New Pen Tools in Microsoft 365

New Pen Tools in Microsoft 365

Microsoft just gave Word, Excel, and PowerPoint a subtle but powerful upgrade: new Fountain and Brush pens plus full control over your Draw tab layout. Here's how to make your digital handwriting feel more like your own.

By Rodger Mansfield, Technology Editor

August 25, 2025

What if your favorite pen could follow you into every document?

For years, OneNote users have enjoyed the expressive flair of the Brush and Fountain pens. 

Here's a Cool Tip:  Use the Brush and Fountain pens in Word, Excel and PowerPoint.

Microsoft is finally bringing those same tools to Word, Excel, and PowerPoint for Windows. 

But this update isn’t just about new ink, it’s about control. 

You can now reorder, remove, and personalize your Draw tab to match how you actually work.

It’s a small change, but one that feels surprisingly personal. Like rearranging your desk so your favorite pen is always within reach.

What You'll Gain

How SmartArt in Microsoft 365 Transforms Your Lists

How SmartArt in Microsoft 365 Transforms Your Lists

If you're using Microsoft 365, you already have access to SmartArt, a simple way to turn plain bullet points into visuals that actually communicate. Here's how to use it in Microsoft Word, Excel, and PowerPoint.

By Rodger Mansfield, Technology Editor 

August 18, 2025

Have you ever sat through a presentation where slide after slide was just text and bullet points?

It’s a fast way to lose your audience.

Here's a Cool Tip:  Convert Bulleted Lists to SmartArt.

SmartArt is built into Microsoft 365 and lets you turn a list into a visual diagram in seconds. 

No design skills are needed. 

Just pick a layout, paste your list, and you're done. 

Whether you're teaching, presenting, or writing a report, SmartArt helps your message come across more clearly.

Unlock Excel Compatibility Versions to Safeguard Your Formulas

Unlock Excel Compatibility Versions to Safeguard Your Formulas

Set Excel’s compatibility version to choose legacy or modern behavior, thus ensuring workbook formula consistency while tapping into new functions.

By Rodger Mansfield, Technology Editor 

August 4, 2025

Have you ever opened a workbook only to find its formulas behaving strangely, especially when shared across teams? 

Or worry that modern updates to the LEN or MID functions might break old calculations? 

Here's a Cool Tip:  Set the Compatibility Version in Microsoft Excel.

Microsoft has quietly rolled out a compatibility‑versions feature that lets you control whether formulas run in legacy or updated mode. 

That’s a game‑changer if you juggle historical files alongside modern workflows.

What the Feature Is and Why It Matters

This feature lets you set a workbook-level compatibility version: 

• Version 1 preserves legacy Excel function behavior (think Excel 97‑2003), 
• Version 2 enables updated text functions, including proper support for Unicode surrogate pairs and emojis.

New workbooks currently default to Version 1 until Version 2 becomes the recommended default in early 2026.

For power‑users, educators, or analysts who share files with older platforms, this is huge.

You can avoid subtle calculation drift while adopting new tools when you're ready.

What You’ll Gain

• Preserve historical calculation behavior and prevent formula drift
• Activate modern Excel enhancements (e.g. emoji‑aware LEN, MID, FIND)
• Smooth collaboration whether your counterpart uses old or new Excel

Step-by-Step Instructions

Here's how to do it.

Microsoft 365 / Desktop / Web

1. Open your workbook.
2. Go to the Formulas tab.
3. Navigate to Calculation Options, then Compatibility Version.
4. Choose Version 1 or Version 2.
5. Save the workbook.

fig. 1 - Set Compatibility Version in Excel

iOS / Android

1. As of now, mobile Excel does not expose compatibility version controls.
2. You’ll need to set it on desktop or web, then open it on mobile.

Feature Access

Available to Microsoft 365 users on Windows, Mac, and Excel for the Web.

 Not available in Excel mobile apps. 

This is current in production releases.

Pros and Cons

Pros

• Offers precise control over workbook compatibility, allowing users to choose between backward compatibility or modern functionality.
• Prevents scripts or functions from breaking due to updates, such as new emoji-aware functions, keeping workflows stable.
• Enables seamless collaboration by ensuring workbooks function as intended across different Excel versions.

Cons

• Requires setting Compatibility Version per workbook, not globally, which can be tedious for users managing multiple files.
• New workbooks default to legacy mode (Version 1) until Version 2 becomes standard, potentially delaying access to newer features.
• Users must manually switch to newer versions to leverage enhancements, which may lead to oversight in busy workflows.

