Microsoft’s Word mobile app passed a milestone over the summer: the Android version has been downloaded more than one billion times, according to the Google Play Store. Apple doesn’t provide download figures on its App Store, but with more than 608,000 ratings, the iOS version of Word is clearly popular as well.
On either platform, the app lets you create and edit Word documents on your phone or tablet for free. Typing on a phone isn’t the most comfortable way to compose a long document, but the mobile app can be very handy for starting new docs or making quick edits to existing ones while you’re on the go.
The app has two requirements: First, you need to sign in with a Microsoft user account, which can be a free account (such as one for Outlook.com) or an Office 365 account, which you or your company pays a subscription fee for. Second, the app installs only on phones or tablets with screens that measure less than 10.1″ diagonally.
This guide walks you through the major functions of the Word app and shows you how to share your Word document with other people to collaborate on. We’ve focused on the Android phone interface here; if you have a very large phone or tablet your screen might look a little different but should work similarly. The iOS app also has similar features and functions; we’ll note where the steps for using it differ.
Editor’s note: At its 2019 Ignite conference in November, Microsoft announced a new Office mobile app that combines the functionality of its separate Word, Excel, and PowerPoint apps. The all-in-one app has been unstable in our tests so far; until it’s out of beta, we recommend sticking with the current apps.
As you’d expect from a powerful, versatile app like Ulysses, there are plenty of keyboard shortcuts to speed up navigation and other app-related actions. And while you can discover the shortcuts as you go about using the app, it’s much easier to have them ready to go in a single location.
That’s why we’ve come up with this cheat sheet, which you can save to your desktop for quick access. It contains all the keyboard shortcuts you need to manage various views, panels, and modes in Ulysses and switch between them effortlessly. You’ll also find several shortcuts for text editing.
With all these shortcuts at your fingertips, you probably won’t need to take your hands off the keyboard at all when you write in Ulysses!
What makes the Bullet Journal method of note-taking so popular? It’s the magic combination of speed, structure, and flexibility!
Once you understand how to set up your bullet journal and personalize it, you can capture any aspect of your day, work, and life in a streamlined manner. If you’re new to this method and find it daunting or if you just need a refresher on its essentials once in a while, our cheat sheet below can help.
Refer to the cheat sheet for quick descriptions of key Bullet Journal terms and symbols, and for a walkthrough of the logging process. You’ll also find ideas for Bullet Journal Collections and signifiers in the list.
Monthly inventory of time, upcoming tasks, priorities, migrated tasks, etc.
¹The Daily Log
For capturing tasks, events, and notes daily with Rapid Logging
Descriptive title for journal page
Short sentence paired with symbol for Rapid Logging
Special symbol to add extra context to journal entries
Set of active Collections
Hashtags for sharing Stacks in social media posts
Subsets of Collection created for easier management of large projects
Index dedicated to one subject only
Stitching Collection together by connecting its page numbers
Moving entries between Logs to update journal
To-do list item / task incomplete
Task migrated to collection
Task scheduled in Future Log
Item to be remembered
○ Event_Name – Note 1 – Note 2 – Note 3
Special information: coupon code, flight number, receipt number, etc.
Name, email address, or social media handle
Wishlist item (Check box after purchase)
Steps to Log Information
1. Set up Index.
2. Set up Future Log after Index.
3. Update Monthly Log.
a. Set up Monthly Log at start of month.
b. Add list of dates to Calendar page.
c. Migrate tasks from previous month or Future Log.
d.Schedule/record events and tasks on Calendar page.
e. Record notes and extra information on Task Page.
4. Create Daily Log for next day.
a. Add Topic at top of page and page number at bottom.
b. Use Daily Log for rapid logging day’s tasks, events, and notes.
c. Add Topic and corresponding page number(s) to Index.
Custom Collection Ideas
Exam prep tracker
Career goals tracker
Job search tracker
Medical information tracker
Home improvement tracker
Recurring tasks tracker
Self care ideas list
Healthy foods list
Bill payment tracker
Money goals tracker
Money to-do list
Life goals tracker
Quotes and affirmations list
Gift ideas tracker
¹Core Collection: Foundational Collection part of every Bullet Journal.
²Suggested in the official Bullet Journal system.
