1.
Microsoft 365
Productivity Tips
“Mêlée in Minneapolis"
Christian Buckley
CollabTalk LLC
Thomas Duff
Cambia Health

2.
Please thank our sponsors

3.
Christian Buckley
Founder at CollabTalk LLC
cbuck@collabtalk.com
@buckleyplanet
http://www.buckleyplanet.com
Please remember to subscribe on YouTube!

4.
Thomas Duff
Software Engineer at Cambia Health
Thomas.Duff@CambiaHealth.com
@Duffbert
http://oneminuteofficemagic.com

5.
Rules of Engagement
1. Each opponent will take turns
2. No duplicates
3. Audience votes after each round
4. No hitting below the belt
5. Winner based on overall voting

6.
Let’s get started!

7.
Round 1

8.
@buckleyplanet
Add your personal Teams profile
As Teams continues to expand and
grow as “the hub for teamwork”
Microsoft has released the new
Communities in Teams.
This free version is available for
anyone and everyone, providing a
digital location to meet, chat, and
share with your user group, your
book club, your D&D compatriots,
and your cub scout leadership team.
You can read more about
Communities in Teams at
http://bit.ly/3D3H1Or

9.
@buckleyplanet
Add your personal Teams profile
The first thing that you’ll notice
about the Communities in Teams
interface is a simplified Teams UX.
On the left you’ll see links to your
activity stream, all of your current
chats, a meet now button, and your
event and activity calendar.
No teams or channels – just chats
and your calendar and a simply way
to invite others to your communities.
Let’s create a meeting…

10.
@buckleyplanet
Add your personal Teams profile

11.
@buckleyplanet
Add your personal Teams profile

12.
@buckleyplanet
Add your personal Teams profile
The biggest question on people’s
minds is “How does the personal
version of Teams work with my
version at work?”
Let’s take a look…

13.
@buckleyplanet
Add your personal Teams profile
The biggest question on people’s
minds is “How does the personal
version of Teams work with my
version at work?”
Let’s take a look…

14.
@buckleyplanet
Add your personal Teams profile

15.
Delayed send on Microsoft Teams chat messages
This is a change that I've been waiting *months* for! You can now type a message in a Teams chat and
choose to send it at a later date! This is great when you cover a number of time zones and you don't want
to have people responding to your messages during times when they might normally not be working.
Here's how it works…
To start a delayed message, type in your message and then right-click on the Send icon. That will bring
up a dialog box for what date and time you want to have it sent. Once you pick the date and time
parameters, click Send at scheduled time:

16.
Delayed send on Microsoft Teams chat messages
You'll see a message saying when the message will be delivered. If that's the date and time you were
wanting, then click the Send icon:
The message will show up in your chat history, and there will be a message (and clock icon) showing you
when the message will actually be delivered to the recipient:
Once that time arrives, the message will look like any other message in your chat, and the recipient can
now see it.

17.
Who won the round?
Christian Tom

18.
Round 2

19.
Sending video snippets with Teams Video Clips
Have you ever wanted to send a message to someone in Teams chat, but it's a bit too much to try and
type it out? Perhaps you can explain it verbally in less than one minute? If so, you will want to check out
Teams Video Clips, a new feature that just hit our tenant last week. Here's how it works…
To start a Teams Video Clip, click on the camera icon in the lower-right corner of your Teams chat (this is
*only* available in Teams chat):

20.
Sending video snippets with Teams Video Clips
You'll see the Record a video clip dialog panel, where you can select a specific camera and/or
microphone. Once you're ready to start recording, click the Record button:

21.
Sending video snippets with Teams Video Clips
When you're done (you have a maximum of one minute), you click the Stop/Pause button, and then click
Review where you have a chance to make sure the video is what you want to send:

22.
Sending video snippets with Teams Video Clips
If you need to re-do the video, click Record again. If you're happy with the results, click Send:

23.
Sending video snippets with Teams Video Clips
The video now shows up in the chat, and your chat partner(s) can view your video clip:
As with every new thing, there are "known
limitations"…
• User can only record maximum 1 minute
video clips
• User cannot download video clips
• User cannot forward video clips
• User cannot send video clips while user is in a
Teams meeting
• User cannot hide their background or screen-
share
• Video Clip is only available in Chats
Personally, I'm not sure if I like this feature or
not… I prefer to read a message, not sit through
a video of someone trying to tell me something.
I'm afraid I'll end up with a lot of one-minute
videos from people that could have been two
short sentences. But time will tell. :)