Real‑World Examples

• A finance team keeps a quarterly model in Excel 2010 format. They can safely update to modern Excel and still run old report macros by keeping Version 1.

• An educator builds spreadsheets with FIND or MID functions, teaching students who use modern Office on desktop or web.  They switch to Version 2 so text functions behave intuitively with multilingual text or emoji.

• A small business receives .xlsx files with old templates; to avoid layout shifts or formula errors, they force Version 1 until upgrading all templates.

Score

Criterion    Score    Justification

Value 9/10: 

Solves real compatibility headaches and formula inconsistencies across versions.

Usability 8/10: 

Easy drop‑down toggle, but requires manual per‑workbook setup.

Wow Factor 7/10: 

Elegant control over legacy vs modern behavior—not flashy, but very smart.

Total: 24/30: 👍 Good. Worth adopting for most users.

If you heavily rely on historical files, the peace of mind is compelling; for everyone else, flipping to Version 2 now and re‑testing models is simple and worthwhile.

Key Takeaways

This setting gives you full control over how Excel treats formulas, legacy or modern, per workbook. 

It prevents unexpected formula breakage while unlocking new Unicode‑aware text functions. 

It’s accessible today in Microsoft 365 desktop and web.

Try It Yourself

Give it a spin.

Open an old workbook and switch to Version 2. 

Observe if any calculations change. Love it? Let your team know. 

If you’ve found a surprising use case, drop a comment. 

Subscribe for daily productivity tips and share with your network.

READ MORE

• Master Excel Formulas with Copilot’s ‘Explain this Formula’
  
• Search for Templates in Word, Excel & PowerPoint for iOS
  
• Microsoft Excel for the Web Now Lets You Share Links to Sheet Views

Please LIKE and SHARE OneCoolTip.com!

Subscribe to the FREE OneCoolTip Newsletter.

Please Support OneCoolTip with TIPJAR !

Visit the OneCoolTip YouTube Channel: https://www.youtube.com/@onecooltip

X: https://x.com/OneCoolTip    Threads:   https://www.threads.net/@onecooltip

Do you have a Cool Tip or question? Email us at onecooltip.com@gmail.com

Rodger Mansfield, a seasoned tech expert, is the mastermind behind www.OneCoolTip.com where he serves as both writer and editor. With a keen eye for simplifying complex tech, Rodger delivers practical advice that empowers readers to navigate the digital world with confidence. Dive into www.OneCoolTip.com for a treasure trove of savvy tips and tricks that keep you one step ahead in tech.

One Cool Tip

http://www.onecooltip.com

Cool Tech Tips for a Cooler Life!

#ExcelTips #ExcelProductivity #Office365 #ExcelHack #SpreadsheetTools #BusinessEfficiency #CompatibilityVersion #BackToWorkMonday 

#TechGuide #TechTips #OneCoolTip @OneCoolTip 

Copyright © 2008-2025 | www.OneCoolTip.com | All Rights Reserved

Master Excel Formulas with Copilot’s ‘Explain this Formula’

Master Excel Formulas with Copilot’s ‘Explain this Formula’

Understand the mystery behind complex Excel formulas with a single click, thanks to Microsoft 365 Copilot’s new explanation feature.

By Rodger Mansfield, Technology Editor 

July 7, 2025

Excel formulas are powerful but they’re not always readable. 

Especially when digging through inherited budget sheets, performance dashboards, or shared templates filled with nested functions and cryptic references.

Even seasoned users pause at logic like IF(AND(A1>100,B1<50),TRUE,FALSE). 

Here's a Cool Tip:  Use Microsoft 365 Copilot to Explain Excel Formulas in Plain English.

With Microsoft 365 Copilot’s “Explain this formula” feature, you don’t have to play guessing games. It gives you clear, plain-English explanations for even the most convoluted formulas.

Search for Templates in Word, Excel & PowerPoint for iOS

Search for Templates in Word, Excel & PowerPoint for iOS

Skip the blank page.  Microsoft 365 now lets you search templates on iOS, giving your presentations, budgets, and reports a polished head start.

By Rodger Mansfield, Technology Editor

June 23, 2025

Caught in a Coffee Shop, Deadline Looming?

There’s nothing quite like trying to build a presentation on your iPhone with one thumb and a ticking clock. 

Whether you’re on the train, between meetings, or working from a park bench, starting from scratch isn’t just time-consuming.

It’s a creativity killer.

Here's a Cool Tip: Search for Templates in Word, Excel and PowerPoint for iPhone and iPad.

