Administrative Assistant / Secretary: Using Microsoft Web Applications

Microsoft Web applications are Web versions of popular Microsoft Office programs like Word, Excel, PowerPoint, and OneNote. These scaled-back online versions are not only free but they also allow for collaboration because the documents can be shared by a work team.
To access Microsoft Web applications, first register for a free Windows account at https://account.microsoft.com/account/. In addition to giving you access to the Microsoft applications, Windows Live provides you with an email account, links to Skype, a photo-sharing service, an instant messaging program, and OneDrive. After registration, use your ID and password to sign into Windows live, then click the link at the top for OFFICE.

Creating an Online Document with Microsoft Web Applications
Clicking any of the icons for Word, Excel, PowerPoint, or OneNote will allow you to create a new online document. You’ll be asked to give the document a name and determine with whom it should be shared. After clicking the SAVE button, a Web version of the application will open in your Web browser.

Working with a Microsoft Word Web Application
If you already use Microsoft Office applications, you’ll notice that the Web versions don’t have all the same menu options. For example, the Web version of Word has only the File, Home, Insert, and View menus. Each menu has a limited ribbon bar with icons for common features like the clipboard, fonts, paragraph, styles, and spell-checking.
To save your work, click the Diskette icon or click the File menu and then select SAVE. You can also print your work using the PRINT option on the File menu.
The Open in Word option will open a copy of your document in your regular full version of Microsoft Word.
To share your document with others, click the File menu and then select SHARE. The Edit Permissions window will display, allowing you to determine who gets access to the document (Figure 26-2). You can enter specific email addresses, determine whether the person can view or edit the document, and then send a notification to the person giving the individual a link to the document. Everyone who shares a document and works collaboratively must have a Windows Live account.

Web version of Microsoft Word.



Email notification with link to shared document.



Working with a Microsoft Excel Web Application
The Microsoft Excel Web application is limited to the File, Home, and Insert menus. The File menu offers the same options as just discussed for the Web version of Word, including the ability to save, print, and share. The Home menu offers the clipboard functions, font, alignment, number formatting options, table controls, sorting, inserting and deleting cells, data connections, search, and Open in Excel. The Insert menu offers the ability to create a table, chart or graph, or hyperlink.

Working with a Microsoft PowerPoint Web Application
The Microsoft PowerPoint Web application offers the ability to create simple presentations that include text and graphics. Menus are limited to File, Home, Insert, and View.
Like the other Web applications, when you click the PowerPoint Web application you’ll be asked to name your presentation and determine with whom you will share your presentation. You are given the opportunity to select a theme for your presentation or begin with no theme. You can then begin creating slides. Icons on the Home menu ribbon bar allow you to create new slides, delete, duplicate, or hide. The clipboard and font groups give you similar functionality to the regular version of Microsoft PowerPoint.

Working with a Microsoft OneNote Web Application
The Microsoft OneNote Web application offers the ability to take notes online and open and organize them later in Microsoft OneNote. Menus are limited to File, Home, Insert, and View.
You can build a basic notebook with multiple pages using the OneNote Web application. The Insert menu allows you to insert a new page or section, as well as add tables, graphics, and hyperlinks to your notes.

Managing Your Microsoft Web Application Documents
After creating and saving a Microsoft Web application document, you can close the document by selecting FILE > CLOSE or by clicking the X in the top right corner of the Web application window (not the CLOSE button for the browser). The All Documents window displays a list of all your personal and shared documents. This window can be accessed after signing into Windows Live by clicking OFFICE > YOUR DOCUMENTS from the Home page
If you hold your mouse over any of the documents in the list, a pop-up menu displays the options. You can edit the document in your browser, open the document in your regular Microsoft Office application, share the document, rename it, download it, or delete it.

Using OneDrive to Share Files
All of the documents you create using Microsoft Web applications are automatically stored on your Windows OneDrive. You can access the OneDrive from the Windows Live Home page by clicking WINDOWS LIVE > SKYDRIVE. Figure 26-4 shows the folders and files stored in Windows Live OneDrive.