24.
@buckleyplanet
Highlight part of an email and add it as a task in Outlook
As part of the greater Tasks strategy across
Microsoft 365, you can now highlight text
in Outlook for the web and convert it to a
task in Outlook – and in Microsoft ToDo.
We have all received emails that contain
next steps or instructions, but unless we
convert that text into actionable tasks,
things may get lost.
You can now generate tasks from these
emails while working in context in Outlook.
Read more at https://bit.ly/3D5qObD

25.
@buckleyplanet
Highlight part of an email and add it as a task in Outlook
In this example, I have sent myself
an email with a list of reminders
from my mobile device.

26.
@buckleyplanet
Highlight part of an email and add it as a task in Outlook
By highlighting the text on the page,
two options appear just above my
selected text:
1. Send an email regarding the
highlighted text
2. Create a task from the selected text
To create a task, simply click on the
task icon.

27.
@buckleyplanet
Highlight part of an email and add it as a task in Outlook
The AI in Outlook for the web
selects anything that appears to
be a task, and automatically adds
them to a list of tasks.
From this view you can forward an
individual item via email, highlight
it (star), or mark it as completed.
Additionally, you can create
additional tasks from this view if
other steps are required to
completed these tasks.

28.
@buckleyplanet
Highlight part of an email and add it as a task in Outlook
By clicking on the Tasks icon at the
bottom left, you will find the new
ToDo integration within Outlook for
the web, and can open your Tasks list
to see all of these items.
And if you’re a fan of ToDo in the
mobile app, these new tasks are
instantly available within ToDo.

29.
Who won the round?
Christian Tom

30.
Round 3

31.
@buckleyplanet
Restore previous versions in File Explorer
It is often the small, incremental
improvements that can add the
most productivity to your daily
activities.
You can now view and restore
versions of a document directly
within File Explorer – rather than
having to open the application to
view the history.

32.
@buckleyplanet
Restore previous versions in File Explorer
Simply right click on the file name,
and from the menu dialog, select
Version History
The version history dialog opens, allowing
you to scan through your various versions
and open the right version.

33.
Using Excel Live in Microsoft Teams
One of the newest features in Microsoft Teams is Excel Live, which gives you the opportunity to
collaborate on an Excel spreadsheet when you are presenting it in a Teams meeting. Here's how it works…
When you go to share content in a Teams meeting, you will see a new section for Excel Live where you
can select a spreadsheet to share in the meeting:

34.
Using Excel Live in Microsoft Teams
Once you select a spreadsheet, Teams lets you know this spreadsheet will be shared with everyone in the
meeting:

35.
Using Excel Live in Microsoft Teams
At that point, everyone in the meeting can start updating the spreadsheet, and you'll see the initials of
individuals and where they are on the screen:
Some thoughts… this is a new feature, so there will likely be some "growing pains" as it gets used more
frequently. When we tested during a session, we found out very quickly that Excel Live currently only
supports up to 25 people in a meeting. After those 25 people join, others get a message saying they do
not have access. Also, much like doing collaborative editing in Excel, two people cannot be updating the
same element at the same time. You may see messages saying that your change wasn't allowed as
someone else already edited that area.

36.
Who won the round?
Christian Tom

37.
Round 4

38.
Format Data By Examples in Power Automate
OK… this is one of the coolest and most useful features I've seen lately. You can now use AI in Power
Automate to help create expressions to format your data output. It's the Format Data By Examples
feature, and it's a game-changer, In my opinion. Here's how it works…
In this example, I want to format the Assigned To Display Name in an email. Our Display Name fields are
in a Last Name, First Name format, and I'd like to have it show up in a First Name Last Name format. But
creating the Expression to parse that out correctly can take a bit (or more) of time to figure out. Instead, I
put my cursor in the email area where I want the reformatted name, click on Expression, and select the
Format data by examples feature:

39.
Format Data By Examples in Power Automate
The Format data by examples panel appears on the right side of the screen, and I can find the field you
want to reformat (in my case, AssignedTo DisplayName). Double-click on the field name:

40.
Format Data By Examples in Power Automate
Next up, I'm asked to provide one or more examples of how the field should be reformatted. In this case,
I put a couple of Last Name, First Name examples with the desired output format. Once that's done, I
click on Get Expression:

41.
Format Data By Examples in Power Automate
The suggested expression appears, and I have the chance to test it out by entering a test value. I then
click Test to make sure it's going to format the name the way I want. In this case, it worked perfectly. To
put that expression into my Power Automate action, I just click Apply:

42.
Format Data By Examples in Power Automate
Here's what my email action looks like now with the AI-generated expression:

43.
Format Data By Examples in Power Automate
And when I run the workflow… I have my name showing up as First Name Last Name… and it didn't take
me hours to figure out and test the formatting!
This works for text fields, number fields, or date fields. This change makes me SO happy. :)

44.
@buckleyplanet
Filter your actions in Teams
Throughout the history of Windows,
people have relied upon keyboard
shortcuts. When Teams was first
released, there were a handful of
keyboard shortcuts, but people
wanted more.
Microsoft has continued to refine
shortcuts, and what you can
accomplish through the command
bar at the top of the app.
When was the last time you explored
the command bar?
To filter your actions, type @...

45.
@buckleyplanet
Filter your actions in Teams
Adding @Tasks provides a list of
chats or discussions around the topic
of Tasks, helping you quickly locate
recent discussions and connections
on important topics.
You can also quickly open or activate
installed apps or find related apps to
install.
This filter capability streamlines how
you use the command bar.
Rather than navigate in multiple
clicks to a conversation, simply click
on the relevant chat and type your
message.

46.
Who won the round?
Christian Tom

47.
Round 5

48.
@buckleyplanet
Send attachments as links in Outlook
Send links, not files!
When working with cloud files
(SharePoint, OneDrive) you can set the
default attachment state to a link rather
than always attaching a copy of a file.
To get started, in your Outlook desktop
app go into Files, and then Options, and
look within the General section for
Attachment Options.
Select Always share them as links and
click Ok.
http://bit.ly/3D3Nxoy

49.
@buckleyplanet
Send attachments as links in Outlook
Next, open a new email message
and select Attach File. Navigate to
the relevant cloud-based file and
attach.
The file will attach with the cloud
icon, and by default, will say Anyone
can edit. As your recipients open
this file, they will be viewing and/or
editing the document from within
your cloud environment.

50.
@buckleyplanet
Send attachments as links in Outlook
Click on the right arrow on your
file to see additional options, such
as removing the attachment, or
changing the permissions.
For local files that are not in the
cloud, you can attach them to
your email per normal steps, then
select the right arrow on the file to
save it to the cloud (you’ll see all
of your available options),
allowing you to manually change
an attachment to a link.

51.
Sending emails to a Microsoft Teams channel
In one of our Teams channels, we like to post "future updates" that we get from the Microsoft Message
Center. But having to copy and paste content from the email we receive can be a real pain. An easier way
to do this is to use the channel's email address to send (or forward) the content directly to the Teams
channel. Here's how that works…
To get the email address of your Teams channel, go to the channel in question, click on the ellipsis, and
select Get email address:

52.
Sending emails to a Microsoft Teams channel
This brings up the Get email address dialog box. You can either click Copy to save the channel email
address, or you can click on advanced settings to see a few more options:

53.
Sending emails to a Microsoft Teams channel
In advanced settings, you can restrict who can send emails to that particular channel. Once you've reviewed
those settings, click Save. You'll likely need to click Copy again if you hadn't clicked on it with the prior dialog box:

54.
Sending emails to a Microsoft Teams channel
Here's an example of an email I forwarded from my inbox to the Teams channel. I'll admit I did a bit of clean-up in
the email before I sent it, such as getting rid of my email signature and such, but it certainly beats having to copy,
paste, and reformat the content if you go that route:

55.
Who won the round?
Christian Tom

56.
Thank you!
Christian Buckley
@buckleyplanet
buckleyPLANET.com
Tom Duff
@Duffbert
OneMinuteOfficeMagic.com
Please remember to subscribe on YouTube!

57.
Submit session feedback