Getting familiar with Office Online Replay

In this video, you will learn about getting familiar with Office Online.
The video covers the Office Online suite and its advantages, as well as the potential of Word, Excel, and PowerPoint online.
It also demonstrates how to navigate Office Online, use basic and intermediate features of Word and Excel online, and manage your documents.
This will help you become proficient in using the online version of Microsoft Office and maximize your productivity.

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00:00:17

My name is Thomas and I will be your trainer today.

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Before we begin, we have some instructions to ensure the good quality of the session.

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First of all, turn off call waiting.

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If you take another phone call during this training session

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we will all hear the hold music

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so turn off call waiting and do not take another phone call.

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In case there is noise around you,

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colleagues working, people talking etc.,

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please mute your microphone

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so the audio quality will be the best possible.

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And also keep your screen active at all times.

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If you like your computer go into sleep mode

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you'll be automatically disconnected from the training session

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so it will take some time to reconnect and you will lose information.

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Lastly, if you have any questions during this training session

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do not hesitate to ask them.

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as I said before, my name's Thomas so call me by my name, ask the question and I will answer it.

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It will be better if you do it like that because the training session will be interactive

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and it won't just be me talking for 45 minutes.

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So today, we have 45 minutes to see different things.

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First of all, we'll see the Cloud computing basics:

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How does the cloud work? What does it do?

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Then we will see what happens when we are logged into the Office 365 portal.

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Then, we will see the difference between OneDrive and SharePoint.

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Finally, the Office Online package: Excel, PowerPoint, Word and OneNote.

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The objective today is to discover the Office Online interface.

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Let's begin with the Cloud computing basics.

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We can have a computer, a laptop, a tablet and a smartphone.

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On all of those different devices, we will have access to Office.

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On a laptop and computer, we will have the online Office package.

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On a tablet, we will have the Office web apps.

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And on a smartphone, we will have the Office mobile applications.

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Office 365 will group: Exchange, for professional mailbox,

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SharePoint, for document sharing,

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and the Lync system (Skype and Teams), for HD video and web conferencing.

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What's the use of Cloud computing basics?

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Its Accessibility.

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Wherever I am and whenever I want, I will have access to Office and the applications.

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The compatibility.

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With Office 365, you can open documents that are older than the current version.

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If you have the 2019 version, you can open a 2007 version document.

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Security.

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It's hosted on Microsoft servers and they are very secure.

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The serenity.

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You won't have to stress out for your information or documents because it will be very easy to find them.

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Now that we have seen how Cloud computing basics work,

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let's talk about the portal

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portal.office.com

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that we will access in a few minutes.

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So on, we will find our different applications

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and the online start menu.

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And on it we will find all out apps.

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I will open the online portal on the screen.

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On it, we will have our different applications.

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Outlook, OneDrive, Word, etc.

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All of our apps.

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On the top right, you have "Install Office".

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If you want, you can install the software directly on your computer.

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If you don't want to go on the online version, you can have the desktop version.

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We have the documents.

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Here we have the recommended documents.

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What does it mean? It is the document I have access to

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but they may have been shared with other people or with me

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and they've been edited recently

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so I can open them and see the modifications.

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Then we also have the documents, the shared documents,

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the recently shared documents,

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the pinned documents,

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the documents that are shared with me

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and the documents that I've never seen at that I can discover.

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To pin a document, it is very simple.

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We have "Demo 2019" here,

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I click on the little pin

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and if I go in Pinned, we have "Demo 2019" here.

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At the bottom, we have a OneDrive and a SharePoint folder.

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In OneDrive, we will find the recent folders created or edited.

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In SharePoint, I will find the frequent sites that I've consulted and the sites that I'm following.

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For both of them I can go directly to the app: "Go to OneDrive", "Go to SharePoint".

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On the top left, we have the online start menu.

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In it, I will find some applications.

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If I click on "All apps" in the middle, I will find all of the applications that I have access to with my user profile.

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I have a search bar.

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I'm looking for Sway: "swa" and under it, I have Sway.

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Let's close that.

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On the right, we have "Upload and open" and "New".

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From the Office 365 front page, I can directly create or upload documents:

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Word document, Excel, PowerPoint, OneNote, Forms and Sway.

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With a single click, I can create a new document.

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Now let's click on the little cog on the top right: "Settings".

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In the settings, I will be able to edit themes.

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I have the light blue, but I can use the Office themes, dark blue, rainbow, etc.

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I have a lot of them to edit my front page with the one I like.

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I clicked on "View all" and I have a lot of them.

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Let's keep the default one.

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After it we have "Language and time zone".

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If you're fluent in another language or maybe your Office portal is in the language of your company or you speak another language fluently,

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you can choose another language and time zone here.

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You can customize the settings for your notifications, change your password and update your contact preferences.

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The little bell represents the notifications.

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There is nothing now, but it can be Outlook, OneDrive notifications, etc.

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The question mark is for help.

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I need help and I will try with Sway.

