Microsoft Office Tutorials: April 2021

Friday, April 30, 2021

Microsoft forms and user accounts

Tip: Learn more about Microsoft Forms or get started right away and create a survey, quiz, or poll. Want more advanced branding, question types, and data analysis? Try Dynamics 365 Customer Voice.

With Microsoft Forms, you can create surveys, quizzes, and polls, and easily see results as they come in. When you create a quiz or form, you can invite others to respond to it using any web browser, even on mobile devices. As results are submitted, you can use built-in analytics to evaluate responses. Form data, such as quiz results, can be easily exported to Excel for additional analysis or grading.

Here are some frequently asked questions about Microsoft Forms for administrators:

Turn off or turn on Microsoft Forms

Microsoft 365 IT Administrators can turn off Microsoft Forms in the Microsoft 365 admin center, under the User Management tab. See set up Microsoft Forms and turn off or turn on Microsoft Forms for more details.

Is there a limit to the number of users and amount of data stored for user accounts even after they have left my organization?

Currently, there is no limit for the number of users for which data is retained, as long as the provisioning of their accounts is within your organization's online service agreement. There is also no limit for the amount of data stored for user accounts.

The original owner of a form is no longer with my organization and/or their Microsoft Forms license has been removed. What happens to the data that is associated with the form they created?

All account-related data will be deleted 30 days after a user account has been deleted from your tenant (Azure AD).

Where data is stored for Microsoft Forms

Microsoft Forms data is stored on servers in the United States, with the exception of data for European-based tenants. The data for European-based tenants is stored on servers in Europe.

Feedback for Microsoft Forms

We want to hear from you! To send feedback about Microsoft Forms, go to the upper right corner of your form and select More form settings More options button > Feedback.

Create a section group in onenote

Does your notebook have too many sections to fit on the screen? Consider using section groups. A bit like folders on a hard drive, section groups keep related sections together. A section group can hold as many sections as you want, along with all their pages, so you won't lose a thing.

To create a section group, do the following:

Open or create a notebook in which you want to create one or more section groups.
Right-click any section tab, and then click New Section Group.
Type a name for the section group and then press Enter. You'll see the new section group to the right of the section tabs near the top of the page.

Note: Using section groups is optional. You can make notes just as manageable by splitting a large notebook into two or three smaller notebooks. However, if you prefer to work in a single notebook, section groups are the easiest way to manage a large number of sections as the notebook continues to grow.

Working with section groups

To add sections to a group, just drag their section tabs over the section group icon.
To go to a specific section group, click its name. When the section group opens, click any individual section tab to get to the pages in that section.
To jump back up a level, click the green arrow that appears just to the right of the Notebooks list.

Group and ungroup text boxes pictures and other objects in publisher

You can group objects either by dragging the cursor to draw a selection rectangle around the objects or by holding down SHIFT and clicking everything you want to select.

Group objects

Select the objects you want to group.
Click Home > Group .

Ungroup objects

Select the group of objects you want to ungroup.
Click Home > Ungroup .

Show or hide gridlines in word powerpoint or excel

Gridlines help give you visual cues when you're formatting in Office. You can align shapes and other objects in your PowerPoint slides and Word documents, and distinguish between cell boundaries in and sections of your spreadsheets and workbooks in Excel.

Note: This article doesn't apply to PowerPoint for Mac, PowerPoint for the web, or Word for the web.

Gridlines

In Word and PowerPoint, gridlines are for visual reference only and cannot be printed. If you want to print gridlines in Excel, see Print gridlines in a worksheet.

To show the gridlines, in Excel, PowerPoint, or Word, click the View tab, and then check the Gridlines box.

Show or hide the gridlines

To hide the gridlines, clear the Gridlines check box.

More about tools that help you align and place text and objects:

Error code 30180 28 when updating office

You might see this error during an Office update if you have a poor internet connection. Here are some things you can try to fix the problem.

Restart and update Office

Save your work, close any programs you have open, and then restart your computer.
Open any Office application such as Word or Excel, and then open an existing document or create a new one.
Select File > Account (or Office Account if you're using Outlook).
Under Product Information, select Update Options > Update Now.

Use a wired connection

If you aren't already using a wired connection to the Internet, plug in your device and follow the steps above to update Office.

Switch function

The SWITCH function evaluates one value (called the expression) against a list of values, and returns the result corresponding to the first matching value. If there is no match, an optional default value may be returned.

Note: This feature is available on Windows or Mac if you have Office 2019, or if you have a Microsoft 365 subscription. If you are a Microsoft 365 subscriber, make sure you have the latest version of Office.

Technical Details

Syntax

SWITCH(expression, value1, result1, [default or value2, result2],…[default or value3, result3])

Argument	Description
expression (required)	Expression is the value (such as a number, date or some text) that will be compared against value1…value126.
value1…value126	ValueN is a value that will be compared against expression.
result1…result126	ResultN is the value to be returned when the corresponding valueN argument matches expression. ResultN and must be supplied for each corresponding valueN argument.
default (optional)	Default is the value to return in case no matches are found in the valueN expressions. The Default argument is identified by having no corresponding resultN expression (see examples). Default must be the final argument in the function.

Because functions are limited to 254 arguments, you can use up to 126 pairs of value and result arguments.

Overview

In its simplest form, the SWITCH function says:

=SWITCH(Value to switch, Value to match1...[2-126], Value to return if there's a match1...[2-126], Value to return if there's no match)

Where you can evaluate up to 126 matching values and results.

See the following formula:

Breakdown of the SWITCH function's arguments

Value to switch? In this case, WEEKDAY(A2) equals 2.
What value do you want to match? In this case, it's 1, 2 and 3.
If there's a match, what do you want to return as a result? In this case, it would be Sunday for 1, Monday for 2 and Tuesday for 3.
Default value to return if there's no match found. In this case, it's the text "No match".

Note: If there are no matching values, and no default argument is supplied, the SWITCH function returns the #N/A! error.

Examples

You can copy the example data in the following table and paste it in cell A1 of a new Excel worksheet to see the SWITCH function in action. If the formulas don't show results, you can select them, then press F2 > Enter. If you need to, you can adjust the column widths to see all the data.

