmail.

 

Office 2019

upgraded to Office 2019

The newest version of the familiar Office tools you have been using has been upgraded to Office 2019 and eventually will be Office 2019. There are two flavors available to you as a subscriber to Office 365.

 

You can download and install the applications or use them through the web browser. In this section, I will refer to Office Online as the web version of Office while client apps will be the version you download and use locally on your device.

 

Word: Arguably the world’s most widely used word processing program. Create documents, resumes, and other content using one of the world’s most popular word processing programs.

Excel: Create powerful spreadsheets, charts, and insights.

 

A workhorse of the Office Platform for years.

  1. PowerPoint: Create engaging presentations for meetings. Just don’t make them too long.
  2. OneNote: Excellent application for taking notes, I use it almost every day and it has replaced my little treasure trove of Post-It notes all over my desk.
  3. Sway: Create newsletters and other documents and share them easily.
  4. Outlook: Similar to Outlook in terms of functionality but this version is installed on your device.

 

OneDrive

OneDrive

OneDrive allows you to store files in the cloud and access them from anywhere and on nearly every type of device. Items can be shared with users internally and externally; you can also view and edit documents in Office Online or the client apps of Office 2019.

 

SharePoint

One of the core pillars of collaboration in Office 365, SharePoint offers document management, sites, and collaboration tools, and it integrates with Office 2019.

 

Delve

Delve is your personal site in Office 365. It contains documents that are relevant to you and people with whom you have everyday contact;

it tries to create a site where the data you are looking for is at your fingertips. I will not be discussing this application in this blog but feel free to explore it.

 

Teams

A new offering from Microsoft, Teams enables teams or smaller groups to work together in one application instead of working in different applications and then using a common application to collaborate. This differs from most applications because it is based on the concept of chat, not email.

 

Yammer

Yammer

Similar to Teams, Yammer is designed to foster communication and disseminate information to the entire organization, ideally replacing e-mail as the primary method. Employees can subscribe to groups and interact with other employees across the organization.

 

Flow

Flow allows users to create no-code workflows that can be used with the Office 365 Platform or as a connector to other external systems. This new application blurs the line and works across many applications.

 

Planner

Planner offers “light” project management via the ability to keep track of tasks and resources for small projects that don’t require a project manager to manage the project.

 

Forms

Microsoft’s form offering to tackle the issue of collecting information from end users, Forms gives you the ability to create forms and surveys and then view the results within an easy-to-use dashboard.

 

PowerApps

PowerApps allows for application development that works across multiple device platforms and easily connects to your data sources. Examples include an organization browser or address book, or capturing meeting minutes. PowerApps includes templates and connectors to streamline development of these applications.

 

It’s not discussed in the blog, but it’s a ground-breaking application from Microsoft and can be used to easily deploy an application to solve a particular business issue.

 

Stream

Microsoft Stream provides a rich collaborative platform for video sharing in a secure manner. This platform allows video content to be published and searchable; it gives everyone in the organization the ability to create video content.

 

Work in the Office user interface

Office user interface

The goal of the Office working environment is to make working with Office files, including Word documents, Excel workbooks, PowerPoint presentations, and Outlook email messages, as intuitive as possible.

 

Office 2019 is engineered for Windows 10. You can start an app from the Start menu app list or tile area, the Start screen, or the taskbar search box. You might also have shortcuts to apps on your desktop or on the Windows taskbar.

 

When you start Word, Excel, or PowerPoint without opening a specific file, the app Home page appears. The Homepage is a hybrid of the Open and New pages of the Backstage view. It displays links to pinned and recent files in the left pane, and new file templates in the right pane.

 

The PowerPoint Home page presents a simple view of the options available when there is no open presentation

 

Tip

You can suppress the Home page (also called the Start screen) if you want to go directly to a new, blank file when you start an app. 

 

When you’re working with a file, the app window contains all the tools you need to add and format content.

typical app window

A typical app window

 

Identify app window elements

A typical Office 2019 app window contains the elements described in this section. It might also display optional elements such as rulers, gridlines, navigation panes, and tool panes. Commands for tasks you perform often are readily available, and even those you might use infrequently are easy to find.

 

Title bar

At the top of the app window, this bar displays the name of the active file and provides tools for managing the app window, ribbon, and content.

