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.

Preface

Who this book is for

What this book covers

To get the most out of this book

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Conventions used

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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

Free Chapter

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

Managing security and privacy

Personalizing and tagging content to achieve more

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

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

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

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

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

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

Chapter 9: Working Together with Microsoft Teams

Chapter 9: Working Together with Microsoft Teams

Technical requirements

Sending emails directly to a channel

Syncing files to desktop

Sending and formatting messages

Pinning a group chat

Recording meetings and sharing them with colleagues

Saving messages to read later

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

Adding and editing tasks

Using conversations

Grouping and filtering

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

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

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

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

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

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Appendix

Productivity and collaboration

Exploring the evolution of Microsoft 365

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Collaboration and blocking downloading

To collaborate on a document, spreadsheet, or presentation, a file should be stored on Microsoft OneDrive or Microsoft SharePoint. Once you open a file that is stored on your computer and in the cloud, synchronized using OneDrive or SharePoint, you will see AutoSave switched to On at the top-left corner, as shown in Figure 15.7:

Figure 15.7 – AutoSave is enabled by default when the file is in the cloud

The next step is to share the file with people you want to collaborate with. Click on File and then Share, as shown in Figure 15.8:

Figure 15.8 – Sharing a document to collaborate

A new window will open, as shown in Figure 15.9. You can invite multiple people to collaborate on a single document. You just need to type their name or email address. The next step is to edit the link settings. You can add an expiration date, block downloading, allow or block editing, and more:

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