Microsoft 365 Community Experts from the field, 12 Sep 2023

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From YouTube: Microsoft 365 The Ultimate User Guide

Description

This time I take a look at Microsoft 365 from the user perspective. Here I’ll discuss what Microsoft 365 is and more importantly what it does and how it works. I’ll demonstrate everything from basic features as well as advanced functionality in order to get you up and running as quickly as possible. From the basics of Word, to PowerPoint, Outlook, Teams, and OneDrive for Business. You’ll learn the how the toolbars, search, formatting works along with features like Sensitivity labels, Microsoft 365 Groups and much more. If you want to learn Microsoft 365, then consider this your ultimate user guide.

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Timecodes

00:00 Introductions
02:00 Introducing Microsoft 365
03:20 Exploring the Common Apps
03:56 Installing the Desktop Software
04:26 The App Launcher
04:39 The Quick Launch Bar
05:00 Exploring what the Apps do?
08:40 How to create documents
09:26 Exploring Microsoft PowerPoint
12:25 Exploring Microsoft Outlook
13:30 Creating Microsoft 365 Collaborative Groups
15:11 Securing Content with Sensitivity Labels
15:57 Learning Microsoft Word
16:32 How to format Text
16:51 Exploring Microsoft Word’s Enhanced Features
17:25 Sharing Files
19:21 How the toolbars Work
19:52 How Search Works
21:15 How to Collaborate in Microsoft Teams
25:09 Session conclusions & Next Steps

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So you want to learn Microsoft 365 from the user perspective. Well, this is the ultimate guide check. It.

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Out greetings: my fellow YouTubers. How are you today welcome back to the channel? I really do appreciate it. Well, today, I thought I'd take a look at Microsoft 365, but from the user perspective, so I want you to consider this, the ultimate user guide. Now, if you want to ask any questions or make comments, of course, as always just get those down below, and if you enjoy the video then bump the like button, it does make a difference to the channel and, if you've not subscribed, then hit that subscribe.

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Button ring the bell and you'll be notified of any postings and new videos and if you're, a member of my patreon site, of course, you get access to lots of full additional content. So again, details are here now on the subject of patreons got to say a quick shout out to zus skit Phil Steven, Nathan, Roger, uh Eric, rambot, Russell, Franklin, Susan, Matas, Jacob, Ben and Dominic, and welcome uh as you've just joined us. So the other thing I just want to mention is if you're in Amsterdam in November.

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Why not considering joining me live I'm, going to be speaking at espc? 23, this is the European SharePoint and Microsoft 365 conference is500 other delegates tons of sessions, and it will be fantastic to bump into you. So more details can be found here and, of course, there's a little uh discount code. There that'll get you in a little bit cheaper as well. So with that said, let's jump in and have a look at Microsoft 365's, the ultimate user.

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A guide check it out so here I am in Microsoft 365, now I'm using a Microsoft, 365 business premium, skew and uh I decided to kind of go in the middle, so this is not a home version and it's also not a a very expensive Enterprise version, so it's kind of just in the middle, but it really does kind of give you most things now. um I often get asked Andy if I want to try Office, 365 or Microsoft 365. uh How can I do that?

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Well, um I recently recorded a video here, and you can pop into my if you just click on the videos tab on my YouTube channel, you can see here how to get Microsoft 365 for free now to be fair. This is a user version, It's a homebased version uh that you can get and it's actually really good. um Some of the.

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Obviously, if you need the business features, then what I would do is do a search for Microsoft, 365 business premium or an E5 trial for free and you'll be able to get a 30-day trial uh free of charge there. Okay, so let's then just start off I'm not going to do any kind of admin stuff here. I just want to show you what some of the various features are here now.

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um So this is my homepage, and uh you can see here that it gives me access to kind of any files that I've used here now, just to say that you can control this. So you can configure this exactly how you want it to look, so you can choose whether to see the icons either as a you get like a little preview here, and you can also view them as a list. Some people like to see them as a list, because, obviously, if you're in a public place, this might be a privacy issue.

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Now one of the things that business premium has and some of the business apps is the capability to actually install the app on your physical device. So here, as you can see, I'm using a Mac, but it doesn't matter, this would Auto detect whether you're using Windows or a Mac. um So there's um 365 apps, and you can see that these give you the real Rich versions of the apps here now uh in this example, I'm going to also show you some of the cloudbased apps here, and these can be found up here.

