In this latest installment, Tom Duff (@duffbert) and Christian Buckley (@buckleyplanet) are back with another head-to-head battle of the Microsoft Office and Office 365 productivity hints and tips, delivered via webinar on January 16th, 2018 with audience members voting on each round. Follow us on Twitter for future webinars and sessions where we'll share more great tips!

1. Office 365 Productivity Tips
“January Joust"
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. CollabTalk is an independent research and technical
marketing services company. We provide product and
marketing evaluation, strategy, and operational support,
content development, and demand-generation guidance
— working primarily within the Microsoft ecosystem.
www.CollabTalk.com

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. Make Email and Calendar Visible in Office 365 Delve
Email and Calendar data is no longer available for users in
Office 365 Delve. A recent update changed the Office Delve
behavior so that it adheres to the user profile setting: “Show in
the profile properties section of the user’s profile page.”
Here is the quick fix:
 Access O365 as an admin and access the SharePoint Admin
site: (Admin Center > Admin Centers > SharePoint)
 Select User Profiles on the left
 Select Manage User Properties
 Find WorkEmail and select to Edit
 Check the box for “Show in the profile properties section of the
user’s profile page”.
 Select OK to save the change
If you noticed any end users where this was a problem, it should now
be resolved.
(Shared by Rob Vogl)

9. Optical Character Recognition (OCR) in OneNote…
There's nothing more frustrating to see some interesting writing on a page, and you can't copy
it into a Word document as it's actually part of an image (like an image caption). But with
OneNote, you can use the built-in Optical Character Recognition (OCR) feature to get the
text in the image turned back into real text you can copy and paste.
Below is an image and paragraph related to
Bitcoin. I actually captured the picture and the text
below it as an image, so I can't modify the text or
copy it to use in another document or email:
To get the text out of the image (after I copy it
onto a OneNote page), I can right-click on the
image and choose Copy Text From Picture:

10. Optical Character Recognition (OCR) in OneNote…
Once I do that, I can then paste the contents of my copy anywhere (like in the same
OneNote document) and I'll get just the text that was in the image:
@ Vladimir Astapkovich—Sputnik via AP
For an asset often named in tandem with drug trafficking and the dark web
just a few years
ago, it's hard to imagine that optimism surrounding Bitcoin's potential
legitimacy could
take the asset to more than $11,000 in value as of Wednesday.
This can be incredibly handy when you can't copy and paste text from some source
you find online (or if someone sent you an image of a PDF instead of the PDF itself).
Do keep in mind that OCR, while far better than it used to be, is still only as good as
the image it's examining. If the image has fuzzy letters, has been photocopied
multiple times, or has a weird background behind the text, the results may not be
very accurate. Always proof-read whatever you copy when you use OCR.

11. Who won the round?

12. Round 2

13. Audio recording in OneNote…
If you're in a meeting and you want to have a record of what was said, you can use OneNote
to make an audio recording and save it automatically to a OneNote page. In addition, you can
also take notes that will automatically have pointers to that specific part of the recording.
Here's how it works…
While you're in a OneNote page (perhaps a page where you're taking meeting notes), click on
Insert > Record Audio. This will automatically start the audio recording feature, and you'll be
recording whatever your microphone picks up:

14. Audio recording in OneNote…
As you see here, the recording is active as the Play button is greyed out. You
can either Pause the recording or actually Stop it by clicking on the recording
controls:

15. Audio recording in OneNote…
In this example, I was also taking written notes while I was recording. OneNote records when
each of the notes is typed in, and synchronizes it to the recording. So, when I go back and
click on one of my notes, it will automatically find that part of the recording and play it from
there:
I find this is a quick and easy way to record a meeting that only has audio components, or as a way to make
audio notes to myself on a OneNote page devoted to a particular topic.
Caution: You may need to warn people that you are recording the conversation depending on the laws in your
particular location.

16. Use @mentions in Outlook
This feature is only available in Outlook
2016, Outlook 2016 for Mac, Outlook on the
web for Office 365 Business, Outlook.com,
and Outlook on the web for Exchange Server
2016
As you begin typing within the body of an
email, using the @mention will help
organizer your content so that people know
what is most relevant to them, but it also
automatically adds the mentioned person to
the To: field above.

