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Microsoft 365

by Paul McFedries
Teach Yourself VISUALLY™ Microsoft 365 For general information on our other products and services or for
Copyright © 2022 by John Wiley & Sons, Inc., Indianapolis, Indiana ­technical support, please contact our Customer Care Department within
the United States at (800) 762‐2974, outside the United States at (317)
Published by John Wiley & Sons, Inc., Hoboken, New Jersey. 572‐3993 or fax (317) 572‐4002.
Published simultaneously in Canada. Wiley also publishes its books in a variety of electronic formats. Some
978‐1‐119‐89351‐6 content that appears in print may not be available in electronic formats.
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978‐1‐119‐89310‐3 (ebk.)
wiley.com.
978‐1‐119‐89364‐6 (ebk.)
Library of Congress Control Number: 2022930947
No part of this publication may be reproduced, stored in a retrieval sys-
tem, or transmitted in any form or by any means, electronic, mechanical, Trademarks Wiley, the Wiley logo, Visual, the Visual logo, Teach Your-
photocopying, recording, scanning, or otherwise, except as permitted self VISUALLY, Read Less ‐ Learn More and related trade dress are trade-
under Section 107 or 108 of the 1976 United States Copyright Act, with- marks or registered trademarks of John Wiley & Sons, Inc. and/or its
out either the prior written permission of the Publisher, or authoriza- affiliates. Microsoft 365 is a trademark of Microsoft Corporation. All other
tion through payment of the appropriate per‐copy fee to the Copyright trademarks are the property of their respective owners. John Wiley &
Clearance Center, Inc., 222 Rosewood Drive, Danvers, MA 01923, (978) Sons, Inc. is not associated with any product or vendor mentioned in
750‐8400, fax (978) 750‐4470, or on the web at www.copyright.com. this book. Teach Yourself Visually™ Microsoft 365 is an independent pub-
Requests to the Publisher for permission should be addressed to the lication and is neither affiliated with, nor authorized, sponsored, or ap-
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Hoboken, NJ 07030, (201) 748‐6011, fax (201) 748‐6008, or online at
www.wiley.com/go/permission. Cover images: © Paul McFedries
LIMIT OF LIABILITY/DISCLAIMER OF WARRANTY: THE PUBLISHER AND Cover design: Wiley
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WHEN THIS WORK WAS WRITTEN AND WHEN IT IS READ.
About the Author
Paul McFedries is a full‐time technical writer. Paul has been authoring
computer books since 1991, and he has more than 100 books to his credit.
Paul’s books have sold more than four million copies worldwide. These
books include the Wiley titles Teach Yourself VISUALLY Windows 11, Teach
Yourself VISUALLY Excel 2016, Excel Workbook For Dummies, Excel
All‐in‐One For Dummies, and Excel Data Analysis For Dummies, Fifth Edition.
Paul invites you to drop by his personal website at www.paulmcfedries.com
or follow him on Twitter @paulmcf.

Author’s Acknowledgments
It goes without saying that writers focus on text, and I certainly enjoyed
focusing on the text that you’ll read in this book. However, this book is
more than just the usual collection of words and phrases. A quick thumb‐
through of the pages will show you that this book is also chock-full of
images, from sharp screenshots to fun and informative illustrations. Those
colorful images sure make for a beautiful book, and that beauty comes
from a lot of hard work by Wiley’s immensely talented group of designers
and layout artists. I thank them for creating another gem. Of course, what
you read in this book must also be accurate, logically presented, and free
of errors. Ensuring all of this was an excellent group of editors that
included project editor Lynn Northrup, technical editor Doug Holland, copy
editor Kim Wimpsett, and production editor Barath Kumar Rajasekaran.
Thanks to all of you for your exceptional competence and hard work.
Thanks, as well, to acquisitions editor Devon Lewis for asking me to
write this book.
How to Use This Book
Who This Book Is For 3 Icons and Buttons
This book is for the reader who has never used this Icons and buttons show you exactly what you need to
particular technology or software application. It is click to perform a step.
also for readers who want to expand their knowledge. 4 Tips
Tips offer additional information, including warnings
The Conventions in This Book and shortcuts.
1 Steps
5 Bold
This book uses a step‐by‐step format to guide you
Bold type shows command names, options, and text
easily through each task. Numbered steps are actions
or numbers you must type.
you must do; bulleted steps clarify a point, step, or
optional feature; and indented steps give you the 6 Italics
result.
Italic type introduces and defines a new term.
2 Notes
Notes give additional information — special
conditions that may occur during an operation, a
situation that you want to avoid, or a cross reference
to a related area of the book.

