Features of Microsoft Office 2019 Complete Guide

Introduction

Microsoft Office 2019 is one of the most powerful productivity suites created by Microsoft, designed especially for individuals, students, teachers, and business professionals who want to complete their tasks efficiently. Released as a one-time purchase, Office 2019 comes with all the classic apps we know and love: Word, Excel, PowerPoint, Outlook, Access, Publisher, and OneNote.

This makes it highly attractive for users who prefer a one-time payment without monthly or yearly renewal fees. It combines traditional reliability with modern enhancements, bridging the gap between older Office versions like 2013/2016 and the cloud-based Microsoft 365.

In this guide, we will explore every feature of Microsoft Office 2019 in detail, starting with Microsoft Word 2019. By the end of this long article, you’ll have a complete understanding of why Office 2019 remains a favorite for millions of users worldwide.

Microsoft Word 2019 – Features and Advantages

Microsoft Word has always been the backbone of the Office suite, used by students, writers, businesses, and professionals around the globe. With Word 2019, Microsoft introduced several improvements that make document creation, editing, and formatting much easier and more powerful.

1. Modern Design and User Interface

The interface of Word 2019 is cleaner and more modern compared to older versions like Word 2010 or 2013. The ribbon toolbar at the top is more organized, making it easier for new users to find the tools they need.

Microsoft also introduced a “Focus Mode” that allows you to hide all the menus and only display your document on the screen. This feature is very useful for writers and students who want to work without distractions.

2. Improved Inking Features (Digital Pen Support)

If you use a touchscreen laptop or tablet with a stylus (like Surface Pro), Word 2019 allows you to draw, highlight, and write directly on the document. This is great for students taking notes during lectures or professionals reviewing documents.

Additionally, you can use different ink effects like pencil, pen, and highlighter, along with customizable colors. This makes editing and collaboration more interactive.

3. Learning Tools for Better Reading

Some of these features include:

· Read Aloud: Word can read the document aloud, helping users catch mistakes or improve their listening skills.

· Text Spacing: You can increase spacing between letters, words, and lines for better readability.

· Page Color & Focused Reading: You can change background colors and highlight specific lines or phrases for easier reading.

This is especially helpful for students, teachers, and people with learning difficulties such as dyslexia.

4. Translation and Language Tools

Word 2019 integrates with Microsoft Translator, allowing you to translate words, sentences, or even the entire document into different languages instantly. This is a huge time-saver for professionals working with international clients and for students writing multilingual research papers.

5. LaTeX Equation Support

For the first time, Microsoft added LaTeX equation support in Word 2019. This is extremely valuable for mathematicians, scientists, and engineering students who often need to write complex mathematical formulas.

Instead of manually inserting symbols one by one, users can now write LaTeX codes and Word will automatically convert them into properly formatted equations.

6. Enhanced Collaboration Tools

While Office 2019 is not fully cloud-based like Microsoft 365, Word 2019 still allows strong collaboration features:

· The Track Changes feature lets you review and accept/reject edits from collaborators.

· Files can be shared via OneDrive or email for smooth teamwork.

For group projects, office work, or academic research, these tools ensure that everyone stays on the same page.

7. Improved Visuals with Icons and 3D Models

Users can insert professional-looking visuals directly into their documents without needing third-party design software.

For example, if you are making a business report, you can use modern icons for better presentation. If you are a student working on a science project, you can insert 3D models of molecules or objects that can be rotated inside the document.

8. Smart Text Features

Word 2019 introdusces several smart features to make writing easier:

· Text Prediction: As you type, Word can suggest the next word or phrase.

· Editor Tool: Works like an advanced grammar checker, giving suggestions for clarity, conciseness, and style.

· Research Tool: Allows you to search for reliable sources (articles, journals, definitions) directly inside Word without opening a browser.

These features help writers, students, and professionals save time and improve the quality of their documents.

9. Better Accessibility Tools

Accessibility is a key focus in Office 2019. Word now includes an Accessibility Checker that scans your document and tells you if it is readable for people with disabilities. It will give recommendations, such as adding alt text to images or improving color contrast.

This ensures that your document can be understood by everyone, which is especially important in professional and educational environments.

10. Focus Mode for Distraction-Free Writing

Writers, bloggers, and students find this very useful because it eliminates distractions.

Combined with dark mode support, this creates a comfortable writing environment for long hours.

11. Advanced Review and Proofing Tools

Word 2019 takes proofreading to the next level:

· Grammar and Style Suggestions are powered by Microsoft’s AI.

· The Thesaurus gives multiple synonyms for words, helping you improve your writing style.

· The Word Count Tool shows characters, words, and pages in real-time, which is helpful for essays, reports, and blog writing.

12. Integration with OneDrive and SharePoint

Although Office 2019 is offline-first, it still integrates with Microsoft’s cloud services. This is useful for people who work on multiple devices (e.g., office computer + home laptop).