Example

Value	Formula	Result
2	=SWITCH(WEEKDAY(A2),1,"Sunday",2,"Monday",3,"Tuesday","No match")	Because A2=2, and Monday is the result argument corresponding to the value 2, SWITCH returns Monday
99	=SWITCH(A3,1,"Sunday",2,"Monday",3,"Tuesday")	Because there's no match and no else argument, SWITCH returns #N/A!
99	=SWITCH(A4,1,"Sunday",2,"Monday",3,"Tuesday","No match")	No match
2	=SWITCH(A5,1,"Sunday",7,"Saturday","weekday")	weekday
3	=SWITCH(A6,1,"Sunday",2,"Monday",3,"Tuesday","No match")	Tuesday

Need more help?

You can always ask an expert in the Excel Tech Community, get support in the Answers community, or suggest a new feature or improvement on Excel User Voice.

Automatic fix

Convert to another color mode Click this fix to open the Color Model dialog box, where you can select a different printing process.

In the Color Model dialog box, click one of the following:

Spot colors

If you click Spot colors, Microsoft Office Publisher converts all the RGB colors to spot-color inks and lists them on the Inks tab. Publisher lists all the colors that are used in the publication on the Colors tab. You can add new spot-color inks by clicking New Ink on the Inks tab.
Notes:
- If you have more than two spot-color inks and you selected Run commercial printing checks, an error message will be displayed in the Design Checker.
- Color schemes are not available if you convert to spot-color inks.
Process colors (CMYK)

If you click Process colors (CMYK), Publisher converts all the RGB colors to process colors and lists cyan, magenta, yellow, and black — CMYK — as the only inks on the Inks tab. Publisher lists all the colors that are used in the publication on the Colors tab.
Process colors plus spot colors

If you click Process colors plus spot colors, Publisher converts all the RGB colors to process colors and lists both the spot colors and the process colors on the Inks tab. Publisher lists all the colors that are used in the publication on both the Colors and Ink tabs.

Enable publishing features

SharePoint includes a classic set of features that enable you to author and publish rich webpages for your intranet. Activate the SharePoint Publishing Infrastructure at the site collection level to turn them on.

You must have admin privileges to enable publishing features.

Notes:

The classic publishing site templates includes the publishing features by default.
Classic publishing features are not available on modern communication sites. Modern communication sites provide a newer alternative by default.

Select your version of SharePoint from one of the tabs below:

Classic Modern

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Activate publishing at the site collection level

From the root of your site collection, click Settings and then click Site settings.

Note: If you don't see Site settings in the Settings menu, select Site contents > Site settings
On the Site Settings page under Site Collection Administration, select Site collection features.
On the Site Collection Features page, scroll down to SharePoint Server Publishing Infrastructure and select Activate.

Once publishing features are activated, subsites inherit them automatically. If you created a site before activating the publishing features, manually activate it at the site level.

Activate publishing at the site level

From any page within the site, select Settings and then select Site settings.
On the Site Settings page, in the Site Actions section, select Manage site features.
On the Site Features page, next to SharePoint Server Publishing, select Activate.

Activate publishing from the start page

From the start page, click Settings and then click Site settings.

Note: If you don't see Site settings in the Settings menu, select Site contents, and then from the Site Contents page, select Site settings.
On the Site Settings page under Site Collection Administration, select Site collection features.
On the Site Collection Features page, scroll down to SharePoint Server Publishing Infrastructure and select Activate.

Once publishing features are activated, subsites inherit them automatically. If you created a site before activating the publishing features, manually activate it at the site level.

Activate publishing at the site level

From any page within the site, select Settings and then select Site information.
At the bottom of the Edit site information pane, select View all site settings.
On the Site Settings page, in the Site Actions section, select Manage site features.
On the Site Features page, next to SharePoint Server Publishing, select Activate.

Onedrive changes for office 365 home personal and university subscribers

Use tabbed conversations in lync

If you have several Lync-based communications going on at the same time, Lync displays them all in one place, in the tabbed conversations section on the left side of the conversation window. This lets you quickly toggle back and forth among them, keeping them going simultaneously.

Tabbed conversations work only with instant messages and persistent chats. If you have multiple Lync audio and video calls, each opens in a separate window.

Move between conversations

Click the listing or tab for the conversation or other interaction you want to take part in. That conversation now appears in the display area.
To display a different conversation, click its tab. It now replaces the other conversation in the display area.

Turn off tabbed conversations

The tabbed conversations feature is on by default. To turn it off or adjust how it behaves:

On the Lync main window, click Options > General.
Under Conversation window (at the top of the General options window), check or clear the appropriate boxes to adjust the settings.

Setting	What the setting is for and default value
Enable tabbed conversations	Displays each active conversation as a clickable tab on the left side of conversation window. Default value: On
Make tabs one line only	Changes number of lines per conversation in tabbed display from two to one. Default value: Off
Reopen my conversations when I sign in to Lync	Restores your conversation display to the state it was in when you logged off. Reinstates open chat rooms and other interactions. Default value: Off

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Research a topic with powerpoint quickstarter

This feature is only available to Microsoft 365 subscribers. Subscribers get new features and improvements monthly. Click to try or buy a subscription.

Also, QuickStarter is available only in: English (United States), French (France), Italian (Italy), German (Germany), Spanish (Spain), and Japanese (Japan).

PowerPoint QuickStarter builds an outline to help you get started researching a subject of your choosing.

Step 1
Enter a subject

Step 1 of the QuickStarter process: Enter a subject

Step 2
Select the slides to keep

Step 3 of the QuickStarter process: Get the outline of a presentation in PowerPoint

Step 3
Get the outline

Step 2 of the QuickStarter process: Select the slides that you want to keep

The QuickStarter outline includes:

Two slides of information gathered from online sources. The first slide lists key facts on the slide and in the Notes pane below the slide. The second slide lists related topics for you to research. (These two slides are just for you, so they are hidden from view when you present your slide show to others.)
A title slide.
A table of contents, based on selections you made.
A slide for each subject, sometimes with additional suggested talking points in the Notes below the slide.
A concluding slide, "Works Cited," where you list the sources of information you used for research.

Images included in the outline are public domain or licensed under Creative Commons.

Choose a subject and begin doing research

To create an outline

In PowerPoint for Microsoft 365 or PowerPoint for Microsoft 365 for Mac, select File > New. Then select the QuickStarter template:

If you haven't previously turned on Office Intelligent Services, you'll need to turn them on in order to see and use QuickStarter in PowerPoint: Go to File > Account, and under Account Privacy select Manage Settings.
Specify a subject to search on, or choose from a popular subject shown at the bottom of the dialog box.