 

If the file is stored online in OneDrive or SharePoint, a drop-down menu adjacent to the file name provides a simple way to change the file name and access the storage location and version history. 

title bar elements

The title bar elements differ based on the file storage location

 

The Quick Access Toolbar is located, by default, at the left end of the title bar.

Each app has a default set of Quick Access Toolbar buttons that you can build on; most commonly, the default Quick Access Toolbar displays the Save, Undo, and Redo/Repeat buttons.

 

If the file is stored online in OneDrive or SharePoint, it also features an AutoSave toggle button. You can customize the Quick Access Toolbar to include any command for easy access.

 

Tip

You might find that you work more efficiently if you organize the commands you use frequently on the Quick Access Toolbar and then display it below the ribbon, directly above the workspace. For more information, see “Customize the Quick Access Toolbar” later in this blog.

 

Four buttons at the right end of the title bar serve the same functions in all Office apps. You control the display of the ribbon by selecting commands on the Ribbon Display Options menu, temporarily hide the app window by selecting the

 

Minimize button, adjust the size of the window by selecting the Restore Down/Maximize button, and close the active document or exit the app by selecting the Close button.

Ribbon Display Options

The Ribbon Display Options menu and window management buttons

 

The ribbon of commands

Below the title bar, all the commands for working with an Office file are gathered together in this central location so that you can work efficiently with the app. Across the top of the ribbon is a set of tabs. Each tab displays named groups of commands.

 

Standard ribbon tabs The Home tab, which is active by default, contains the most frequently used commands. Other tabs contain commands specific to the type of action you want to perform, such as Insert, Draw, and Design.

Home tab

The File tab leads to the Backstage view

 

Tip

Your ribbon might look different from those shown in this blog. You might have installed programs that add their own tabs to the ribbon, or your screen settings might be different. 

 

Object-specific tool tabs When a graphic element such as a picture, table, or chart is selected in a document, one or more tool tabs appear at the right end of the ribbon to make commands related to that specific object easily accessible.

 

Tool tabs are available only when the relevant object is selected. They are differentiated from the standard tabs by color and a tab group name above the tab name. Tool tabs

Typical tool tabs

Typical tool tabs on the ribbon

Tip

Some older commands no longer appear as buttons on the ribbon but are still available in the app. You can make these commands available by adding them to the Quick Access Toolbar or the ribbon. 

 

On each tab, buttons representing commands are organized into named groups. You can point to any button to display a ScreenTip with the command name, its keyboard shortcut (if it has one), and a description of its function.

keyboard shortcut

Screen Tips provide helpful information about commands

 

Tip

You can control the display of ScreenTips and of feature descriptions in Screen Tips. For more information, see “Change Office and app options” later in this blog.

 

Some buttons include an arrow, which might be integrated with or separate from the button. To determine whether a button and its arrow are integrated, point to the button to activate it. If both the button and its arrow are shaded, selecting the button displays options for refining the action of the button.

 

If only the button or arrow is shaded when you point to it, selecting the button carries out its default action or applies the current default formatting.

 

Selecting the arrow and then an action carries out the action. Selecting the arrow and then a formatting option applies the formatting and sets it as the default for the button.

Screen Tips

Buttons with integrated and separate arrows

When a formatting option includes several choices, they are often displayed in a gallery of images, called thumbnails, that provide a visual representation of each choice.

 

When you point to a thumbnail in a gallery, the Live Preview feature shows you what the active content will look like if you select the thumbnail to apply the associated formatting.

 

When a gallery contains more thumbnails that can be shown in the available ribbon space, you can display more content by selecting the scroll arrow or More button located on the right edge of the gallery. You can display the gallery in a separate floating pane by clicking the dialog box launcher.

gallery content

You can scroll the gallery content or expand it as a pane

 

Related but less common commands are not represented as buttons in a group. Instead, they’re available in a dialog box or pane, which you display by selecting the dialog box launcher located in the lower-right corner of the group.

 

The Backstage view of your app

Commands related to managing the app and files (rather than file content) are gathered together in the Backstage view, which you display by selecting the File tab located at the left end of the ribbon.