13. Dark Mode and Page Colors

For those who work long hours, Word 2019 includes a dark mode option that reduces eye strain. You can also change the background page color (e.g., sepia, dark gray, or custom) for a more personalized reading and writing experience.

14. Better Support for Large Documents

If you are writing a book, thesis, or long report, Word 2019 is much faster at handling large files compared to older versions. Features like the Navigation Pane make it easy to jump between chapters, sections, or headings.

Complete Installation Guide for Microsoft Office 2019

Microsoft Office 2019 is one of the most popular productivity suites, and installing it properly ensures you can enjoy all of its powerful features without any problems. Whether you are installing it on Windows or Mac, the steps are simple if you follow them carefully. This guide will walk you through every step of the installation process, from system requirements to activation.

1. System Requirements for Microsoft Office 2019

Before installing, you must ensure that your computer meets the basic requirements. If your PC or laptop does not meet these, Office 2019 may not run smoothly.

Minimum Requirements for Windows

· Operating System: Windows 10 or Windows 11 (Office 2019 is not supported on Windows 7/8/8.1).

· Processor: 1.6 GHz or faster, 2-core CPU.

· RAM: 4 GB (64-bit) or 2 GB (32-bit).

· Hard Disk Space: At least 4 GB free.

· Display: 1280 × 768 resolution or higher.

· Graphics: DirectX 9 or later, with WDDM 2.0 or higher.

· Internet: Required for activation and updates.

Minimum Requirements for macOS

· Operating System: macOS Sierra (10.12) or later.

· Processor: Intel or Apple Silicon (M1/M2) with Rosetta 2.

· RAM: 4 GB.

· Hard Disk Space: 10 GB available.

· Display: 1280 × 800 resolution or higher.

· Internet: Required for activation.

👉 Tip: For the best performance, use a computer with 8 GB RAM or higher.

2. Downloading Microsoft Office 2019

There are two main ways to get Office 2019:

Option 1: From Microsoft Official Website

1. Visit https://setup.office.com.

2. Sign in with your Microsoft account (create one if you don’t have it).

3. Enter your product key (found on your purchase receipt, email, or product card).

4. Choose your region and language.

5. Click on Download to get the Office setup file.

Option 2: From Installation Media (DVD/USB)

If you bought a physical copy of Office 2019, you may have a DVD or USB drive.

3. Installing Microsoft Office 2019 on Windows

Follow these steps carefully:

1. Locate the setup file (usually named Setup.exe).

2. Double-click the file to start installation.

3. A pop-up will appear: “Do you want to allow this app to make changes to your device?” → Click Yes.

4. The Microsoft Office installer will launch and begin copying files.

5. Wait until the installation progress reaches 100%.

6. Once complete, you’ll see “You’re all set! Office is installed now.”

7. Click Close.

👉 Now you can find apps like Word, Excel, PowerPoint, and Outlook in your Start Menu.

4. Installing Microsoft Office 2019 on Mac

1. Locate the downloaded .pkg file or use your Office DVD/USB.

2. Double-click the file to launch the installer.

3. Follow the on-screen instructions and agree to the license terms.

4. Select the destination drive (Macintosh HD).

5. Enter your Mac administrator password when asked.

6. Installation will begin and may take a few minutes.

7. Once done, you will see Office apps in the Applications folder.

5. Activating Microsoft Office 2019

After installation, you must activate Office 2019 to unlock full features.

1. Open Microsoft Word (or any Office app).

2. A window will pop up asking for activation.

3. Sign in with your Microsoft account (the same one you used during download).

4. Enter your 25-digit product key if required.

5. Once verified, Office 2019 will activate automatically.

👉 If activation fails:

· Check your internet connection.

· Restart your PC and try again.

6. Updating Microsoft Office 2019

After installation, it is recommended to keep your Office updated:

On Windows:

1. Open Word or any Office app.

On Mac:

1. Open any Office app.

2. Go to the Help menu → Check for Updates.

7. Common Installation Problems and Fixes

Problem 1: “Setup can’t run on this PC.”

· Cause: Unsupported Windows version.

· Fix: Upgrade to Windows 10/11.

Problem 2: “Not enough disk space.”

· Fix: Free up space by deleting unused files or moving them to an external drive.

Problem 3: Office takes too long to install.

· Fix: Temporarily disable antivirus and ensure a stable internet connection.

Problem 4: Activation error.

· Fix: Make sure you are using a genuine product key. Contact Microsoft support if needed.

8. Verifying Installation

To confirm Office 2019 is installed correctly:

1. Open Word or Excel.

2. Go to File → Account.

3. Under Product Information, you should see “Product Activated” and Office 2019” mentioned.

9. Uninstalling Microsoft Office 2019 (If Needed)

If you ever need to uninstall Office 2019:

On Windows

1. Select Microsoft Office 2019.

2. Click Uninstall and follow the steps.

On Mac

1. Open Finder → Applications.

2. Drag Microsoft Office apps (Word, Excel, PowerPoint, etc.) to the Trash.

3. Empty the Trash.

Tips for Using Microsoft Office 2019 Effectively

This section will give readers practical advice so they can get the most out of Office 2019. Adding “Tips” not only makes your article more useful but also helps with SEO because people often search for “Microsoft Office 2019 tips and tricks”.