Microsoft has added a deceptively powerful feature to its Word, Excel, and PowerPoint mobile apps for iOS: searchable templates.

Microsoft Excel for the Web Now Lets You Share Links to Sheet Views

Microsoft Excel for the Web Now Lets You Share Links to Sheet Views

A new feature in Excel for the web makes collaboration easier—now you can share direct links to Sheet Views, allowing colleagues to see exactly the data you need them to focus on, without altering the original file.

By Rodger Mansfield, Technology Editor

June 16, 2025

Ever had a messy Excel workbook where different team members apply conflicting filters? 

Here's a Cool Tip:  Use the New View Share in Excel for the Web.

Instead of frustrating back-and-forths or duplicate spreadsheets, Microsoft has introduced Sheet View sharing, a simple way to preserve custom views while keeping the original data intact.

This new sharing option is a game-changer for teams working on large datasets, educators analyzing grades, and business users managing reports. 

No more wondering, "Did someone mess up my filters again?"

How to Use Version History in Microsoft Word, Excel, and PowerPoint

How to Use Version History in Microsoft Word, Excel, and PowerPoint 

Ever accidentally deleted the perfect paragraph or lost an important file change? 

Microsoft 365’s Version History is your safety net that allows you to restore previous versions of your Word, Excel, or PowerPoint files. 

Here’s how to master it for effortless file recovery and revision control.

By Rodger Mansfield, Technology Editor 

June 9, 2025

We've all been there. 

You hit “Save,” only to realize you’ve erased something essential—or worse, someone else overwrites your file. 

Here's a Cool Tip:  Restore Previous Versions with Version History.

Version History in Microsoft Word, Excel, and PowerPoint is your secret weapon, letting you rewind time, restore changes, and keep your documents intact. 

Whether you're a business user, educator, or productivity enthusiast, knowing how to use Version History can save you from frustrating file mishaps.

Share Word, Excel, and PowerPoint Files Without a Microsoft Account

Share Word, Excel, and PowerPoint Files Without a Microsoft Account

Microsoft now allows recipients to open shared Word, Excel, and PowerPoint files on iOS and Android devices without requiring a Microsoft account. This update simplifies collaboration, especially for mobile users, by removing the need for sign-ins.

By Rodger Mansfield, Technology Editor

June 2, 2025

Ever tried sharing a document with someone, only to have them stumble over account sign-ins and app installations? 

Here's a Cool Tip:  Now share Word, Excel and PowerPoint files with anyone, even if they don't have a Microsoft account.

Microsoft has addressed the common hurdle by enabling users to open shared Office files on mobile devices without a Microsoft account. 

This enhancement streamlines collaboration, making it more accessible and efficient.

What You'll Gain

• Simplified Sharing: Recipients can view shared documents without account sign-ins.
• Enhanced Accessibility: Ideal for quick reviews on mobile devices.
• Improved Collaboration: Facilitates smoother interactions with clients and team members.

Effortless Date Entry in Excel for the Web: Meet the Built-In Date Picker

Effortless Date Entry in Excel for the Web: Meet the Built-In Date Picker

No more manual date typing errors or cumbersome third-party add-ins! The Date Picker in Excel for the Web streamlines date entry with a simple double-click. Learn how to enable and use this feature to improve accuracy and efficiency.

By Rodger Mansfield, Technology Editor

May 26, 2025

Have you ever accidentally mistyped a date in Excel, leading to frustrating errors in calculations or scheduling? 

Previously, users relied on VBA scripts or external add-ins to integrate a date picker. 

But Microsoft has now embedded this function directly into Excel for the Web—saving time and boosting accuracy for business users, educators, and productivity enthusiasts.

What You'll Gain

• Faster, more accurate date entry 
• No need for third-party add-ins 
• Seamless workflow improvements

Boost Your Excel Productivity with this Cool Status Bar Tip!

Boost Your Excel Productivity with this Cool Status Bar Tip!

Unleash the hidden power of Excel's status bar to instantly calculate and analyze your data, boosting your productivity with quick insights. Learn how to customize it for even faster access to key information.

By Rodger Mansfield, Technology Editor

April 28, 2025 (originally published April 24, 2023)

Are you looking for ways to improve your Excel productivity and efficiency? 

Check out this very Excel Cool Tip.

The status bar in Excel is a powerful tool that can help you quickly calculate and analyze data. 

It displays a variety of information about your worksheet, including the average, count, and sum of selected cells.

Inspect Hidden Data in Microsoft 365 Documents to Protect Your Privacy

Inspect Hidden Data in Microsoft 365 Documents to Protect Your Privacy

Learn how to use Microsoft 365's Document Inspector to identify and remove hidden data and personal information from your files, ensuring privacy and professionalism when sharing documents.

