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Familiarizing yourself with the key features of Excel 2016 and 2019 helps you proficiently use these Excel versions, enhancing your work performance. In the previous post, Mytour introduced steps to familiarize yourself with Excel 2016 and 2019 part 1.
Exploring Excel 2016 and 2019 (Part 2)
Getting Familiar with Excel 2016 and 2019 (Part 2)
1. Collaborating with Excel Online
One of the most anticipated features in Excel 2016 and 2019 is real-time collaboration, allowing users to work and collaborate on documents anytime, anywhere, as long as there is an internet connection. When collaborating with other users, both parties have access to the document, enabling them to make edits and see what the other person is doing.
Unfortunately, the real-time collaboration feature is only available for Office 365 subscriptions. However, users with perpetual licenses for Excel 2016 and Excel 2019 can use the web-based version of Excel for real-time collaboration.
Collaborating on Excel Online requires your files to be available on OneDrive, OneDrive for Business, SharePoint, or Dropbox. Access Excel Online, log in with your Microsoft ID, and click the Excel button. Once Excel is running, open the file you want to share.
Next, click the Share button in the top right corner of the screen. A popup window will appear, where you can enter the email address of the user you want to share the file with. You can also add notes if desired.
If you're logged in with a personal Microsoft account, those you share with will have default editing permissions. However, if you only want them to have read access, click the 'Recipients can edit' link under 'Add a quick note', choose 'Recipients can only view' from the menu, and then click Share.
Once done, a popup window will confirm that you've sent an email to the recipient, specifying whether they have editing or viewing rights for the document.
To modify permissions, simply click the dropdown menu or close the collaboration window. Additionally, this window offers the option to add more users by clicking the 'Invite people' link on the left panel. Once done, click Close.
If you're using a company account, the process is slightly simpler. In the window where you enter the user's email address, you'll see a box labeled 'Only the people you specify who have this link can edit.'
Click there to display more sharing options, including sharing with anyone in your organization and those with current access rights. Check the checkboxes to grant them editing permissions, then click Apply. Return to the first window and click Send.
Excel will send emails to all collaborators. Their task is to click the 'View in OneDrive' or 'Open' button to open and review the spreadsheet. To edit the spreadsheet, they must click the Edit in Browser button in the top corner of the screen or select Edit Workbook from the menu and choose Edit in Browser.
Changes and edits will take effect immediately and be visible to all other users.
In the top right corner of the screen, a list of all collaborators on your document will be displayed. Click on any username to see the location of the cell they are working on, or hover over the cursor to view their name.
While chat functionality is not built-in, you can communicate via Skype by clicking the Skype icon in the top right corner of the screen to open the application.
2. New Features in Excel 2016 and 2019
Excel 2016 and 2019 versions come with four additional features: Quick Analysis, Forecast Sheet function, Get & Transform, and 3D Maps.
- Quick Analysis:
If you're seeking a solution for swiftly analyzing spreadsheet data, the Quick Analysis tool has you covered. Select the cells you want to analyze, then move the cursor to the bottom right corner of the selected cells. A spreadsheet icon with a small lightning bolt will appear on the screen. Click on this icon to open a list of instant data analysis tools.
- Forecast Sheet function:
Additionally, you can create forecasts based on saved data using the Forecast Sheet function.
To use this function, you need to work on a spreadsheet with data saved on your computer. Hover over one of the data cells, then go to the Data tab on the Ribbon, select Forecast Sheet from the Forecast group in the top right corner. In the window displayed on the screen, you can choose options such as creating a line chart or bar chart and the forecast end date.
Click the Create button, and a new spreadsheet will appear on the screen showing the old data, predicted data, and forecast chart. The original spreadsheet remains unchanged.
- Get & Transform:
This feature isn't entirely new; previously known as Power Query, it was provided as a free add-in for Excel 2013 and only worked with PowerPivot features in Excel Professional Plus.
The Get & Transform tool allows users to drag, combine, and shape data from various local and cloud sources. These data sources include Excel workbooks, CSV files, SQL Server, and other databases, Azure, Active Directory, and more. Users can also utilize data from community sources like Wikipedia.
To access the Get & Transform tools, click on the Data tab on the Ribbon.
- 3D Maps:
In previous Excel versions, the 3D Maps feature was known as Power Map. With this capability, you can create geographical diagrams and other information on a map or 3D Globe.
To use the feature, start by preparing the relevant data. Next, open a spreadsheet and select Insert => 3D Map => Open 3D Maps, then click Enable in the displayed window to activate the 3D Maps feature.
If you just want to see how 3D Maps work, you can download sample data provided by Microsoft. Open this data, select Insert => 3D Map => Open 3D Maps, and click on the map to open and view.
This article, Getting to Know Excel 2016 and 2019 (Part 2) on Mytour, guides you on collaborating with Excel online and utilizing new features in Excel 2016 and 2019. Stay tuned for Getting to Know Excel 2016 and 2019 Part 3. If you have any questions or need clarification, feel free to leave your comments below the article.
