Office Web Apps are browser-based versions of Microsoft Word, PowerPoint, Excel, and OneNote. Office Web apps allow users to view and edit Microsoft Office documents on any device; they are also a powerful collaboration tool. The web apps are available to full-time faculty and staff in the Office 365 Education portal. The Office Web Apps are integrated with OneDrive for Business so that you never have to worry about saving your work: it’s automatically saved to OneDrive as you work.
To use Word Online, locate the Word icon on the main Office 365 Education portal.
Word Online is a “lite” version of Microsoft Word, so not all of the formatting and editing capabilities are available in the web app. It is best used for simple composing and editing, as well as collaborating online with other users. When you first open the Word web app, you’ll notice the familiar template selections from Microsoft Word. You can select a template or a blank document to begin.
If you’ve used OneDrive for Business or Word Online previously, you’ll also see a list of your recent documents next to the templates menu. You can easily select one of the recent documents to begin working and pick up where you left off.
Once you choose a document or template, you’ll see the familiar Word toolbar ribbons, but with a few less options than usual.
There are still many options for editing and composing documents, but one useful tool is located in the Review ribbon. The Check Accessibility tool will review your document to make sure it is accessible to as many people as possible, including those who use screen readers or have color blindness.
A feature unique to Word Online is the Edit in Word button. Located on the top toolbar, the Edit in Word button allows you to open your document in Microsoft Word. This allows you to continue working on your document in the full version of Word located on your desktop. If you have Office 2016 and the OneDrive sync client installed on your computer, when you save your document after opening it in Microsoft Word it will be automatically saved to your OneDrive for Business account in Office 365 Education.
The File ribbon holds the New, Open, Save As, Print, and Share options that you’re used to seeing in Microsoft Word.
The Share button (either in the File menu or in the top right corner of the screen) allows you to share the document via OneDrive, either as an email that links to the document or a URL that can be used on a website or emailed to users. You set the permission level of the recipients and have complete control over access to your documents.
When you click the Share button, a dialogue box will appear. In the Invite People menu, you can enter the user’s email address or type their name (last name first). To the right of the recipient box is the permissions menu, where you choose whether or not the recipient(s) can edit or just view your document. The recipient will receive an email that links to the document, so you can include a message with the email invitation.
The Get a link menu generates a URL that links to your document. You set the permission level of the link (anyone who clicks the link has the same permissions), and then you can copy the URL and share it on a website or email it.
The final menu in the Share box allows you to see who has access to your document at any given time. Click Shared with to see a list of users with access to your document. You can select the user(s) and click Stop Sharing to revoke their access to the document.
PowerPoint and Excel Online
The web apps for PowerPoint and Excel are much like Word. They are “lite” versions of the full Microsoft PowerPoint and Excel programs, and they have the same features discussed above.