What to expect from Office 2016: 11 features you’ll love

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Office 2016, released on September 22, 2015, is jam-packed full of long-requested feature improvements to make it the most cloud-based, mobile-ready productivity suite for business. While you can enjoy many of the new Office 2016 features with your on-prem business license, you’re going to get the most out of the new version of Office with Office 365.

Microsoft claims Office 2016 is the “last productivity suite you are ever going to need.” Have they achieved that goal? That’s for you to decide. But to help, here are some of the best new features:

New Teamwork Features:

Co-authoring (New to Office 2016, included in O365)

Ever get frustrated trying to save a document someone else on your team has open? With real-time co-authoring, your entire team can work on projects simultaneously, regardless of the device you’re using. In Word, you can see real-time typing, see where others are working, and view their edits as they happen.

*Co-authoring is available for Word, PowerPoint, and OneNote documents shared on OneDrive, OneDrive for Business or SharePoint Online.

Shared Notebooks (OneNote)

Working on team projects just got easier with OneNote notebook sharing, letting you collaborate with a team of any size. OneNote sharing provides a centralized place to share all project information including photos, videos, drawings, typed or hand-written notes, screen clippings, and web pages. Changes sync automatically.

Share Button (Word, PowerPoint, Excel)

This new feature helps you cut back on the email attachments; just share from the document itself with the click of a button. The sharing pane lets you see who has access to a given document, invite others or change access permissions to your document, and see who is currently working within the document.

Skype Integration

Skype for business has been a favorite Office 365 feature for us at CCB because it provides an efficient alternative to endless emails – no need to clutter the inbox when you can IM, screen share, talk, or video chat instantly. Now Skype for Business integrates across the Office apps and lets you message within your docs.

Smart Attachments (Outlook)

Looking through your files to find the right document to attach in your email can take f-o-r-e-v-e-r! Office 2016 makes it easier to attach docs by populating a list of recently worked on items to select your attachment more quickly. If you have Office 365, attach a document from your recent items and share them from OneDrive or SharePoint with email recipients. You can also configure sharing permissions so that the recipients have either “edit” or “view only” access to the attachments.

New Productivity Features:

“Tell Me” (Word, PowerPoint, Excel, Outlook, Project, Visio, Access)

Tell Me helps you navigate your apps when you can’t find the right command. Just type in the app what you want to do using your own words, and then Tell Me will guide you through the process as well as offer additional resources to help you accomplish your task.

“Smart Lookup” (Word, PowerPoint, Excel, Outlook)

Fact-check or explore terms in your documents with Bing-powered Smart Lookup. To use this feature, just highlight terms in your document and select Smart Lookup to bring in search results from the web right into your reading or authoring environment. Like the Skype integration, the benefit of Smart Lookup is having access to resources without having to leave the app you’re working in.

New Charts/Graphs (Excel)

Excel 2016 has added six new chart types (with more promised to be added each month) that will help you visualize financial and hierarchal information while revealing statistical properties in your data (aka simplify complicated information). New chart types include: Waterfall (financial), Histogram, Box and Whisker, Pareto (statistical), Treemap and Sunburst (hierarchical).

Clutter (Outlook)

Speaking of your cluttered inbox, Outlook’s new Clutter feature intelligently learns what types of emails you tend to read and which ones you ignore. Then, it designates certain types of emails as low priority and they, along with similar emails, will automatically go to your Clutter folder (while still giving you a daily summary so you don’t miss anything).

Device Continuity (Word, PowerPoint, Excel, OneNote, Outlook, Skype, and OneDrive for Business)

Pick up where you left off with projects when you’re on the go with apps that sync across Windows, Android, and Apple devices. If you forget to send a document to your team before leaving on a trip, you can open it in Word on your phone, make some edits, and then sent it all from the airport.

Improved Version History (Word, PowerPoint, Excel)

If you’re not used to working on shared documents online (there’s no save button, changes are saved automatically), you may worry about needing to go back to a previous version. Version History helps you prevent losing ideas by allowing you to view or go back to earlier drafts of your document. You can find this feature in the File menu under “History” for documents stored on OneDrive for Business or SharePoint Online.

Purchase Options

1. Office 365: If you already have an Office 365 subscription*, you get Office 2016 free, software and app updates are part of your subscription. But it’s not automatic – you have to choose to install the update. Here’s how.
2. On-Prem: If you have volume or perpetual licensing, you can either make the move to Office 365 and (bonus) get the new Office 2016 apps, OR continue down the non-cloud path and purchase the upgrade. If you purchase Office 2016 on its own, you get a license you can use as long as you want, but when the next version comes along, you’ll have to pay to upgrade again.

This is just the tip of the iceberg when it comes to the Office features that help make your day-to-day tasks easier, especially when collaborating with teams. If you would like to learn more about upgrading or moving to Office 365, let us know!