QuickStarter gathers information and presents you with a list of subjects related to the topic you searched on.

If you see inappropriate content, move your mouse pointer over it, click the more (...) command in the upper right corner of the icon, and select Report inappropriate topic.
Select the boxes that represent topics you want to include in the outline that QuickStarter will assemble for you. (Use Select All to choose all the subjects at once.)
Click Next to confirm the list of subjects you've selected to include in the outline. (Each subject you select becomes a slide in the outline.)
Pick a design for the slides in the presentation, and then click Create.

PowerPoint puts together your outline presentation and opens it for you.
Read the outline and begin doing your research. Use the key facts (on slide 1) and related topics (slide 2) for ideas as you research and write about your subject. Sometimes, there is additional information in the Notes below the slide.

Next steps

Look up information online

Select a term, right-click it, and then select Smart Lookup

Research and write

The first slide in the presentation is, "Here's your outline." It includes a summary about the topic, and usually includes dates and other kinds of useful information. Any paragraph on the slide that is truncated by an ellipsis (...) is repeated in full in the slide Notes below.

The second slide in the presentation is "Related topics." This slide lists terms worth researching further. You can begin by selecting a word or phrase in the outline, right-clicking it, and choosing Smart Lookup to see definitions, websites, and top related searches from the web about that term.

Other slides in the presentation will be about a suggested subject (based on the subjects you chose while creating the outline). Some slides about suggested subjects also include suggested talking points, which are listed in the Notes pane for that slide.

Design Ideas

To add variety to the look and feel of your presentation, open Design Ideas by going to Design > Design Ideas.

Video create an access app

Important Access Services 2010 and Access Services 2013 are being removed from the next release of SharePoint. We recommend you do not create new web apps, and migrate your existing apps to an alternative platform, such as Microsoft Power Apps.

Create an Access App: a database that runs in the cloud. Use templates to make it faster and easier.

Connect a storage account

Select Settings > View all Outlook settings.
In Settings, select Mail > Attachments.
Under Storage accounts, select the storage account you want to connect.
Provide a username and password for the storage account.

Remove a storage account

Select Settings > View all Outlook settings.
In Settings, select Mail > Attachments.
Under Storage accounts, select Remove below the account you want to remove.

How do storage accounts work behind the scenes?

Outlook.com uses public APIs to communicate with your storage account. This communication enables Outlook to display your list of files and to share files from that list with recipients of your email messages. To enable the sharing, Outlook needs your basic storage account information and permission to access it.

You can remove a storage account at any time. After the storage account is removed, Outlook no longer stores any information associated with it. All files you've already shared from that storage account will remain shared with your email recipients.

Still need help?

Note: You will need to sign in first to get support. If you can't sign in, go to Account support.

Use outlook without an email account

To set up Outlook 2016 or Outlook for Microsoft 365 as a personal information manager without an email account, use the following steps.

Note: These steps will only work for Outlook 2016 or Outlook with a Microsoft 365 subscription.

Close Outlook.
Click the Windows key and then type Run.
In the Run window, type Outlook.exe /PIM <your profile name> and then click OK. This will create a new profile in Outlook without an email account. You can then use Outlook to store your contacts, tasks, and calendar information.

Note: If you create an Outlook profile without an email address, any contacts, tasks, or calendar entries you create will only be accessible on the computer where you created the profile. If you use Outlook on another computer or device, none of your information will synchronize unless you also add an email account to Outlook that supports the sharing of contacts, tasks, and calendar entries.

Use array constants in array formulas

When you enter an array formula, you most often use a range of cells in your worksheet, but you don't have to. You can also use array constants, values you just enter in the formula bar inside braces: {}. Then you can name your constant so it's easier to use again.

You can use constants in your array formulas or by themselves.

In your array formula, type an opening brace, the values you want, and a closing brace. Here's an example: =SUM(A1:E1*{1,2,3,4,5})

The constant is inside the braces ({)}, and yes, you really do type those braces manually.
Enter the rest of your formula and press Ctrl+Shift+Enter.

The formula will look something like {=SUM(A1:E1*{1,2,3,4,5})}, and the results will look like this:

The formula multiplied A1 by 1 and B1 by 2, etc., saving you from having to put 1,2,3,4,5 in cells on the worksheet.

Use a constant to enter values in a column

To enter values in a single column, such as 3 cells in column C, you:

Select the cells you want to use.
Enter an equal sign and your constant. Separate the values in the constant with semicolons, not commas, and if you're entering text, surround it with double quotes. For example: ={"Quarter 1";"Quarter2";"Quarter 3"}
Press Ctrl+Shift+Enter. The constant looks like this:

In geek terms, this is a one-dimensional vertical constant.

Use a constant to enter values in a row

To quickly enter values in a single row, such as cells F1, G1, and H1, you:

Select the cells you want to use.
Enter an equal sign and your constant, but this time you separate the values with commas, not semicolons. For example: ={1,2,3,4,5}
Press Ctrl+Shift+Enter, and the constant looks like this:

In geek terms, this is a one-dimensional horizontal constant.

Use a constant to enter values in multiple columns and rows

Select the cells you want.

Make sure the number of rows and columns you select matches the number of values in your constant. For example, if your constant will write data to four columns and three rows, select that many columns and rows.
Enter an equal sign and your constant. In this case, separate the values in each row with commas, and use a semicolon at the end of each row. For example:

={1,2,3,4;5,6,7,8;9,10,11,12}
Press Ctrl+Shift+Enter, and:

In geek terms, this is a two-dimensional constant because it fills columns and rows. If you're wondering, you can't create a three-dimensional constant, meaning you can't nest a constant inside another one.

Use a constant in a formula

Now that you're familiar with array constants, here's a working example.

In any blank cell, enter (or copy and paste) this formula, and then press Ctrl+Shift+Enter:

=SUM(A1:E1*{1,2,3,4,5})

The value 85 appears in cell A3.

