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Office 365 Productivity Tips "New Year Brouhaha"

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, delivered via webinar on January 15th, 2019 with audience members 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!

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Office 365 Productivity Tips "New Year Brouhaha"

  1. 1. Office 365 Productivity Tips “New Year Brouhaha" Christian Buckley CollabTalk LLC Thomas Duff Cambia Health
  2. 2. Christian Buckley Founder & CEO of CollabTalk LLC @buckleyplanet Please remember to subscribe on YouTube!
  3. 3. Thomas Duff Software Engineer at Cambia Health @Duffbert
  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. The Office App for Windows 10 Last year, we updated with a new experience focused on two simple things: helping users get the most out of Office and getting them back into their work quickly. The streamlined site has clearly resonated with customers, and now more than 40 percent of Office 365 web users start their work by visiting The new app is simply called Office. It’s now available to Windows Insiders (Fast) and will roll out to all Windows 10 users soon. The app itself is free and it can be used with any Office 365 subscription, Office 2019, Office 2016, or Office Online—the free web-based version of Office for consumers.
  8. 8. The Office App for Windows 10  A few key reasons to use the app include:  Quickly switch between apps. See all your Office apps in one place and switch between them with a single click.  Get back into your work. Jump to your most recently used documents, pinned documents, and documents shared with you—whether they’re on your local machine or stored in OneDrive or SharePoint.  Find what you need. With Microsoft Search integrated prominently, you can quickly find the apps, documents, people, and sites you need to get your work done.  Tailor it to your organization. Organizations can apply company branding and integrate other line of business applications through single sign-on to customize the experience for their users. 365/blog/2018/12/19/introducing-the-office-app-for-windows-10/
  9. 9. Using the Read Aloud feature in Outlook Have you ever gotten an email from someone that looks more like a novel than a request? Have you wished you could just have someone read it to you while you focus on something else? Well, with the Read Aloud feature in Outlook, you can now do that! Here's how… First of all, you need to turn the feature on in your Outlook Options panel. Go to Ease of Access and select the Show Read Aloud setting:
  10. 10. Using the Read Aloud feature in Outlook Now when you open an email, you'll see the Read Aloud Speech option. When you click that option in the Ribbon Bar, a speech toolbar will appear and you'll start to hear the email being read aloud. The toolbar allows you to Rewind, Pause/Start, Fast Forward, set Options, and Stop:
  11. 11. Using the Read Aloud feature in Outlook With the Options setting, you can alter the speed of the narration, as well as the voice used. David is a lower-pitched male voice, while Mark has a higher-pitch. Zira is the female voice: While this isn't something I'd necessarily use all that often, I can see it being useful for long emails with a ton of text. It could also be extremely useful in the case of people who have vision issues that make it hard to read and/or digest longer emails.
  12. 12. Who won the round? 17 votes 43 votes
  13. 13. Round 2
  14. 14. Following videos in Microsoft Stream Stream is Microsoft's video platform for Office 365. I often describe it as "YouTube for Office 365", as that's a familiar site for many people (and a pretty close analogy to Stream). One of the nice things you can do with Stream is follow a channel where people are posting videos on a particular topic. Here's how that works… When you're on your Stream home page (, you'll see various channels listed as cards on the page showing the channel title, description, a list and count of videos in the channel, and how many people are following the channel. If you want to follow a channel so you can see when new content is added, click on the red Follow button. If you want to unfollow a channel you're following, click on the Following button to turn off the Follow:
  15. 15. Following videos in Microsoft Stream If you click on the channel title of the card, you'll go into the channel itself, and you can also follow and unfollow the channel from there:
  16. 16. Following videos in Microsoft Stream Once you're following one or more channels, you'll see a Followed Channels area on the home page of Stream. It will show you the cards for all your followed channels, as well as a New label when a new video has been added to the channel: By visiting the Stream home page every two or three days, you can see what videos have been added to your channels of interest!
  17. 17. Reuse existing slides in new PowerPoint presentations Instead of recreating slides from scratch, quickly find and reuse slides from your files or from others in your organization with the help of Microsoft AI in PowerPoint. Simply click the Reuse Slides button on the Home tab to surface existing PowerPoint decks in the sidebar to browse through recommended PowerPoint decks that you have access to, view the slides in each presentation, and insert them into the deck you are creating. This feature will be available in January for all Office 365 subscribers.
  18. 18. Who won the round? 56 votes 9 votes
  19. 19. Round 3
  20. 20. Live captions & subtitles in Microsoft PowerPoint A new feature, powered by Microsoft AI, enables presenters to reach and engage all audiences with live presentation captions and subtitles that automatically appear in real-time. With live captions & subtitles in PowerPoint, you can ensure your presentations are understood by everyone, across languages and hearing access needs. This feature will support presenters across 12 spoken languages and display on-screen captions or subtitles in one of 60+ languages. Starting in January 2019, this feature will start rolling out to Office 365 subscribers worldwide for PowerPoint on Windows 10, PowerPoint for Mac, and PowerPoint Online. Live captions & subtitles in PowerPoint brings:  The power of AI to presenters, so they can convey simple and complex information across subjects and topics.  Speech recognition that automatically adapts based on the presented content for more accurate recognition of names and specialized terminology.  The ability for presenters to easily customize the size, position, and appearance of subtitles. Customizations may vary by platform.  A peace of mind with security and compliance knowing that the feature meets many industry standards for compliance certifications. Live captions & subtitles in PowerPoint will begin rolling out in late January 2019 and will be available for Office 365 subscribers worldwide for PowerPoint on Windows 10, PowerPoint for Mac, and PowerPoint Online. more-inclusively-with-live-captions-and-subtitles-in-powerpoint/