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"Sign in to Sway", "Getting Started with Sway", etc.

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This is the Help menu.

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If I click on my own picture

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I can access my profile and my account.

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In my profile, let's wait for it to load...

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I will be directly on an application called Delve.

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We won't talk much about Delve because it's not the topic of the session

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but you will find are all the information about you and your coworkers

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and you will be able to update your profile.

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You can see "Contact information",

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"About me", "me in a few words", different projects, "Skills and expertise",

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projects I'm working on, "School and education", "Interests and hobbies".

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Let's continue with My account.

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In my account, I will have a lot of different tabs.

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My account, Personal info, Subscriptions, Security & privacy, etc.

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We won't go into all of them, but in the account I have a lot of information, a lot of things that I can change and edit.

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Let's go back to our portal.

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I will click on the online start menu

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and we'll talk about OneDrive and SharePoint.

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Let's go back on it.

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What's the difference between OneDrive and SharePoint?

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First of all, let's look at OneDrive.

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OneDrive is a personal online storage space.

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This means that you can put all of your documents, or the one you want, in OneDrive.

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By doing it, you will be able to find them whenever you want.

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For example, you are at work on your computer

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and you put your important documents on OneDrive.

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You come back on the following morning

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and surprise, your computer had a problem during the night, it's not working anymore, the hard drive is broken.

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So it's not usable, you lost all of your information and documents.

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If you go on OneDrive with other computer, tablet, smartphone, etc.

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you will find all of the documents you put here

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because it's online, it's secure, and so you won't lose your document whatever happens to your devices.

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It's not linked directly to your devices: if it's broken, OneDrive is OK.

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So OneDrive is more personal.

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You put your document in it: it is for you and only you, with some possibilities to share it with coworkers,

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but with very small teams.

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You can, but it's not a good idea, share your documents on OneDrive with hundreds of persons.

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It's better to share it with a few people.

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We also have SharePoint.

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SharePoint is the opposite of OneDrive

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OneDrive: small teams, a bit of sharing, but it's mostly for me.

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SharePoint is to work as a team.

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You will have a SharePoint site

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And in the SharePoint site, you will have documents.

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Those documents will be available for all members of this site.

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It can be 3 persons or several hundreds.

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So OneDrive is more personal and SharePoint is to share with a lot of people.

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OneDrive is only for storage and sharing

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and SharePoint is like a website for your team.

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We will see that in a few seconds.

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Let's click on OneDrive to begin with.

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On OneDrive I have different folders and files.

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Quite simply, I can click on "New", on the top, to add a folder or document.

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I can click on "Upload" to upload files and folders.

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And we have "Sync".

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"Sync" is also called synchronization.

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Synchronization is to link your online OneDrive with your computer

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but don't worry, even if your computer has a problem, your OneDrive won't have a problem even if you are linked/synchronized.

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It means that you can have a folder on your computer which is directly synchronized with OneDrive online.

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You put a document in it, it will appear on OneDrive online.

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You put a document in OneDrive online, it will appear in your folder on your desktop.

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It is the same if you delete or edit documents.

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It will be a link between the online and the desktop.

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Everything you do on one side will affect the other side.

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Quickly, let's click on "New" to create a new folder for example.

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Let's call it "Omega Project".

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We have the Omega project right here.

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I click on it to open it.

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"Files", "New", let's create a simple Word document.

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A new tab is opening.

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In here, I have Word online.

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I can write whatever I want,

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I close it,

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and here I have Document.docx.

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Right-click, "Rename"

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and let's call it "Important info".

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Let's save it.

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I have my document right here.

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It's quick, it's simple and it's quite easy.

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This is OneDrive.

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This is a training session that will only deal with OneDrive and SharePoint.

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Let's close OneDrive and go to SharePoint.

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SharePoint is quite different from OneDrive.

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First of all we have different sites, news from sites, frequent sites and suggested sites.

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As I said before, on SharePoint we will have little websites.

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On those sites, we will be able to do whatever we want.

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hide information, get information, add documents, etc.

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On the top left, I click on "Create site" to create a new site.

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But for now, let's go in Project Alpha in Frequent sites.

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Once again, it's quite different from OneDrive.

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It's not a file library, we have one on the right,

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but it's like a web page.

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I won't go in further details

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but by clicking on "Edit", we are able to edit the page, to add information and documents.

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We can add web parts and I have a lot of them.

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So we can edit our SharePoint site to look like whatever we want.

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So we can create our own little website directly in SharePoint.

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On the left, one of the tabs is named "Documents".

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I click on it.

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Here I will find all my documents. I only have one folder.

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All the documents I have here, it's the same: Word, Excel, etc.

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All the documents I have here will be shared automatically,

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it is very important,

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with all members of this SharePoint site.

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If I look on the top right, I have 2 members:

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Oliver and Stephen.

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By default, whenever I add a document here, because I am using the Oliver Lodge training profile,

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all documents will be available for Steven by default.

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I can check on other sites as well.

