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Your Guide To:Microsoft Office 365 (Web
Based)Towne Properties | Training & Development
Updated 11/2019
ContentsSearch Bar...................................................................................................................................................1
Recommended............................................................................................................................................2
Email............................................................................................................................................................4
Sharing Documents Externally.....................................................................................................................6
Saving/Editing Documents...........................................................................................................................6
Word Home.................................................................................................................................................7
Document Editing Functions........................................................................................................................7
Excel ...........................................................................................................................................................13
Excel Home................................................................................................................................................13
Spreadsheet Editing Functions..................................................................................................................13
OneDrive……………………………………………………………………………………………………………………………………………….19
Home ScreenThe Office 365 home screen provides quick access to apps, documents, groups, and more. Let’s learn how to utilize some of the functions offered here to make navigations easier.
Search Bar
You can use your search bar to quickly find things like documents (on your SharePoint or any OneDrive you are a member of), apps, and people. Simply select a document to open it for quick printing or editing. Select a person to quickly email them or look up contact info.
To the right of the search bar you will also find quick links to Notifications, Settings, Help, and your Account Manager.
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Recommended
Several functions exist in this section including quick links to documents and the ability to upload documents to Office 365.
Directly under the recommended heading you will see quick links to documents that you have recently edited and documents that have recently been shared with you or emailed to you.
Further down the page you can view and access documents that you have recently opened. The view is arranged in descending order by modification date.
Hovering over a document in this section will highlight it and give you the option to share this document or add it to your “pinned” documents.
Sharing (Internal):
Sharing a document will bring up a box where you can enter the email address of the recipient you would like to share your document with. After adding an optional message, press send and a link to your document will be shared. If desired, you can specify if the recipient will have access to edit your document or just view it from the options at the top of the box.Please Note: This will only work when sharing a document with someone inside our organization. Please see pg. 6 to share externally
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Pinned:
Selecting “Add to pinned” will permanently add a document to your “Pinned” tab. This can be used to pin documents from your OneDrive or SharePoint that you frequently use or edit, allowing you access to them without having to search through your files each time. Documents can be unpinned to no longer appear on this tab at any time by hovering over them and selecting “Remove from pinned”.
Additionally, the “Shared with me” tab will show you a list of all documents that someone has shared with you in descending order. From the “Discover” tab you can browse public files created by other users.
Upload and open:
Selecting “Upload and open” will allow you to browse your PC or external storage device for a document. Once a document is selected, it will automatically save to your OneDrive and open in the application that supports that document type for quick editing or printing.
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Outlook Microsoft Outlook is the program Towne Properties uses to send and receive emails. While email is the primary function of Outlook, it can also be used to manage your personal calendar, shared calendars, reminders, and to-do lists.
To compose a new email, select the “New Message” icon located on the top left corner of your Outlook page. Once selected, a new email message field will appear. In the “To” & “CC” include your desired recipients.
Templates:
You can save templates of commonly sent emails using the “My Templates” function. This is found by creating a new message, selecting the (more options) button, then selecting “My Templates”.
To add a template on this screen, scroll to the bottom and press the button. Paste your template in and save.
To add a saved template to the body of your email, hover over your saved template and click.
Templates can be edited or deleted as well by hovering over then and selecting the “Delete Template” or “Edit Template” buttons that will appear to the right of the template title.
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Email Signature:
Having consistent email signatures is an important part of Towne Properties’ brand image and it is important that each associate has their email signature set up to auto populate and formatted correctly according to brand standards.
To edit your signature in Outlook, select the (Settings) icon, then select the link. From here select “Compose and reply”. Input your signature following the appropriate format below and select both check boxes to automatically place your signature in the body of your emails.
Onsite Signature Format Monastery/District Office FormatAmy QuinnLeasing ProfessionalWright's Point ApartmentsLive Life Better! (Rosenberg Properties Only)p 859-341-8558 [email protected] Great Place to Live by Towne Properties (Owned Properties)Professionally Managed by Towne Properties (Managed Properties)
Randy Johnson, CAM ®| Training Specialist Ip 513.250.6380Towne Properties| 1055 St. Paul Place | Cincinnati, OH [email protected]|TowneProperties.com
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Sharing Documents Externally
To share a document with someone that is outside of our organization, first open a new email message. From there select “Attach” at the top of the screen.