What happened? You multiplied the value in A1 by 1, the value in cell B2 by 2, and so on, then the SUM function added those results. You could also enter the formula as =SUM(A1*1,B1*2,C1*3,D1*4,E1*5)

If you wanted to, you could enter both sets of values as array constants:

=SUM({3,4,5,6,7}*{1,2,3,4,5})

To try this, copy the formula, select a blank cell and paste the formula into the formula bar, and then press Ctrl+Shift+Enter. You see the same result.

Notes: Look for these problems if your constants don't work:

Make sure you separate your values with the proper character. If you omit a comma or semicolon, or if you put one in the wrong place, the array constant may not look right or you may see a warning message.
You may have selected a range of cells that doesn't match the number of elements in your constant. For example, if you select a column of six cells for use with a five-cell constant, the #N/A error appears in the empty cell. If you don't select enough cells, Excel omits the values that don't have a corresponding cell.
For more about array formulas:

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Use a screen reader to explore and navigate microsoft teams

Read out loud symbol with the label Screen reader content. This topic is about using a screen reader with Office

This article is for people with visual impairments who use a screen reader program with the Office products and is part of the Office Accessibility content set. For more general help, see Office Support home or Fixes or workarounds for recent office issues.

Windows macOS iOS Android Web

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Microsoft Teams is a chat-based hub for colleagues to work together. Use Microsoft Teams with your keyboard and a screen reader to explore and navigate the app main views and elements, and to move between views and functions. We have tested it with JAWS and NVDA, but it might work with other screen readers as long as they follow common accessibility standards and techniques.

Decorative icon Need instructions on how to get started with Microsoft Teams, but not using a screen reader? See Sign in and get started with Teams.

Notes:

New Microsoft 365 features are released gradually to Microsoft 365 subscribers, so your app might not have these features yet. To learn how you can get new features faster, join the Office Insider program.
To learn more about screen readers, go to How screen readers work with Microsoft Office.
Recent versions of JAWS no longer have the virtual PC cursor mode set as default for Microsoft Teams. For instructions on how to switch the virtual PC cursor mode on, go to Enable the JAWS virtual cursor.

In this topic

Cycle through the main screen elements
Navigate to a view
Navigate inside a view
Enable the JAWS virtual cursor
Customize the app bar
- Add an app to the app bar
- Unpin a default view from the app bar

Cycle through the main screen elements

To cycle through the Microsoft Teams screen elements, press Ctrl+F6 to move between the different screen regions. The screen contains the following main elements:

The main content area in the center of the screen. The main content area consists of a list pane and a content pane. For instructions on how navigate inside this element, go to Navigate inside a view.
The vertical toolbar on the far left on the screen. The screen reader announces: "App bar." To navigate inside the toolbar, press the Up or Down arrow key. The screen reader announces the buttons as you move. From the toolbar, you can switch to another view or to an installed app.
The horizontal menu bar at the top of the screen, which contains the Back and Forward buttons, and the search field.

To cycle through the horizontal menu bar, the vertical toolbar, the list pane of the main content area, and finally the content pane of the main content area, press Ctrl+F6.

Note: In NVDA this is called the browse mode. In JAWS it is called the virtual cursor mode.

To cycle through the Microsoft Teams screen elements with JAWS, press R to move between the different screen regions. With NVDA, press D. The screen contains the following main elements:

The main content area in the center of the screen. The main content area consists of a list pane and a content pane. For instructions on how navigate inside this element, go to Navigate inside a view.
The vertical toolbar on the far left on the screen. The screen reader announces: "App bar." To navigate inside the toolbar, press the Up or Down arrow key. The screen reader announces the buttons as you move. From the toolbar, you can switch to another view or to an installed app.
The horizontal menu bar at the top of the screen, which contains the Back and Forward buttons, and the search field.

To cycle through the horizontal menu bar, the vertical toolbar, the list pane of the main content area, and finally the content pane of the main content area with JAWS, press R. With NVDA, press D.

Navigate to a view

Microsoft Teams contains the following main views: Teams, Activity, Chat, Calendar, and Files.

Teams view

When you first sign in to the Microsoft Teams app, you land in the Teams view. The team with the most recent activity in your teams list is selected, and the team's conversation in the General channel is displayed. You can browse your teams, select a team's channel, add new channels, and join or leave a team. You can also access, modify, and contribute to the content of a team channel. For example, you can write a message or upload a file to share with your team.

To go to the Teams view after login, press Ctrl+3. The screen reader announces: "Teams and channels list." The focus is in the Favorites section in the list pane.

Tip: To quickly go to a specific channel or team, press Ctrl+E to move to the search field at the top of the screen. Type /goto, press Enter, and start typing the name of the channel or team. The list of search results is updated as you type. Press the Down arrow key to browse the list until you hear the result you want, and then press Enter. The requested team or channel opens in the Teams view.

Activity view

The Activity view contains activity feeds that contain a summary of everything that's happened in the team channels you follow or a summary of your recent activity.

To go to the Activity view, press Ctrl+1. The screen reader announces: "Feed is selected." The focus is on the listing option menu in the list pane.

Chat view

The Chat view lists your recent messages. You can browse the messages list, and open a message to write a reply, read a whole conversation, start a call, or share a file in a chat. You can also check a contact's details and start a private chat.

To go to the Chat view, press Ctrl+2. The screen reader announces: "Chat list." The focus is in the list of recent chats in the list pane.

Calendar view

The Calendar view lists your upcoming meetings. You can browse upcoming meetings, join an online meeting, or schedule a meeting.

To go to the Calendar view, press Ctrl+4. The screen reader announces: "Calendar grid." The focus is on the Today section in the list pane.

Calls view

In the Calls view, you can call your contacts directly from Microsoft Teams. You can also browse your call history and check your voice mail.

Note: The Calls feature is available in certain regions only.

To go to the Calls view, press Ctrl+5. You hear: "Calls list."

Files view

In the Files view, you can browse and open your personal files from OneDrive or your team's shared files in the native app, or edit them in Microsoft Teams. You can also download a file to your local device.

To go to the Files view, do one of the following:

If you have the Calls feature, press Ctrl+6.
If you don't have the Calls feature, press Ctrl+5.

The screen reader announces the details of the first file in the recent files list. The focus is on the first file in the content pane.

Navigate inside a view

Each view contains a main content area in the center of the screen. This area has been divided into a list pane and a content pane. The contents of each pane depend on the selected view.