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This is my little app uh portal here and some people refer to this as a waffle cuz, it kind of looks like a waffle, and your most popular apps here are down at the side now um I'm logged in as an administrator. So you wouldn't normally see this icon.

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Okay, um Andy are there more than just Microsoft Outlook teams and word absolutely so again, if I either to come up to this little Waffle here or if I click on the apps button. Here, this will take you to the same place. Now, in this case, you can see I've got Microsoft teams for collaboration and chatting, and um things like that. um You've got Microsoft Word, so word, processing. Of course, Excel is the spreadsheet program and you've got presentations available in PowerPoint.

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You can check all your email in Outlook and also uh as a business user. You also get access to one drive for business and this can be up to 5 terabyt of storage, although most get a terabyte of storage and you've also got one note here, which is fantastic for taking notes. In addition, you've also got other tools here as well, so um bookings, Microsoft, bookings, um I use this all the time.

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So this is fantastic if you're, for example, in a doctor's surgery or you're a hairdresser, and you want customers to be able to make appointments. Well, you can create a really really simple booking schedule and there's also an app that your users can use for that. We have something called delve and delve is a really nice way of viewing your files and and again here you can see I've got compliance. This is probably because I'm an administrator. um These are all the compliance admin tools. You've got a calendar.

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Of course, um Microsoft engage so this previously known as Yammer. This is um Microsoft's business, social networking tool and, if you've seen LinkedIn and Facebook, it's almost like a combination of both um we've also got forms, so you can create forms, and this is awesome. You can also create quizzes and tools like that now, if you've got the add-on, some of these apps by the way Microsoft are a little bit sneaky. They put these apps in, but they actually cost more. So, for example, Viva learning is e-learning.

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It's on online learning and you can bolt that on um you've also got a a very way, a chat, little chat tool here. This is kazala and you've got Microsoft insights here. um If you like to create lists so and literally this is an awesome feature and I'll walk you through some examples.

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In a moment, you've got one drive, one note, of course uh Microsoft planner, so this is kind of like a cutdown version of Microsoft Project, so fantastic for creating plans, and um you know making arrangements if you were doing a house reconstruction or something like that. uh This is your contacts, your calend, your people here, you've got mic, uh Microsoft, Outlook and you've got a couple of fantastic uh power. Apps is, is a low code, no code uh programming solution. So literally you can create your own little apps.

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Just by going click, click, click, click, click and it can create apps power. Automate is an automation, tool, okay and, as I said, you've got a Microsoft whiteboard.

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So if you've got a big screen in the office, you can use this uh a diagramming tool here called Vio, and this is something that every body uses, of course, is your Microsoft to-do lists now, depending on your organization, you can also bring in other thirdparty apps as well so coming back to our homepage, then um one of the things you might want to do is create a new document, so you can use the little plus button here, and this is a really nice kind of shortcut here.

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So you can see, I can do a quiz. I can create a page. A note book and I can also do a document, but it's more than that look up here. You can see again. What do you want to create so as well as getting just the regular basic? Not that exciting uh presentations and document templates? You also get a whole host of really cool templates here um and which is absolutely awesome by the way.

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um So again, I can open up a a basic document or in fact, uh let's just say, go with a basic presentation here. So I'm going to create a PowerPoint presentation, for example. uh Again it just gives me a little okay, just click on that and right away, I get a nice blank screen, and it's already offering me some templates, so I'm going to say: okay, welcome uh to Microsoft soft 365, and of course it's me Andy Malone oops just bring that in there, and um you know it's not really that exciting.

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Is it I think we could maybe perhaps Jazz it up a little bit? So you can see that these templates look at that they do some awesome features, and so you can really kind of just choose a template. That looks really exciting to you now when we talk about the actual line, online versions or the the desktop versions of the applications, of course, which I can cover in another video everything that you can do in these applications. You can pretty much do here.

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So, for example, if I want to create a new slide, you can see I'm just creating from scratch and it will create a Content slide. So I can say today's topics and I can say, and you can see even the spell checker and the grammar checker comes in here, just exactly as you would see on the uh actual uh desktop versions of the products. So again, it's maybe suggesting that I uh put in an apostrophe there, so um I'm going to say, let's say getting started and we'll say next.