If the document is saved on your PC, select “Browse this computer”. From here you can select the desired document(s) and press “Open”. A copy of the document will automatically download and attach to your email.
If the document is saved on your OneDrive or SharePoint, select “Browse cloud locations”. From here, your personal OneDrive files can be navigated. If you wish to share a document saved on a SharePoint, select the icon and navigate to your desired document(s). Select your desired document(s) then “Next”. A copy of the documents will automatically download and attach to your email.
Saving/Editing Documents
Saving:
If a document is sent to you via email you can easily download it by hovering over the attachment and selecting either the quick download link or the download link from the drop down. The document will be automatically saved to your PC under the “My Downloads” file.
Please Note: If a document is received via email that is not already saved on your OneDrive or SharePoint, the option to will be available. Once a document is saved here, it can be found on your OneDrive in the “Attachments” file.
Editing:
To edit a document and reply, click the attachment, from here click the button. The program you can edit this document in will open and allow you to make edits. Once your edits are complete and you have added a message (optional), click the (Send) button to send the edited document back.
Please Note: The easiest way to share a document amongst a group of co-workers is by saving it to a SharePoint everyone has access to.
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Word
Word Home
Once you select the Word app, your Word home screen will open. To start a new document, simply click the “New blank document” link. Many templates are also available to help you create things like Flyers or Business Letters. Some templates will appear at the top of your home screen and more can be accessed by clicking the link.
The “Pinned” and “Upload and open” covered in the Home Screen section (pg. 3) can be utilized from here as well for Word documents.
Please Note: All new documents you create will automatically save to your OneDrive and can be accessed there.
Document Editing Functions
The following list includes several document editing functions in Word and will explain if the function is supported within the program and if so, how to use it.
Alignment guides and live layout
Rulers and gridlines are not available in Word for the web.
Autosave
Word for the web automatically saves your document when you make changes.
AutoText
AutoText isn't available in the web app
Bullets and numbering
With Word for the web, you can apply a choice of three bullet styles or five numbering styles. Click the Increase Indent and Decrease Indent buttons to change the list level for existing bulleted and numbered lists in the document, as well as those created in the Word desktop app.
Captions
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Not available in Word for the web.
Clipboard
Editing in browser
In Editing view you can cut, copy, and paste text and pictures within the document by selecting text or a picture just as you do in the Word desktop application. Press CTRL+C to copy, CTRL+X to cut, or CTRL+V to paste the text or picture (Windows); or press ⌘+C, ⌘+X, or ⌘+V (Mac).
Pasting from outside Word for the web
When you paste text from outside Word for the web, the text is inserted into the document as plain text. In other words, characteristics of the text, such as bold, italics, or a particular size or color, are not preserved and you must reapply them in Word for the web.
Pictures you copy from the web can be pasted in the document, but Word for the web doesn’t support pasting pictures that are copied from other documents or programs. If there’s a picture in another document or program that you want to use in Word for the web, save the picture on your computer, then go to Insert > Picture in Word for the web.
Tables and lists
When you paste text that is formatted outside Word for the web as rows and columns or as sub-items in a list, the table or hierarchical structure does not appear in the pasted text. The best practice is to paste such items one cell or level at a time. Or, when pasting a list, remove the number formatting and then reapply it in Word for the web, using the Numbering and Increase Indent buttons (Home tab) to achieve the desired result.
Hyperlinks
Hyperlinks are pasted as static text. To reconstruct the link do the following after pasting it:
1. Select the text.2. On the Insert tab, click Link.3. In the Address box, type the web address (URL) of the link.4. Leave text in the Display text box as it is, and then click Insert.
Font formatting
With Word for the web, you can apply font, font size, and several font formatting attributes—including bold, italic, underline, and superscript. Highlight text, change font color, and clear formatting for selected text. Document theme formatting is available to format text in Word for the web. Find the active theme fonts at the top of the Fonts gallery and theme colors in the Font Color gallery.
