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Microsoft 365 Productivity Tips "June Jam"

In this latest installment of the M365 Productivity Tips series, Tom Duff (@duffbert) and Christian Buckley (@buckleyplanet) return with another head-to-head battle of the Microsoft Office and Office 365 productivity hints and tips, recorded June 23rd, 2020 with viewers voting on each round.

Follow us on Twitter for future webinars and sessions where we'll share more great tips, and be sure to follow the CollabTalk YouTube channel at https://youtube.com/c/collabtalk

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Microsoft 365 Productivity Tips "June Jam"

  1. 1. Microsoft 365 Productivity Tips “June Jam" Christian Buckley CollabTalk LLC Thomas Duff Cambia Health
  2. 2. Christian Buckley Founder & CEO of CollabTalk LLC cbuck@CollabTalk.com @buckleyplanet http://www.buckleyplanet.com Please remember to subscribe on YouTube!
  3. 3. Thomas Duff Software Engineer at Cambia Health Thomas.Duff@CambiaHealth.com @Duffbert http://oneminuteofficemagic.com
  4. 4. 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
  5. 5. Let’s get started!
  6. 6. Round 1
  7. 7. 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.
  8. 8. 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.
  9. 9. OneDrive Sharing Reports to see who can see what OneDrive is a great tool, but it can be a bit difficult when it comes to finding what you've shared with whom, and whether you need to do some permission clean-up. By using the OneDrive Sharing Report, you can get all this information in an easy-to-read Excel spreadsheet. Here's how that works… Go into OneDrive in your browser, and click on the Options icon. That will give you the OneDrive Settings option:
  10. 10. OneDrive Sharing Reports to see who can see what In the More Settings section, select Run Sharing Report:
  11. 11. OneDrive Sharing Reports to see who can see what Select a folder in your OneDrive to store the Sharing Report. In this case, I chose the Collection Folder:
  12. 12. OneDrive Sharing Reports to see who can see what The process takes less than a minute, and you will then see the file in your selected OneDrive folder:
  13. 13. OneDrive Sharing Reports to see who can see what In the spreadsheet, you'll see the path of each of your files, the file type, who you've shared the file with, and the level of access they have:
  14. 14. Who won the round? 15 votes 7 votes
  15. 15. Round 2
  16. 16. Searching in channels and chats for Microsoft Teams While Microsoft Teams is a great way to keep information consolidated for your work, the capability to find things in various chats and channels has been somewhat limited. With the addition of enhanced searching in Microsoft Teams, that now becomes much easier. Here's what it looks like and how it works… To start your search, type in your search term in the command bar at the top of Microsoft Teams. Here, I'm searching for items from my coworker Sandra Mahan. It gives me the option to narrow my search to Messages, People, and Files, and it starts with Messages:
  17. 17. Searching in channels and chats for Microsoft Teams I also have the option to use advanced filters for messages, such as who they are from:
  18. 18. Searching in channels and chats for Microsoft Teams Or whether they're items from a chat or a channel:
  19. 19. Searching in channels and chats for Microsoft Teams Or if the search term only appears in a specific channel. In this case, I only want items from Sandra in the Spark Connect channel:
  20. 20. Searching in channels and chats for Microsoft Teams And here we are:
  21. 21. Searching in channels and chats for Microsoft Teams After Messages, I have the option to look for any People who match or have similar names to my search term. I have Sandra's regular and test account showing up here:
  22. 22. Searching in channels and chats for Microsoft Teams Finally, I can select Files to see anything that is associated with her name:
  23. 23. Searching in channels and chats for Microsoft Teams I can also drill down in the filters to select a specific Team workspace, or a specific file type, such as Excel:
  24. 24. Searching in channels and chats for Microsoft Teams And now I'm only seeing Excel files that are associated with her: There are a number of other features you might want to explore here: Search for messages and more in Teams
  25. 25. Work on your Documents without leaving Teams Another simple tip: We all know that multi-tasking as a time-saver is a fallacy. Our constant context-switching makes it difficult to remain focused and get work done. Thankfully, the folks at Microsoft are providing more and more ways for us to get work done in one place – which is increasingly within Microsoft Teams. I was reading a post by Rick Espin on the European SharePoint site (Top 7 Hidden Features in Microsoft Teams) which reminded me of another basic, yet powerful capability within Teams that can help reduce the context- switching: working on Documents within the Teams workspace. From the Files tab, select any file or document and right-click or select the ellipsis.