By Rodger Mansfield, Technology Editor 

April 21, 2025

Are Your Documents Giving Away More Than You Think?

When sharing documents, presentations, or workbooks, have you ever wondered what hidden data might be lurking beneath the surface? 

From personal information to invisible content, these details can compromise your privacy or professionalism. 

Here's a Cool Tip:  Use Document Inspector.

Microsoft 365's Document Inspector is here to help you uncover and remove these hidden elements, ensuring your files are clean and secure before sharing.

Here's A Closer Look at Excel's Game-Changing Value Tokens

Here's A Closer Look at Excel's Game-Changing Value Tokens

Value Tokens in Excel are here to revolutionize how users work with rich data types. Learn what this innovative feature is, how it works, and why it could transform your data management experience.

By Rodger Mansfield, Technology Editor 

April 7, 2025

What if working with complex data in Excel could be as intuitive as recognizing an icon? 

For decades, Excel has been the go-to tool for spreadsheet enthusiasts and data analysts alike. 

Yet, juggling intricate data types like geography, currencies, and stocks often felt like decoding a puzzle. 

Here's a Cool Tip:  Look for the NEW Microsoft Excel Value Tokens.

Excel's Value Tokens—is a new feature designed to simplify, streamline, and elevate your data experience. 

Curious how this innovation works and what it means for you? Let’s dive in.

What Are Value Tokens and Why Do They Matter?

Value Tokens are Microsoft's latest advancement in Excel, aimed at visually distinguishing rich data types in spreadsheets. 

Represented by small icons or color-coded backgrounds, these tokens serve as intuitive visual cues, indicating data categories like locations, currencies, or stock information. 

Available on Excel for Windows Version 2502 (Build 18623.20020) and later, Value Tokens take usability to a new level by reducing ambiguity and speeding up workflows.

Boost Productivity in Style by Adding Icons in Microsoft 365 Apps

Boost Productivity in Style by Adding Icons in Microsoft 365 Apps

Learn how to supercharge your Microsoft 365 experience by incorporating icons into your Word, Excel, PowerPoint, and more. This step-by-step guide offers insight into the feature's benefits, limitations, and real-world uses.

By Rodger Mansfield, Technology Editor 

March 24, 2025

Make Your Documents Pop!

Did you know that adding the right visuals to your documents can improve information retention? 

Here's a Cool Tip:  Use the 'Insert Icons' Feature in Microsoft 365 Apps!

Microsoft 365's "Insert Icons" feature helps you do with a library of ready-to-use, customizable icons. 

Whether it's a business presentation or classroom project, discover how a simple icon can make all the difference.

Understanding Microsoft 365's Icons Feature

The "Insert Icons" feature enables users to incorporate high-quality vector graphics directly into their Word, Excel, PowerPoint, or Outlook files. 

Boost Efficiency with Excel's Binary Workbook Format (.xlsb)

Boost Efficiency with Excel's Binary Workbook Format (.xlsb)

Discover the power of Microsoft Excel’s Binary Workbook (.xlsb) format. Learn how this hidden gem can dramatically improve file performance, reduce size, and streamline efficiency.

By Rodger Mansfield, Technology Editor

March 16, 2025

What if a simple file format change could supercharge your Microsoft Excel experience? 

Here's a Cool Tip:  Use Microsoft Excel's .xlsb file format.

Excel’s .xlsb file format is often overlooked, but its advantages are game-changing for anyone managing large datasets or working on complex spreadsheets. 

Whether you’re struggling with slow-loading files or storage limitations, this Cool Tip walks you through the why and how of adopting the .xlsb format.

New Text Functions in Excel: REGEXTEST, REGEXEXTRACT, and REGEXREPLACE

New Text Functions in Excel: REGEXTEST, REGEXEXTRACT, and REGEXREPLACE

Explore the new text functions in Excel—REGEXTEST, REGEXEXTRACT, and REGEXREPLACE—that are revolutionizing text analysis and manipulation. Learn how these functions can enhance your productivity and streamline your data processing tasks.

By Rodger Mansfield, Technology Editor 

February 24, 2025

In the realm of data analysis, Excel has long been a trusted ally for professionals across various industries. 

Here's a Cool Tip:  Try the new Regex text functions in Excel.

With the introduction of new text functions—REGEXTEST, REGEXEXTRACT, and REGEXREPLACE—Excel is poised to elevate its capabilities even further. 

