Transitioning to a new system can be daunting, especially if you’re used to doing things the trusted traditional way. Whether you’ve never used cloud-based software before or are just unfamiliar with Microsoft 365, we’re here to help you get comfortable with the essentials.
This blog will cover beginner’s Microsoft 365 tools, from navigating the platform to using it effectively for your day-to-day tasks. We’ll make sure that by the end, you’re ready to take advantage of all the great features Microsoft 365 has to offer. Ready to jump in?
Getting Your Bearings
The first step to mastering Microsoft 365 basics for businesses is understanding its layout and key components. Think of this section as your orientation guide.
1. Meet the Microsoft 365 Dashboard
When you log in at office.com, you’ll be greeted by the Microsoft 365 dashboard. This is your central hub, where you can access all the Microsoft applications you’ll need.
From Word and Excel to PowerPoint and Teams, the icons for each application are neatly displayed, and clicking on one will take you directly to that tool.
Familiarise yourself with this layout so you can quickly find necessary apps. Whether you’re writing a document or scheduling a meeting, everything starts here.
2. Learn the Basics of OneDrive
OneDrive is your own personal cloud storage solution within Microsoft 365. Instead of saving documents to your desktop or an external drive, you can save them directly to OneDrive, making them accessible from any device.
This way, all your Word, Excel, or PowerPoint files can be securely stored, backed up, and easily shared. It’s especially useful for businesses that need to collaborate or work remotely.
Here’s a quick tip: when sharing a file from OneDrive, right-click on the document and choose “Share.” From there, you can set permissions—whether the recipient can just view the file or edit it. This feature is perfect for securely collaborating on documents without sending endless email attachments back-and-forth.
3. Make It Feel Like ‘You’
Changes—even seemingly small ones—can be a little unsettling. Personalisation helps make your work environment feel familiar, which can ease the introduction of a new platform.
To make your workspace feel more comfortable, you can change the theme (choose your preferred colours and background) and adjust your notification preferences.
Choosing the Right Tool
Microsoft 365 comes with a variety of tools, and knowing which one’s best for different types of tasks will save you plenty of time and frustration. Below are some common uses of beginner’s Microsoft 365 tools that can be tailored for your business:
- Word: Ideal for writing reports, creating documents, and drafting proposals. You can also use built-in templates to devise letters or contracts.
- Excel: Perfect for crunching numbers, building data-driven reports, and managing budgets. Many businesses use Excel for everything from financial analysis to project tracking—if you primarily work with numbers, it’s worth dedicating some time to building up your Excel skills.
- PowerPoint: Best for creating presentations that impress. Whether you’re pitching to clients or training employees, PowerPoint makes it easy to create engaging, professional-looking visuals (regardless of your own artistic prowess).
- Teams: Essential for communication, and an app you’re probably familiar with thanks to its popularity during the height of COVID-19. Use it for messaging, video calls, and collaborative workspaces that keep everyone in-the-loop.
- Outlook: Your go-to for emails and scheduling. Outlook’s built with security in mind, meaning suspected phishing emails will go straight to your junk folder instead of cluttering up your inbox.
Each tool has its strengths and is fairly straightforward to get to grips with. The lack of a steep learning curve means that once you know which to use, you’ll be able to work more efficiently right away.
Tapping Into Time-Savers
One of the great things about Microsoft 365 for beginners is that with a little knowledge of some more hidden features, you can save a whole lot of time. Let’s take a look at a few ways 365 can boost your productivity.
1. Use Real-Time Co-Authoring in Word, Excel, and PowerPoint
Did you know that multiple users can work on the same document at the same time in Word, Excel, and PowerPoint? This feature, called real-time co-authoring, is a huge time-saver for teams that need to collaborate.
Whether you’re working with colleagues in the office or remotely, you can all contribute to a project simultaneously. Changes are updated in real-time, so you can see exactly where others are editing and avoid overlap. Just click the “Share” button in the top-right corner of the document to get started.
2. Leverage Microsoft Outlook’s Calendar
Outlook is more than just an email client. Its built-in calendar feature integrates seamlessly with other Microsoft 365 apps like Teams. The result? You can schedule meetings, set reminders, and even create recurring events with a crystal-clear overview of everyone’s availability.