 

Commands available in the Backstage view are organized on named pages, which you display by selecting the page tabs in the colored left pane. You re-display the document and the ribbon by selecting the Back arrow located above the page tabs.

Backstage view

You manage files and app settings in the Backstage view, which you display by clicking File on the ribbon

 

Collaboration tools

If you’re using the Office apps through an Office 365 license, commands related to collaboration appear below the window-management commands, at the right end of the ribbon.

 

The available commands vary based on the app and file storage location but generally include Share, Version History, Comments, and Feedback. 

Collaboration tools

Collaboration tools vary based on the app and file storage location

 

Status bar

Across the bottom of the app window, the status bar displays information about the current file and provides access to certain app functions.

 

You can choose the statistics and tools that appear in the status bar. Some items, such as Document Updates Available, appear on the status bar only when that condition is true.

Status bar

You can specify which items you want to display on the status bar

 

At the right end of the status bar in the Word, Excel, and PowerPoint app windows are the View Shortcuts toolbar, the Zoom slider, and the Zoom Level button. These tools provide you with convenient methods for adjusting the display of file content.

Shortcuts toolbar

You can change the on-screen display of file content from the View Shortcuts toolbar

 

SEE ALSO

On a touchscreen device, the appearance of the buttons on the View Shortcuts toolbar changes depending on whether you’re in Mouse mode or Touch mode. 

 

Work with the ribbon and status bar

The goal of the ribbon is to make working with file content as intuitive as possible. The ribbon is dynamic, meaning that as its width changes, its buttons adapt to the available space. As a result, a button might be large or small, it might or might not have a label, or it might even change to an entry in a list.

 

For example, when sufficient horizontal space is available, the buttons on the References tab of the Word app window are spread out, and you can review the commands available in each group.

References tab

At 1152 pixels wide, all button labels are visible

 

If you make the app window narrower, small button labels disappear, and entire groups of buttons might hide under one button that represents the entire group. Selecting the group button displays a list of the commands available in that group.

Scroll to display

 

In narrow app windows, command labels disappear, and groups collapse under buttons

When the ribbon becomes too narrow to display all the groups, a scroll arrow appears at its right end. Selecting the scroll arrow displays the hidden groups.

 

Scroll

Scroll to display additional group buttons

The width of the ribbon depends on these three factors:

App window width Maximizing the app window provides the most space for the ribbon.

 

Screen resolution Screen resolution is the size of your screen display expressed as pixels wide × pixels high. The greater the screen resolution, the greater the amount of information that will fit on one screen.

 

The magnification of your screen display If you change the screen magnification setting in Windows, text and user interface elements are larger and therefore more legible, but fewer elements fit on the screen.

 

You can hide the ribbon completely if you don’t need access to any of its buttons, or hide it so that only its tabs are visible. Then you can temporarily redisplay the ribbon to select a button, or permanently redisplay it if you need to select several buttons.

 

Adapt procedures for Office 2019

Adapt procedures for Office 2019

This section contains many images of user interface elements (such as the ribbons and the app windows) that you’ll work with while performing tasks in Word, Excel, PowerPoint, or Outlook on a Windows computer.

 

Simple procedural instructions use this format:

On the Insert tab, in the Illustrations group, select the Chart button.

If the command is in a list, instructions use this format:

Quick Access Toolbar

  1. On the Home tab, in the Editing group, select the Find arrow and then, in the Find list, select Go To.
  2. A procedure that has multiple simple methods of completion uses this format:
  3. On the Quick Access Toolbar, select Save.
  4. In the left pane of the Backstage view, select Save.
  5. Press Ctrl+S.

 

If differences between your display settings and ours cause a button to appear differently on your screen than it does in this blog, you can easily adapt the steps to locate the command. First, select the specified tab, and then locate the specified group.

 

If a group has been collapsed into a group list or under a group button, select the list or button to display the group’s commands. If you can’t immediately identify the button you want, point to likely candidates to display their names in ScreenTips.

 

Multistep procedural instructions use this format:

  1. To select the paragraph that you want to format in columns, triple-click the paragraph.
  2. On the Layout tab, in the Page Setup group, select the Columns button to display a menu of column layout options.
  3. On the Columns menu, select Three.
  4. On subsequent instances of instructions that require you to follow the same process, the instructions might be simplified in this format because the working location has already been established:
  5. Select the paragraph that you want to format in columns.
  6. On the Columns menu, select Three.

