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Office 365 Productivity Tips "March Madness"

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In this latest installment of the O365 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 March 24th, 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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Office 365 Productivity Tips "March Madness"

  1. 1. Office 365 Productivity Tips “March Madness" 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. Pin your apps to the Left-Hand Rail in Teams As Microsoft Teams rapidly expands within your organization, one common complaint is that there is too much on the page: too many teams, too many channels, too many alerts. Microsoft has added features to help clean up the clutter and help people get more organized: search filters, favorites, pinning channels, and now – pinning apps. You can now pin personal apps to the left-hand rail (also known as the Teams app bar). Simply find the app, right- click the app icon, and select “pin”. Even after you navigate away, the app icon will remain so you can easily return to it. Additionally, you can pin apps to relevant channels or chats for easy access.
  8. 8. Pin your apps to the Left-Hand Rail in Teams Your Teams Admin can also create group policies so certain apps appear on everyone’s Teams app bar. Learn more about Admin app pinning at https://techcommunity.microsoft.com/t5/microsoft-teams- blog/four-more-reasons-to-love-apps-in-microsoft- teams/ba-p/1119114 Learn more about the admin capabilities at https://docs.microsoft.com/en-us/microsoftteams/teams- app-setup-policies
  9. 9. Pin your apps to the Left-Hand Rail in Teams To pin an app to the left-hand rail, click on the ellipses (…) to find your app. What opens first is a list of your most recently added/used apps, which you can select from, or click on More Apps to see the full list of available apps.
  10. 10. Pin your apps to the Left-Hand Rail in Teams Once you’ve selected your app, it will appear in the left-hand rail, and any recent activity of the app will appear on the right.
  11. 11. Pin your apps to the Left-Hand Rail in Teams To remove or “unpin” the app, simply right click on the app and select Pin. The app remains on your system, but when you move away from the app (click on another left-rail item) it will disappear from your left-rail. If you are a Team admin and do not want an app used within your Team, you can Block the app altogether. You can also remove the app from your Team by selecting Uninstall.
  12. 12. Enhanced Meeting Scheduling in Microsoft Teams In their quest to get Microsoft Teams to have feature parity with Outlook when it comes to meetings, there's been a few features added to Microsoft Teams meeting scheduling that make it even closer to how you schedule meetings in Outlook. Here's an overview of the ones that are most important and/or apparent… First off, you now have the ability to designate required and optional attendees, as well as the option to specify that a meeting is an all-day event. In addition, a person who is invited but is not available will have a red background on their entry so it's readily visible that there's a scheduling conflict:
  13. 13. Enhanced Meeting Scheduling in Microsoft Teams In the Scheduling Assistant tab, you also have the required and optional sections for invitees, as well as a red label when someone is unavailable in the designated time slot:
  14. 14. Enhanced Meeting Scheduling in Microsoft Teams Since I designated this as an all-day event, it shows up at the top of my calendar where all-day events are displayed:
  15. 15. Enhanced Meeting Scheduling in Microsoft Teams There are now tabs to provide easy access to chats, files, meeting notes, and the whiteboard for the meeting. You also have the ability to provide optional messages when you cancel a meeting: I like how these features make a meeting in Microsoft Teams very similar to what I do in Outlook, as well as making the additional features like the whiteboard even easier to access.
  16. 16. Who won the round? 14 votes 28 votes
  17. 17. Round 2
  18. 18. Seeing your Planner Tasks in Microsoft Teams While working with Sandra Mahan the other day, she happened to notice a feature in Microsoft Teams that shows you all the Planner Tasks that have been assigned to you. The best thing is… it's automatic! Here's what it looks like… If you go into Microsoft Teams and click on the Chat icon in the left-side navigation, you should find an entry for Planner. When you open that chat, you'll see a list of all the Planner Task notifications that are generated when someone assigns a Task to you:
  19. 19. Seeing your Planner Tasks in Microsoft Teams In the tabs at the top of the chat, you also have the My Tasks tab, which is very useful. It will show you all the Tasks that are assigned to you across all the Microsoft Teams workspaces that you're a part of: I love this feature, as it prevents you from having to check multiple places to keep track of what's up next on your list of things to do.
  20. 20. Visualize your data with Ideas in Excel If you’ve used the Ideas option in PowerPoint and were wondering when this fantastic, AI-driven feature would be included within Excel, it’s here! Excel Ideas helps users create high-quality documents, presentations, and spreadsheets in less time. Put simply, it uses AI to turn data into visualizations to help you easily identify summaries, trends, and patterns. In addition to getting recommendations from Ideas, you can also directly ask questions about your data and narrow down the Ideas by selecting only the fields you want to see. When you choose fields and how to summarize them, Ideas analyzes that data—speeding up the process and presenting fewer, more targeted suggestions.