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If I go on "Test Team 101",

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let's wait a few seconds for it to load,

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I have 5 members: Maxime, Pierre, Amaury, Oliver and Lisa.

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By default, if any document in here, they will have access to all of them.

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Like this, I can share documents with a large number of people

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inside or outside my company.

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On SharePoint and OneDrive, you can share document with people outside your company.

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On SharePoint, you can add members that are colleagues from another company,

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people are working closely with us.

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We can add them in SharePoint, even customers if we want to.

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With OneDrive and SharePoint, we have the ability to share documents without problems.

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Let's close OneDrive and SharePoint.

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We have one last thing to see.

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It is Office online package: Word, Excel, PowerPoint and OneNote.

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As I said before, you don't need to have them installed on your computer to use them.

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Directly from the online version, from the online portal

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you can use them.

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Let's begin with Word, Excel, PowerPoint and OneNote.

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We will see what they use.

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First of all, we have Microsoft Word online.

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Microsoft Word Online is to write documents.

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I can choose a template for my document: Open house flyer, 5-day trip planner, etc.

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I will be able to find all my recent Word documents,

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my pinned documents, Word documents that are shared with me

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and the documents that I have to discover.

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Let's click on "New blank document".

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Here, I will be able to write whatever I want because it's Word.

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The important thing to know is that the online version of Word has less features than the desktop version.

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because online it is not possible to have exactly the same features.

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It's the case for Word, Excel, PowerPoint and OneNote.

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I will only have some features but they are the most important ones.

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On the top we have a lot of tabs with a lot of possibilities anyway.

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An important thing is that if I write anything, on the top you see "Document 2 - Saving".

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If I stop writing for a few seconds, it's finally saved as you can see

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It means that I don't have to save my documents manually.

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If I want, I can write whatever I want,

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I close the document

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and in a matter of seconds I will retrieve my information.

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Why is it so good?

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Let's say you are working on a document on Office Online

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and without a warning the electricity shuts off.

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We don't have anymore electricity in the company and I was working on a computer,

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not a laptop, and it was only working because it was plugged.

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So my computer doesn't work anymore.

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But my document is still OK

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because it was saved automatically.

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I don't have to stress out because I've been working on it for 3 hours and I did not save: it's OK.

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You've lost the 3 or 4 last words but it's not the worst case possible.

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Then we have Excel.

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Excel works like Word.

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I can use a template and Recent, Pinned, Shared with me and Discover (still on Word).

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Template, Recommended, Recent, Pinned, etc.

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I create a new workbook.

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I think you already know Excel.

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I have a soft online application

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to use as a table.

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As before, I can write whatever I want

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and I will have all the features I need.

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Once again, I have less features than on the desktop version.

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But I still have the insert function button.

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So it is quite easy to find what I want.

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On PowerPoint online.

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We have the same things as before.

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What's the use of PowerPoint? It's to create presentations.

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I have to present something to my co-workers, my customers, etc.

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I can use PowerPoint.

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I can add pictures, text, sound, videos, music, etc.

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I will have many possibilities in PowerPoint to make it an interactive and interesting presentation.

00:25:15

Then we have OneNote online.

00:25:18

Maybe you don't know about it.

00:25:24

What's the use of OneNote?

00:25:27

Let's click on an existing notebook: "OneNote 101".

00:25:35

On OneNote we have a notebook

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and then I will have different sections

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and in those sections I will have pages.

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I can give a name to these pages, let's call it "test".

00:26:02

And I can write whatever I want on it.

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It's like a real notebook but online.

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So I can write wherever I want, I can scribble on it.

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If we go in "Draw",

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I can scribble.

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and I can also insert documents, pictures, videos, sound, etc.

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It is like your paper notebook but online.

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You can find it wherever you are by going on the online portal.

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It's also possible to share this notebook.

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If you share it with someone, this person will be able to go in your OneNote, your pages, your sections,

00:26:59

see the information that you add and will be able to add information as well,

00:27:06

simultaneously if you want to.

00:27:09

It's a quick wait to share information, after a meeting for example.

00:27:15

Let's go back to our PowerPoint.

00:27:20

OneDrive and SharePoint:

00:27:21

OneDrive is for files, tools and shared documents

00:27:25

and SharePoint is for synchronization of the file server in the company's Internet.

00:27:30

In Office Online we have Word for emails and long documents creation,

00:27:36

Excel for calculation, showing value results, data management and analysis,

00:27:41

PowerPoint, the presentation maker,

00:27:43

and OneNote that we saw before.

00:27:46

A summary of all of this:

00:27:49

makes remote working easier,

00:27:51

provides access at any time,

00:27:53

enables document modification with several people

00:27:56

at different times and simultaneously.

00:28:01

If you have any questions do not hesitate to ask them right now.

00:28:06

If you do not, I thank you for being here today.

00:28:10

Make a good use of what you learned today.

00:28:13

Have a good day. Goodbye.

Mandarine AI: WHAT YOU SHOULD KNOW

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