 

Columns menu

The instructions in this blog assume that you’re interacting with on-screen elements on your computer by selecting or clicking them with a mouse, or on a touchpad or other hardware device.

 

Instructions in this blog refer to user interface elements that you select or tap on the screen as buttons, and to physical buttons that you press on a keyboard as keys, to conform to the standard terminology used in documentation for these products.

 

When the instructions tell you to enter information, you can do so by typing on a connected external keyboard, tapping an on-screen keyboard, or even speaking aloud, depending on your computer setup and your personal preferences.

 

If you’re working on a touchscreen device, you can turn on Touch mode, which provides more space between buttons on the ribbon and status bar. 

 

The extra space is intended to lessen the possibility of accidentally tapping the wrong button with your finger. The same commands are available in Touch mode, but they’re sometimes hidden under group buttons.

Touch mode

Touch mode has a greater amount of space between Quick Access Toolbar, ribbon, Navigation pane, and status bar elements

 

You can switch between Touch mode and Mouse mode (the standard desktop app user interface) from the Quick Access Toolbar. Switching any one of the primary Office apps (Access, Excel, Outlook, PowerPoint, or Word) to Touch mode or Mouse mode effects the change in all of them.

 

To maximize the app window

  1. Select the Maximize button.
  2. Double-click the title bar.
  3. Drag the borders of a non-maximized window.

ribbon

Drag the window to the top of the screen. (When the pointer touches the top of the screen, an outline indicates the size the window will be when the pointer is released.)

 

Change Office and app options

You access app settings from the Backstage view—specifically, from the Account page and the Options dialog box.

 

Manage account information

The Account page of the Backstage view in each Office app displays information specific to your installation of the app. This information includes:

  1. Your Microsoft account and links to manage it.
  2. The current app window background and theme.
  3. Storage locations and services (such as OneDrive and SharePoint) that you’ve connected Office too.
  4. Your subscription information and links to manage the subscription, if you have Office through an Office 365 subscription.
  5. The installed app version and build number, update options and links to information about the app and recent updates.
  6. Account information in Excel

 

Manage account information

 

Microsoft account options

If you use Office 365, Skype, OneDrive, Xbox Live, or Outlook.com, you already have a Microsoft account.

Microsoft account options

If you don’t already have a Microsoft account, you can register any existing account as a Microsoft account, sign up for a free Outlook.com or Hotmail.com account and register that as a Microsoft account, or create an alias for an Outlook.com account and register the alias.

 

TIP Many apps and websites authenticate transactions by using Microsoft account credentials. For that reason, it’s a good idea to register a personal account that you control, rather than a business account that your employer controls, like your Microsoft account. That way, you won’t risk losing access if you leave the company.

 

The two ways you can personalize the appearance of your app window are by choosing an Office background and an Office theme.

 

The background is a subtle design that appears in the title bar of the app window. There are 14 different backgrounds to choose from, or you can choose not to have a background.

Backgrounds

Backgrounds depict a variety of subjects

 

At the time of this writing, there are four Office themes:

Colorful Displays the title bar and ribbon tabs in a color specific to the app (such as blue for Word and green for Excel), and the ribbon commands, status bar, and Backstage view in light gray.

 

  1. Dark Gray Displays the title bar and ribbon tabs in dark gray, and the ribbon commands, status bar, and Backstage view in light gray.
  2. Black Displays the title bar, ribbon tabs, ribbon commands, and status bar in black and dark gray.
  3. White Displays the title bar, ribbon tabs, and ribbon commands in white, and the status bar in the app-specific color.

 

Tip

The images in this blog depict the No Background option to avoid interfering with the display of any user interface elements, and the Colorful theme so that it’s easy to differentiate between the Office apps.

 

From the Connected Services area of the page, you can connect Office to your YouTube account to access images and videos, and to SharePoint sites and OneDrive storage locations to access the files you store there. You must already have an account with one of these services to connect Office to it.

