Sign Word for IT Online

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hi my name is city and welcome back to the channel where we make educational technology easy for you in today's video we'll be looking at word online and I'm going to give you a complete overview of all the things you can do when using that program so let's dive into it with another flipped classroom tutorial now the first thing we'll have to do is open up our browser and log into our office accounts if you do not have an account you can sign up for free accounts word online is available online for free and anyone can access it so let's go ahead and open up our browser here now you'll see I have a number of suggested addresses there but you can simply go to office.com now we're going to go to office.com in' and you'll see that at the top we have a number of programs these are the online versions of all these office programs we are going to be looking at word online so let's go ahead and select word and this is your main interface now this is where you're going to be creating new files where you're going to access old files but also where you have a very important addition and that's templates now if you're trying to save some time online templates will help you do that so here on the right hand side you'll see there is a button that says hide templates but you can always show those templates if you want to see even more templates simply click on more templates and this will bring you to the main template page now as you scroll down you can find a number of different templates and we're going to open up the following MLA style paper so we're going to click on that and this now opens up in a separate tab and it creates a document that I can now edit now before we do anything it's always important to make sure that you've titled to your documents otherwise you'll have a number of untitled documents and copies of various other documents now in order for you to title your documents you're going to navigate to the top are you going to click on that drop down menu and when you click on that you will see that you can give it a file name now I'm going to give it the name demo document and there we go we're going to leave that as one word and then you can also double check the location where it's stored so if you've organized your onedrive into separate folders this is where you can organize your documents into those different folders I'm going to leave it as it is and just worth noting this is also where you can find your version history so if you have a document that you've been working on for a while you can always click on version history and this will open up the entire history of that document when changes were made who's made those changes and then you can always return to a previous version now I'm going to just leave this as it is and I'm going to go back to my documents and now in my document my document has been given a name well let's start editing our documents now the first thing to note is that my toolbar here at the top is a very large version you may see a smaller version and that's because this switch ribbons button has not been pressed so if you see this version you can always click on that little arrow down there and then you see the full toolbar version this gives you a number of additional options that you can then use to format your text but also to insert different elements onto your text so now let's go down and let's start editing we're going to add our name here I'm going to click on that and I'm just going to type in my name and there we go we have an instructor named course number let's just make up a random number and there we go and then we can add a date now because this is a template it's a very easy process of just clicking on these placeholders and then changing the text now as you can see here at the top it says saved and that's because everything in word online is automatically saved just make sure that you're online and then those changes will be saved to the cloud this is a huge time-saver and is great for people like myself who often forget to save their documents and then lose work this is definitely something I enjoy using now I am editing this document and as you can see here at the top it says editing and that's because I'm in the editing mode you can always switch this to a review mode where you can add comments or a view only mode so if you're worried about accidentally changing things you can go into that view only mode now because word online has a focus on collaboration we also have that share button now when I click on the share button I will be presented with the following menu this allows me now to share this document and add collaborators so let's go ahead and add one of our other teacher accounts to this documents we're going to add the second teacher accounts and I'm going to share that with that person I'm also going to add a message please find the documents and then we can share it now before you share it do check your permissions it's very important to always make sure that when you're sharing your documents that you're sharing it with the correct permissions at the moment anyone with a link and edits obviously that is not the most secure way of sharing it so I'm going to change that I'm going to change it to very specific people and then they can edit you can also see I can toggle the following switch that says open and review mode only that means they will have to manually toggle that switch and go into editing mode I'm not going to do that and I'm going to click apply so this now means that the second teacher account will be given edit privileges but nobody else can edit that documents let's go ahead and click on send and it's now sending an email to that account notifying them that they've been given access to this file and then as soon as they jump onto the file they can start editing I'm going to close this box now now once you're collaborating on a file communication is very important so let's say that you want that second teacher now to action a certain item within the documents well you can leave a comment or an action item this document is for editing and I'm going to highlight the word documents now I want him to action this word document and start filling out all the information so I'm going to right click on the highlight and I'm going to select new or follow up that means that I've now requested the other editors to follow up on this word and I can give them more information in that comments window so when I open up the comments window you'll see the author has asked to follow up and I can now add mention that person so let's go ahead and add mention the second teacher there we go we're going to select a teacher - we're going to ask him to add your content and then you can send that message now because I've mentioned him he will get notified that he has to follow up and now once he's done that he can click on those three dots and he can either delete the entire thread or he can resolve that thread I'm going to resolve it now there we go it still keeps a record and I can always reopen the thread I can also delete the thread and when I delete it it disappears altogether now you don't always have to add action you can also let's say this