Stay Analog or Go Digital
Your bullet journal can be a planner, calendar, memoir, or all of these and more rolled into one. And you’ll find plenty of stunning journal spreads online to use as inspiration for your own. What’s more, you can go digital with your bullet journal in creative ways. For example, you can repurpose Evernote as a bullet journal.
This download accompanies our Word for Office 365 cheat sheet. See that article for detailed information on how to get the most out of Word for Office 365 in Windows.
For the most part, the Ribbon interface in Word for Office 365 is intuitive to use. It’s divided into a series of tabs that group related commands together. Since it’s always present at the top of your screen, the Ribbon puts a wealth of commands in easy reach at all times.
But with so many tabs and so many commands, it’s not always obvious where to go to perform a given action. To help, we’ve compiled a guide that shows each Ribbon tab, explains what it’s for and highlights its most commonly used commands. And for those of you who don’t like to take your hands from the keys to point and click, we’ve included keyboard shortcuts for all the actions.
For instance, if you want to insert an image from the web in your document, you’d go to the Insert tab and click the Online Pictures icon in the Illustrations group, or press Alt-N and then F. To set up a page with two columns, you’d go to the Layout tab, click the Columns button in the Page Setup group (or press Alt-P, J) and select the number of columns.
Word has always been the workhorse app of the Microsoft Office suite. Nearly everyone who uses Office ends up using Word at some point, whether it be for writing memos, typing up agendas, creating reports, crafting business correspondence or any of a thousand other uses.
Microsoft sells Office under two models: Individuals and businesses can pay for the software license up front and own it forever (what the company calls the “perpetual” version of the suite), or they can purchase an Office 365 subscription, which means they have access to the software for only as long as they keep paying the subscription fee.
This cheat sheet gets you up to speed on the features that have been introduced in Office 365’s Word for Windows desktop client since 2015. We’ll periodically update this story as new features roll out. (If you’re using the perpetual-license Word 2016 or 2019, see our separate Word 2016 and 2019 cheat sheet.)
Share this story: IT pros, we hope you’ll pass this guide on to your users to help them learn to get the most from Word for Office 365.
Use the Ribbon
The Ribbon interface is alive and well in the current version of Word. Since it has been included in Office applications since Office 2007, you’re probably familiar with how it works, but if you need a refresher, see our Word 2010 cheat sheet.
In September 2018, Microsoft overhauled the way the Ribbon looks. It’s now flatter-looking, cleaner and less cluttered, and has high-contrast colors, which makes the icons and text on the Ribbon easier to see. The blue bar at the top has been reduced as well, with the tab names now appearing on a gray background. But it still works in the same way, and you’ll find most of the commands in the same locations as in earlier versions.
One minor change to the Ribbon layout is that there’s now a Help tab to the right of the View tab. And there are slight variations in the Ribbon’s appearance between editions of Word in Office 365. For instance, the Search box is located to the right of the Ribbon tabs in consumer editions but above the Ribbon tabs in enterprise editions.
Just as in earlier versions of Word, to make the commands underneath the tabs on the Ribbon go away, press Ctrl-F1. (Note that the Ribbon tabs — File, Home, Insert and so on — stay visible.) To make the commands appear again, press Ctrl-F1.
You’ve got other options for displaying the Ribbon as well. To get to them, click the “Ribbon display options” icon at the top right of the screen, just to the left of the icons for minimizing and maximizing Word. A drop-down menu appears with these three options:
Auto-hide Ribbon: This hides the entire Ribbon, both the tabs and commands underneath them. To show the Ribbon again, click at the top of Word.
Show Tabs: This shows the tabs but hides the commands underneath them. It’s the same as pressing Ctrl-F1. To display the commands underneath the tabs when they’re hidden, press Ctrl-F1, click a tab, or click the Ribbon display icon and select “Show Tabs and Commands.”
Show Tabs and Commands: Selecting this shows both the tabs and commands.
And if for some reason that blue on the title bar is too much color for you, you can turn it white, dark gray or black. To do it, select File > Options > General. In the “Personalize your copy of Microsoft Office” section, click the down arrow next to Office Theme and select Dark Gray, Black, or White from the drop-down menu. To make the title bar blue again, choose the Colorful option from the drop-down list. Just above the Office Theme menu is an Office Background drop-down menu — here you can choose to display a pattern such as a circuit board or circles and stripes in the title bar.