When you select a view, the focus moves to either the list pane or content pane as described in Navigate to a view. To navigate between the list and content panes, press the Tab key, Shift+Tab, or Ctrl+F6.

List pane

The list pane is on the left side of the main content area. You can browse and select items and display them in detail in the content pane on the right. For example, in the Chat view, select a chat in the list pane, and the entire chat is displayed in the content pane. Depending on the selected view, you can also schedule a meeting or join a team.

To enter a list, press the Tab key or the Down arrow key until you hear the first item in the list.
To browse the items in a list pane, press the Up or Down arrow key. The screen reader announces the item details or buttons as you move.
To select an item in a list and display its details in the content pane, press Enter.

Content pane

The content pane is on the right side of the main content area. You can access the content of the item selected in the list pane. Depending on the selected view, you can also add channels and tabs, start a call, and type a message. The content pane also contains a tabs row on the top of the pane to organize the team assets, for example, to posts, shared files, or organizational info.

To navigate in the content pane:

Go to the Microsoft Teams channel window in which you want to navigate the page. To navigate to the tabs row, press the Tab key or Shift+Tab until you hear the currently selected tab, for example, "Posts." To move to another tab, press the Right or Left arrow key until you hear the tab you want to select, and then press Enter.
To enter the content pane main area, press the Tab key until you hear the latest item in the area, such as the latest message in a conversation.
To navigate inside a content pane, press the Tab key, or the Up or Down arrow key. The most recent content is in the bottom of the pane.
To navigate inside a calendar in the content pane, press Ctrl+4 and then press the Tab key or Shift+Tab to move between the top tool bar, calendar options tool bar, and the calendar body. Use the Up and Down arrow keys to navigate inside a day in a calendar and the Left and Right arrow keys to move between days.

Note: In NVDA this is called the browse mode. In JAWS it is called the virtual cursor mode.

Go to the Microsoft Teams channel window in which you want to navigate the page. To navigate to the tabs row with JAWS, press R or Shift+R until you hear the name of the team. Press the Up arrow key until you hear currently selected tab, for example, "Posts." With NVDA, press D or Shift+D instead. To move to another tab, press the Right or Left arrow key until you hear the tab you want to select, and then press Enter.
To enter the content pane main area with JAWS, press R until you hear the latest item in the area, such as the latest message in a conversation. With NVDA, press D instead.
To navigate between headings inside a content pane, press H or Shift+H. The most recent content is in the bottom of the pane.

A conversation is organized into the following heading levels:
- Heading level 2: The name of the channel
- Heading level 3: Date separators within the conversation
- Heading level 4: The individual messages in this conversation
- Heading level 5: Replies to a message, or the reply field
To navigate inside a calendar in the content pane, press Ctrl+4 and then press the Tab key or Shift+Tab to move between the top tool bar, calendar options tool bar, and the calendar body. Use the Up and Down arrow keys to navigate inside a day in a calendar and the Left and Right arrow keys to move between days.

Enable the JAWS virtual cursor

Recent versions of JAWS no longer have the virtual PC cursor mode set as default for Microsoft Teams. For more information on the JAWS virtual cursor, go to Use Microsoft Teams with the JAWS virtual cursor.

With JAWS running, open Microsoft Teams.
Press the SR key+6 to open the JAWS Settings Center window. The focus changes to the Search box in that window.
In the Search box, type use virtual PC.
Press the Tab key once to move the focus to the list of search results. You hear "Use virtual PC cursor," followed by the current setting of the virtual PC cursor option. If the current setting is "Unchecked," press Spacebar to select the Use virtual PC cursor check box.
Press the Tab key until you hear "OK button," and press Enter.

Customize the app bar

You can add your favorite apps to the app bar and use them inside Microsoft Teams. This way you can quickly work with, for example, OneNote without leaving Microsoft Teams and your conversations there. You can also unpin any of the default Microsoft Teams views from the app bar.

Add an app to the app bar

Press Ctrl+F6 until you hear "App bar," press the Up or Down arrow key until you hear "More added apps," and press Enter to open the menu. The focus moves to the search field.
Start typing the name of the app you want to add, for example, OneNote. When you stop typing, you hear "Apps list updated," followed by the number of search results and the name of the currently selected app.
Press the Up or Down arrow key to browse the search results. When you find the right app, press Enter to finish adding it to the app bar. You can now open the app within Microsoft Teams using the app bar.

Tip: If you later want to remove the app from the app bar, navigate to the app in the app bar and press Shift+F10. Then press the Up or Down arrow key until you hear "Uninstall," and press Enter. When the confirmation dialog box opens, press Enter again.

Unpin a default view from the app bar

If you find you seldom use some of the Microsoft Teams default views, such as Files, you can unpin them from the app bar. The views are not deleted permanently, and you can pin them back whenever you want.

Press Ctrl+F6 until you hear "App bar," and press the Up or Down arrow key until you find the view you want to unpin.
Press Shift+F10 to open the menu. You hear: "Unpin." Press Enter.

Tip: If you later want to return the view to the app bar, first add the view as instructed in Add an app to the app bar. Then navigate to the app in the app bar, and press Shift+F10. You hear: "Pin." Press Enter.

In this topic

Cycle through the main elements
Navigate to a view
Navigate in a view
Customize the app bar
- Add an app to the app bar
- Unpin a default view from the app bar

Cycle through the main elements

To cycle through the sections in Microsoft Teams, press Command+F6 (to go forward) or Shift+Command+F6 (to go backward). The focus jumps between the sections on the screen. For example, when you open Microsoft Teams in the Teams view, pressing Command+F6 jumps between the sections in the following order:

The Search field at the top of the screen. VoiceOver announces: "Search and new chat." To navigate the other items on the same menu bar, press the Tab key or Shift+Tab. VoiceOver announces the buttons and fields as you move. From the menu bar, you can, for example, start a new chat or search, or access your profile and the app settings.
Join or create a team button in the list pane.
The main content area at the center of the screen showing the most recent posts. For instructions on how navigate inside this element, go to Navigate in a view.
The message compose box at the bottom of the main content area. VoiceOver announces: "Start a new conversation."

Navigate to a view

Microsoft Teams contains the following main views: Activity, Chat, Teams, Calendar, Calls, and Files.

Tip: To quickly go to a channel or a team, press Command+G. Start typing the name of the channel or team. The list of search results is updated as you type. Press the Down arrow key to browse the list until you hear the result you want, and press Return to go to that channel or team.

