Office 365 Productivity Tips - August Anarchy

1. Office 365 Productivity Tips “August Anarchy" Christian Buckley CollabTalk LLC Thomas Duff Cambia Health

2. Christian Buckley Founder & CEO of CollabTalk LLC cbuck@CollabTalk.com @buckleyplanet http://www.buckleyplanet.com

3. About CollabTalk CollabTalk is an independent research and technical marketing services company. We take a collaborative approach to everything we do, augmenting our capabilities with a deep network of partners and community influencers. Customers include many well-known brands within the Microsoft ecosystem:

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. Save Emails as Files If you want to save certain emails for posterity, you have a few methods at your disposal. While you can individually save any email through the File > Save As... menu (options: text, HTML, Outlook Message format or .msg, HTML, .mht), it's far faster to save emails by dragging them to the desktop or Windows Explorer. This will save them in Outlook's proprietary .msg format, with the subject as the file name. You could also use VBA scripts like this and these to automatically (or semi-automatically) save emails to your local hard drive as individual messages, freeing them from the .PST or .OST file Outlook keeps them in.

9. Outlook's reminder when you forget your email attachment Admit it… we've all done it. We craft a wonderful email that tells the recipient(s) to look at the enclosed or attached file, and then we send it… without the attachment. Outlook can help you avoid that email faux pas in a number of cases, and here's how you do it… In the File > Options area for Outlook, click on Mail and scroll down to Send Messages. Make sure that Warn me when I send a message that may be missing an attachment is selected:

10. Outlook's reminder when you forget your email attachment Now, if you create an email using words in the body like attach, attached, attachment, or enclosed, and there is no attachment on the email, you will see the Attachment Reminder dialog box pop up: I didn't find a definitive list of all the words Outlook will scan for, but this is a good way to (often) avoid the embarrassment of having to follow up an email with another one that does include an attachment.

11. Who won the round?

12. Who won the round? 33 votes 43 votes

13. Round 2

14. Replying to an Outlook email with a Skype Instant Message We all suffer from Inbox Overload, and important things get lost as our emails pile up. But sometimes it's easier to reply to an Outlook email with a quick Skype Instant Message (IM). Outlook makes that possible with a menu option I have overlooked for a long time… In my inbox, I have selected an email to my coworker T, and I just want to send him a quick IM about it. In the Respond section of the Ribbon Bar, I can click IM > Reply with IM to launch Skype and start a chat session:

15. Replying to an Outlook email with a Skype Instant Message What makes this nice is that Skype provides a link (or you can use the keyboard shortcut of CTRL + SHIFT + B) to bring up the original email that you selected to start the chat:

16. Scheduling Across Companies There is an Outlook add-in called FindTime that allows you to establish several meeting times when you are available, and invite a team of people. Each person then votes on their available time, saving you countless hours “chasing” people to figure out a meeting time, and instead let them identify all of the times that they are available, allowing you to select the final, agreed-upon meeting time. Works with Outlook 2013, 2016, Office 365 (Outlook Online), and Outlook for Mac

19. Round 3

20. People Suggestions in Scheduling Assistant Ever wished you didn't have to switch back and forth between the Scheduling Assistant and your meeting invite when adding attendees? Wish no more! The Scheduling Assistant now provides people suggestions.

21. Making quick video recordings in OneNote Let's say you want to create a quick video of yourself, either to let your team know something, or perhaps just as a reminder to yourself to take care of some items. OneNote has a basic video recording function built in, and it's perfect for those basic types of videos (not screen captures… just whatever your vidcam is picking up). Here's how it works… First off, go to your OneNote Options (File > Options), select Audio & Video, and make sure you have the right audio and video devices selected to record yourself:

22. Making quick video recordings in OneNote Once that's done, go to the Insert tab, add a new page, place the cursor where you want the recording to be, and click Record Video:

23. Making quick video recordings in OneNote The video will start recording immediately, and you'll have a Recording tab in the Ribbon Bar that will have the controls to Pause and Stop the recording:

24. Making quick video recordings in OneNote When you're done, just click Stop and everything is stored automatically. If you want to replay the recording, click Play:

25. Making quick video recordings in OneNote What's also a nice touch is that you can also right-click on the video icon and save it to a different location if you need it to reside outside of OneNote:

28. Round 4

29. Adding an In Folder column to your Outlook Inbox A colleague passed along a cool tip on how to easily see what folder an email is in, especially when you're doing a search. Here's how you add an In Folder column to your Inbox in Outlook… While in your Inbox, go to View > View Settings > Columns:

30. Adding an In Folder column to your Outlook Inbox Change the Select available columns from field to All Mail Fields, select In Folder, and click Add ->:

31. Adding an In Folder column to your Outlook Inbox Now when I do a search for the word tip, I get all my results along with information about which folder I can find the document in:

32. Adding an In Folder column to your Outlook Inbox Change the Select available columns from field to All Mail Fields, select In Folder, and click Add ->:

33. Using PPT as Photoshop-lite One of the features I use the most is the Remove Background feature. This makes PowerPoint a “Photoshop-lite” application, allowing you to create more seamless images for your presentations, as well as quickly edit photos for use elsewhere. But there are many other tools that can be used to modify your images and generate quick and simple, yet personalized images for social campaigns, documentation, and blog posts, among other uses.

34. Using PPT as Photoshop-lite One of the features I use the most is the Remove Background feature. This makes PowerPoint a “Photoshop-lite” application, allowing you to create more seamless images for your presentations, as well as quickly edit photos for use elsewhere. But there are many other tools that can be used to modify your images and generate quick and simple, yet personalized images for social campaigns, documentation, and blog posts, among other uses.

37. Round 5

38. See What’s Changed in OneNote Added in March this year, you can now receive notifications when someone makes a change in a shared notebook stored in OneDrive.

39. Generating random number in Excel I recently found a cool link on how to generate random numbers in Excel. Considering I normally use a random number generator site to do this, I thought it was a pretty cool tip. First, highlight the number of cells that matches the number of random numbers you want. In this example, I want to get three random numbers:

40. Generating random number in Excel Next, type in the function =RANDBETWEEN(nn,nn), with the first number being the low range of the random numbers, and the second number being the high range. In my example, I want three random numbers between 2 and 250:

41. Generating random number in Excel Once I have that typed in, I hold down the CTRL key and press ENTER. That will fill in my highlighted cells with random numbers between 2 and 250: I encourage you to go out and read the article (https://trumpexcel.com/generate-random-numbers-excel), as there are a few caveats to keep in mind, such as this method can and will generate duplicate numbers. There is another method he covers that's a bit more complex, but it eliminates most of the duplicate number risk.

44. Overall winner?

45. Overall winner? Tom! 14 35 30 19 43 24 3 28 48 33 0 10 20 30 40 50 60 WHO WON ROUND 5? WHO WON ROUND 4? WHO WON ROUND 3? WHO WON ROUND 2? WHO WON ROUND 1? August Anarchy Polling Christian Tom

46. Current Leaderboard Most Rounds Won – Tom Most Events Won – Tom Most Overall Votes - Tom 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 TOTAL 18 630 17 555 Tom Christian 8/28/2018 Online 7/25/2018 Online 2/3/2018 SPSUTAH

47. Our next bout: Tuesday, September 18th “September Scrap” and then SharePoint Saturday Twin Cities, live!

48. Thank you! Christian Buckley @buckleyplanet http://www.buckleyplanet.com Tom Duff @Duffbert http://OneMinuteOfficeMagic.com

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