There’s a useful feature in what Microsoft calls the backstage area that appears when you click File on the Ribbon: If you click Open, Save a Copy, or Save As from the menu on the left, you can see the cloud-based services you’ve connected to your Office account, such as SharePoint and OneDrive. Each location now displays its associated email address underneath it. This is quite helpful if you use a cloud service with more than one account, such as if you have one OneDrive account for personal use and another one for business. You’ll be able to see at a glance which is which.
In the works: A simplified Ribbon
Microsoft is also working on a simplified version of the Ribbon for all Office applications. Like the existing Ribbon, it will have tabs across the top, and each tab will have commands on it. But it’s more streamlined and uses less space than the existing Ribbon.
For now, only Outlook for Windows uses the simplified Ribbon in Office 365. However, some users can get a preview of what it will look like in Word by going to the online version of Word. Use the slider next to Simplified Ribbon at the top right of the screen to toggle the simplified Ribbon on and off. If you don’t see the slider at the top of the screen, go to the Ribbon’s View tab and check the box next to Simplified Ribbon. To revert to the regular Ribbon, uncheck the box.
In the simplified Ribbon, all the commands are still there for each tab, but only the most commonly used are visible. Click the three-dot icon at the far right end of the Ribbon to show the rest of the commands in a drop-down menu.
In the Outlook desktop client, you can toggle between the streamlined and traditional Ribbon by clicking a small caret icon at the right edge of the Ribbon. We assume this will work the same way in Word, but at this point we have no details. We’ll update this section when the simplified Ribbon rolls out to Word for Windows.
Collaborate in real time
The biggest feature that’s been introduced in Word for Office 365 subscribers since 2015 is real-time collaboration. It lets people work on documents together from anywhere in the world with an internet connection, a feature that Google Docs has long had. Microsoft calls this “co-authoring.”
There are only three requirements for collaboration in Word for Office 365: You must be logged into your Microsoft or Office 365 account; the document must be stored in OneDrive, OneDrive for Business, or SharePoint Online; and AutoSave must be turned on.
To collaborate on a document, first open it, then click the Share icon in the upper-right part of the screen. If you haven’t yet saved your file in OneDrive, OneDrive for Business, or SharePoint Online, you’ll be prompted to do so. What happens next depends on whether your document is stored in your own OneDrive or with OneDrive for Business or SharePoint Online.
If your files are stored in your personal OneDrive, you’ll share documents via the Share pane. But if your files are stored in OneDrive for Business or SharePoint Online, you’ll use a newer interface that Microsoft rolled out to enterprise Office 365 users in May 2017. A Microsoft representative told us that the company intends to roll out the newer interface to consumers with an Office 365 subscription at some point, but it hasn’t announced timing yet. So we’ll give instructions for both interfaces below.
If your document is stored in your personal OneDrive: After you’ve saved the document to OneDrive and clicked the Share button, the Share pane will open on the right-hand side of the screen — this is command central for collaboration. At the top of the pane, type in the email addresses of the people with whom you want to collaborate on the document, separated by commas. As you type, Word looks through your address book and displays the matches it finds; click the person you want to invite. If you’re on a corporate network, you can click the address book on the right to search through your corporate email address book. If a person isn’t in your address book, just type in their complete email address.
After you enter the addresses, select either “Can edit” or “Can view” in the drop-down to allow collaborators full editing or read-only privileges. (If you want to assign different rights to different users, you can send two separate emails, or you can change any collaborator’s permissions later by right-clicking their name in the Share pane.) Type a message in the text box if you want. When you’re done, click Share. An email gets sent out to everyone with whom you’ve shared the file, showing an “Open” button that they can click to open the document.
There’s another way to share a file stored in a personal OneDrive for collaboration: At the bottom of the Share pane, click “Get a sharing link,” and from the screen that appears, choose “Create an edit link” if you want to create a link to the file that will allow people to edit the file, or “Create a view-only link” if you want to create a link that will allow them to view the file only. Then copy the link, write an email using any email program, paste in the link, and send the email.
If you want to instead send the file but don’t want to let people collaborate on it, at the bottom of the Share pane click “Send as attachment.” You can then send the file either in Word format or else as a PDF. When you do this, it won’t reflect any changes you make to it after you send the file.