17. Who won the round?

18. Round 3

19. Insert Quick Screen Shots into Word
If you find yourself adding a lot of
images to a Word document, tabbing
back and forth between apps, there is
an easier way through the Word
options.
 Go to Insert
 Select screenshot
 All of your open windows will appear
 Select the right screenshot to add
 The image is added to your Word
document

20. Setting the Default Paste option in OneNote…
This tip was pointed out to me by a colleague and was originally pointed out in this post: Can I set the
default paste in OneNote as "Keep Text Only"? It's a nice way to make OneNote paste content in the way
that's most applicable to your working style.
After copying something you want to paste into OneNote, go to the point where you want to
insert the content and right-click at that spot. You will get a pop-up menu of Paste Options
where you can choose various paste formatting options. In this case, I want it to copy the
content in text-only format:

21. Setting the Default Paste option in OneNote…
Once the paste takes place, you'll see a little Paste Clipboard icon with a dropdown
arrow. When you click that, you'll get the Paste Options pop-up with the option to
Set as Default Paste:
From now on, your regular pasting into OneNote will use that default Paste style without
you having to use multiple mouse clicks.

22. Who won the round?

23. Round 4

24. Finding deleted content in the OneNote
Notebook Recycle Bin
Lately I've had a few panicked phone calls from my customers who are missing content (either pages or
whole sections) in their OneNote notebooks. In order to help everyone reduce those feelings of dread,
I'd like to make sure you know about the OneNote Recycle Bin, which almost always has the material
that was deleted.
In this example, I'm going to delete my Meeting Notes section in my Tom Duff - Notes And
Status notebook by right-clicking on the entry in the side navigation and clicking Delete:

25. Finding deleted content in the OneNote
Notebook Recycle Bin
Now that it's gone, I can go to the History tab in the
Ribbon Bar, select the Notebook Recycle Bin dropdown
menu, and then select Notebook Recycle Bin:
As you can see, the Meeting Notes section I deleted
is in the Notebook Recycle Bin, and it will remain
there for 60 days before it disappears for good:

26. Finding deleted content in the OneNote
Notebook Recycle Bin
To get it back in my notebook, I right-click the
section tab and select Move or Copy:
The Move or Copy Section dialog box allows me to pick the
notebook where I want to restore the section to. Once I select
that notebook, I click Move or Copy at the bottom of the screen:

27. Finding deleted content in the OneNote
Notebook Recycle Bin
Voilà! My Meeting Notes section is now back in my original notebook, and all is well:

28. Un-send an Email
If you’ve ever sent a message before it was ready, or to the wrong recipient, Office 365 provides a method for
correcting this error. Here’s how it works:
 Open your sent item in a new window.
 Click the Actions button in the move section.
 Select Recall This Message.
 If you’d like to have this message completely deleted from the sender’s inbox, click “Delete unread copies of this message.”
 If you’d like to make a minor fix (e.g., fix a typo or add/delete an attachment) and then resend the message, click “Delete unread copies and
replace with a new message.”
 Then click OK.
 There’s an option that allows you to receive notifications if your message has been successfully recalled or not. If you decide to receive this
notification, you’ll be sent an email that includes the status of the message.
For the message to be properly recalled, there are requirements that must be met:
 Both users must be on the same Exchange within the same organization. Unfortunately, you cannot recall emails that are sent to users outside
of your organization.
 The recipient must also be using Outlook Desktop, not the Outlook Web App or any mobile version.
 The original message (i.e., the message that was recalled), must be unread by the recipient.

29. Who won the round?

30. Round 5

31. Outlook Offline Access to your Documents
Office Outlook Web App offers a feature that allows you to operate
within the app while offline. To use this feature, You must have Internet
Explorer 10 or Chrome 16 downloaded to access this feature, and a
quick configuration is required. Here’s how to use this feature:
 Access your settings
 Click on “Offline settings”
• Select the “Turn on offline access” button
• Then select “OK” or “Save”

32. Locking the Track Changes feature in Word
Sometimes the Track Changes feature in Word is a nice convenience, but at other times
it's a critical requirement to make sure no one changed the contents of a document.
To prevent someone from hiding their changes by turning off the Track Changes feature,
you can add a password to lock people out from turning it on and off. Here's how that works…
To lock the Track Changes feature, select Review > Track Changes > Lock Tracking:

33. Locking the Track Changes feature in Word
You will see a Lock Tracking dialog box allowing you to
enter a password. Keep in mind that this doesn't
password-protect the entire document (it's not a
security feature). It only controls the ability to turn
tracking on and off:
Now if someone tries to use the Track Changes option,
they'll get a message saying that command is disabled,
and needs to be unlocked first:

34. Locking the Track Changes feature in Word
To unlock the feature, simply select Lock Tracking and provide the password that was initially added:

35. Who won the round?

36. Overall winner?
Tom!
29
33
9
35
61
12
20
48
21
3
0 10 20 30 40 50 60 70
WHO WON ROUND 5?
WHO WON ROUND 4?
WHO WON ROUND 3?
WHO WON ROUND 2?
WHO WON ROUND 1?
Jan Joust Polling
Christian Tom

37. Current Leaderboard
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
TOTAL 10 283 10 244
Tom Christian
Most Rounds Won – Tie
Most Events Won – Tie
Most Overall Votes - Tom

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