Access Microsoft 365 Applications

Quick reference

• 00:03 If we have a Microsoft 365 subscription and
• 00:07 we pay a monthly fee to use the software, that means that we can
• 00:11 download the full versions of the popular Office Suite applications.
• 00:16 So things like Word, Excel, and PowerPoint.
• 00:19 Now, when I say the full desktop versions,
• 00:21 let me just show you what I mean in case you're not sure.
• 00:25 So, I have all of the full versions of the applications downloaded to my PC,
• 00:30 because I pay a monthly subscription for Microsoft 365.
• 00:33 So if we open up Word and take a quick look at it,
• 00:36 this will look familiar to a lot of people.
• 00:38 This is the full version of Microsoft Word.
• 00:41 I have access to all of the latest functionality through Microsoft 365, and
• 00:46 I have the full ribbons and commands.
• 00:48 Now, what if you don't have a subscription to Microsoft 365?
• 00:52 Well, the good news is you can still use the Office applications.
• 00:56 The only difference being, you don't have access to the full versions.
• 01:01 Instead, you can access online versions of Word, Excel,
• 01:04 PowerPoint and other popular applications, to complete your work.
• 01:08 And the online applications are basically slimmed down versions of the full desktop
• 01:13 version.
• 01:13 So you're going to have most of the commands you need to work on a daily
• 01:17 basis, but you won't have some of the more complex or advanced tools.
• 01:22 Now for most people, this is absolutely fine.
• 01:24 If you're somebody who just does a bit of typing in Word documents,
• 01:27 maybe you like to share things with colleagues, then you're probably
• 01:30 going to find that the online versions are perfectly adequate.
• 01:34 But for more advanced users and people who do more complex documents,
• 01:37 we definitely need the full version of Word.
• 01:41 So it's entirely up to you, but the great thing is you have both options.
• 01:44 You can pay for a subscription or you don't have to, but
• 01:48 you can still use slimmed down versions of the Office applications.
• 01:51 And in Windows 11, Microsoft have made it super easy for
• 01:55 you to quickly access those online applications.
• 01:58 So let's take a look at that process.
• 02:00 Now, to access the online applications, you still need to have a Microsoft login.
• 02:05 So that might be something like an email address.
• 02:07 So maybe you have a Hotmail account or maybe a Live account, or
• 02:11 maybe you're a gamer and you have an Xbox account.
• 02:14 Whatever email address you use,
• 02:16 that's what you're going to use to sign into Microsoft.
• 02:20 So let's press the Windows logo key because we can get to our online
• 02:23 applications from directly within the Start menu.
• 02:26 Now, the application that we're looking for here is this one and
• 02:30 I have it pinned, it's called Office.
• 02:32 Remember, if you can't see it in your pinned items, click on,
• 02:36 All Apps, scroll down to O, and you should find it in there.
• 02:40 So let's click to launch.
• 02:42 Now, because I've logged into this previously,
• 02:44 mine has already logged me straight in.
• 02:47 At this stage, if you've never used this before,
• 02:49 you might be prompted to enter in your email address and your password.
• 02:53 So once you do that, it's going to take you to this window here.
• 02:57 And you can see it's telling me, welcome to your new office.
• 03:01 Create, organise, and collaborate all in one place, for free, with Office.
• 03:06 So, we're just going to move through this whole welcome screen, and
• 03:09 it's telling me that I'm using the free version of Office.
• 03:12 And I can then choose to upgrade or take a look at the plans and pricing for
• 03:17 a Microsoft 365 subscription.
• 03:19 Now, we don't have to do that, so let's move on to the next slide and
• 03:22 then click the tick.
• 03:23 So this is now logged me into my online portal.
• 03:27 And this is where I can come to access all of the online versions of my applications.
• 03:33 If you take a look on the left,
• 03:35 we have a vertical menu where we have all of our popular applications pins.
• 03:39 So we have Word, Excel, PowerPoint, Outlook, OneDrive, Teams, so on and
• 03:43 so forth.
• 03:44 So if I want to use the online version of Word, all I need to do is click on
• 03:48 the Word icon, and I'm effectively working in a browser.
• 03:52 So let's click on new blank document and see what the online version looks like.
• 03:57 And here we go, I am still working in a browser.
• 04:00 It's actually opened up a new browser when it loaded up Word, but
• 04:03 you can see the difference between the online version and
• 04:06 the full desktop version that I showed you at the start of this lesson.
• 04:10 The ribbon or the menu running across the top is a lot more slimmed down and
• 04:14 it's a lot more simplified.
• 04:16 And as I mentioned, you're going to find most of the things that you need to do in
• 04:19 a Word document on these ribbons.
• 04:21 An example of something that you can't do in the online version that you can
• 04:25 do in the full desktop version would be, Mail Merge.
• 04:27 So, some of the more advanced features of Word aren't available in
• 04:32 the online version.
• 04:34 But it's definitely worth opening this up and taking a look through the different
• 04:38 ribbons to ascertain what you can do and what you can't do in the free version.
• 04:42 Now, I'm just going to type some random text into this document so
• 04:45 that we have something in there.
• 04:46 And I'm going to use an old trainer's trick,
• 04:49 a quick way of getting some lines of random text.
• 04:52 We're going to say we want ten paragraphs of three lines each, and hit Enter.
• 04:58 Now notice in the title bar, it says Document one saved to OneDrive.
• 05:03 And the online applications work in sync with OneDrive.
• 05:07 So remember, even if you're using a free account,
• 05:10 you still have a certain amount of OneDrive storage.
• 05:13 So because you're working in the online versions,
• 05:16 we don't actually need to press Ctrl+S to save or do File,
• 05:20 Save, because it's constantly being saved back to OneDrive.
• 05:24 Now, what I can do up here is I can rename this.
• 05:27 So if we click, instead of it saying document one,
• 05:29 I might want to call it something else.
• 05:31 So let's just call it Test, and hit Enter.
• 05:34 So that's going to resave back to OneDrive.
• 05:37 So now, if I close this document down,
• 05:39 I could go into OneDrive through my browser and then find that file.
• 05:44 So if I click on the OneDrive icon, it's going to take me straight to
• 05:48 OneDrive Personal in File Explorer, and there is the document we just created.
• 05:53 I can then right click on this document and I can open it,
• 05:56 or I can choose an application to open with.
• 05:59 So this online portal is so
• 06:01 useful when it comes to working with your online applications.
• 06:07 Now if at this stage, you've been working with the online apps in the portal for
• 06:11 a while and you decide that you actually want to upgrade to a subscription and
• 06:15 download the full versions, then we can do that from here as well.
• 06:19 If we go back to the homepage just by clicking on the Home icon in that
• 06:23 left hand menu, notice we have Install Office and by Microsoft 365.
• 06:28 Now if I was to click install Office, it's going to ask me to select a plan or
• 06:32 a subscription package, and then it will install the applications.
• 06:37 So just be aware of that, really simple to use the Office applications,
• 06:43 even if you're using a free account.

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