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Steps all right and again, and so on, yeah I'm sure you get the idea. So likewise, I can uh click onto this, and you can see this is the designer tool and you can see as I add features here.

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It could make some design options, isn't that so cool and if you turned up on site by the way- and you didn't have let's say PowerPoint on your device or you forgot your laptop, then the great thing about having content online is that it can be available anywhere where so I just simply plug in a projector, and you can see here, I simply just click on my slideshow and my presentation is running, so you don't actually have to have physical copies of the software. So uh again, that's Microsoft, PowerPoint!

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Isn't that that is like super cool. Now, if I just come back to my home page um looking at some of these other apps, of course we have email- and this is Microsoft Outlook of course- and you can see here- I've got a marketing proposal here and again. I can create my new email. Do I want to create a new event schedule an event.

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Do I want to create a new storyline post so again, there's a few templates here that you can use, and the nice thing about the online documents is that it doesn't really matter which application you use. You get a similar uh kind of experience experience, so you receive an email here. You can you've got a preview pain. I can uh answer the email I can reply to this email. If there was multiple recipients, I could reply to all I can even forward the email and you've got the little ellipse here, which gives you other options.

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So, for example, if I want to report it as junk email, for example, that will then go into your junk filter and any emails from this person uh would not appear in your email in future. Now, in addition, of course down here, you can see. You've also got access to something called Microsoft 365 groups which absolutely rocks.

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So you can create a new Microsoft 365 group here and we'll call this my production uh in fact this week, I'm in Oslo, so I'll just call this Oslo production and I can specify you can see it gives it an email address. So people can email that group and check it out. It says privacy settings I. Can click on edit so do I want this to be a private group, so only invited members so I'm going to say you know, let's make it public I, think that's absolutely fine.

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I can choose my location and you can see members will receive things like group conversations, so I'm going to click on that and, of course, uh I can now add some users, so I've got Alex here, I could say who else do I want to bring in Joanie and finally, I'll bring in Joanna, okay, so I'm going to click on ADD and I've now got my members into my group, and you can see here: I can create a send an email to everybody in the group.

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You can see, um give it a title, so I can say, welcome and I can say, hey guys. Let's have our first meeting, okay, say Aly and we can go off and send that and everybody will get access to that now, because this is business premium. You also get the ability to assign labels sensitivity, labels, and these are essentially like labeling and classification features that your administrator could set up. So, for example, um anything that had a highly confidential label might be encrypted.

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It might be the case where you can't forward it to anybody or it's private yeah so again, for this example: I'll. Just click on public here all right, so just a little bit about Microsoft Outlook. How cool is that? Okay? What else can we do? Well um I'm going to go back to my homepage here you can see. I've got a few documents that I've been uh working on here and um I've got a little session.

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I was writing an article here on social engineering, so I I love uh cyber security of course, and so here I've got a a nice Microsoft Word document um I can zoom in and zoom out, if I want to. um If I want to make any changes to this document, of course, with Microsoft like most Technologies, you need to select so that all I'm doing here is just holding and dragging across, and you can see, I can change. The font I can make it bold. I can make it talic I can underline it.

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I can increase the font. You can make it look really quite interesting, but I'm thinking you know it's not the most exciting I wonder. If that's uh what you know is there, is there anything else that I can do we'll check it out here in Microsoft Word? You now have this dictation tool, so you can now even dictate your letters. How cool is that and we also have an editor function, so this will tell you how many spelling mistakes that you made or grammatical errors, and uh it will uh obviously make some suggestions to that.

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So, if you're a budding author, this can be absolutely awesome and of course one thing's for sure on the all of these um online products. Sharing is absolutely super. Superly easy, so I can share a document with colleagues. I can copy a link and send it to somebody and I can even manage the access, so I can say: okay, who do I want to invite. So, for example, I can say you know uh I'm. The owner of this document do I want to start sharing it yeah. Okay, look let let's share it.

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Who do I want to invite so again, I created a group, um I call called it Oslo, so I think what we'll do is. We will just come in and I'm going to share this with my Oslo group that I just uh did and the other thing, and you can see uh anyone can edit.