1. Master Keyboard Shortcuts

Using shortcuts can save you hours of work. Some useful ones in Office 2019:

· Word:

o Ctrl + Shift + C → Copy formatting

o Ctrl + Enter → Insert page break

o Alt + Shift + D → Insert today’s date

· Excel:

o Ctrl + T → Convert data into a table

o Alt + = → Insert AutoSum

o Ctrl + Shift + L → Apply/remove filters

· PowerPoint:

o Ctrl + D → Duplicate slide/object

o Shift + F5 → Start slideshow from current slide

o Ctrl + K → Insert hyperlink

👉 Learning these shortcuts makes you much faster and more professional.

2. Use Built-In Templates

Instead of starting from scratch, use Office 2019’s templates.

· In Word, you can find templates for resumes, letters, and reports.

· In Excel, there are templates for budgeting, invoices, and calendars.

· In PowerPoint, you get ready-made slide designs for professional presentations.

This saves time and makes your documents look polished.

3. Save Work in OneDrive

Although Office 2019 is not subscription-based like Microsoft 365, you can still connect it to OneDrive. Saving work in OneDrive ensures your files are backed up online and can be accessed from any device.

Tip: Enable AutoSave in the top-left corner of Word, Excel, and PowerPoint when working with OneDrive files.

4. Use “Tell Me What You Want to Do”

At the top of every Office 2019 app, you’ll find a search box that says “Tell me what you want to do”. Instead of browsing menus, just type what you need.

For example:

· Type “Insert table” and Word will directly open the Insert Table option.

· Type “Add chart” in Excel and you’ll be guided instantly.

This is very useful for beginners.

5. Explore the Accessibility Checker

If you are creating content for a wide audience, use the Accessibility Checker. It helps ensure your documents are easy to read for people with disabilities.

For example:

· Adding alt text to images in Word.

· Ensuring correct color contrast in PowerPoint.

· Structuring Excel sheets with headers for screen readers.

6. Use Smart Lookup for Research

Instead of switching between your document and browser, highlight a word or phrase → right-click → select Smart Lookup.

This gives definitions, related articles, and Wikipedia results directly inside Word, Excel, or PowerPoint. Great for students and researchers.

7. Practice with “Focus Mode” in Word

If you are easily distracted, use Focus Mode in Word 2019. It hides all menus and only shows your document on full screen. Combine this with dark mode for a comfortable writing environment.

8. Take Advantage of New Charts in Excel

Excel 2019 includes modern charts like:

· Funnel Chart (great for sales tracking)

· Map Chart (visualize geographic data)

· 2D Maps & Timelines

These help turn raw data into professional reports quickly.

9. Learn Slide Master in PowerPoint

If you want a consistent theme in all your slides, use the Slide Master option in PowerPoint. This lets you control fonts, backgrounds, and layouts across all slides at once.

10. Secure Your Documents with Passwords

Office 2019 allows you to password-protect files for security.

· In Word/Excel: Go to File → Info → Protect Document → Encrypt with Password.

· Enter a strong password.

This is essential for confidential files.

11. Use Outlook Rules to Organize Emails

Outlook 2019 has Rules that help you manage emails automatically.
Example:

· Move all emails from your boss to a special folder.

· Highlight important client emails.

· Delete spam automatically.

This keeps your inbox clean and professional.

12. Insert 3D Models for Engaging Content

Word, PowerPoint, and Excel now allow inserting 3D objects. Perfect for education, design, or business presentations.

13. Regularly Update Office

Even though Office 2019 is a one-time purchase, Microsoft still releases updates for stability and security.
Always go to File → Account → Update Options → Update Now.

14. Learn OneNote 2019 for Notes Management

Many users ignore OneNote, but it’s an excellent digital notebook:

· Organize study notes, to-do lists, and ideas.

· Sync across devices using OneDrive.

· Insert drawings, links, and recordings.

Pros and Cons of Microsoft Office 2019

Pros (Advantages)

Cons (Disadvantages)

Free access – no need to pay for license

Illegal and against Microsoft’s terms of use

Unlocks premium features without cost

High risk of malware, viruses, and ransomware

No subscription or renewal fees

No official updates, leaving system vulnerable

Easy to find on the internet

Poor stability – frequent crashes or missing features

Useful for short-term testing

No customer support from Microsoft

Bypasses product key requirement

Risk of legal action or software bans

Can run on multiple PCs without extra payment

Appears cheaper for students/businesses at first

Data theft and privacy risks (cracked versions often steal information)