These functions leverage the power of regular expressions (regex) to simplify complex text operations, making data manipulation more efficient and precise.

What are These New Text Functions?

Regular expressions, or regex, are sequences of characters that define search patterns, commonly used for string searching and text parsing. 

Unlock Excel's Trace Precedents Feature

Unlock Excel's Trace Precedents Feature

Learn how to use Microsoft Excel's Trace Precedents feature to navigate complex spreadsheets with ease. Enhance your productivity with step-by-step instructions, real-world examples, and expert tips.

By Rodger Mansfield, Technology Editor

February 3, 2025

Struggling to untangle complex Excel formulas? 

Want to see exactly which cells influence your calculations?

Here's a Cool Tip:  Use Excel's 'Trace Precedents' feature.

Excel's Trace Precedents feature is here to rescue you from this digital maze. 

Whether you're auditing spreadsheets or simply aiming to enhance your efficiency, understanding and leveraging this tool can revolutionize your Excel experience.

Trace Precedents is an Excel feature that visually maps the relationship between formulas and their precedent cells. 

By highlighting the cells that influence a particular formula, users can quickly trace the origins of any data discrepancies or errors.

Stale Value Formatting in Excel for Windows: The Ultimate Productivity Booster

Stale Value Formatting in Excel for Windows: The Ultimate Productivity Booster

Discover how the new Stale Value Formatting feature in Excel for Windows can help streamline your data management processes and increase productivity by identifying stale values needing recalculation.

By Rodger Mansfield, Technology Editor 

January 27, 2025

Imagine this: you're knee-deep in a complex Excel spreadsheet, juggling dozens of formulas and datasets. 

Suddenly, you realize some of your data hasn't updated correctly, leading to potential errors and wasted time. 

Sound familiar? 

Here's a Cool Tip:  Look for the Stale Value Formatting.

Fortunately, Microsoft has introduced a game-changing feature to alleviate this common headache—Stale Value Formatting in Excel for Windows.

Stale Value Formatting is a powerful new feature designed to enhance data accuracy by visually indicating which cells contain stale values that require recalculation. 

Python in Microsoft Excel: A Game Changer for Data Enthusiasts

Python in Microsoft Excel: A Game Changer for Data Enthusiasts

Discover the revolutionary integration of Python in Microsoft Excel, empowering users to perform advanced data analysis effortlessly. Learn how to leverage this powerful tool to streamline workflows and enhance productivity.

By Rodger Mansfield, Technology Editor

January 13, 2025

Have you ever wished for a more powerful way to analyze your data directly within Excel? 

Here's a Cool Tip:  Use Python in Microsoft Excel.

Microsoft has now integrated Python into Excel, bridging the gap between advanced data analytics and familiar spreadsheet functionality. 

This integration is not just a minor update—it's a significant leap forward for anyone who relies on data for decision-making.

Python is renowned for its robust data manipulation and analysis capabilities. 

By incorporating Python into Excel, Microsoft has effectively combined the best of both worlds. 

Top Microsoft 365 Cool Tips in 2024

Top Microsoft 365 Cool Tips in 2024

Discover the most popular Cool Tips for Microsoft 365 this past year, enhancing your productivity and efficiency with Word, Excel, and PowerPoint. From link previews in Word to transforming handwriting in Excel, and unlocking the full potential of your presentations with Copilot Pro in PowerPoint, these tips are a must-know for any Microsoft 365 user.

By Rodger Mansfield, Technology Editor 

January 6, 2025

Ever found yourself tangled in a web of endless links while drafting a document? 

Or struggled to make your handwritten notes digitally editable? 

And how about making your presentations stand out with advanced AI features? 

Here's a Cool Tip:  Check out these popular Cool Tips for Word, Excel and PowerPoint.

Welcome to the world of Microsoft 365, where innovation meets productivity. 

Discover the New Copilot Prompt Gallery in Microsoft 365

Discover the New Copilot Prompt Gallery in Microsoft 365

Unleash the full potential of Microsoft 365 Copilot with the new Prompt Gallery, designed to help you discover, save, and share your favorite prompts.

By Rodger Mansfield, Technology Editor 

December 31, 2024

Have you ever found yourself wishing for a more organized way to manage and share your favorite Copilot prompts? 

Here's a Cool Tip:  Use the new Copilot Prompt Gallery in Microsoft 365.

The new Copilot Prompt Gallery in Microsoft 365 is here to make that wish come true! 

The Copilot Prompt Gallery is a comprehensive repository that provides users with access to a catalog of Copilot prompts created by Microsoft.