  21. 21. Visualize your data with Ideas in Excel Ideas in Microsoft Excel empowers you to understand your data through high-level visual summaries, trends, and patterns. To start using Ideas in Excel, select your data set, and then click on Ideas on the top right ribbon. A panel opens on the far right with different visualizations of your data.
  22. 22. Visualize your data with Ideas in Excel You can refine the options you see by selecting specific fields on which to focus. These options change the visualizations available to you. The idea is to provide a jumpstart into these visualizations – which you can tweak and adjust to create the right view of your data and convey the right messaging. Once you’ve identified the visualization that works best for your data, select +Insert PivotChart
  23. 23. Visualize your data with Ideas in Excel A new tab is opened within your spreadsheet, with an abbreviated set of data based on your selection, and the related PivotChart. From here you can cut and paste into a presentation, or further manipulate the look and feel or the data. To learn more about Ideas, watch this video. To learn more about Ideas, read this article.
  24. 24. Who won the round? 30 votes 8 votes
  25. 25. Round 3
  26. 26. Add an Office document as a tab in Teams If you find that sending team members to a document library to locate the file to which everyone needs to contribute, there is a better way… If you want your collaborative content to be more front-and-center so that people can actively review and comment, add your Office documents as a tab right inside of the relevant channel in Teams. This feature applies to any content uploaded into your team, and found within Files.
  27. 27. Add an Office document as a tab in Teams To add your Office document, go into the relevant Team and Channel where the content lives, and where you would like to collaborate with team members. From the top of your screen, select + to open a new tab.
  28. 28. Add an Office document as a tab in Teams The Add a Tab dialog box will open. Find and select the Word, Excel, PowerPoint, OneNote, PDF or wiki on which you would like to collaborate.
  29. 29. Add an Office document as a tab in Teams Once selected (in this case Word), navigate to the right project or folder to find your content, and select the file. You can navigate to content in other channels, or within other Teams – but remember that people who do not have access to those other locations may not be able to see and collaborate on this document. Double-click on the item, or select the file and click Save.
  30. 30. Add an Office document as a tab in Teams Once shared as a tab, you can then co-author, comment, or review within a real-time chat much more easily than sending someone to a document library and waiting for them to respond with comments. You can find out more about adding Office documents as a tab in Teams at https://techcommunity.microsoft.com/t5/microsoft- sharepoint-blog/4-topnotch-teamwork-tips-for- microsoft-teams-plus-sharepoint/ba-p/864155
  31. 31. Read Receipts in Microsoft Team Chats Read receipts in Microsoft Teams is one of those features that will have two very distinct reactions from people. Some will love the idea of being able to tell when people have read the latest information in the chat (I fall into that camp). Others will have a strong "it's none of your business" reaction, much like read receipts in email (which I will admit to hating). So I'll put this out there for your viewing pleasure, and you can react as you see fit. :) Here's an example of what the receipts look like in a group chat. The eyeball icon, when you hover over it, says Seen by everyone. The checkmark icon says Sent:
  32. 32. Read Receipts in Microsoft Team Chats This feature has three different options that can be set by the administrator for your tenant: User Preference (DEFAULT): The user can decide where they want to have the receipts turned on or off. By default, the receipts are turned on. The user can turn them off. Everyone: All users will have read receipts turned on, and they will not have the option to turn them off. Off: All users will have read receipts turned off, and they will not have the option to turn them on. If your tenant uses the User Preference option, here is how you can turn them on or off. Click on the user picture icon in the upper-right corner of your Microsoft Teams client, and select the Settings option:
  33. 33. Read Receipts in Microsoft Team Chats Under Settings > Privacy, use the slider option to turn the Read Receipts feature on or off:
  34. 34. Who won the round? 19 votes 15 votes
  35. 35. Round 4
  36. 36. Trimming videos directly in Microsoft Stream While Microsoft Stream is a great video content delivery system, it really doesn't have much in the way of tools to manipulate the video once it's recorded. That's starting to change now with the new ability to trim a video directly from within Microsoft Stream. Here's how that works… So here I am in a Stream channel looking at a video called Test Trimming Video which is just over 52 minutes long:
  37. 37. Trimming videos directly in Microsoft Stream If I click on the Ellipsis icon, I find a new option to Trim Video:
  38. 38. Trimming videos directly in Microsoft Stream That presents me with the video time line at the bottom of the screen, and handles to trim off content at the start and end of the video. Please note that this only works in those two situations, and there is not a way to trim out content from within the video:
  39. 39. Trimming videos directly in Microsoft Stream Using the handles, I've shortened the length of the video to just over 14 minutes. When I'm happy with the trimming, I click Apply in the upper left corner:
  40. 40. Trimming videos directly in Microsoft Stream Last chance to not permanently alter the original video:
  41. 41. Trimming videos directly in Microsoft Stream The video processing starts, and you get a status message letting you know that it'll take a few minutes, and to refresh the page to see if the trimming is done:
  42. 42. Trimming videos directly in Microsoft Stream If you don't refresh the page, you'll eventually see a message like this letting you know that the video content has been updated, and there's a new version (your trimmed version) available:
  43. 43. Trimming videos directly in Microsoft Stream Now when I refresh the page, I see that my video is the version that's 14 minutes long, and I didn't have to go outside of Stream to make that happen:
  44. 44. Present like a pro with PowerPoint Presenter Coach Now that you’ve made your content and graphs look amazing, PowerPoint Presenter Coach (in preview) helps you nail your delivery. For some, the art of delivering an impactful presentation comes naturally, while for others it can be a stressful experience. Available through PowerPoint for the Web, Presenter Coach provides real-time feedback and suggestions to help you gain confidence and improve your public speaking abilities.