 

Until you connect to storage locations, they aren’t available to you from within Word. For example, when inserting a picture onto a page, you will have the option to insert a locally stored picture or to search online for a picture. After you connect to your SharePoint or OneDrive accounts, you can also insert pictures stored in those locations.

 

The changes you make on the Account page apply to all the Office apps installed on all the computers associated with your account. For example, changing the Office background in Word on one computer also changes it in Outlook on any other computer on which you’ve associated Office with the same account.

 

To display your Office account settings

  1. Start Word, Excel, PowerPoint, or Outlook.
  2. Select the File tab to display the Backstage view of the app, and then do either of the following:
  3. In Word, Excel, or PowerPoint, select Account.
  4. In Outlook, select Office Account.

 

To manage your Microsoft account connection

Microsoft account connection

  1. Display the Account or Office Account page of the Backstage view.
  2. In the User Information area, select Change photo, About me, Sign out or Switch account to begin the selected process.
  3. To change the app window background for all Office apps

Account page

Display the Account or Office Account page of the Backstage view.

In the Office Background list, point to any background to display a live preview in the app window, and then select the background you want.

 

To change the app window color scheme for all Office apps

  1. Display the Account or Office Account page of the Backstage view.
  2. In the Office Theme list, select Colorful, Dark Gray, Black, or White.

 

To connect to a cloud storage location or social media service

  1. Display the Account or Office Account page of the Backstage view.
  2. At the bottom of the Connected Services area, select Add a service.

 

To add a SharePoint or OneDrive storage location, select Storage and then the specific service you want to add.

  • You can connect to OneDrive and OneDrive For Business sites by selecting the OneDrive link

 

To add a Facebook or YouTube connection, do either of the following:

  1. Select Other Sites, select Sign in, and then sign in with your Microsoft account credentials.
  2. If you’re already signed in, select Images & Videos and then the specific service you want to add.

 

To manage your Office 365 subscription

  1. Display the Account or Office Account page of the Backstage view.
  2. In the Product Information area, select Manage Account to display the sign-in page for your Office 365 management interface.
  3. Provide your account credentials and sign in to access your options.

Office 365 subscription

To manage Office updates

  1. Display the Account or Office Account page of the Backstage view.
  2. Select the Update Options button, and then select the action you want to take.
  3. You can install available updates from the Backstage view before the automatic installation occurs

Office updates

 

Manage app options

Selecting Options in the left pane of the Backstage view opens the app-specific Options dialog box. Every Options dialog box has a General tab where you can set user-specific information that is shared among the Office apps and configure high-level app-specific options.

 

You can customize the behavior of each app from its Options dialog box

Each app’s Options dialog box contains hundreds of settings specific to that app.

Options dialog box

For example, you can make the following useful changes:

In Word, You can change the default behavior when pasting content, or automatically download local copies of remote files, and update the remote files when you save the local versions.

 

In Excel, You can change the direction that the cell selection moves when you press the Enter key or hide comment indicators in cells.

 

In PowerPoint, You can hide the toolbar that appears by default in full-screen slideshows or choose not to automatically display a black slide at the end of slideshows.

 

In Outlook You can customize your calendar so that the working days reflect your schedule or add the holidays of any country or region to your calendar.

 

There are also settings specific to the file you’re working in. For example, you can hide spelling or grammar errors in a specific document or specify the image compression level for a document or presentation to increase image quality or decrease file size.

 

Some settings are available in all the app Options dialog boxes, including the following:

  1. Turn off the Mini Toolbar, which hosts common formatting commands and appears by default when you select content.
  2. Turn off the Live Preview feature if you find it distracting to have document formatting change when the pointer passes over a formatting command.
  3. Minimize or turn off the display of ScreenTips when you point to buttons.
  4. Specify the user name and initials you want to accompany your comments and tracked changes, and override the display of information from the account associated with your installation of Office.
  5. Turn off the Homepages for Word, Excel, and PowerPoint individually. When the Home page is turned off, starting the app without opening a
  6. specific file automatically creates a new, blank file.

 

After you work with an app for a while, you might want to refine more settings to tailor the app to the way you work. Knowing what options are available in the Options dialog box is helpful in determining the changes that you can make to the app so that you can work most efficiently.

 

Tip

Two app elements you can customize from the Options dialog box are the Quick Access Toolbar and the ribbon. 