For instructions on how to navigate the list and content panes inside a view, go to Navigate in a view.

Teams view

When you first sign in to the Microsoft Teams app, you land in the Teams view. The team with the most recent activity in your teams list is selected, and the team's conversation in the General channel is displayed. You can browse your teams, select a team's channel, add new channels, and join or leave a team. You can also access, modify, and contribute to the content in a team channel, such as write a message or upload a file to share with your team.

To go to the Teams view after login, press Command+3. VoiceOver announces: "Favorite teams."

Activity view

The Activity view lists your and your teams' recent activity. You can, for example, select and read a conversation, check if you have missed calls, or if you've been added to a team.

To go to the Activity view, press Command+1. VoiceOver announces: "Activity and notifications list," followed by the current list option and the number of items. The focus is on the list option menu in the list pane.

Chat view

The Chat view lists your recent messages. You can browse the message list, and open a message to write a reply, read a whole conversation, start a call, or share a file in a chat. You can also check a contact's details and start a private chat.

To go to the Chat view, press Command+2. VoiceOver announces: "Recent chats." The focus is in the message compose box in the main content pane.

Calendar view

In the Calendar view, you can browse your upcoming meetings, join an online meeting, or schedule a meeting.

To go to the Calendar view, press Command+4. VoiceOver announces: "Today." The focus is on the Previous day button in the list pane.

To navigate and access individual meetings in the list pane, change to the Agenda view first. Press the Tab key until you hear "Agenda view," and press Return.

Calls view

In the Calls view, you can call your contacts directly from Microsoft Teams (if this feature is available to you). You can also browse your call history and check your voicemail.

To go to the Calls view, press Command+5. You hear "Contacts," and the number of items on the list. The focus is on the Contacts tab in the list pane.

Files view

In the Files view, you can browse and open your personal files from OneDrive, your team's shared files in the respective app, or edit them in Microsoft Teams. You can also download a file to your device.

To go to the Files view, do one of the following:

If you have the Calls feature, press Command+6.
If you don't have the Calls feature, press Command+5.

VoiceOver announces the files shown. The focus is on the first file in the content pane.

Navigate in a view

Each view contains a main content area in the center of the screen. This area has been divided into a list pane and a content pane. The contents of each pane depend on the selected view.

When you select a view, the focus moves to either the list pane or content pane as described in Navigate to a view. To navigate between the list and content panes, press Command+F6 or Shift+Command+F6.

List pane

The list pane is on the left side of the main content area. You can browse and select items in the list pane and they will be displayed in detail in the content pane on the right. For example, in the Chat view, select a chat in the list pane, and the entire chat is displayed in the content pane. Depending on the selected view, you can also, for example, schedule a meeting or join a team.

To go to a list, press the Tab key or the Down arrow key until you hear the first item in the list.
To browse the items in a list pane, press Control+Option+Right or Left arrow key. VoiceOver announces the item details or buttons as you move.
To select an item in a list and display its details in the content pane, press Return.

Content pane

The content pane is located to the right of the list pane. Depending on the selected view, you can, for example, add channels and tabs, start a call, or type a message. The content pane contains a row of tabs at the top of the pane for organizing the team assets, for example, into posts, shared files, or organizational info.

To move within the banner at the top of the content pane, press the Tab key or Shift+Tab. VoiceOver announces the buttons and fields as you move.
To navigate to the tabs at the top, press the Tab key until you hear the name of the currently selected tab. To move to another tab, press Control+Option+Right or Left arrow key until you hear the tab you want, and press Return.
To go to the content pane main area, press the Tab key until you hear the latest item in the area, such as the latest message in a conversation.
To navigate inside a content pane, press the Tab key or Up or Down arrow key.
Tips: In posts, you can navigate quickly using headings. To navigate, press Control+Option+Command+H. The heading levels are:
- Heading level 2: The name of the channel
- Heading level 3: Date separators within the conversation
- Heading level 4: The individual messages in this conversation
- Heading level 5: Replies to a message, or the reply field
To access the toolbar of a single message, in the content pane main area, press the Up arrow key until you hear the message you want. Press Return to select. You hear: "More options." To browse the toolbar, press the Left or Right arrow key. To select, press Return. From a message toolbar, you can, for example, save or like a message and access further options.

Customize the app bar

Add an app to the app bar

Press Command+F6 until you hear "More added apps, Toolbar" and press Return to open the menu. The focus moves to the search field.
Start typing the name of the app you want to add, for example, OneNote. When you stop typing, you hear "Apps list updated," followed by the number of search results.
Press the Up or Down arrow key to browse the search results. When you find the right app, press Return to finish adding it to the app bar. You can now open the app within Microsoft Teams using the app bar.

Tip: If you later want to remove the app from the app bar, navigate to the app in the app bar and press Shift+F10. Then press the Down arrow key until you hear "Uninstall," and press Return. When the confirmation dialog box opens, press Return again.

Unpin a default view from the app bar

Press Command+F6 until you hear "More added apps, Toolbar" and press the Up or Down arrow key until you find the view you want to unpin.
Press Shift+F10 to open the menu. You hear: "Unpin." Press Return.

Cycle through the main screen elements

To cycle through the Microsoft Teams screen elements, swipe right (forward) or left (backward). The focus moves through the elements in the following order:

The toolbar at the top of the screen. This toolbar contains the More menu button, Search button, the current tab heading, and any buttons specific to the current tab.
The main content area at the middle of the screen.
The tab bar at the bottom of the screen, containing the Activity, Chat, Teams, Calendar, and Calls tabs.

Navigate to a view

Microsoft Teams contains the following main views: Activity, Chat, Teams, Calendar, and Calls. You can switch from any view to another.

Activity view

When you first sign in to Microsoft Teams, you land in the Activity view, which lists your and your teams' recent activity, such as mentions, likes, or missed calls.

To go to the Activity view, swipe right until you hear "Activity tab," and double-tap the screen.

Chat view

The Chat view lists your recent messages. You can browse the messages list, open a message to write a reply, and read a whole conversation.

To go to the Chat view, swipe right until you hear "Chat tab," and double-tap the screen.