For example, if you use Teams for video conferencing, you can schedule meetings at a time that works for your whole team directly from your Outlook calendar and then join with a single click.
3. Utilise Microsoft 365 Templates
Why start from scratch when Microsoft 365 offers a wide variety of templates for everything from letters to budgets to presentations?
Not only do these templates cut down on design time, they also give your work that professional touch that inspires confidence in clients and shareholders. If you’re preparing a financial report or drafting a proposal, templates can help you get started faster while ensuring everything looks polished.
Staying Agile On-the-Go
Microsoft 365 isn’t just for your desktop. The suite’s mobile capabilities allow you to stay productive on the go, giving you the flexibility to work from anywhere, at any time.
Explore the Microsoft 365 Mobile Apps
All core Microsoft 365 apps are available on mobile devices, including Word, Excel, PowerPoint, and Outlook. Download these apps on your phone or tablet, and your work will sync automatically with the cloud.
This means that whether you’re at your desk or on the go, you’ll have access to your documents, emails, and calendars—perfect for staying productive during travel or off-site meetings.
Install Office Desktop Apps for Offline Use
Although Microsoft 365 is cloud-based, you can still install the desktop versions of Word, Excel, PowerPoint, and other apps. This allows you to work offline, which is particularly useful if you’re in a location with poor internet connectivity. Any changes you make offline will automatically sync once you reconnect to the internet.
To install these desktop apps, go to your Microsoft 365 account settings and download them from there. This flexibility ensures that even without internet access, you can keep working without missing a beat.
FAQs for Microsoft 365 Beginners
Where are my files?
When you save files in Microsoft 365, they’re stored in OneDrive. Think of OneDrive as your virtual filing cabinet—your documents are organised in folders, and you can access them from any device by logging into your Microsoft 365 account.
Who can see my Microsoft 365 files?
When you store files in OneDrive, only you can see them unless you choose to share them. You can manage file permissions when sharing, allowing colleagues to either view or edit your documents as needed.
What happens if I accidentally delete a file in OneDrive?
If you accidentally delete a file, don’t worry—OneDrive keeps deleted files in the Recycle Bin for 30 days (or longer, depending on your organisation’s settings). You can easily recover files by going to the Recycle Bin in OneDrive and restoring them.
Why can’t I open/edit this document?
There could be a couple of reasons for this. One possibility is that you don’t have permission to edit the document—make sure you’ve been given editing access.
Another reason could be that you’re offline. If you’re trying to work on a document stored in OneDrive, ensure you’re connected to the internet or download the desktop versions of the apps to work offline.
I’ve already got a password – why am I being asked to enter a one-time code to log in?
This is part of Microsoft 365’s Multi-Factor Authentication (MFA) security feature. Even though you have a password, MFA adds an extra layer of security by requiring a one-time code sent to your phone or email. This helps protect your account from unauthorised access.
How can I organise my Microsoft 365 apps for easier navigation?
You can customise the order of the apps in your dashboard, which makes it easier to access the tools you need without searching. Just click and drag the app icons on the dashboard to rearrange them based on how frequently you use them.
Ready to Embrace Microsoft 365?
Getting started with Microsoft 365 basics doesn’t have to be overwhelming. By taking the time to understand the dashboard, choose the right tools for your tasks, and explore the time-saving features, you’ll quickly find that Microsoft 365 makes your work life much more efficient.
With these beginner’s Microsoft 365 tools at your disposal, you’ll be able to stay agile, collaborate seamlessly, and keep your business running smoothly—whether you’re in the office or on the go.
Singularitee: Raising Expectations for IT Support in Yorkshire
At Singularitee, we’re passionate about exceeding expectations. Our team takes pride in creating a positive and collaborative IT experience right from day one—and they’re specialists when it comes to Microsoft 365.
They’ll work diligently to set up your 365 solutions, including Outlook, the Office suite, OneDrive, SharePoint and Teams. By providing all our clients with the same core IT foundation, we ensure exceptional quality, reliability, efficiency, and reduced risk.
Want to discover the ITEE difference? Get in touch today.