To open an app-specific Options dialog box

  1. Select the File tab to display the Backstage view.
  2. In the left pane, select Options.

 

To enable or disable the Mini Toolbar

  1. Open the app-specific Options dialog box.
  2. On the General page, in the User Interface options area, select or clear the Show Mini Toolbar on the selection checkbox. Then select OK.

 

To enable or disable the Live Preview feature

  1. Open the app-specific Options dialog box.
  2. On the General page, in the User Interface options area, select or clear the Enable Live Preview check box. Then select OK.

 

To control the display of ScreenTips

  • Open the app-specific Options dialog box.

 

On the General page, in the User Interface options area, display the ScreenTip style list, and then select any of the following:

  1. Show feature descriptions in ScreenTips Don’t show feature descriptions in ScreenTips Don’t show ScreenTips
  2. To change the user identification that appears in comments and tracked changes

 

IMPORTANT

  1. The User Name and Initials settings are shared by all the Office apps, so changing them in any one app changes them in all the apps.
  2. Open the app-specific Options dialog box.

 

On the General page, in the Personalize your copy of Microsoft Office area, do the following:

  1. In the Username and Initials boxes, enter the information you want to use.
  2. Select the Always use these values regardless of the sign in to Office checkbox.
  3. In the Options dialog box, select OK.

 

To enable or disable the Home screen for the app

  1. Open the app-specific Options dialog box.
  2. On the General page, in the Startup options area, select or clear the Show the Start screen when this application starts check box.

 

Get help and provide feedback

Get help

The Office 2019 apps put help at your fingertips, quite literally, and also make it easy for you to express your opinions and make requests about app features.

 

You can get information about a specific topic or command, or locate a person or file, by using the Tell Me feature that is conveniently located to the right of the ribbon tabs.

 

The easy path to help in any Office app

The new Help tab provides access to app information and training resources, as well as a way to contact the Microsoft Support team or submit feedback about your Office experience. You can browse general information about the current app, and find links to additional training resources, in the Help pane.

Help pane

The Help pane displays online content from a variety of resources

As you use the apps and find things that work or don’t work for you, you can provide feedback directly to Microsoft from within the program. You can review and vote for existing feature requests, and add your own requests. This functionality has been available to early reviewers in the past but is now available to all Office users.

 

Send feedback and feature requests

To use the Tell Me feature

  1. On the ribbon, to the right of the tabs, select the Tell me what you want to do box.
  2. In the search box that appears, enter a term to display a list of related commands and links to online resources, contacts, and documents.

 

To display the Help pane

  1. Press F1.
  2. On the Help tab, in the Help & Support group, select Help.

To display the Feedback page of the Backstage view

  1. At the right end of the ribbon, select the Feedback button (the smiley face).
  2. On the Help tab, in the Help & Support group, select Feedback.
  3. Select the File tab to display the Backstage view, and then select the Feedback tab.

 

To send positive or negative feedback about an Office app feature

If you want to include a screenshot of something specific with your feedback, display it on-screen before proceeding.

  1. Display the Feedback page of the Backstage view.
  2. Select either Send a Smile or Send a Frown to open a feedback window.
  3. Send detailed feedback to the Office team

 

Tip

The feedback window is a modal window, so you can’t perform other activities while it is open. If you want to close the window without submitting your feedback, select the Close button in the window’s upper-right corner.

 

If you do not want to submit the current app window screenshot that appears in the window, clear the Include screenshot check box.

 

If you do not want Microsoft to follow up with you on your query, clear the Include email address check box. Otherwise, enter the email address Microsoft can contact you at for further information.

 

If you’re submitting negative feedback and you do not want Microsoft to receive system data that might help to diagnose a problem Office is having, clear the Include diagnostic and usage data check box.

 

Select Submit to send your feedback.

Send feedback

To suggest changes to an Office app

  1. Display the Feedback page, and then select Send a Suggestion to go to the online feedback forum for the app you’re working in.
  2. In the Enter, your idea box, enter basic terms related to your idea to filter the existing ideas.
  3. If an existing idea is a suggestion you want to make, vote for it by selecting Vote to the left of the idea title.
  4. If your idea hasn’t already been suggested, select Post a new idea, enter a detailed yet succinct description of your idea, enter your email address (for Microsoft’s use only), and then select Post idea.