Teams view

The Teams view lists all the teams you belong to. You can browse your teams, select a team's channel, add new channels, and join or leave a team. You can also access, modify, and contribute to the content of a team channel. For example, write a message or upload a file to share with your team.

To go to the Teams view, swipe right until you hear "Teams tab," and double-tap the screen.

Calendar view

The Calendar view lists your upcoming meetings. You can browse upcoming meetings, join an online meeting, or schedule a meeting.

To go to the Calendar view, swipe right until you hear "Calendar tab," and double-tap the screen.

Calls view

The Calls view lists your call history. You can browse the list of past calls and make new calls.

To go to the Calls view, swipe right until you hear "Calls tab," and double-tap the screen.

Navigate inside a view

Each view contains a main content area in the center of the screen. The Activity, Chat, and Teams views also add view-specific buttons to the toolbar. To navigate inside views, swipe right or left to move between elements. Narrator reads the name of each element as they are highlighted. When you hear the one you want, double-tap the screen to select it.

Navigate the More menu

The More menu contains your profile information, your presence status, Microsoft Teams settings, and the Saved and Files views.

To open the More menu, swipe right or left until you hear "More menu," and double-tap the screen.
Swipe right until you hear the menu item you want, and double-tap the screen.
To leave the More menu, swipe left until you hear "Close the More menu button," and double-tap the screen.

In this topic

Cycle through main screen elements
Navigate to a view
Navigate inside a view

Cycle through main screen elements

To cycle through the Microsoft Teams screen elements, swipe right (forward) or left (backward). The focus moves through the elements in the following order:

The toolbar at the top of the screen. This toolbar contains the More menu button, the current tab heading, buttons specific to the current tab, and the Search button.
The main content area at the middle of the screen.
The tab bar at the bottom of the screen, containing the Activity, Chat, Teams, Calendar, and Calls tabs.

Navigate to a view

Microsoft Teams contains the following main views: Activity, Chat, Teams, Calendar, and Calls. You can switch from any view to another.

Activity view

When you first sign in to the Microsoft Teams app, you land in the Activity view, which lists your and your teams' recent activity, such as mentions, likes, or missed calls.

To go to the Activity view, swipe right until you hear "Activity tab," and double-tap the screen.

Chat view

The Chat view lists your recent messages. You can browse the messages list, and open a message to write a reply, and read a whole conversation.

To go to the Chat view, swipe right until you hear "Chat tab," and double-tap the screen.

Teams view

To go to the Teams view, swipe right until you hear "Teams tab," and double-tap the screen.

Calendar view

The Calendar view lists your upcoming meetings. You can browse upcoming meetings, join an online meeting, or schedule a meeting.

To go to the Calendar view, swipe right until you hear "Calendar view," and double-tap the screen.

Calls view

The Calls view lists your call history. You can browse the list of past calls and make new calls.

To go to the Calls view, swipe right until you hear "Calls tab," and double-tap the screen.

Navigate inside a view

Each view contains a main content area in the center of the screen. The Activity, Chat, and Teams views also add view-specific buttons to the toolbar. To navigate inside views, swipe right or left to move between elements. TalkBack reads the name of each element as they are highlighted. When you hear the one you want, double-tap the screen to select it.

Navigate the More menu

The More menu contains your profile information, your presence status, Microsoft Teams settings, and the Saved and Files views.

To open the More menu, swipe right or left until you hear "Open hamburger menu," and double-tap the screen.
Swipe right until you hear the menu item you want, and double-tap the screen.
To leave the More menu, tap the right side of the screen with two fingers.

In this topic

Cycle through main screen elements
Move between the main views
Navigate inside a view

Cycle through main screen elements

To cycle through the Microsoft Teams on the web screen elements, press the Tab key. The screen contains the following main elements:

The main content area is in the center of the screen. The main content area consists of a list pane and a content pane. For instructions on how navigate inside this element, go to Navigate inside a view.
The vertical toolbar is on the far left on the screen. When the focus moves to the toolbar, the screen reader announces "App bar," followed by a view name. To navigate inside the toolbar, press the Up or Down arrow keys. The screen reader announces the buttons as you move. From the toolbar, you can switch to another view or to an installed app.
The horizontal menu bar is at the top of the screen. To navigate within the menu bar, press the Tab key or Shift+Tab. The screen reader announces the buttons and fields as you move. From the menu bar, you can start a new search, or access your profile and the app settings.

With Narrator or NVDA, to cycle through the horizontal menu bar, the vertical toolbar, the list pane of the main content area, and finally the content pane of the main content area, press Ctrl+F6. With JAWS, press R to cycle through the screen regions.

Move between the main views

Microsoft Teams on the web contains the following main views: Teams, Activity, Chat, Calendar, and Files. Use the following keyboard shortcuts to quickly navigate between the main views:

Press Ctrl+Shift+3 for Teams.
Press Ctrl+Shift+1 for Activity.
Press Ctrl+Shift+2 for Chat.
Press Ctrl+Shift+4 for Calendar.
Press Ctrl+Shift+5 for Files

Note: In certain regions, Microsoft Teams on the web includes an additional Calls main view. If the Calls view is available, you can navigate to it with Ctrl+Shift+5. In that case, the Files view keyboard shortcut is Ctrl+Shift+6.

Teams view

When you first sign in to the Microsoft Teams on the web app, you land in the Teams view. The team with the most recent activity in your teams list is selected, and the team's conversation in the General channel is displayed. You can browse your teams, select a team's channel, add new channels, and join or leave a team. You can also access, modify, and contribute to the content of a team channel. For example, write a message or upload a file to share with your team.

When you move to the Teams view, Narrator announces: "Teams and channels list." NVDA and JAWS announce the details of the currently selected channel. The focus is in the Teams list pane.

Tip: To quickly go to a specific channel or team, use the search region at the top of the screen. Press Ctrl+Shift+G, and start typing the name of the channel or team. The list of search results is updated as you type. Press the Down arrow key to browse the list until you hear the result you want, and then press Enter. The requested team or channel opens in the Teams view. For instructions on how to navigate list and content panes inside a view, go to Navigate inside a view.

Activity view

The Activity view contains activity feeds that contain a summary of everything that's happened in the team channels you follow or a summary of your recent activity.

When you move to the Activity view, the focus is on the most recent activity in the content pane.

Chat view

When you move to the Teams view, Narrator announces: "Chat list." NVDA and JAWS announce the details of the currently selected chat. The focus is in the Recent chat list in the list pane.