If your document is stored in SharePoint Online or OneDrive for Business: Clicking the Share button pops up a Send Link window. Here you can send an email with a link where others can access the document.
By default, only the people whose email addresses you enter will be able to edit the document. If you like, you can click “People you specify can edit” to call up a “Link settings” screen, where you can expand access to anyone with the link, people in your organization with the link, or anyone who already has access to the file.
On this screen you can also uncheck the “Allow editing” box to set any of those permissions to read only. If you do that, you can optionally block people from downloading the file by toggling the “Block download” slider on. Finally, if you choose the “Anyone with the link” option, you can set an expiration date after which they won’t be able to access the file. When you’ve made your selections, click Apply.
Back in the main Send Link window, enter the recipients’ email addresses (as you type, Word will suggest people from your address book whom you can select), optionally type in a message, and click Send. An email is sent to all the recipients with a link they can click to open the document. Note that depending on how your IT department has set up permissions for users, you may not be able to send the invitation to people outside your organization.
(If you’d rather send recipients a copy of the workbook as an Excel file or a PDF, and thus not allow real-time collaboration, click Send a Copy at the bottom of the Send Link screen.)
To begin collaborating: When your recipients receive the email from you, they click a button or link to open the document, which opens in Word Online in a web browser rather than in the Word desktop client. Depending on a variety of factors, including whether recipients are signed into an Office 365 account, whether the file being shared is stored in a personal OneDrive or in OneDrive for Business/SharePoint, and whether the sender and recipient are from the same organization, recipients may or may not be able to start editing the document in their browser right away. Some users will have to click an Edit in Browser button first, and some will be able to choose between editing the doc in the browser or editing it in their desktop Word app.
The web version isn’t as fully featured as the client version — for instance, there aren’t as many formatting options and you can’t insert shapes, take screenshots, use mail merge, or use several other features. But for basic editing, it works fine.
When any collaborators open the document, you’ll see a colored cursor bar for each person that indicates their presence in the document. Each person gets their own unique color. Hover your cursor over anybody else’s cursor bar to see their name. Once they begin editing, you can see what each collaborator does as they do it, including deleting, editing and adding text. They see what you do as well.
Collaboration includes the ability to make comments at specific places in a document without actually changing the document’s contents. To do it, place your cursor in the document where you want the comment to appear (or select a word or phrase), click the Comments button in the upper right of the screen, and select New Comment. A new comment box appears in the right margin; type in your comment there. If you want to draw a colleague’s attention to a comment, @ mention them in the comment, they’ll receive an email notification with a link to the document.
Everyone collaborating can see all comments in the right margin. To reply to a comment, hover over it, click the Reply button, and type your response. There’s also a Resolve button that grays out the comment.
Be aware that how well real-time collaboration works depends on the strength of your internet connection. On slow or flaky connections, you won’t immediately see edits that other people make and they won’t see yours immediately — there will be a lag. So it’s always best, when possible, to have the strongest connection possible when collaborating.
If your document is stored in your personal OneDrive, the Share pane shows a list of all people currently collaborating on the workbook or who have been given access to it. If you don’t see the Share pane, click the Share button at the top of the screen to open it.
Double-click any name in the pane, and a screen appears that lets you communicate with them as you work. Email is always available, although that’s not particularly useful for simultaneous collaboration, since back-and-forth may take a while. Instant messaging and making voice calls using VoIP are available, but only via Skype and only if both of you are signed into Skype while you’re working on the document. Click the three-dot icon to the right of their email address, and you’ll be able to add the person to your address book, schedule a meeting with them, and add them to your favorites.
If the Share pane distracts you, click the X on its upper right and it goes away. To make it appear again, click the Share button at the top of the screen.
As noted previously, if your workbook is stored in SharePoint or OneDrive for Business, you won’t have a Share pane. But you can still see who has access to the file by clicking the Share button. In the Send Link screen that opens, click the three-dot icon in the upper right and select Manage Access to see a list of people who can access the file. Here you can change edit/view permissions, revoke someone’s access, or remove the sharing link altogether.
Search to get tasks done quickly
A very useful addition to Word 2016 was called Tell Me — basically, an enhanced search feature for finding commands in Word. Now renamed simply Search, it’s extremely helpful when you want to do a task that you haven’t done before or have forgotten how to do.