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Add footnotes and endnotes
Use footnotes and endnotes to explain, comment on, or provide references to something in a document. Usually, footnotes appear at the bottom of the page, while endnotes come at the end of the document or section.
If you’re in Reading View, switch to Editing View by clicking Edit Document > Edit in Word for the web.
Add a footnote1. Click where you want to add the footnote.2. Click Insert > Insert Footnote.
Word inserts a reference mark in the text and adds the footnote mark at the bottom of the page.
1. Type the footnote text.
Add an endnote
Click where you want to add the endnote.
Click Insert > Insert Endnote.
Word inserts a reference mark in the text and adds the endnote mark at the end of the document.
2. Type the endnote text.
Customize your footnotes and endnotes
To customize a footnote or endnote:
Click the reference number or mark in the body of the text or click Insert > Show Footnotes (for endnotes, click Insert > Show Endnotes).
In the footnote/endnote view, click Format Footnotes or Format Endnotes to display the Format Options dialog, where you can change setting like which page your footnotes display on.
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Hyperlinks in Word Online
Hyperlinks in your document work exactly the same whether you’re reading your document in Word or in Word for the web. Click the link to go to a web address or another place in the same document, or to send email.
In Word for the web, you can insert and edit hyperlinks that go to web addresses or email addresses, but you can’t create hyperlinks that go to another place in the same document (bookmarks or cross-references). If you need to do that, click Open in Word.
To create a hyperlink, click Insert > Link.
In the Display text box, type the text that people will click on. To link to a web address, type or paste the address in the Address box.
Tip: If you don’t need display text that’s friendlier to read than the web address, just type the web address. When you press the spacebar or the Enter key, Word for the web automatically makes the address into a hyperlink.
To link to an email address, type mailto: followed by the person’s email address, in the Address box.
When someone clicks the link, their email program will start a message, using the address in your link.
Tip: To edit a link that’s already in your document, click anywhere in the link, and then click Insert > Link. If you’re using a mouse, right-click the link and then click Edit Hyperlink. (on a touch device, tap and hold the link to get the context commands.
Index
An index lists the terms and topics that are discussed in a document, along with the pages that they appear on. To create an index, you mark the index entries by providing the name of the main entry and the cross-reference in your document, and then you build the index.
Insert online pictures
With Word for the web, you can insert a picture from a file saved on your local hard drive or from Bing Images.
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Mail merge
Not available in Word for the web. Advanced data integration features, such as mail merge using an Excel spreadsheet, is only available in the Word desktop app.
Page breaks
Insert page breaks by navigating to Insert then select the icon.
Page layout tools
With Word for the web, you can adjust margins, size of paper, and whether the page is laid out vertically or horizontally in your documents. Word for the web does not display rulers and gridlines.
Printing
Print your document
Click File >Print > Print.
Notes:
If you're in Reading view, click Print near the top of your screen.
Word for the web generates a PDF copy of your document.
Click here to view the PDF of your document to open the PDF preview of your document.
Tip: If your default PDF viewer is Word, cancel the Word for the web print job, open the document in Word (Edit Document > Edit in Word) and print it from Word (File > Print).
Print your document:
On Windows 7, choose a printer and change or keep any other settings you want, and then click Print.
On Windows 8, in the Reader app, swipe up from the bottom of the screen (or right-click anywhere) and select Print. On the Print page, choose a printer, choose the settings you want, and then click Print.
On Windows 10, in the Reader app, swipe up from the bottom of the screen (or left-click anywhere) and select Print. On the Print page, choose a printer, choose the settings you want, and then click Print.
Proofing tools
Word for the web automatically checks spelling as you type and applies a wavy red underline to misspelled text. Common AutoCorrect actions are included, such as correcting routine misspellings or converting characters to symbols. Additionally, you can set the proofing language or turn off the spelling checker for selected text.
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Save as PDF
You can use Word for the web to save or convert your files to PDFs so that you can share them or print them using commercial printers. And you won't need any other software or add-ins.
Table creation
With Word for the web, you can insert a table, edit table text, and easily edit basic table structure, such as adding or deleting rows and columns. More advanced table features, such as custom table styles, cell size, text direction, and sort order, are only available in the Word desktop app.