  45. 45. Present like a pro with PowerPoint Presenter Coach As you practice presenting, it offers alternatives to filler words (e.g. “um”) as well as terms and phrases for inclusive audiences. It also alerts you when it senses you’re just reading the slides or reading them too slow or fast. When you’re done, you see a summary page with insights on how to improve over time. You can find out more about PowerPoint Presenter Coach at https://support.office.com/en- us/article/Rehearse-your-slide-show-with- Presenter-Coach-cd7fc941-5c3b-498c-a225- 83ef3f64f07b You can also watch PowerPoint Presenter Coach in action in this video.
  46. 46. Who won the round? 22 votes 8 votes
  47. 47. Round 5
  48. 48. Create content in Word with the new, improved Dictation Save time and simplify work with improved speech-to-text! It’s now easy to create content with your voice in Word thanks to a new dictation toolbar, suggestions experience, and auto- punctuation support. You can also now work in six new preview languages: Danish, Dutch, Finnish, Swedish, Norwegian, and Japanese. The new Voice Dictation in Word for the web is rolling out to all Office 365 users now. https://www.microsoft.com/en-us/microsoft- 365/blog/2020/02/27/improve-collaboration- apps-customize-experiences-new-to- microsoft-365-in-february/
  49. 49. Replacing your video in Microsoft Stream using the same URL There are times when you've created a video that needs to be updated, but you've already published the video's URL in too many places to count. You'd ideally like to just replace the video and keep the same URL. Now you can in Microsoft Stream. Here's how that works… Here's the video in Stream that I'd like to replace, along with the URL that points to it:
  50. 50. Replacing your video in Microsoft Stream using the same URL If I click on the Ellipsis icon, I see the option to Replace Video:
  51. 51. Replacing your video in Microsoft Stream using the same URL The Replace Video dialog box gives me the option to upload the new video and download the original video for safekeeping. It also clarifies what will be deleted and disconnected, as well as what will be saved once the replacement is finished:
  52. 52. Replacing your video in Microsoft Stream using the same URL Once I've selected the video I want as the replacement, I click Replace:
  53. 53. Replacing your video in Microsoft Stream using the same URL Stream will keep you up to date on what's happening… first there's the editing of the new video:
  54. 54. Replacing your video in Microsoft Stream using the same URL Then the uploading of the new video:
  55. 55. Replacing your video in Microsoft Stream using the same URL And finally the replacing of the old video:
  56. 56. Replacing your video in Microsoft Stream using the same URL When finished, I have the new video in place, and the URL is exactly the same as the old video. All the links that I've used in various locations will continue to work:
  57. 57. Who won the round? 19 votes 6 votes
  58. 58. 0 5 10 15 20 25 30 WHO WON ROUND 5? WHO WON ROUND 4? WHO WON ROUND 3? WHO WON ROUND 2? WHO WON ROUND 1? 6 8 15 8 28 19 22 19 30 14 March Madness Christian Tom Christian! Overall winner?
  59. 59. Current Leaderboard Most Rounds Won Tom (55-54-1) Most Events Won Tom (11-10) Most Overall Votes Christian (1833-1817) 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 TOTAL 55 1817 54 1833 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 9/24/2019 Online 11/26/2019 Online 10/29/2019 Online 3/24/2020 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
  60. 60. Office 365 Productivity Tips Wednesday, April 22nd, 2020 “April Afflux” Register at http://bit.ly/O365afflux Christian Buckley Tom Duff
  61. 61. Thank you! Christian Buckley @buckleyplanet buckleyPLANET.com Tom Duff @Duffbert OneMinuteOfficeMagic.com Please remember to subscribe on YouTube!

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