Microsoft Office 365 for Beginners

ALSO BY M.L. HUMPHREY

Listing of all books by M.L. Humphrey

Excel 365 Essentials

Excel 365 for Beginners

Intermediate Excel 365

102 Useful Excel 365 Functions

Word 365 Essentials

Word 365 for Beginners

Intermediate Word 365

PowerPoint 365 Essentials

PowerPoint 365 for Beginners

Intermediate PowerPoint 365

MICROSOFT OFFICE 365 FOR BEGINNERS

M.L. HUMPHREY

CONTENTS

Word 365 for Beginners

Introduction

Screenshots and Office Theme

Basic Terminology

Absolute Basics

Inputting Information

Moving Information

Text Formatting

Paragraph Formatting

Page and Document Formatting

Other Basic Word Functionality

Printing

Customize Settings

Conclusion

Excel 365 for Beginners

Why Learn Excel

Discussion of Different Office Versions

What This Book Covers

Appearance Settings

Basic Terminology

Absolute Basics

Navigating Excel

Input Data

Copy, Paste, and Move Data

Formulas and Functions

Formatting

Sorting and Filtering

Printing

Conclusion

Shortcuts

PowerPoint 365 for Beginners

Introduction

PowerPoint Appearance

Basic Terminology

Absolute Basics

Presentation Themes

Your Workspace

Slide Thumbnails Task Pane

Slide Layouts

Add, Move, or Delete Text

Design Principles

Format Text Basics

Format Paragraphs

Animations

Other Tips and Tricks

Present Your Slides

Print

Conclusion

About the Author

Copyright

WORD 365 FOR BEGINNERS

WORD 365 ESSENTIALS - BOOK 1

INTRODUCTION

Microsoft Word is a staple in the modern business world. I spent twenty years working with a variety of organizations as both a regulator and consultant in the financial services industry and every single entity I interacted with used Word for their word processing. It was also ubiquitous at every school I attended.

And while there may be industries that default to using other programs or people may have started using newer programs that do the same thing but are free, Microsoft Word is still the go-to program to learn for drafting documents.

I wrote the original Word for Beginners using Word 2013 to introduce users of any version of Microsoft Office to the core skills you need to use Word. That book is still a valid introduction to Word that any user could use today to get started.

But in the five years since that book was published, Microsoft has released newer versions of Word. And, of course, Word 365, which this book covers, is the constantly-evolving, most-recent, latest and greatest version of Word. Those new versions have changed the appearance of Word, which is why I wanted to publish this book with updated screenshots.

I am writing this book in January 2023 and for our purposes—a basic introduction to the core functions of Microsoft Word—you should be able to use this book for years to come and not have a problem. The basic functionality of Word does not change much. If anything, they add more bells and whistles to Word, they don’t take them away.

Our focus in this book is going to be limited to just what you need to know to get started. The problem with the Microsoft Office programs is that they’re so powerful that sometimes it can be overwhelming for a new user to learn what they need to know without getting bogged down in a lot of extraneous information they don’t need. So we’re going to focus in.

What are we going to cover?

I am going to start you off with the absolute basics of opening, saving, closing, deleting, and renaming a file. Then we’ll cover how to add, delete, and move text in a Word document.

Next, we’ll cover how to format that text at both the word and paragraph levels, including the use of basic bulleted and numbered lists.

We’ll also cover find and replace, spelling and grammar check, and how to get a word count as well as how to add basic headers and footers, including page numbers, and also how to do some document-level formatting.

Finally, we’ll cover how to print and customize your settings.

By the time we’re done here you’ll know about 90% of what you need to know to use Word on a daily basis, maybe more. I am not covering topics like track changes and tables, which you may also need, but which are also more complicated topics that I consider intermediate-level. They are covered in the next book in this series, Intermediate Word 365.

You don’t have to continue to that book. I will give you in this book a strong foundation to build from when you’re ready to add those other areas to your knowledge. Word has a great Help function you can use, and there are also numerous online resources out there.

Okay, then. Let’s get started with a discussion of Office Themes so we can make sure that your screen looks like my screenshots.

SCREENSHOTS AND OFFICE THEME

Some of you who are brand new to Word may not be ready to change your Office Theme yet, because you don’t know how to open a Word file and aren’t familiar with the terminology I’m going to use, so will need to come back to this chapter later.

But for the rest of you, I wanted to cover this before you see your first set of screenshots so that we can all be on the same page.

