In addition to the desktop apps, the main office apps—Word, PowerPoint, and Excel—can also be used in a web browser. These web apps let you edit your documents from any computer connected to the internet with a web browser. Additionally, there are mobile versions of these apps. This video explains who is able to use these mobile and web-based apps and how to access them. Plus, learn about important interface differences between these apps and the desktop applications.
- [Instructor] In addition to the standard desktop applications, you can also use certain Office applications like Word, PowerPoint and Excel online in a web browser. And there are mobile apps for smartphones and tablets. Let's talk about how you access these different apps and why. Let's start with the web apps, which are only available to Office 365 subscribers. So I'm here at the Office 365 website, that's office.microsoft.com, and I'm already signed in to my Office account.
So from here, you can access the Word, Excel, and PowerPoint apps. You can get those here on the main screen or you can go to the app-chooser in the top left corner. So let's launch the Word web app. Like the desktop application, we start with the Welcome screen. I can make a new document or open an existing document but here's one very important detail: You have to use OneDrive as your storage location to use these web apps. New documents that you create will be saved on OneDrive.
And if you want to open an existing document, you have to upload it or sync it to OneDrive and then open it from there. Let's make a new document from the blank document template. I'll just click on that so we can see the normal interface. Notice how the interface is similar to the desktop version. Of course I have the ribbon up here at the top, I can jump through the different ribbons. There is a zoom control in the bottom right, it's not a slider, it's just a single button where you can set the zoom percentage.
There is no Quick Access Toolbar up at the top, so that is one difference. But you do have the Backstage View, so just like the Windows version of the desktop application, if you click on File, it takes you to backstage. It is a little bit limited from what you see in the desktop application, but the core controls are here. And when you're finished with the Backstage View, just click this back button in the top left and you're back at your document. So feel free to explore on your own from here.
You will find that not all of the features of the desktop applications are available here. Remember, the desktop applications are the flagship experience, but the web apps are a great alternative if you have your files on OneDrive and you need to make some edits when you're not at your main computer. And we do have courses that focus on the web apps on LinkedIn Learning, so you can check out those to learn more about these apps. Next, let's talk about the mobile apps for smartphones and tablets. These are available for free on the iOS and Android app store.
I already have them installed, so let's open up Word to see what it looks like. Now when you launch these applications for the first time, you will be prompted to sign in. You can skip the sign-in process, but then you will only be able to view documents, not edit them. I'm already signed in to my Office 365 account which opens up all of the available features. These apps give you an interface similar to the desktop applications. Now, I'm on an iPad. These apps also work on iPhones and Android phones, but the interface will be much more compact on a phone.
But just like the desktop apps, we start with the Welcome screen. You can open an existing document or create a new document. Let's tap on Open to open up an existing document. Now, where you store your files is a very important consideration. You could copy your files to the internal storage of your tablet or phone, but it's usually not very practical. Instead, most people prefer to link the app to OneDrive or another cloud storage tool. You can tap on this button labeled Add a Place to sign in to the cloud storage service that you want to use.
But since I'm already signed in to my Office 365 account, it has already connected my OneDrive. I can see that listed here. So I want to open a file from my OneDrive, so I'll tap on that, find the file I want, and then tap on it to open it. So these mobile apps have many of the same features, but not everything that you would find in the desktop applications. The mobile apps automatically save your changes so you will not find the standard save options. There is no Backstage View, but if you hit this button in the Quick Access Toolbar, you'll see options to save a new copy of your document, send it to somebody or print it.
So you do have the Quick Access Toolbar up at the top and we also have the ribbons. You can tap on those to jump between the different ribbons. But keep in mind the ribbons will work a little differently on a phone screen. There is no zoom slider but you can resize your document using the standard pinch gesture on the touchscreen. So there are some limitation to these apps, but if you are going to be away from your computer and you're traveling light, these mobile apps are a great option to access and edit your files.
They work best if you use OneDrive for file storage or some other cloud storage tool, like Dropbox. So be sure to check out our separate courses focusing on the web apps and the mobile apps for much more detail.