word editing here you can also add a comment when I add a comment I can simply do the same thing I can add mention that person that mention teacher - there we go and then we're going to say please follow up on this sentence and we're going to send it now these work in a very similar way and as you can see here they can then reply or respond to this comments and you can start a conversation about the collaboration on this document we're going to leave this comments open and we're going to close it as you can see here there is a little icon on the page and that comment is visible next to the document this makes sure that everyone sees the comments that it's clear who has been at mentioned and what needs to be done now in terms of adding content to your document is a very straightforward as you can see here on the home button at the top we have all our formatting buttons we can change our fonts we can add all these fonts here and these are all available online we can add a font size we can simply up the size of our fonts we can grow our font size shrink the font size or clear all formatting so let's say that I have this Word document and I'm going to grow that font size and then after I've changed my mind I can always clear formatting and it goes back to the default you can also add other formatting options now in regards to the way your paragraphs look we have these same options as many of the other word processing software we have left alignment we have center alignments right alignment or we can even justify our texts we also have a number of line spacing options and this allows you to change the line spacing to whatever you prefer here is an example of using line spacing there we go we're going to select these two and now we can change our line spacing so we can set it to one or we can even go all the way up to three and as you can see the line spacing changes we can decrease and increase the indentation we can add numbering bullet points all your standard options now one of the things I like using within word on line is the different styles because they really save me a lot of time you can see here we have a number of set styles I'm going to click on that drop-down box we have many more styles I can have a strong style and this automatically applies that we can also have an intense reference style and as you can see each style comes with its own formatting you can also create your own by simply clicking on apply styles and then you can select any of these special styles to a different style name and you can create your own styles for when you're editing and formatting your documents we're going to cancel this right now and I'm going to undo that last step there we go we're going to go back to our standard documents now I could have also used the clear formatting button now typing text is made very easy but you can also use a speech to text option within word online so simply click on this dictate button right here and then we're going to allow the use of our microphone please demonstrate how speech to text works on Microsoft Word online full stop and there we go as you can see here we have everything that is spoken being transcribed onto word full stop we click on a microphone to turn this off and we can also change the settings so here we can change your spoken language and we can also select Auto punctuation now Auto punctuation works really well however in some cases is better to not turn it on and then you can really have your students focus on the punctuation needed because they have to speak it and they have to use their own thinking to get that punctuation correct but turning it on is certainly an option I find the speech text to work really well within word now the dictation tool is not the only accessibility tool within word online we also have access to the immersive reader now in order for you to find the immersive reader simply go to the top select view and then on the left hand side you will find that immersive reader now we can click on the immersive reader right here and then this opens up the immersive reader we can not only click on play demonstrate how speech to text works on Microsoft Word online but we can all so change all of these settings that you would otherwise change within the immersive reader so at the top we can have some grammar options we can highlight all our nouns we can highlight the verbs adjectives we can even change the color used for these highlights so if so let's say that you use rainbow writing you have one color for nouns and other for verbs what you can change that right here to match up with what's being used in your classroom we also have the reading preferences this is where we can change the align focus so you can see we can select multiple line focuses so here you can see we have our line focused tools and then under the text preferences we can enlarge the font size or we can make it smaller we can increase spacing reduce that or use different fonts in addition to that we have different themes and as you can see here there are plenty of themes available to make reading much easier for your students so this is a great accessibility feature built within word online available for free when you're using word online so let's just close the immersive reader now and seeing as we are already on that view page let's have a look at a number of other options within this tab so the View tab not only gives us the immersive reader it also gives us a reading view and this will turn our documents into a read-only document so we can preview that document you can see as we scroll down everything is previewed on different pages we see what it will look like when we print we again have that immersive reader and there is the accessibility mode so when I click on accessibility mode you can see it turns our document into a clear document of where a comment was left also I can change what things look like I can fill it in with I can draw on top of this and the accessibility mode allows me to draw onto my documents as you can see here this is great for highlighting different things and again everything is built within Word we're going to close the accessibility mode now let's leave this page and go back to our View mode we're going to go back into edit document and then edit our document online back to that viewer window so here we have the navigation where we are able to quickly look for the outline of our document we can find a replace words and we also have our header and footer but the header and footer can be added right here we can add footer or header to the first page or footer and header to all the other pages however this is not the only place you can do this you can also simply click on header right here on your documents and that will allow you to change your header as well now let's go into the insert menu and let's have a look at some of the different elements we can insert into our documents now the most common one that you will probably be inserting into your documents is images now we have two ways of doing this we can either use the Bing search to do an image insert or we can insert a file that is already on our computer so here you can see we have pictures when I click on picture I'm going to upload a file from my computer or I can