As I mentioned above, one of the reasons I’m publishing this book rather than just letting everybody use Word for Beginners, which is still a perfectly adequate introduction to Word, is that the appearance of Microsoft Word changed with the release of Word 2021. And it changed enough to be noticeable.

I wanted to publish a book that had updated screenshots for users of Word 2021 or Word 365. But within Microsoft Office there are a number of themes that you can choose from that will impact the appearance of your document, so my screenshots still may not look the same as your version of Word.

Which is why, before we start I wanted to show you what I’m using for the rest of the book so that you can change those settings to match mine if that is important to you.

Okay, then. Here goes.

When I open Microsoft Word, I have the option to click on Account in the bottom left corner to go to the Account screen:

That screen has a dropdown that is labeled Office Theme. As you can see here, my theme is currently set to the Colorful theme. And that’s the theme I will use for the rest of the book.

Here is an example of what the top left corner of a new document looks like using that theme:

The top of the workspace in Word is colored blue. In Excel it’s green. I assume in PowerPoint it’s orange and in Access it’s red. Most of the text is black and the background is a fairly light gray. The main document where you type is white.

Most of the screenshots I use in this book will not include that top bar, so if you’re using the White theme, it will look much the same. Here that one is:

Note that the bar across the top is that light gray instead of blue, but for the most part the rest of it looks the same.

Where there can be bigger differences are with the Dark Gray and Black themes. Here is Dark Gray:

See that the background color is now a dark gray instead of a light gray and that the text is now white instead of black. But the main document is still white.

Here is the Black theme:

The background is now black. The text is white. But the main document is now a dark gray.

For most of what we do, those differences won’t matter, but I wanted you to know about them because for me, for example, the difference between the Colorful or White themes and the Black theme are enough to be disconcerting. It throws me off to look at the Black theme.

So. If you want to have the same appearance as my screenshots and know that the colors I reference for dropdown items, etc. are the same, be sure to use the Colorful theme option. If you don’t care, don’t worry about it.

Also, another way to change this is to click on Options in that bottom left corner to open the Word Options dialogue box. You can change the Office Theme in the General section under Personalize Your Copy of Microsoft Office.

Note that any change you make to the theme applies to all Office programs, not just Word.

If your appearance still doesn’t match mine it may be due to your computer’s appearance settings which can also impact how Word appears on the screen.

Alright, now let’s cover basic terminology so that we’re all on the same page.

BASIC TERMINOLOGY

Most of these terms are used by everyone who uses Word, but a few may be my own quirk, so even if you’re familiar with Word, please be sure to skim through.

Tab

When I refer to a tab in Microsoft Word, I will be referring to the menu options at the top of the screen. In older versions of Word when a menu option was selected it had the appearance of an old-time file tab, hence the name. But in the latest version of Word (Word 365 as of January 2023) they removed that. Now when a tab is selected, it’s just underlined as you can see here with the Home tab.

The other tab options that are available by default are File, Home, Insert, Draw, Design, Layout, References, Mailings, Review, View, and Help.

Each tab you select will show you different options or tasks. As you can see above, the Home tab allows you to Redo/Undo, Paste/Copy/Cut/Format Sweep, apply Font settings, apply Paragraph settings, and more. (We’ll cover most of the Home tab in this book.)

Click

If I tell you to click on something, that means to move your cursor over to that location and then either right-click or left-click. If I don’t say which to do, left-click.

Left-Click / Right-Click

If you look at a standard mouse, it’s divided into two sides. Press down on the left side and that’s a left-click. Press down on the right side and that’s a right-click. You can also left- and right-click using your laptop’s trackpad, but it won’t always be obvious where to click. Usually it will be in the bottom of the trackpad. Pushing on the bottom left will left-click. Pushing on the bottom right will right-click.

A left-click is generally for selecting something. A right-click is generally for opening a dropdown menu.

Left-Click and Drag

If I ever tell you to left-click and drag, that means to left-click and then hold that left-click as you move your cursor. This is one way, for example, to select a range of text. You left-click at one end of the text and then hold that left-click as you move your mouse until all of the text you want is selected. It can also be a way to move an object.

Select or Highlight

There will be times when I tell you to select a range of text. Like here where I’ve selected the words sample text:

When text is selected it will be highlighted or shaded a different color. In my Office theme, it is shaded a light gray.

As I noted above, one way to select text is to left-click and drag. You can left-click at either end of the range of text you want to select and then hold that left-click and drag your mouse until all of it is highlighted in gray.

Another option is to click at one end of the text, hold down the Shift key and use the arrow keys to select your text. The right and left arrows will move one character space at a time. The up and down arrows will move one row of text at a time.