 

Customize the Quick Access Toolbar

Customize the Quick Access Toolbar

Display the Excel app window, and then perform the following tasks:

  1. Move the Quick Access Toolbar below the ribbon. Consider the merits of this location versus the original location.
  2. From the Customize Quick Access Toolbar menu, add the Sort Ascending command to the Quick Access Toolbar.
  3. From the Home tab of the ribbon, add the following commands to the Quick Access Toolbar:
  4. From the Number group, add the Number Format list.

 

From the Styles group, add the Format as Table command.

Notice that each of the commands is represented on the Quick Access Toolbar exactly as it is on the ribbon. Selecting Number Format displays a list and selecting Format As Table displays a gallery.

 

From the Sheet Options group on the Page Layout tab, add the View Gridlines command and the View Headings command to the Quick Access Toolbar. Notice that the commands are represented on the Quick Access Toolbar as identically labeled checkboxes.

 

Point to each of the View commands on the Quick Access Toolbar and then on the ribbon to display its ScreenTip. Notice that ScreenTips for commands on the Quick Access Toolbar is identical to those for commands on the ribbon.

 

  1. Display the Quick Access Toolbar page of the Excel Options dialog box, and then do the following:
  2. In the left pane, display the commands that appear on the View tab.
  3. Add the Page Break Preview button from the View tab to the Quick Access Toolbar.

 

In the right pane, move the Sort Ascending button to the bottom of the list so that it will be the rightmost optional button on the Quick Access Toolbar.

 

  1. Insert a separator between the original commands and the commands you added to this task set.
  2. Insert two separators between the Number Format and Format As Table commands.

 

Close the Excel Options dialog box and observe your customized Quick Access Toolbar. Note the way that a single separator sets off commands and the way that a double separator sets off commands.

 

Redisplay the Quick Access Toolbar page of the Excel Options dialog box.

  1. Reset the Quick Access Toolbar to its default configuration, and then close the dialog box.
  2. Notice that resetting the Quick Access Toolbar does not change its location.
  3. Close the workbook without saving it.

 

Customize the ribbon

Customize the ribbon

Display the Word app window, and then perform the following tasks:

  1. Display the Customize Ribbon page of the Word Options dialog box.
  2. Remove the Mailings tab from the ribbon, and add the Developer tab (if it isn’t already shown).
  3. Create a custom tab and name it MyShapes.
  4. Move the MyShapes tab to the top of the right pane so that it will be the leftmost optional ribbon tab.
  5. Change the name of the custom group on the MyShapes tab to Curved Shapes, and select a curved or circular icon to represent the group.
  6. Create another custom group on the MyShapes tab. Name the group Angular Shapes, and select a square or triangular icon to represent the group.

 

In the Choose commands from list, select Commands Not in the Ribbon. From the list, add the Arc and Oval commands to the Curved Shapes group. Then add the Isosceles Triangle and Rectangle commands to the Angular Shapes group.

 

  1. Close the Word Options dialog box and display your custom tab. Select the Arc command, and then drag on the page to draw an arc.
  2. Change the width of the app window to collapse at least one custom group, and verify that the group button displays the icon you selected.
  3. Restore the app window to its original width and redisplay the Customize Ribbon page of the Word Options dialog box.
  4. Reset the ribbon to its default configuration, and then close the dialog box.
  5. Close the document without saving it.

 

Get help and provide feedback

blank presentation

Start PowerPoint, create a new blank presentation, and then perform the following tasks:

Using the Tell Me feature or Help pane, locate information about inserting 3D models onto PowerPoint slides. Then research any other topics that interest you.

 

PowerPoint presentation

From the ribbon, display the Feedback page of the Backstage view and review the options available there.

 

Select Send a Suggestion to go to the PowerPoint “suggestion box” webpage. Review the feature requests that have already been made. If you find a feature request that would be particularly helpful to you, vote for it.

 

Conclusion

Thus this blog guides you through procedures common to Word 2019, Excel 2019, PowerPoint 2019, and some aspects of Outlook 2019. This blog also explains the complete guide that describes the How to Setup Office 2019 and 365 (Office com Setup).

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