Calendar view

In the Calendar view, you can browse your upcoming meetings, join an online meeting, or schedule a meeting.

When you move to the Calendar view, you hear: "Calendar grid." The focus is on the current day in the calendar grid.

Calls view

In the Calls view, you can call your contacts directly from Microsoft Teams on the web. You can also browse your call history and check your voice mail.

Note: The Calls feature is available in certain regions only.

When you move to the Calls view, you hear: "Speed dial." The focus is on the Speed dial contact list in the content pane.

Files view

In the Files view, you can browse and open your personal files from OneDrive or your team's shared files in the native app, or edit them in Microsoft Teams on the web. You can also download a file to your local device.

When you move to the Files view, you hear "Files," followed by the details of the most recent file. The focus is on the Recent files list in the content pane.

Note: If the Files button is not visible in the vertical toolbar, select the More apps button, which opens a list of applications from which you can select the Files view.

Navigate inside a view

Each view contains a main content area in the center of the screen. This area has been divided into a list pane and a content pane. The contents of each pane depend on the selected view.

When you select a view, the focus moves to either the list pane or content pane as described in Move between the main views. To navigate between the list and content panes, press Ctrl+F6.

List pane

The list pane is on the left side of the main content area. You can browse and select items and display them in detail on the content pane on the right. For example, in the Chat view, select a chat in the list pane, and the entire chat is displayed in the content pane. Depending on the selected view, you can also schedule a meeting or join a team.

Note: The Calendar view does not have a list pane. The calendar grid fills the entire view.

To move the focus to a list, press the Tab key until you hear the first item in the list.
To browse the items in a list pane, press the Down arrow key. The screen reader announces the item details or buttons as you move.
To select an item in a list and display its details in the content pane, press Enter.

Content pane

The content pane is on the right side of the main content area. You can access the content of the item selected in the list pane. Depending on the selected view, you can also add channels and tabs, start a call and type a message. The content pane also contains a tabs row at the top of the pane to organize the team assets, for example, to posts, shared files, or organizational info.

Note: In the Calendar view, the calendar grid fills the entire view.

To move inside the banner at the top of the content pane, press the Tab key. The screen reader announces the buttons and fields as you move.
To navigate to the tabs row, press the Tab key until you hear the currently selected tab, for example, "Posts tab." To move to another tab, press the Right or Left arrow key until you hear the tab you want, and then press Enter.
To enter the content pane main area, press the Tab key until you hear the latest item in the area, such as the latest message in posts.
To navigate inside a content pane:
Focus navigation


- Screen reader navigation
- Focus navigation
- Virtual navigation
You can navigate quickly inside the content pane by pressing the Tab key or Shift+Tab, or the arrow keys.

Note: With Narrator, focus navigation is the recommended option.
Note: In NVDA this is called the browse mode, in JAWS it is called the virtual cursor mode, and in Narrator it is called the scan mode.

You can navigate quickly inside the content pane using headings. To move between the headings, press H or Shift+H. The heading levels are:
- Heading level 2: The name of the channel
- Heading level 3: Date separators within the conversation
- Heading level 4: The individual messages in this conversation
- Heading level 5: Replies to a message, or the reply field
- A message toolbar allows you to save or like a message, and access further options. To access and browse the toolbar:
  Focus navigation
  
  
  Screen reader navigation
  
  Focus navigation
  
  Virtual navigation
  To access and browse the toolbar of a single message, in the content pane main area, press the Up arrow key in the message list until you reach the message you want. Press Enter and then the Left or Right arrow key to navigate between the options. To select, press Enter.
  
  Note: With Narrator, focus navigation is the recommended option.
  
  Note: In NVDA this is called the browse mode, in JAWS it is called the virtual cursor mode, and in Narrator it is called the scan mode.
  
  To access and browse the toolbar of a single message, in the content pane main area, press H or Shift+H to move between the headings in the message list until you reach the message you want. Move the cursor to the message area, and press the Down arrow key until you hear "Toolbar" and the toolbar item you want. To select, press Enter.

Technical support for customers with disabilities

Microsoft wants to provide the best possible experience for all our customers. If you have a disability or questions related to accessibility, please contact the Microsoft Disability Answer Desk for technical assistance. The Disability Answer Desk support team is trained in using many popular assistive technologies and can offer assistance in English, Spanish, French, and American Sign Language. Please go to the Microsoft Disability Answer Desk site to find out the contact details for your region.

If you are a government, commercial, or enterprise user, please contact the enterprise Disability Answer Desk.

Friday, April 30, 2021

Turn off or turn on Microsoft Forms

Is there a limit to the number of users and amount of data stored for user accounts even after they have left my organization?

The original owner of a form is no longer with my organization and/or their Microsoft Forms license has been removed. What happens to the data that is associated with the form they created?

Where data is stored for Microsoft Forms

Feedback for Microsoft Forms

See Also

Working with section groups

Group objects

Ungroup objects

More about tools that help you align and place text and objects:

Restart and update Office

Use a wired connection

Overview

Examples

Need more help?

See Also

Automatic fix

Activate publishing at the site collection level

Activate publishing from the start page

Move between conversations

Turn off tabbed conversations

Choose a subject and begin doing research

Next steps

Look up information online

Research and write

Design Ideas

Other videos in this course

Connect a storage account

Remove a storage account

How do storage accounts work behind the scenes?

Still need help?

See Also

Use a constant to enter values in a column

Use a constant to enter values in a row

Use a constant to enter values in multiple columns and rows

Use a constant in a formula

In this topic

Cycle through the main screen elements

Navigate to a view

Teams view

Activity view

Chat view

Calendar view

Calls view

Files view

Navigate inside a view

List pane

Content pane

Enable the JAWS virtual cursor

Customize the app bar

Add an app to the app bar

Unpin a default view from the app bar

See also

In this topic

Cycle through the main elements

Navigate to a view

Teams view

Activity view

Chat view

Calendar view

Calls view

Files view

Navigate in a view

List pane

Content pane

Customize the app bar

Add an app to the app bar

Unpin a default view from the app bar

See also

In this topic

Cycle through the main screen elements

Navigate to a view

Activity view

Chat view

Teams view

Calendar view

Calls view

Navigate inside a view

Navigate the More menu