If you need to select text that is not touching, you can do so using the Ctrl key. Select your first range of text, then hold down Ctrl while you left-click and drag to select your next range of text. (Using the arrow keys does not work. It will remove the first text selection.)

To select all of the text in a document you can use Ctrl + A.

Dropdown Menu

A dropdown menu is a list of choices. There are many dropdown menus in Word. One of the main ones is in the main workspace. Right-click on your document and you should see a dropdown menu that looks like this:

You can then select any of those choices from that dropdown to perform that task. Some dropdowns, like Synonyms, have a secondary dropdown menu. Hold your mouse over that arrow to the right of the option and you’ll see another dropdown menu:

Many of the options in the tabs at the top of the workspace also have dropdown menus. They are indicated by an arrow either to the right of the option or below it. Here, for example, is the Font Color dropdown menu that you can see because I clicked on the arrow next to the red capital A.

There is also a dropdown arrow under the Paste option on the left-hand side, as well as the underline, change case, text effects, bullets, numbering, and multi-level lists dropdowns that are visible in that screenshot.

(Don’t worry if you don’t know which is which, we’ll cover most of them later.)

Expansion Arrow

The tasks under each tab are divided into different sections. So above you can see the Undo, Clipboard, Font, and Paragraph sections of the Home tab.

In the bottom right corner of most of those sections you will see an arrow. That’s what I refer to as an expansion arrow. Click on that to see more options. Often it will open a dialogue box. (Which we’ll define next.)

Here you can see that I clicked on the expansion arrow for the Font section and it opened the Font dialogue box.

Clicking on an expansion arrow is often the way to see the largest number of options, although I find I rarely need to do that.

Dialogue Box

Here is the full Font dialogue box that opened above:

A dialogue box is a pop-up box that will open on top of your workspace and will usually include the largest number of choices for that particular setting or task. For example, here you can see that for Effects there are choices for strikethrough and double strikethrough. In the Home tab we only had the choice for strikethrough.

So if there’s ever anything you want to do that you think should be possible, try opening a dialogue box to see if that option is listed.

To close a dialogue box, click on OK after you’ve made your selection or click on the X in the top right corner.

If you have more than one Word document open, you may need to close any open dialogue box before you can move between documents.

Scroll Bar

Once you have more text in your document than will fit on the screen, you will see scroll bars appear. In Word they usually are on the right-hand side. If you have your workspace zoomed to a level that won’t show all of the text across a line, then you’ll also see a scroll bar along the bottom. Like you can see here where the arrows point to the scroll bars, one on the top right, one along the bottom:

Note that the scroll bars are different sizes. The more text that isn’t visible, the smaller the scroll bar will be.

Scroll bars may on occasion not be visible, but if you move your mouse over your document or over the edges where they should be located, they will reappear.

You can move through the document using the scrollbars in a number of ways. Left-click and drag the bar itself to flow through the document. Click in the lighter gray area at either end of the scroll bar to move one screen’s worth of space. Left-click once on the arrows at the ends of the scroll bars to move about a line’s worth of space. Or left-click and hold on those arrows to scroll through by about one line’s worth of space at a time.

Scroll bars also appear for long lists of options where not all options fit on the screen. For example, the Font dropdown menu has a scroll bar on the right-hand side.

Task Pane

I believe by default you should have at least one task pane visible in your workspace for a new Word document. I do and I don’t think I changed that setting. If so, it will be the Navigation task pane and be visible on the left-hand side of your workspace. Like so:

Task panes are a bit like dialogue boxes because they give you more options, but usually they will appear as part of your workspace, not on top of it like dialogue boxes do. Dialogue boxes are the old-school way of giving you more options. Task panes are the newer way of doing so. Which means for what we’re doing in this book most of what you’ll see are dialogue boxes.

You can open another task pane by going to the Help tab and clicking on Help, which will open the Help task pane on the right-hand side of your workspace.

To close a task pane, click on the X in the top right corner of the pane. That arrow next to the X also allows you to move or resize the pane.

If you close a task pane and later need it, clicking on that task or using a Control shortcut for the related task will reopen it. To reopen the Navigation task pane, for example, you can use Ctrl + F, which is the control shortcut for Find.

Control Shortcuts

There are various shortcuts that you can use to perform common tasks in Word, such as Ctrl + C to copy. When I refer to those tasks, I will write them like I just did this one with the name of the keys that need to be used to execute the shortcut, separated by a plus sign. So Ctrl + C means hold down both the Ctrl key and the C key at the same time.