SmartArt
With Word for the web, existing documents with SmartArt display properly in View mode. In Edit mode, they appear as placeholders that you can delete but not edit. They can't be moved or resized in Word for the web. Advanced art features, such as inserting shapes, charts, text boxes, SmartArt, or WordArt, are only available in the Word desktop app.
Table of contents
Not available in Word for the web. You can view an existing table of contents, but you can't create one using Word for the web.
Insert or delete a comment
Select the text or graphics you want to comment on.
Select Review > New Comment.
Type your comment, and select Post.
Bubbles in the margin indicate where someone has left a comment.
Insert a watermark
In Word for the web, you can see watermarks that are already in a document, but you can’t change them or insert new ones.
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ExcelExcel Home
Once you select the Excel app, your Excel home screen will open. To start a new document, simply click the “New blank workbook” link. Many templates are also available to help you create things like Calendars and Invoices. Some templates will appear at the top of your home screen and more can be accessed by clicking the link.
The “Pinned” and “Upload and open” covered in the Home Screen section (pg. 3) can be utilized from here as well for Excel documents.
Please Note: All new documents you create will automatically save to your OneDrive and can be accessed there.
Spreadsheet Editing Functions
The following list includes several document editing functions in Word and will explain if the function is supported within the program and if so, how to use it.
Add a background color to a sheet tab
Adding a background fill color to the sheet tabs at the bottom of your workbook can help make them more visible. If you're looking for a way to make other formatting changes to text on a sheet tab like maybe changing the font style, size or font color, you can't do it in Excel.
To change the color of a sheet tab, right-click the tab, point to Tab Color and pick a color that you want.
Tip: Click away from the formatted tab to see the new tab color.
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Add hyperlinks
Link to web pages or open files on the web by adding a hyperlink in a cell. You can type the web address directly in the cell or use the Insert Hyperlink command.
Alignment
Use the Alignment buttons on the Home tab to change the alignment of text.
AutoSum
Total a column or row of numbers by selecting the cells you want to sum and then double-click AutoSum. The result appears in the next blank cell.
Create and format tables
To add a blank table, select the cells you want included in the table and click Insert > Table.
To format existing data as a table by using the default table style, do this:
1. Select the cells containing the data.2. Click Home > Table > Format as Table.
If you don’t check the My table has headers box, Excel for the web adds headers with default names like Column1 and Column2 above the data. To rename a default header, double-click it and type a new name.
Check spelling
To check spelling for any text on your worksheet, select Review > Proofing > Spelling.
Convert an Excel table to a range of data
After you create an Excel table, you may only want the table style without the table functionality. To stop working with your data in a table without losing any table style formatting that you applied, you can convert the table to a regular range of data on the worksheet.
Right-click the table, then in the shortcut menu, click Table > Convert to Range.
Copy and paste
You can cut, copy, and paste text, numbers, equations, shapes, charts, and images. If you have data in columns that you need to rotate to rearrange it in rows, use the Transpose feature on the Paste menu.
Create external data connections
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You can use Excel for the web to view data connections, but you can't create external data connections using Excel for the web.
Drag and drop cells
You can move cell value in Excel for the web by dragging and dropping cells from one place to another.
Draw cell borders
Add a border, border color, or border line style1. Select the cell or range of cells that you want to add a border around, change the border style
on, or remove a border from.2. Click Home > the Borders arrow, and then pick the border option you want.
Add a border color - Click the Borders arrow > Border Color, and then pick a color
Add a border line style - Click the Borders arrow > Border Style, and then pick a line style option.
Tips
The Borders button shows the most recently used border style. To apply that style, click the Borders button (not the arrow).
If you apply a border to a selected cell, the border is also applied to adjacent cells that share a bordered cell boundary. For example, if you apply a box border to enclose the range B1:C5, the cells D1:D5 will acquire a left border.
If you apply two different types of borders to a shared cell boundary, the most recently applied border is displayed.
A selected range of cells is formatted as a single block of cells. If you apply a right border to the range of cells B1:C5, the border is displayed only on the right edge of the cells C1:C5.
