Enhanced Collaboration with Real-Time File Sharing

One of the standout features of Office 2021 is the improved real-time collaboration capability. You no longer have to wait for others to complete their work before you can access a document. Multiple users can now work on the same file simultaneously.

Here’s how it works:

• Share Button: In your Word, Excel, or PowerPoint document, simply click the “Share” button.
• Invite People: Enter the email addresses of the people you wish to share the file with or select them from your address book.
• Permissions: Choose whether collaborators can edit or only view the document.
• Message: Include a message with your sharing invitation to provide additional guidelines.

Once shared, all changes are saved automatically, streamlining team projects and saving valuable time. Important note: This feature requires saving your file to an online directory, like OneDrive.

Visual Refresh: A Modern Interface

Microsoft Office 2021 boasts a fresh, modern look, aligning with Windows 11’s user interface improvements. This visual refresh enhances the user experience, making it more intuitive and enjoyable.

The updated interface provides a cleaner, more organized layout, ensuring that the tools you need are always within easy reach.

Improved Accessibility with Accessibility Ribbon

Office 2021 includes an enhanced accessibility checker that helps you identify potential issues in your documents. This tool is designed to improve the readability and reach of your content.

• Review Tab: Access the “Check Accessibility” option in the Review tab.
• Accessibility Checker: This feature provides feedback on missing elements, helping you optimize your documents for a broader audience.

The accessibility checker also displays the status of your document at the bottom, indicating whether any action is needed to improve content reach.

Dark Mode: Reducing Eye Strain

Office 2021 introduces a dark mode, designed to reduce eye strain during extended work sessions. Here’s how to activate it:

• File > Account: Navigate to “File” and then “Account.”
• Office Theme: Select your preferred theme from the “Office Theme” drop-down menu (e.g., Black, Dark Gray).
• Switch Modes: Alternatively, you can use the “Switch Modes” button in the “View” tab for quick changes between light and dark themes.

This feature allows you to customize your workspace to suit your lighting conditions and reduce eye fatigue.

Enhanced Media Options with Stock Images

Office 2021 makes it easy to use stock images directly within your documents:

• Insert > Pictures: Go to “Insert,” then “Pictures,” and select “Stock Images.”
• Browse Categories: Choose from a variety of categories or search for specific images.
• Insert: Insert the selected images directly into your document, spreadsheet, or presentation.

This feature allows you to add professional-quality visuals without leaving the application.

Efficient Searching with Microsoft Search

The new Microsoft Search bar at the top of your application makes it easier to find tools and features:

• Search Bar: Simply type the name of a tool or tab to quickly access it.
• Direct Access: This feature eliminates the need to navigate through multiple tabs.

For example, typing “stock images” in the search bar will directly open the stock image menu, saving time and effort.

Updated Draw Tab: Enhanced Inking Tools

The Draw tab has been updated, making it easier to use and customize inking tools:

• Draw Tab: Access different pen options and change colors from one place.
• Inking: Draw and annotate directly on your documents in Word, Excel, and PowerPoint.

This enhanced feature allows for more creative and intuitive document annotation.

Inked Replay: Visualizing Your Drawing Process

The “Inked Replay” feature allows you to review your drawing process:

• Inked Replay: Click the “Inked Replay” option in the “Draw” tab.
• Visual Review: Watch a video of how you created your inking annotations, which is helpful for presentations or reviewing your work.

This feature can be particularly useful for understanding and visualizing complex inking processes.

Open Document Format Support

Office 2021 now supports the open document format:

• Save As: When saving a file, select “Open Document Text” from the “Save as type” drop-down menu.
• Interoperability: This feature improves interoperability with other document systems.

This support allows for greater flexibility when exchanging files with different software.

Sketched Style Outlines

You can now give your shapes and text boxes a casual, hand-drawn look:

• Shape Outline: Select a shape or text box, then go to “Shape Outline.”
• Sketch Style: Choose a “Sketch” option to apply a hand-drawn outline style.

This feature adds a unique and creative touch to your documents.

Precise Color Selection with Hex Values

Office 2021 allows you to input hex values for precise color selections:

• More Outline Colors: In the “Shape Outline” menu, choose “More Outline Colors.”
• Hex Value: Enter the hex value for a specific color, allowing for precise color customization.

This feature allows you to use the exact colors you need for your documents, spreadsheets and presentations.

XLOOKUP in Excel: Simplified Data Retrieval

Excel’s XLOOKUP function simplifies data retrieval:

• XLOOKUP Function: Use the XLOOKUP formula to quickly find specific data in a table or range of cells.
• Dynamic Results: Change the search criteria and get instant results.

The XLOOKUP function makes it easier and faster to find the data you need within an Excel worksheet.

Dynamic Arrays in Excel: Enhanced Calculation Power

Office 2021 introduces dynamic arrays, which simplify complex calculations:

• Dynamic Array Formulas: Enter a single formula and get an array of results.
• New Functions: Utilize new functions like FILTER, SORT, SORTBY, UNIQUE, SEQUENCE, and RANDARRAY to enhance calculations and data handling.

For example, use the SORT function to quickly sort data in ascending or descending order without complex formulas.

XMATCH in Excel: Quickly Find Item Positions

The XMATCH function allows you to quickly find the position of an item:

• XMATCH Function: Use the XMATCH function to locate the position of a specific item in a range.
• Dynamic Position: It dynamically returns the position, ensuring accurate placement and easier data management

This function is helpful for tracking data in large sets and getting insights about the data.

Record Slideshow Feature: Enhanced PowerPoint Presentations

PowerPoint’s recording feature has been improved in Office 2021:

• Record Slideshow: Go to “Slideshow” and then “Record Slideshow.”
• Record Narration and Actions: Record your voice, pen annotations, and other actions directly onto your slides.
• Replay Recording: Review your recording to ensure everything is perfect.

This feature enables the creation of comprehensive and interactive presentations.

Arrange Elements for Screen Readers

You can now customize the order of elements for screen readers, improving accessibility:

• Check Reading Order: Go to “Review” and then “Accessibility,” then select “Check Reading Order.”
• Verify Object Order: Arrange elements for better screen reader comprehension.

This feature allows for a better user experience for individuals who rely on screen readers.

Share PowerPoint Slide Links

Share a link to a specific slide:

• Link to This Slide: Right-click on a slide and select “Link to this Slide” (available for Microsoft 365 subscribers).
• Share with Others: Send a direct link to the slide to share with your teammates.

This function allows precise sharing of information for focused collaboration.

Translate Outlook Messages

Translate your Outlook emails directly in the app:

• Install Add-in: Install the “Translator” add-in from the Office Store.
• Translate Message: Open the message and use the “Translate Message” option.
• Language Preferences: Customize the translation language settings.

This is especially useful for international communications.