Microsoft Web application documents.



Microsoft OneDrive.


OneDrive displays icons for your saved Web application document as well as any documents you upload to the OneDrive. To upload a file from your computer, click the ADD FILES link. You can move files to the OneDrive by dragging and dropping them.
Like the Web applications, you can use OneDrive to share files with other people. It is a great way to collaborate in a work team. For example, a report that many people need to review or comment on could be uploaded to the OneDrive, with view or edit access given to the team members. Another good use for OneDrive would be creating a project plan using a Microsoft Excel Web application spreadsheet. As team members finish their tasks, they could go online and update the spreadsheet.

OneDrive for PC and Macintosh
To sync files that you want to keep both on OneDrive and on your computer, you can install OneDrive for Windows or OneDrive for Mac on your computer. There, a folder is created where you keep your desktop copies of files that are also on your OneDrive. Changes that you make to a file in one location will automatically update in the other location so that all copies remain in sync.
Even if you’re away from your computer and forgot to put something into your computer’s OneDrive folder, you can still access it because OneDrive gives you the ability to remotely access all of your computer’s contents through OneDrive.com.
To install OneDrive on a Windows computer, click PCS on your OneDrive homepage. Then click DOWNLOAD SKYDRIVE FOR WINDOWS and follow the standard installation instructions.
To install OneDrive for Mac, you’ll need a Mac OS X 10.7 (Lion) operating system or higher. From your OneDrive page, you’ll click GET SKYDRIVE APPS at the bottom left of your screen. Then click on the MAC Tile to go to the download page. Click DOWNLOAD NOW, and follow the online instructions.
After you complete the installation process, the OneDrive folder on your computer displays, duplicating the default folders and any new folders you’ve created. The checkmarks next to these folders mean they are in sync with OneDrive.com, and any updates you make to a document in these folders will be automatically updated in all locations.
To add a file or photo, simply navigate to the file on your computer, then click and drag, or copy and paste them into your OneDrive folder.
Once OneDrive is installed, if you’re away from your computer and realize you forgot to move a file into your OneDrive folder, you can still access it through OneDrive.com as long as your computer is connected to the Internet.
The first time you use OneDrive to remotely connect to your computer, Windows Live, for added security, provides a code that you will use to complete the sign in. This will help protect your computer from unauthorized access. After you click to sign in, Windows Live sends the security code to the phone or alternate email address you entered when registering for a live.com account. Check your phone or email, then enter the code. Now click to check the box next to I TRUST THIS PC. Use it to verify my account in the future. Add a name to identify the computer, then click SUBMIT.
Your computer’s folders, libraries, and connected drives appear as tiles on OneDrive.com. Click on a tile to open it and navigate to your file.
You’ll hover your cursor over the file to bring up the checkbox on the tile. Then click to check the box.

Uploading Files to OneDrive
Click UPLOAD TO SKYDRIVE at the top of your screen to upload a file, then choose where you want to save the file. When the upload is complete, you will find the uploaded file in the folder where you saved it.

OneDrive Mobile App
If you have a Smartphone or tablet, you can access OneDrive while you’re out and about. The OneDrive Mobile app is available for the iPhone, iPad, Android phone, Android tablets, and the Windows Surface. Once installed, you’ll be able to access your Office Web app documents on your mobile device.
To install the OneDrive app on your iPhone or iPad, go to the Apple Apps store and search for OneDrive.
To install the OneDrive app on your Android phone or tablet, go to the Google Play Store and search for OneDrive.
Once the app is installed, when you first access the app, you’ll need to sign into your Windows Live account. You’ll then see the contents of your OneDrive. To open a file or folder, just select it.
To open a file or folder, just select it. The OneDrive mobile app does not provide the capability to edit your documents; however, if you have another app that can handle word processing, spreadsheets, or presentations, you can open your file in the companion app.
The OneDrive mobile app does give you the ability to share a document with someone else and edit the permissions for who can see it.