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Office 365 Productivity Tips -- January Joust

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!

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Office 365 Productivity Tips -- January Joust

  1. 1. Office 365 Productivity Tips “January Joust" Christian Buckley CollabTalk LLC Thomas Duff Cambia Health
  2. 2. Christian Buckley Founder & CEO of CollabTalk LLC @buckleyplanet
  3. 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.
  4. 4. Thomas Duff Software Engineer at Cambia Health @Duffbert
  5. 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. 6. Let’s get started!
  7. 7. Round 1
  8. 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. 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. 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. 11. Who won the round?
  12. 12. Round 2
  13. 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. 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. 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. 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,, 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. 17. Who won the round?
  18. 18. Round 3
  19. 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. 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. 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. 22. Who won the round?
  23. 23. Round 4
  24. 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. 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. 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. 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. 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. 29. Who won the round?
  30. 30. Round 5
  31. 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. 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. 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. 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. 35. Who won the round?
  36. 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. 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. 38. Thank you! Christian Buckley @buckleyplanet Tom Duff @Duffbert