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So if you want to change that, you simply click on and you can specify okay, who am I going to share this document with look at this now, um one of the really nice things about this is you can specify whether you want them to edit it or just simply review it, and you can even put in a deadline date so that on that date it will stop sharing, there's nothing worse than three months down the line you go.

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Oh, my goodness, they're still getting that document and you can even secure it with a password, and you can also block downloads as well. So again, I can apply that I can then say. Okay I want to copy this link, and then all I would do is I would then send that so I'm going to send this to my uh group and there we go I've now invited them, and you can see it's telling me that that link has been shared with that group.

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So I can do all of that from with an Outlook from PowerPoint, so I don't need to kind of switch between the different applications. Now, on the subject of just the way that Microsoft Works works here you get a menu bar here, and this is a context. Sensitive menu bar now, as you can see as I move through the menus, the toolbar underneath is essentially it changes in context to what I'm doing and by the way, if you ever you know, where is that feature or how do I find anything?

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One of the cool features that we've got right throughout Microsoft Office is the search bar. So you can see here, depending on what you're in I can literally search for absolutely anything. So I can say: I can type in the word sessions and it will go off and it will look for the word sessions.

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um Likewise, if I was in the, if I was an administrator looking for users and I was in the admin tools and I just typed in a username, it would find that, but more than that you can see, it will show me not just um documents, but it can also search people as well. How cool is that that is so fantastic that you can interact and find uh people as well as documents so uh quickly now, obviously, um that is the Microsoft Word. So again, I can then just uh select what I want here.

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I can uh format it. I can make make it bold and of course, I can also uh print that document, um so you can print it. I can save it as give it a different name, of course, and again it's all about sharing and collaboration. That's what Microsoft 365 is truly about I. Suppose the ultimate tool for sharing and collaboration has to be Microsoft teams, and this is an absolutely such a powerful uh platform and it's not simply just an application. This is a tool that really kind of just kind of pulls everything together.

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If you will so here in Microsoft teams, we have a team here called Koso and we have what we call a channel now in Microsoft teams, you can have multiple channels, so here in the general channel here. In addition, we also also have tabs and the cool thing about teams is. You can have, for example, files Associated. Let's say this was a particular project, um so we have different types of storage and you can think. Oh, my goodness, this looks just like um Microsoft um one drive for business. Actually, this is called a SharePoint document.

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Library SharePoint is the kind of the foundational storage feature in Microsoft 365. So, from a user perspective, your documents, if I go into, for example, one drive here they look exactly the same as they do in SharePoint, but uh a one drive for business is personal storage. It's almost like you're having a a home drive in your company. Yes, whereas for example, if you create a group or a team, then you get shared storage and this can be up to 25 terabytes in size.

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So this is really quite big, but in terms of operational perspective, so using it it's pretty much identical and the one nice thing about um these tabs is you get notes as you can see, and you can even add in thirdparty applications as well, which is really super. Super super cool all right.

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So, in addition, of course, the other thing that teams does is, you can also meet online, so I can have a meeting, for example, so I can have an online meeting and you can see I can say right with on this uh online meeting. We can have a camera, we can have audio, you can join meetings and you can have different types of meetings as well, so you can have regular meeting things again very, very popular feature.

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Now, one of the really nice things that we have is also chat so, as well as having a private chat, you can also do chatting uh within teams as well. So again, I can simply come and create a new conversation and say you know, hi everyone and uh I can initiate a conversation that way you can also attach files. You can uh attach gifts and pictures and create a conversation here. It's such a powerful platform now.

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In addition, it also fully integrates to the Outlook calendar as well, and if you've got business premium with the calling option, you can also make phone calls as well, and this is also available in the E5 solution and as I've said, one of the great things about teams is that you can also add in literally hundreds of additional applications, so to say that teams is an application. Is an understatement. I think it's more like a an entire ecosystem.

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If you will so there you have it the ultimate user guide, getting started in Microsoft 365 I, really hope that you enjoyed it now. If you did bump the like button, it does make a difference and if you've not subscribed, we'd love to have you on board so bump that subscribe button ring that Bell and come and join my great Learning Community. That's it for this time. I'll see you around soon. You take care, hey thanks! So much for dropping by today.

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