To use it, click in the Search box — for some Office 365 subscribers, it’s located on the Ribbon to the right of all the tab headers; for others, it’s above the Ribbon in the blue title area. (Keyboard fans can instead press Alt-Q to go to the Search box.) Type in a task, and you’ll get a list of possible matches. Click the task you want to get instructions on how to do it.
For example, I typed “address an envelope” and chose the “Envelope” result, and the screen you use for addressing envelopes appeared. When I typed in the more general query “write an essay,” it popped up a link to Word’s Researcher feature that lets you do research from right within Word, add sources from the research you find, and then cite the sources in the document properly. If you type in a query and hover your mouse over a result instead of clicking it, you’ll see a screen describing what you can do if you click the results.
It’s a big time-saver, because you don’t have to hunt through the Ribbon to find the command you want. And it remembers the features you’ve previously selected in the box, so when you click in it, you first see a list of previous tasks you’ve searched for. That way, tasks that you frequently perform are always within easy reach.
Search is gaining more capabilities, too. Some users of enterprise and education editions of Office 365 are now able to use the Search box to find people in their organization, SharePoint resources, and other personalized results from within Word. (These features are being rolled out in stages, so you might not have them yet.)
Do you need to make a quiz, survey, registration form, order form or other web page that gathers feedback from co-workers, customers, or others? If so, you can design and deploy it right from your web browser with Google Forms. It’s integrated with Google Drive to store your forms in the cloud.
Anyone with a Google account can use Forms for free. It’s also available as part of G Suite, Google’s subscription-based collection of online office apps for business and enterprise customers that includes Google Docs, Sheets, Slides, Gmail, and more. Forms is lesser known than Google’s other productivity apps, but it’s a useful tool to know how to use. This guide takes you through the basics of designing a form, deploying it online, and viewing the responses it gathers.
Share this story: G Suite administrators, we hope you’ll pass this guide on to your users to help them get up to speed with Google Forms.
Close all windows OR ¹Close all tabs except the active tab
Option + Shift + Cmd + W
¹Close all windows
Cmd + O
Open selected item(s)
Option + Cmd + O
Open selected item(s) and close active window or ¹active tab
Shift + Cmd + N
Create new folder
Control + Cmd + N
Create new folder and move selected item to it
Cmd + I
Show Get Info pane for selected item(s)
Option + Cmd + I
Show Inspector pane for selected item(s)
Cmd + P
Open selected file for printing
Rename selected item
Cmd + C
Copy selected item(s) to clipboard
Option + Cmd + C
²Copy pathname of selected item to clipboard
Paste item(s) from clipboard
Option + Cmd + V
Move selected item(s) to active location i.e. cut-paste item(s)
Cmd + Z
Undo last action
Shift + Cmd + Z
Reverse “Undo action”
Cmd + D
Duplicated selected item(s)
Control + Cmd + A
Create alias for selected item(s)
Option+ Control + Cmd + A
Locate original item for selected alias(es)
Open Quick Look preview of selected item(s)
³Cmd + Y
Open Quick Look preview of selected item(s)
³Option + Cmd + Y
Open slideshow or fullscreen Quick Look preview of selected item(s)
Control + Cmd + T
Add sidebar shortcuts for selected item(s)
Control + Shift + Cmd + T
Add selected item(s) to Dock
Cmd + Delete
Move selected item(s) to Trash
Option + Cmd + Delete
Delete selected item(s) immediately
Shift + Cmd + Delete
Option + Shift + Cmd + Delete
Empty Trash immediately i.e. without warning dialog
Cmd + E
Eject the selected disk or volume
Cmd + F
Open a Finder search window (search bar is activated automatically)
Option + Cmd + Space
Open a Finder search window even when Finder is not active
View and Sort Options
Cmd + 1
Switch to Icon view
Cmd + 2
Switch to List view
Cmd + 3
Switch to Column view
Cmd + 4
Switch to Gallery view
Control + Cmd + 0
⁴Sort items into Groups
Control + Option + Cmd + 0
Sort items by None
Control + Option + Cmd + 1
Sort items by Name
Control + Option + Cmd + 2
Sort items by Kind