simply click on Bing and then I do an image search right here I'm just going to select a random Birds picture there we go and we're going to click on insert this image is now in my document and I have additional features yet again so we now have a picture tab but we didn't that picture tap I can add an alternative text for when the image is not loading I can give it various different frame so you can see here can give my image different frames we can have a drop shadow or anything you'd like I can also select the different wrap text options so you can see it's inline or I can have it behind the text this is great for watermarks on different pages or I can have it square right so there we go we're going to leave that image there we're going to make it a little bit smaller make it part of our document you can also rotate this image slightly to make it look even better now in regards to designing your page word has a lot of great features and inserting images is one of those because there are literally numerous of different styles available we can even have an automatic crop where it puts it into an oval shape let's say I want to link out the word demonstrate and send someone to a website I simply highlight that link and then I insert a hyperlink so in the insert menu we're going to select link and there we go we can link out to any website we can also add page numbers or various symbols and then another one that everyone loves is add some emojis so here we have a number of emojis that can be added you can also use these shortcuts so you can add windows full stop and then you can also add emojis that way now in some cases you'll want to add a table and when you click on table make sure you click on that drop-down arrow and then you can select what style of table you'd like to add so say you want a two by two table it automatically adds a table for you and again it gives you a number of different table styles click on that drop-down arrow and you've got even more styles in addition to that you can also change the colors of your table by selecting the change color option we can add some cell shading let's say we want some green and the other one we want to have some blue what we can do that as well under the Layout tab we'll find the different indentations and spacing options and we'll also be able to change the orientation of our paper so here we can change it to landscape and you can see everything is adjusted to be landscape we're going to leave it as landscape now I'm going to change my margins I'm going to have narrower margins but you can also add your own custom margins by selecting the option at the bottom once you've selected that you can add your own custom margins and that leaves us with two more tabs to look at the reference tab and the review tab but the reference tab this is where we are going to add some footnotes where we're going to make sure that all the links are correct and where we can use a function called smart lookup so when I click on smart lookup you will see on the right hand side it gives me a number of different results so when I select documents smart lookup will look for the word documents is going to pull up everything it can find on my onedrive storage or on the internet you can see here it has a number of different things it gives me a definition of that word some web results and even some help files it also gives me a number of pictures so the smart lookup is definitely a great one to show you students because it's going to save them time to not only do some research but also add in images links to websites and really make sure that the document is clear that all their sources are accurate now let's say that I want to add in a web result so we're going to just scroll down and see if we can find a web result there we go products top office okay I'm going to click on those three dots there and now I can choose do I want to open this link when I click on open it opens in a separate tab I can investigate this website see if I like all the information on it I can also click on those three dots and insert a link to it there we go we now have a link to that web results or what I like is we can add a citation so I can now click on citation and now we have that citation onto our documents so let's go ahead and close a smart lookup menu and let's go to the review menu now you will spend a lot of time in the review menu because this is where you will find all the information about your documents so here you can see we can click on word count we immediately get a word count of our entire document we can see the characters with no spaces characters with spaces paragraphs but we can also click on check accessibility this again checks the entire document and it will give us a breakdown of how accessible this document is you can see here this some missing alternative text an image of an object is not in line and a number of warnings about reading order we can then recheck this after having made some changes and now let me show you one of my all-time favorite functions within the review tab now this is also available on the Home tab but here on the left hand side you can see the editor now when you click on the editor it opens a side window and it gives you a complete overview of your document it shows you the editors score okay I've got an 88% score and it shows you why so it gives me 88% I'm missing a number of spelling suggestions that I haven't looked at I should also accept or ignore grammar suggestions and I should accept or ignore suggested refinements I can go down you can see there are three spelling Corrections when I click on that I immediately see the suggestions so I'm going to ignore that because that's my name and then here I can add a number of additional spelling suggestions it has some grammar suggestions but then the one I really like is where you get a breakdown of your refinements so it shows you the acronyms in your document yes there are acronyms my clarity I only get a score of 1 because this word could be a bit clearer for students it's concise formality of the documents it scans the text and it makes sure that you're using formal language is it inclusive how are my punctuation conventions and it gives you just that breakdown same with vocabulary it gives you some suggestions as to how you can change your vocabulary on the documents to make it clearer as you can see here we can also check for similarities from online sources we can check for similarities to online sources which is very useful in the classroom and then here it gives us some scores so we have 171 distinct words a readability score of 66 it'll take about two minutes to read or three minutes to speak and you can review two uncommon words as well these enhance enhancements give you some suggestions as to how you can make your document look better so overall I find the editor an incredibly useful feature when you're trying to make sure that your document is accessible to everyone in the classroom and that's a full overview of word online and how you can use it in the classroom if you want to find out even more about various online tools click on the playlist at the top or click on that suggested video down below I hope you found this helpful and I will see you in the next one