  26. 26. Work on your Documents without leaving Teams With close-to-parity features between browser and desktop versions, we’re seeing more and more that new features are arriving in the cloud before the desktop. Keep things simple by opening and editing within the browser (get in, get out, done). Of course, this also means you can access all of your content and tools from any browser. This also streamlines your access to content in SharePoint, OneDrive, and any cloud storage service that has been added to Microsoft Teams.
  27. 27. Who won the round? 6 vote 18 votes
  28. 28. Round 3
  29. 29. Leveraging the Microsoft Productivity Score Most organizations are thinking about end user adoption and engagement, and need to start by looking at their Microsoft Productivity Score, currently in private preview. The goal of the MPS is to provide you with:  visibility into how your organization works  insights that identify where you can enable improved experiences so people can reach their goals  actions to update skills and systems so everyone can do their best work.
  30. 30. Leveraging the Microsoft Productivity Score The score is based on two categories: the employee experience and the technology experience. Both include a benchmark that helps you compare how you are doing compared to organizations similar to yours. The employee experience shows how Microsoft 365 is helping to create a productive and engaged workforce by quantifying how people collaborate on content, work from anywhere, understanding communication styles, and developing a meeting culture. The technology experience helps you ensure the technology isn’t getting in the way by assisting you optimize your device experiences such as proactively remediating common helpdesk issues and improving PC startup times, and your network to ensure your apps work well.
  31. 31. Leveraging the Microsoft Productivity Score Within technology experience there are insights for each area you are attempting to optimize. For example, legacy hardware, poorly tuned policies, or the presence of 3rd party agents can impact PC startup performance, while network performance can impact Teams call quality and OneDrive for Business.
  32. 32. Leveraging the Microsoft Productivity Score To see the actions that you might want to take in the employee experience, you can click on the view actions button in the primary insight or the link at the bottom of a supporting insight. Doing this opens the recommended actions panel with options that you might consider. For example, some of the actions recommended in the collaborating on content area are focused on providing end user training around how to better collaborate and how to create links to documents in emails instead of sending attachments. There is also documentation for IT to understand how to configure external sharing.
  33. 33. Leveraging the Microsoft Productivity Score Within technology experience, Microsoft provides recommended actions like tuning policies, removing problem agents, or upgrading hardware to improve startup performance. Also, to reduce support tickets Microsoft provides pre-canned “proactive remediations” to fix issues on devices before people even know there is a problem. To request access to the private preview please fill out the form at https://aka.ms/productivityscorepreview
  34. 34. Audience Targeting in SharePoint Online navigation links One of the latest changes to show up for SharePoint Online is the ability to have audience targeting apply to specific links in your navigation in Modern sites and pages. This means that you can have certain navigational links show up only to specific groups of people who are part of an Active Directory group. Here's how it works… In the site navigation, click the Edit link. This will cause the navigation panel to show up on the left side of the page. To enable audience targeting, turn on the Enable site navigation audience targeting option:
  35. 35. Audience Targeting in SharePoint Online navigation links When you create a new link (the Plus symbol), the Add panel gives you the option to set Audience Targeting for up to 10 Active Directory groups. Only the people who are part of the group(s) in the list will be able to see the link once you save it: For more information about navigational audience targeting (and navigation in general), check out this informative page: Customize the navigation on your SharePoint site.
  36. 36. Who won the round? 5 vote 12 votes
  37. 37. Round 4
  38. 38. Adding your own background images for Microsoft Teams meetings Recently Microsoft Teams offered a standard set of background images for your Microsoft Teams meetings. You *could* add your own images, but it was more of a hack and wasn't something you'd necessarily want to advertise. Now, there's an easy way to do this, and here's how it works… When you're in a Teams meeting, click the Ellipsis icon in the device bar and select Show background effects:
  39. 39. Adding your own background images for Microsoft Teams meetings In the Background settings panel, select the Add new option:
  40. 40. Adding your own background images for Microsoft Teams meetings Select your image that you'd like to have added to your custom background selections (see the end of this post for the image requirements):
  41. 41. Adding your own background images for Microsoft Teams meetings Your image is now available as a selectable background, so click Apply and turn on video to have it show up as your background:
  42. 42. Adding your own background images for Microsoft Teams meetings And here I am, coming to you live from the Aqaba amphitheater in Jordan! Not all images can be used for backgrounds, however. They must meet these requirements, and you won't be able to add it to your set if they do not: • Minimum size: 360 x 360 pixels • Maximum size: 2048 x 2048 pixels • File type: jpeg, png, bmp • Aspect ratio: Greater than 4
  43. 43. Use Natural Language Queries in Excel We’ve talked about Ideas in Excel in the past, but not the advanced query capabilities. There are two ways in which you can ask questions within Excel: First, try the Suggested Questions. Simply click in the text box at the top of the Ideas pane, and you'll see a list of suggestions based on your data. Second, just ask your question about your data using natural language, and the latest AI capabilities will attempt to provide you with an answer.
  44. 44. Use Natural Language Queries in Excel To use this feature, simply click a cell in a data range, and then click the Ideas button on the Home tab. Ideas in Excel will analyze your data, and return interesting visuals about it in a task pane. If you're interested in more specific information, you can enter a question in the query box at the top of the pane, and press Enter. Ideas will provide answers with visuals such as tables, charts or PivotTables that can then be inserted into the workbook. If you are interested in exploring your data, or just want to know what is possible, Ideas also provides personalized suggested questions which you can access by clicking on the query box. Find our more at https://support.microsoft.com/en- us/office/ideas-in-excel-3223aab8-f543- 4fda-85ed-76bb0295ffc4
  45. 45. Who won the round? 11 votes 6 votes
  46. 46. Round 5
  47. 47. Expand your Outlook Calendar For many of us, email remains as a primary productivity tool. We structure our work days around our calendars, using it to organize our meetings, social engagements, and to block out personal time. Staying connected to what’s going on out in the world or down the street is also worth staying on top of, so if you like getting your news from a TV program, or want to stay aware of your daughter’s school schedule, add their schedules to your calendar. Within Outlook Web, you can add the following calendars:  Schools  Holidays  TeamSnap (child/intramural sports app https://www.teamsnap.com/)  Sports  TV
  48. 48. Expand your Outlook Calendar Want to make time for Must Watch TV? You can add your favorite TV program schedule to your personal calendar by selecting Add New Calendar > TV Select your time zone, network, and programs, and a new calendar will be added to your profile.
  49. 49. Expand your Outlook Calendar Maybe a better example is keeping track of your daughter’s school calendar to make sure those upcoming half-day teacher days are part of your schedule. Select Schools and add your zip code. A list of area schools will appear, from which you can select your daughter’s school, and click Add. The school calendar is then added to your Outlook under Other Calendars. Read more about this Outlook feature: https://techcommunity.microsoft.com/t5/outl ook-blog/add-family-school-amp-sports- calendars-in-outlook-com/ba-p/1048391
  50. 50. Suggested Replies for Outlook on the Web If you're used to using an email application like Gmail, you've likely seen (and used) the Suggested Replies feature, where short one-click answers are provided to speed up your email processing. Outlook on the Web now has that same feature, and it's pretty cool. Here's how it works… In this email using Outlook on the Web, I have three suggested replies that I can use with a single click:
  51. 51. Suggested Replies for Outlook on the Web In this case, I chose "You're welcome", clicked the button, and a Reply to All email was generated with that as the text:
  52. 52. Suggested Replies for Outlook on the Web If you look back at the first image, you'll also see where I have an opportunity to offer Microsoft feedback on the "suggested suggestions", and whether they were helpful or not. If I click No, it gives me an opportunity to explain why if I click OK:
  53. 53. Suggested Replies for Outlook on the Web You have some predefined options for why they didn't work for you, but you also have an area to go into more depth as to why the suggestions weren't proper in your opinion:
  54. 54. Who won the round? 4 vote 11 votes
  55. 55. Tom!
  56. 56. Current Leaderboard Most Rounds Won Tom (64-60-1) Most Events Won Tom (13-11) Most Overall Votes Tom (1995-1963) Event Date Location Rounds Won Votes Won Rounds Won Votes Won 9/12/2017 Online 3 31 2 29 10/28/2017 SPSTC 1 74 4 96 11/28/2017 Online 2 11 3 15 1/16/2018 Online 4 167 1 104 2 54 3 53 3 152 2 122 3 141 2 136 2 87 3 104 3 63 2 33 4 178 1 137 0 37 5 183 1 31 4 64 4 168 6 200 4 108 1 59 2 69 3 64 4 88 1 60 4 69 1 50 3 56 2 78 2 54 3 51 3 114 1 91 1 65 4 104 2 57 3 51 4 67 1 38 3 54 2 41 TOTAL 64 1995 60 1963 9/24/2019 Online 11/26/2019 Online 10/29/2019 Online 6/23/2020 Online Tom 2/7/2019 Online 4/19/2019 Online 5/22/2019 SPC19 6/20/2019 Online 7/30/2019 Online 8/26/2019 Online 2/24/2020 Online 3/24/2020 Online 4/22/2020 Online 5/26/2020 Online Christian 1/15/2019 Online 7/25/2018 Online 2/3/2018 SPSUTAH 8/28/2018 Online 11/17/2018 SPSTC 12/19/2018 Online
  57. 57. Thank you! Christian Buckley @buckleyplanet buckleyPLANET.com Tom Duff @Duffbert OneMinuteOfficeMagic.com Please remember to subscribe on YouTube!

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