Control + Option + Cmd + 3
Sort items by Date Last Opened
Control + Option + Cmd + 4
Sort items by Date Added
Control + Option + Cmd + 5
Sort items by Modified
Control + Option + Cmd + 6
Sort items by Size
Control + Option + Cmd + 7
Sort items by Tags
Option + Cmd + 1
Clean up items by Name
Option + Cmd + 2
Clean up items by Kind
Option + Cmd + 5
Clean up items by Date Modified
Option + Cmd + 6
Clean up items by Size
Option + Cmd + 7
Clean up items by Tags
Option + Cmd + S
Option + Cmd + T
Toggle toolbar and sidebar
Shift + Cmd + T
Toggle tab bar
Option + Cmd + P
Toggle path bar
Shift + Cmd + P
Toggle Preview sidebar
Cmd + / (Forward slash)
Toggle status bar
Cmd + J
Show View options for active folder
Shift + Cmd + . (Period)
Toggle visibility of hidden files
Icon View, Gallery View: Select last item
List View: Select item above
Column View: Select last item if no item selected, otherwise select item above
Icon View, Gallery View: Select first item
List View: Select item below
Column View: Select first item if no item selected, otherwise select item below
Icon View: Select item on the left
List View: Collapse folder
Column View: Select parent folder
Gallery View: Select last item if no item selected, otherwise select first item on the left
Icon View: Select item on the right
List View: Expand folder
Column View: Select child item
Gallery View: Select first item if no item selected, otherwise select first item on the right
Icon, List, and Gallery View: Cycle through items in the forward direction
Shift + Tab
Icon, List, and Gallery View: Cycle through items in the backward direction
Cmd + Up Arrow
Open enclosing (parent) folder
Cmd + Down Arrow
Select first item or open selected item(s)
⁵Cmd + [
Go one step backward
⁵Cmd + ]
Go one step forward
Accessing Standard Finder Locations
Shift + Cmd + F
Open Recents window
Shift + Cmd + O
Open Documents folder
Shift + Cmd + D
Open Desktop folder
Option + Cmd + L
Open Downloads folder
Shift + Cmd + H
Open Home folder of current user account
Shift + Cmd + C
Open Computer window
Shift + Cmd + R
Open AirDrop window
Shift + Cmd + K
Open Network window
Shift + Cmd + I
Open iCloud Drive
Shift + Cmd + A
Open Applications folder
Shift + Cmd + U
Open Utilities folder
Shift + Cmd + G
Open dialog to jump to folder using pathname
Cmd + K
Open Connect to Server utility
Cmd + , (Comma)
Open Finder preferences
Cmd + M
Minimize active window
Option + Cmd + M
Minimize all windows
Cmd + ` (Backquote)
Cycle through (unminimized) windows
Cmd + H
Option + Cmd + H
Hide all apps except Finder
Cmd + Q
Open sidebar item in new tab or window
Cmd-Drag Toolbar/Sidebar Item
Add item to or move/remove item from toolbar/sidebar
To toolbar/sidebar: Add a shortcut
To any location on disk: Move item there
Cancel drag-and-drop action midway
Double-click divider in Column View
Resize corresponding column to fit item with longest name
Option + Double-Click divider in Column View
Resize all columns to fit items with the longest name in each
Option-Drag divider in Column View
Resize columns equally
Option-Click Go Menu
Reveal link to Library folder
¹When window has multiple tabs ²If multiple items are selected, pathname of first item will be copied. ³If no item selected, preview parent folder with Quick Look. ⁴Does not work in Gallery View. ⁵Based on tab/window history
Need to build a slide presentation for a meeting, training or other event? Google Slides is an easy-to-use presentation app that comes with the essential tools and more. You use it through your web browser, with your presentations stored in the cloud with Google Drive. Anyone with a Google account can use Slides and Drive for free. They’re also part of G Suite, Google’s subscription-based suite of office apps for business and enterprise customers.
This guide familiarizes you with the interface and shows you how to start a new presentation; upload and edit one that you have stored on your PC’s hard drive, such as a Microsoft PowerPoint presentation; collaborate with others on a presentation; and, of course, present it. This guide is written with the assumption that you know the basics of designing presentations.
In addition to the web app, Google offers a Slides mobile app for Android and iOS. We cover a few notable differences with the mobile app.
Share this story: G Suite administrators, we hope you’ll pass this guide on to your users to help them get up to speed with Google Slides.