If you want to print the same border on cells that are separated by a page break, but the border appears on only one page, you can apply an inside border. This way, you can print a border at the bottom of the last row of one page and use the same border at the top of the first row on the next page. Do the following:1. Select the rows on both sides of the page break.2. Click the arrow next to Borders, and then click the Inside Horizontal Border
Remove a border
To remove a border, select the cells with the border and click the Borders arrow > No Border.
Formula bar
See the formulas behind a cell's results in the formula bar. You can add, change, and delete parts of your formula in the browser just like you would in the Excel desktop app. Excel for the web highlights the formula's arguments with colors that provide a visual mapping between the formula and the data on the worksheet.
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Freeze rows or columns
Freeze the first column
Select View > Freeze Panes > Freeze First Column.
The faint line that appears between Column A and B shows that the first column is frozen.
Freeze the first two columns
Select the third column.
Select View > Freeze Panes > Freeze Panes.
Freeze columns and rows
Select the cell below the rows and to the right of the columns you want to keep visible when you scroll.
Select View > Freeze Panes > Freeze Panes.
Unfreeze rows or columns
On the View tab > Window > Unfreeze Panes.
Merge cells
Use Merge & Center on the Home tab to combine and center the contents of the selected cells in one larger cell. You can change the alignment by selecting the Alignment buttons.
Number formatting
Change the format of numbers. Pick a format such as Currency or Short Date from a list of formats, change the decimal places, or insert a thousands separator.
Printing
You can print entire or partial worksheets and workbooks, one at a time, or several at once. And if the data that you want to print is in a Microsoft Excel table, you can print just the Excel table.
You can also print a workbook to a file instead of to a printer. This is useful when you need to print the workbook on a different type of printer from the one that you originally used to print it.
Print a worksheet
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For best results with printing your worksheet, use the Print command in Excel for the web, not your browser’s Print command. You can print the entire worksheet or just the cells you want.
If you want to print a range of cells, select them. To print the entire worksheet, don’t select anything.
Click File > Print > Print.
If you selected a range of cells, but decide to print the entire worksheet, switch to Entire Workbook before you hit Print.
Change a selected print area
In Excel for the web, you can either specify an area you want to print or print an entire worksheet. If you select a print area, but decide to change the specified area, here’s how you can preview your changes:
On the worksheet, click and drag to select the cells you want to print.
Click File > Print > Print.
To print only the selected area, in Print Options, click Current Selection.
If the print preview shows what you want printed, click Print.
To change the print selection, close print preview by clicking on the X, and repeat the previous steps.
To print the entire worksheet, click File > Print > Print. Make sure Entire Sheet is checked, and click Print.
Rename and add sheets
Select the New Sheet icon to add a sheet. Right-click any sheet tab to rename it.
Rename file while workbook is open
In Excel for the web, you can rename a workbook file without closing it by selecting the filename in the header and typing in a new name. To rename a file using Excel desktop app, close the file, navigate to its location on your device, and rename the file.
Replace
Not available in Excel for the web.
Save or Download a copy
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Want your own copy of the workbook? Use the Save As command on the File tab, or right-click the workbook's name in its folder and use the Download command to send a copy to your computer.
Sort data in a table
If your data is formatted as an Excel table, then you can quickly sort and filter it with the filter buttons in the header row.
If your data isn't already in a table, then format it as a table. This will automatically add a filter button at the top of each table column.
Click the filter button at the top of the column you want to sort on, and pick the sort order you want.
To undo a sort, use the Undo button on the Home tab.
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OneDriveOneDrive is your personal document portal. You can easily store, share, and manage your documents in one place. OneDrive uses cloud-based storage to keep your documents on a secure server that is accessible from anywhere.
From your OneDrive you can search for a document saved on your personal drive or on a SharePoint that you are a member of by typing the document name into the “Search everything” field located at the top left.
Selecting the icon will open a dropdown from which you can creat a new folder within your OneDrive or document of any type supported in Microsoft Office 365.
Selecting the icon will open a dropdown from which you can upload either an indivual file or entire folder of files from your PC or external drive. You can also upload files from your PC to your OneDrive using Drag and Drop.
Hovering over a document stored in your OneDrive will allow you to open a dropdown from which you can perform a large variety of functions including downloading, deleting, copying, or moving the document.
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