6
5

2
3

4
Table of Contents

Part I Microsoft 365 Features

Chapter 1 Microsoft 365 Basics

Start and Exit Microsoft 365 Apps............................... 4
Explore the App Window............................................ 6
Work with Backstage View.......................................... 7
Change the Color Scheme........................................... 8
Search for a Ribbon Command................................... 10
Work with the Ribbon.............................................. 12
Customize the Quick Access Toolbar........................... 14
Using a Microsoft 365 App with a Touch Screen........... 16

Chapter 2 Working with Files

Create a New File.................................................... 18
Save a File............................................................. 20
Open a File............................................................ 22
Print a File............................................................ 24
Select Data............................................................ 26
 Chapter 3 Microsoft 365 Graphics Tools
Insert a Picture from Your PC.................................... 28
Insert an Online Picture........................................... 30
Resize and Move Graphic Objects............................... 32
Understanding Graphics Modification Techniques......... 34

Chapter 4 Working with Microsoft 365 Files Online

Microsoft 365 and the Cloud..................................... 36
Sign In to Microsoft 365.......................................... 38
Share a Document from Microsoft 365........................ 40
Sign In to OneDrive................................................. 42
Using an Online App in OneDrive............................... 44
Open a Document in a Desktop App from OneDrive....... 46
Upload a Document to OneDrive................................ 48
Share a Document Using OneDrive............................. 50
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Table of Contents

Part II Word

Chapter 5 Adding Text

Change Word’s Views............................................... 54
Type and Edit Text.................................................. 56
Insert Quick Parts................................................... 58
Insert Symbols....................................................... 60

Chapter 6 Formatting Text

Change the Font, Size, and Color............................... 62
Align Text.............................................................. 66
Set Line Spacing..................................................... 67
Indent Text............................................................ 68
Set Tabs................................................................ 70
Set Margins............................................................ 72
Create Lists............................................................ 74
Copy Formatting..................................................... 76
Clear Formatting..................................................... 77
Format with Styles.................................................. 78
Using a Template.................................................... 80
 Chapter 7 Adding Extra Touches
Insert an Online Video............................................. 82
Assign a Theme...................................................... 84
Add Borders........................................................... 86
Create Columns....................................................... 88
Insert a Table......................................................... 90
Apply Table Styles................................................... 92
Insert Table Rows or Columns................................... 93
Add Headers and Footers......................................... 94
Insert Footnotes and Endnotes................................. 96

Chapter 8 Reviewing Documents

Work in Read Mode View.......................................... 98
Find and Replace Text............................................102
Navigate Document Content....................................104
Check Spelling and Grammar....................................106
Customize AutoCorrect............................................108
Using Word’s Thesaurus and Dictionary......................110
Translate Text.......................................................112
Track and Review Document Changes........................114
Lock and Unlock Tracking........................................116
Combine Reviewers’ Changes....................................118
Work with Comments..............................................120
Table of Contents

Part III Excel

Chapter 9 Building Spreadsheets

Enter Cell Data......................................................124
Select Cells...........................................................126
Using AutoFill for Faster Data Entry..........................128
Turn On Text Wrapping...........................................130
Center Data Across Columns.....................................131
Adjust Cell Alignment.............................................132
Change the Font and Size........................................134
Change Number Formats..........................................136
Increase or Decrease Decimals.................................137
Add Cell Borders and Shading..................................138
Format Data with Styles..........................................140
Apply Conditional Formatting..................................142
Insert Rows and Columns........................................144
Resize Columns and Rows........................................146
Freeze Column and Row Titles On‐Screen...................147
Name a Range.......................................................148
Clear or Delete Cells...............................................150
 Chapter 10 Worksheet Basics

Add a Worksheet....................................................152
Rename a Worksheet..............................................153
Change Page Setup Options.....................................154
Move or Copy Worksheets........................................156
Delete a Worksheet................................................157
Find and Replace Data............................................158
Create a Table.......................................................160
Filter or Sort Table Information................................162
Analyze Data Quickly..............................................164
Understanding Data Analysis Choices........................165
Insert a Note........................................................166

Chapter 11 Working with Formulas and Functions

Understanding Formulas.........................................168
Create a Formula....................................................170
Apply Absolute and Relative Cell References..............172
Understanding Functions........................................174
Insert a Function...................................................176
Total Cells with AutoSum........................................178
Table of Contents

Chapter 12 Working with Charts

Create a Chart.......................................................180
Move and Resize Charts...........................................182
Change the Chart Type............................................184
Change the Chart Style...........................................185
Change the Chart Layout.........................................186
Add Chart Elements................................................187
Format Chart Elements............................................188
Change the Chart Data............................................189
Using Sparklines to View Data Trends........................190
Understanding PivotTables......................................192
Create a PivotTable................................................194
Create a PivotChart................................................196
Insert a PivotTable Slicer........................................198

Part IV PowerPoint

Chapter 13 Creating a Presentation

Create a New Presentation.......................................202
Create a Photo Album Presentation...........................204
Change PowerPoint Views........................................206
Insert Slides.........................................................208
Change the Slide Layout.........................................210
Change the Slide Size.............................................212
 Chapter 14 Populating Presentation Slides
Add and Edit Slide Text..........................................214
Change the Font, Size, and Color..............................216
Apply a Theme......................................................220
Set Line Spacing....................................................221
Align Text.............................................................222
Add a Text Box to a Slide........................................223
Add a Table to a Slide............................................224
Add a Chart to a Slide............................................226
Add a Video Clip to a Slide......................................228
Move a Slide Object................................................230
Resize a Slide Object..............................................231

Chapter 15 Assembling and Presenting a Slideshow

Reorganize Slides...................................................232
Reuse a Slide........................................................234
Organize Slides into Sections...................................236
Define Slide Transitions..........................................238
Add Animation Effects............................................240
Create a Custom Animation.....................................242
Record Narration....................................................244
Insert a Background Song.......................................245
Create Speaker Notes..............................................246
Rehearse a Slideshow.............................................248
Run a Slideshow....................................................250
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