Book Image

Microsoft 365 Fundamentals Guide

By : Gustavo Moraes, Douglas Romao
Book Image

Microsoft 365 Fundamentals Guide

By: Gustavo Moraes, Douglas Romao

Overview of this book

With its extensive set of tools and features for improving productivity and collaboration, Microsoft 365 is being widely adopted by organizations worldwide. This book will help not only developers but also business people and those working with information to discover tips and tricks for making the most of the apps in the Microsoft 365 suite. The Microsoft 365 Fundamentals Guide is a compendium of best practices and tips to leverage M365 apps for effective collaboration and productivity. You'll find all that you need to work efficiently with the apps in the Microsoft 365 family in this complete, quick-start guide that takes you through the Microsoft 365 apps that you can use for your everyday activities. You'll learn how to boost your personal productivity with Microsoft Delve, MyAnalytics, Outlook, and OneNote. To enhance your communication and collaboration with teams, this book shows you how to make the best use of Microsoft OneDrive, Whiteboard, SharePoint, and Microsoft Teams. You'll also be able to be on top of your tasks and your team's activities, automating routines, forms, and apps with Microsoft Planner, To-Do, Power Automate, Power Apps, and Microsoft Forms. By the end of this book, you'll have understood the purpose of each Microsoft 365 app, when and how to use it, and learned tips and tricks to achieve more with M365.

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Table of Contents (18 chapters)
Preface
Preface
Who this book is for
What this book covers
To get the most out of this book
Download the color images
Conventions used
Get in touch
Share Your Thoughts
1
Chapter 1: Licensing Microsoft 365
Chapter 1: Licensing Microsoft 365
What plan suits you best
Microsoft 365 Personal
Office Home & Business 2019
Microsoft 365 Enterprise
Additional subscriptions
Summary
Free Chapter
2
Chapter 2: Organizing and Finding Information with Microsoft Delve
Chapter 2: Organizing and Finding Information with Microsoft Delve
A showcase with key information for your collaboration
The profile page
Content cards
Managing security and privacy
Personalizing and tagging content to achieve more
The mobile app
Summary
3
Chapter 3: Workplace and Personal Productivity with Microsoft MyAnalytics
Chapter 3: Workplace and Personal Productivity with Microsoft MyAnalytics
Workplace and personal productivity
What is MyAnalytics?
Focus – getting work done
Wellbeing – disconnecting and recharging
Network – sharing information
Collaboration – working with others
Leadership – developing your team
Summary
4
Chapter 4: Staying on Top of Emails and Calendars with Microsoft Outlook
Chapter 4: Staying on Top of Emails and Calendars with Microsoft Outlook
Why use keyboard shortcuts?
Sharing your calendars
Getting help from the Scheduling Assistant
Using the Focused inbox
Mentioning someone in an email
Sending an email later
Setting up and using Outlook mobile
Listening to your emails on the go
Summary
5
Chapter 5: Taking and Sharing Notes with Microsoft OneNote
Chapter 5: Taking and Sharing Notes with Microsoft OneNote
OneNote structure
Copying text from a picture
Making and sharing lists
Embedding content, including audio
Printing to OneNote
Emailing a OneNote page
Password-protected sections
Summary
6
Chapter 6: Working from Anywhere with Microsoft OneDrive
Chapter 6: Working from Anywhere with Microsoft OneDrive
Setting up local folders and syncing
Freeing up space and storing files on demand
File sharing settings
Creating shared folders
Adding an expiry time and passwords for links
Using the mobile app
Using OneDrive's built-in Office Lens
Summary
7
Chapter 7: Collaboration and Ideation with Microsoft Whiteboard
Chapter 7: Collaboration and Ideation with Microsoft Whiteboard
Using templates
Grouping objects
Using reactions to target and prioritize
Working with a whiteboard in Microsoft Teams
Summary
8
Chapter 8: Microsoft SharePoint Online (SPO)
Chapter 8: Microsoft SharePoint Online (SPO)
Technical requirements
Using view list formatting
Using field list formatting
Using standard web parts
Ensuring that documents are organized
Using tags for files
SharePoint alerts
Creating lists from Excel sheets
Using calculated fields
Summary
9
Chapter 9: Working Together with Microsoft Teams
Chapter 9: Working Together with Microsoft Teams
Technical requirements
Sending emails directly to a channel
Using tags
Syncing files to desktop
Sending and formatting messages
Pinning a group chat
Recording meetings and sharing them with colleagues
Saving messages to read later
Summary
10
Chapter 10: Managing Projects and Tasks with Microsoft Planner and To-Do
Chapter 10: Managing Projects and Tasks with Microsoft Planner and To-Do
Understanding Agile methodologies
Creating and customizing boards
Managing files
Adding and editing tasks
Using conversations
Grouping and filtering
Copying a plan
Summary
11
Chapter 11: Doing More with Microsoft Power Automate
Chapter 11: Doing More with Microsoft Power Automate
Creating a flow
Using the correct place for your flows
The joker action
Using variables to store and change data
Segregating your flow paths and bypassing actions
Using actions to organize your flows
Copying and sending actions to others
Viewing all your execution logs and organizing them
The secret of trigger conditions
Summary
12
Chapter 12: Power Apps
Chapter 12: Power Apps
Technical requirements
Using variables to store data
Creating custom themes
Using standard templates
Creating reusable components
Defining naming standards
Adding comments
Using the enhanced formula bar
Avoiding connecting directly to data sources
Summary
13
Chapter 13: Getting Information with Microsoft Forms
Chapter 13: Getting Information with Microsoft Forms
The front door for external users
Using sections and segregation in your forms
Field validations and form themes
Saving all responses in Microsoft Excel
Multiple ways to get your responses
Collecting attachments for internal users
Managing your forms
Summary
14
Chapter 14: Visualizing Data with Microsoft Power BI
Chapter 14: Visualizing Data with Microsoft Power BI
From a form to a Power BI dashboard
Theming your dashboard like a professional
Using a dashboard on your Teams channel or site
Summary
15
Chapter 15: QuickStart Excel, Word, and PowerPoint
Chapter 15: QuickStart Excel, Word, and PowerPoint
An introduction to Microsoft 365 apps
Adding and managing comments
Collaboration and blocking downloading
PowerPoint – shortcuts
PowerPoint – Presenter Coach
PowerPoint – Design Ideas
Excel – conditional formatting
Excel – using Flash Fill
Word – setting a proofing language
Word – embedding a Word document
Summary
16
Other Books You May Enjoy
Other Books You May Enjoy
Packt is searching for authors like you
Appendix
Appendix
Productivity and collaboration
Exploring the evolution of Microsoft 365
Next steps
Summary
Why subscribe?

Using variables to store and change data

Reusing stored information is one of the best development practices and this applies to flows in Power Automate as well. This is the concept of variables in programming. The computer allocates some memory space to a certain value with a particular name, which will return the stored value whenever the name is used. When, in the previous section, we talked about the compose action, I mentioned the programming concept of the constant variable, that is, the value is stored in that name, but it cannot be changed.

When we need to separate a space to store a value and the compose action does not work, we use the set of actions from the Variable group. You can see some of the Actions in the following screenshot:

Figure 11.8 – Variable actions in Power Automate

When initializing a variable, you must define a unique name and type, and if you already have an initial value, you can define it. If the value you want is obtained...

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