  21. 21. Closing original emails in Outlook when replying or forwarding… As I get older, I find that my mind is much more… "efficient" when it comes to "erasing" short-term memory… such as "why did I have this particular email open on my screen, and did I already respond to it?" Well, I just saw an option in Outlook that closes the original email when you do a Reply or Forward, eliminating all the screen clutter. Here's how it works… Here's an example of how Outlook was working before. I'd click on an email message to make it appear in a separate window, and then I'd click Reply, Reply All, or Forward:
  22. 22. Closing original emails in Outlook when replying or forwarding… You can see that I get a new email window, but my original email window is still there:
  23. 23. Closing original emails in Outlook when replying or forwarding… My Task Bar in Windows also has two items there for my original and my new emails: However, by going out to my Outlook options and selecting Mail > Replies and forwards > Close original message window when replying or forwarding, I can get Outlook to "declutter" my screen by closing my original email before showing my new email screen:
  24. 24. Closing original emails in Outlook when replying or forwarding… Much cleaner, and I don't have to remember later why I had a particular email open for reading:
  25. 25. Who won the round? 14 votes 56 votes
  26. 26. Round 4
  27. 27. Changing an Excel column of text numbers to actual numbers in a couple of clicks I have a bit of a love-hate relationship with Excel. I know it's very powerful, but I really don't know how to use it beyond the very basics. Today was one of those instances where I had a column of "numbers" in a spreadsheet that I wanted to sort, but Excel thought they were text strings. I wasn't sure how to get Excel to truly treat them as numbers until I found this cool trick… Here I have a spreadsheet with site sizes in column C. I wanted to sort them largest to smallest, but it was sorting them as text values instead of numeric values:
  28. 28. Changing an Excel column of text numbers to actual numbers in a couple of clicks To change them into numeric formats, I can use the Text To Columns option (yeah, not very intuitive). I selected the entire contents of column C and clicked Data > Text To Columns:
  29. 29. Changing an Excel column of text numbers to actual numbers in a couple of clicks In the wizard, don't do anything but click Finish:
  30. 30. Changing an Excel column of text numbers to actual numbers in a couple of clicks Now when I sort that column, I get a sort based on actual numeric values!
  31. 31. The new Accessibility Checker  Already discoverable next to Spelling Checker in several Office 365 PC and Mac applications, the Accessibility Checker will be enhanced to run proactively in the background. It will alert you in real-time of issues that make your content difficult for people with disabilities to access. For example, it will alert you of low-contrast text that is difficult to read because the font color is too similar to the background color.  Lower bullets at us/microsoft- 365/blog/2018/05/16/reimagine- accessibility-and-foster-inclusion-in-the- modern-workplace/
  32. 32. Who won the round? 28 votes 37 votes
  33. 33. Round 5
  34. 34. Convert Word documents into beautiful webpages using Transform to Web With Transform to Web, you can easily transform your Word documents into interactive, easy-to-share webpages with just three clicks. Transform to Web offers a variety of styles that look great on any device, helping you easily publish a wide variety of polished content, including newsletters and training manuals. You can also view analytics on the page, including who has viewed or read your content.  To transform a document, go to File > Transform and select a style. This feature will be available for Word with an Office 365 subscription and Word Online beginning November 2018. 365/blog/2018/10/31/new-to-microsoft-365-in-october-tools- to-create-impactful-content-and-help-transition-to-the-cloud/
  35. 35. Using Text Fill for interesting graphic effects in PowerPoint In today's attention-deficit world, you sometimes need to take an extra step to make things pop in a presentation. In today's tip, I share how to fill text in a PowerPoint slide with pictures for that extra bit of pizazz… First, add text into a Text Box on a slide. In order to get the best effect, you should choose a font that is thick so that the background picture will be easier to view. Highlight the text and select Drawing Tools > Format. In that contextual Ribbon Bar, you should see an option for Text Fill. Select the Picture option in the Text Fill dropdown menu:
  36. 36. Using Text Fill for interesting graphic effects in PowerPoint You can choose your picture from a file you have on your own device, from the icon collection, or from Online Pictures (like I've done here):
  37. 37. Using Text Fill for interesting graphic effects in PowerPoint I'll use Bing to do searches for pictures involving Space (my search term), and then click the Search icon:
  38. 38. Using Text Fill for interesting graphic effects in PowerPoint I like the first picture in my search results, so I'll select it in the upper left corner and click Insert:
  39. 39. Using Text Fill for interesting graphic effects in PowerPoint Voila! The text in your slide is now using that image as the coloring:
  40. 40. Who won the round? 22 votes 33 votes
  41. 41. Overall winner? 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? New Year Brouhaha Christian Tom Tom!
  42. 42. Current Leaderboard Most Rounds Won – Tom (27) Most Events Won – Tom (6) Most Overall Votes – Tom (958) 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 TOTAL 27 958 23 829 Tom 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
  43. 43. Our next bout: Thursday, February 7th 2019 “February Frenzy” Register at
  44. 44. Thank you! Christian Buckley @buckleyplanet Tom Duff @Duffbert Please remember to subscribe on YouTube!