Microsoft 365
Word, Excel, PowerPoint
Microsoft Word, Excel, and PowerPoint are powerful tools that are constantly being updated with new features.
Here are some of the latest features and best tips for using MS 365 Apps.
From my.sjf.edu, click on the launch pad, and from the top left click on the App launcher.
From the Apps window select the App to get started.
Key Features
Activate Dark Mode - Dark Mode employs a darker color scheme, which is gentler on the eyes, especially during extended usage or in low-light environments. It can reduced contrast between the screen and the surrounding environment helps prevent eye fatigue. Enabling dark mode can vary slightly depending on the operating system or application you are using. Below are the general steps for some of the most common platforms:
To enable Dark Mode Windows:
Open Settings by pressing the Windows key +I.
Click on Personalization, select Colors from the left-hand menu.
Scroll down to the Choose your color dropdown menu and select Dark.
To enable Dark Mode for Mac:
Click on the Apple menu in the top-left corner of your screen.
Choose System Preferences and select General.
In the Appearance section click Dark.
To Enable from a Word, Excel or PowerPoint document
Open any MS 365 Application (word, Excel, PowerPoint
Go to File > Options > General > Personalize > Office Theme
Choose your preferred theme - Dark, Grey, or Black
2. Using the Office Clipboard - Word, Excel, and PowerPoint
Access and paste items from the Office clipboard to save time and increase productivity. You will be able to access the last 24 items you copied or cut. Each selection appears in the Clipboard, with the latest at the top.
From the Home tab > click on the arrow next to the word "Clipboard".
Clipboard History = Windows Key + V
3. Formulas in Word document - Use formulas to perform calculations and insert results into your document.
Formulas in Word tables are quite basic compared to Excel. For more advanced calculations, consider using Excel and embedding the Excel table in your Word document.
Within the table, click in the cell where you want to insert the formula.
Select the Layout tab and within the Table Tools section on the ribbon,
Within the Data group, click on Formula.
Within the Formula dialog box, use the Paste Function list to insert common functions like Sum, Average, etc.... and click OK to insert it into the cell.
4. Sorts lists in a Word document
Select the list and from the Home tab, click on Sort within the Paragraph group.
Within the Sort Text dialog box, set 'Sort by" to Paragraphs and Type to Text.
Choose Ascending (A to Z) or Descending ( Z to A) order.
Click on OK to apply the sorting.
Tips: Check for any hidden formatting or nonprinting characters that might affect the sorting process. Display nonprinting characters by clicking the Show/Hide ¶ button within the Paragraph group on the Home tab. Ensure that each item in your list is separated by a paragraph break, not a line break
5. Collaborate with others - To collaborate in Word 365 with real-time co-authoring, it’s recommended to save your documents in OneDrive. By saving your document in OneDrive, you'll be able to:
Collaborate online with others in real-time.
See each other's changes as they happen.
Easily access the document from any device.
Here’s how you can do it:
Open the Word document you want to collaborate on.
Go to File > Save As and select OneDrive as the location to save your file.
Enter a descriptive name for the file and click Save.
6. Pin a document in Office 365 - useful for Quick access, Efficiency, Organization/Convenience, and Productivity.
Click on File > Open > and within Recent.
From the list, tap the More icon ... next to the file's name.
From the drop-down menu, select Pin.
Now , the file will be pinned to the top of the list within the Pinned section.
Tip: From a mobile device you can pin file to home screen.
Click on File > Open > and within Recent.
From the list, tap the More icon ... next to the file's name.
Instead of selecting Pin, choose Add to Home screen. You will see the file on the home screen of your phone or iPad.
To unpin a file or remove it form the pinned list:
From the Pinned section at the top of the Recent files list. (File > Open > Recent)
Tap the More icon next to the file you want to unpin.
Select Unpin or Remove from list.
7. To Rewrite a sentence from a Word document.
Open your document in Word and highlight the sentence or phrase you want to rewrite.
Right-click on the highlighted text and select Rewrite from the context menu.
The Rewrite pane will open on the right side of your document, showing both the original sentence and suggestions for rewriting.
Hover over a suggestion to see a live preview in your document and click on a suggestion to replace your original text with the new phrasing.
8. Using Translator in Word, PowerPoint, Excel, and Outlook
From the Review tab, click on Translate.
Choose to translate the entire document or a selected section of text.
Select the language of the original text and the language you want to translate to.
Review and edit the translation in the preview window and click Insert.
Outlook (Email Translate)
Click on the three-dot menu icon on the right-hand side of the email.
Select Translator from the pop-up menu.
A translation of the message will be displayed in a panel to the right of email.
9. Using Editor within MS 365 applications
From a Word document >Home tab, click on Editor.
Editor checks grammar and more in documents and mail.
Outlook Message
From and email message, Message tab, click on Editor.
10. Designer within PowerPoint
The Designer feature in Microsoft 365 PowerPoint is a powerful tool that helps you create professional-looking slides with ease.
From a presentation, insert pictures, a list of items, or a list of dates onto a slide.
Activate Designer: From the Design Tab, select the Designer button.
The Designer pane will open on, scroll through suggestions, click on a design. The slide will be updated.
11. Analyze Data within Excel
This feature helps you understand your data through natural language queries. You can ask questions about your data, and Excel will provide answers with visuals like tables, charts, or PivotTables.
To use it, select a cell in a data range and from the Home tab, click on the Analyze Data button.