Even though I will write them using a capital letter, they do not require you to use a capital letter. Just hold down the letter indicated and you’ll be fine. So Ctrl and the c key at the same time will copy your selection.

ABSOLUTE BASICS

Now that we’ve established a common set of terms to use and you know how to make your screen look like mine, it’s time to cover the absolute basics of opening, saving, closing, deleting, and renaming a Word file.

Open Word

If you’re new to using Microsoft Word, then the first thing you need to learn is how to open it. The simplest way to open Word is to double-click on an existing Word file. That will not only open that file, but also open Word.

But if you don’t have a file to open or don’t want to open Word that way, then you have a few choices. The first is to go to your Start menu, which in Windows is usually located at the bottom of the screen. I always set mine so that it’s in the left corner, but I believe the current Windows default puts it towards the center instead.

In Windows 11, left-click on the Windows icon and then find the Word icon in your pinned apps list or recently-used list. Here I’ve clicked on the Windows icon and then you can see that I have Word as one of my pinned programs:

If you can’t see it there, then you can either type Word into the search bar at the top of the dropdown menu or you can click on All Apps and find it in the alphabetical listing of all of your applications.

I personally prefer to add the Word icon to my taskbar at the bottom of my screen so that I don’t have to find it every time. Once it’s there I can just left-click on the icon once to open Word.

You can see the Word icon in the taskbar in the screenshot above. It’s the fourth one from the right at the very bottom of the screen, next to the ones for Excel, PowerPoint, and Access.

To put an icon in your taskbar, right-click on the application in the Start menu and choose Pin To Taskbar from the dropdown menu.

Once an icon has been added to your taskbar, you can left-click the icon and drag it to place it in the order you want. For example, I have my internet browsers grouped, then my Office programs, and then my audio/video programs.

New Word File

By default, Word is going to open to a Welcome screen.

Click on Blank Document at the top to open a brand-new Word document. You can see in that same row that there are also a number of templates available to you. For this book, we’re not going to use them. I think in the last ten years I’ve only used a Word template once.

For most basic writing tasks, you don’t need them. But if you want to, feel free to explore them. You can see what each one will look like in the thumbnail and there is a More Templates option to click on at the end of that list.

You can also click on New on the left-hand side to start a new document but that will just take you to another screen that has Blank Document at the top and then a number of templates listed below that. So it’s not necessary to do and doesn’t give you any special options that you don’t already have on the Welcome screen.

If you are already in a Word document and want to open an additional new Word document, you can use Ctrl + N to do so. Your other option is to go to the File menu up top which will take you back to the Welcome screen, and then click on Blank Document from there.

Open Existing Word File

To open an existing Word file, one option is to go to the file wherever you have it saved and double-click on it.

If it’s a file I haven’t used recently, this is generally the option I choose because I find it easier (or maybe more consistent) to navigate to my files outside of Word rather than through Word.

Your other option is to open Word first and then find the file you want to open through Word. This is the option I choose for files I’ve used recently.

On the Welcome screen there will be a listing of your Recent files as well as a tab you can click on to locate any files you’ve Pinned. (As you can see in the screenshot above.) If you see the file you want, just left-click on it.

The Open screen, which you can access by clicking on Open on the left-hand side or by using Ctrl + O has more options, so I want to walk through that one in detail. Here it is:

On the right-hand side is a listing of recently-used Word documents. You can see here that there are seven files listed for me right now in chronological order from most-recently-used to oldest. If you want to open one of those files, simply click on the name and the file will open.

If you have any files that you always want to have available to you, you can Pin those files and then they will be available in that Pinned section up top. (I’ll show you how to do that in a moment.)

The default is a listing of your documents, but you can also click on Folders under the Search bar to see a list of folders that contain recently-opened documents:

This is useful for when the file you want isn’t listed, but it’s located in a folder that you use often. For example, my 2022 folder has all folders and documents I worked on related to my writing in 2022.

Click on the folder name and that will show you any files in that folder as well as any sub-folders. You can keep navigating to the file you want by clicking through those sub-folders.

So, for example, here I clicked on 2022 in that original listing, and then the AML Compliance folder, and now I have four files I can choose from even though they weren’t files I’d used recently:

You can see the file path at the top and the list of files in the main space.

Another option if neither of those work is to navigate using the locations listed between the left-hand menu and the files/folders listing.

Right now I have the option to click on This PC, Browse, or OneDrive. (I personally