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Office 365 Productivity Tips "September Scrimmage"

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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 September 24th, 2019 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

Published in: Technology
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Office 365 Productivity Tips "September Scrimmage"

  1. 1. Office 365 Productivity Tips “September Scrimmage" 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. Add protection with OneDrive Personal Vault With the growing presence and sophistication of online threats, it’s increasingly important to have the right protection and tools to help safeguard your devices, personal information, and files from being compromised. Personal Vault is a protected area in OneDrive that you can only access with a strong authentication method or a second step of identity verification, such as your fingerprint, face, PIN, or a code sent to you via email or SMS.1 Your locked files in Personal Vault have an extra layer of security, keeping them more secured in the event that someone gains access to your account or your device. Just enter a PIN, or use your fingerprint, face, or a code delivered by email or SMS1 to unlock and access your files—no need to remember multiple passwords. Additionally, Personal Vault can be unlocked with the Microsoft Authenticator app. https://www.microsoft.com/en-us/microsoft- 365/blog/2019/06/25/onedrive-personal-vault-added-security- onedrive-additional-storage/
  8. 8. Add protection with OneDrive Personal Vault You can use the OneDrive for mobile app to scan documents, take pictures, or shoot video directly into your Personal Vault, keeping them off less secure areas of your device—such as your camera roll. On Windows 10 PCs, OneDrive syncs your Personal Vault files to a BitLocker-encrypted area of your local hard drive. And like all files in OneDrive, the contents of your Personal Vault are encrypted at-rest in the Microsoft cloud and in- transit to your device. Personal Vault automatically relocks on your PC, device, or online after a short period of inactivity. Once locked, any files you were using will also lock and require reauthentication to access. Personal Vault began rolling out earlier this month, and should be available on your tenant by October. https://www.microsoft.com/en-us/microsoft- 365/blog/2019/06/25/onedrive-personal-vault-added-security- onedrive-additional-storage/
  9. 9. MyAnalytics Dashboard in Office 365 This is something I've been hoping and waiting for, and it's finally out and available to most Office 365 subscription plans… the MyAnalytics Dashboard. This gives you a great overview of where you're spending your time each week, as well as with whom. Here's how it works… To access your MyAnalytics Dashboard, go to https://myanalytics.microsoft.com/ and sign in with your Office 365 account. Your Home page of the Dashboard will give you an overall view of your Focus, Wellbeing, and Network analytics:
  10. 10. MyAnalytics Dashboard in Office 365 It will also give you some basic Productivity Insights, as well as suggestions on how you can improve in that area:
  11. 11. MyAnalytics Dashboard in Office 365 The Focus Analytics focus on how much uninterrupted time you have to get work done, and how you might want to set Focus time slots on your calendar:
  12. 12. MyAnalytics Dashboard in Office 365 The Wellbeing Analytics show how much (or how little) quiet time away from work you're getting… and yes, I suck at this right now due to our SharePoint migration:
  13. 13. MyAnalytics Dashboard in Office 365 Finally, your Network Analytics show the number of people you collaborate with, who are the top people you interact with outside of normal work hours, and who you spend the most time with:
  14. 14. MyAnalytics Dashboard in Office 365 It also allows you to designate "important people" and shows how much time you're interacting with them:
  15. 15. MyAnalytics Dashboard in Office 365 You can even get a weekly email synopsis of the prior week:
  16. 16. Who won the round? 9 votes 17 votes
  17. 17. Round 2
  18. 18. Channel Moderation in Microsoft Teams While many of the Microsoft Teams workspaces you're part of need everyone to participate freely in various channels, you may have a few Teams (or channels) where a small number of people post to a larger audience, and that audience shouldn't be allowed to also post. For that, there's now Channel Moderation. Here's how that works… To start, click on the ellipsis icon next to the name of one of your workspaces, and select Manage Team:
  19. 19. Channel Moderation in Microsoft Teams When the Manage Team screen appears, click on Channels:
  20. 20. Channel Moderation in Microsoft Teams From there, click on the ellipsis icon next to the channel you want to moderate, and select Manage Channel:
  21. 21. Channel Moderation in Microsoft Teams The Channel Moderation screen for the General channel allows you to let anyone post (the default) or you can restrict it down to where only the Owners of the workspace can post:
  22. 22. Channel Moderation in Microsoft Teams If you select the Manage Channel for any channel that *isn't* the General channel, you see something different. By default, Channel Moderation is turned off, and everyone can start new posts:
  23. 23. Channel Moderation in Microsoft Teams If you turn Channel Moderation on, you have many more options. You can set who the moderators of the channel are, whether channel members can reply to posts, whether bots can submit messages, and whether connectors can submit messages:
  24. 24. Capturing Best Responses with Yammer Q&A Announced in July, Yammer now includes Q&A capabilities, improving its story as a community-based knowledge management tool. As knowledge is captured and shared, people will share their responses to important questions. As the question originator, you have the ability to tag a response as ‘Best Response’ which pins the response to the top of the KM asset. Over time, you may find that there is a better- more comprehensive answer to your question, and at any time you can unmark your previous selection, and mark the new response as ‘Best Response’ https://techcommunity.microsoft.com/t5/Yammer- Blog/Announcing-question-and-answer-in- Yammer/ba-p/728528
  25. 25. Who won the round? 10 votes 16 votes
  26. 26. Round 3
  27. 27. Lock your Word document We focus so much on admin control at the site or site collection level that we often forget about some of the simple protections that we, as end users, can apply to our files directly. When working with sensitive information, Word has several options to protect a file. To see these options, go into File > Info > Protect Document Options include:  Always Open Read-Only  Encrypt with Password  Restrict Editing  Restrict Access  Add a Digital Signature  Mark as Final Some of the options require additional steps, but all of this is driven by the user and does not require admin oversight.
  28. 28. You can now set Priority in Planner Planner is a great light-weight project tracker that's part of Office 365, and Microsoft continues to roll out changes that make it even more useful. One of the latest features (and one could argue it should have already been there) is the ability to set a Priority on a task. Here's how that works… In the metadata area for a specific task, you'll now see the Priority dropdown field:
  29. 29. You can now set Priority in Planner You have five categories to choose from:
  30. 30. You can now set Priority in Planner You also have the ability to group all your Planner tasks by Priority:
  31. 31. Who won the round? 14 votes 10 votes
  32. 32. Round 4
  33. 33. Using the Preview feature in SharePoint Online document libraries When you're in SharePoint Online, opening up files can often cause new version history entries to be made based on how things are set up. This can be a major issue if people have alerts set to notify them if anything changes! To prevent that, you can use the Preview feature to quickly open the file without causing any version history changes. Here's how that works… When you're in a document library in SharePoint Online, you should see a vertical ellipsis icon next to the file name. If you click on that, you should see a list of options, one of which is Preview:
  34. 34. Using the Preview feature in SharePoint Online document libraries What comes up is a bare-bones viewer for the file in question (in this case, Word). The nice things about this are that 1) no editing or version history changes take place, 2) you can copy text from here to paste somewhere else, and 3) it's pretty fast to open:
  35. 35. Using the Preview feature in SharePoint Online document libraries If you *do* need to open the file in the client for changes, you can click the Open option to open it in the browser or client version:
  36. 36. Receive Security Alerts using MS Authenticator Receive security notifications for important events on your personal Microsoft account via the Microsoft Authenticator app. When you receive a push notification, you can quickly view your account activity and take actions to protect your account if needed. Microsoft Authenticator can also be used to add two-step verification to your account for added security. If you receive a notification that you’re concerned about, you can quickly view your account activity and take necessary actions to protect your account. This may include changing your password or updating your security contact information. To get started, download the Microsoft Authenticator app and add your personal account. https://techcommunity.microsoft.com/t5/Azure-Active-Directory-Identity/Microsoft- Authenticator-app-now-sends-security-notifications/ba-p/328281
  37. 37. Who won the round? 8 votes 12 votes
  38. 38. Round 5
  39. 39. Translate Word documents with Word Translate We have come a long way from needing to employ expensive vendors to localize all of our content. The out-of-the-box translation features in the Office apps are incredibly powerful. While you will want all important documents to be reviewed by translators and/or native speakers, you can get 95% of the way there with the Word Translate feature. To use this feature, simply open your target Word document and go into Review > Translate You have the option to translate a specific selection, or the entire document into 60+ languages.
  40. 40. Add a Calendar to a Modern Page One of the things I've been frustrated with lately in SharePoint Online is the display options for calendars when adding webparts to a Modern page. There are limited options and you don't get the full calendar view like you did with SharePoint 2010 or the ability to see recurring events. Until now..... Add a One Column section to your page and then add the Embed webpart to the section:
  41. 41. Add a Calendar to a Modern Page In the Embed dialog box, paste the line code shown below into the "Website address or embed code" field using your site name and calendar name: <iframe src="https://tenent.sharepoint.com/sites/sitename/Lists/calendarname/calendar.aspx?isDlg=1" width="100%" height="800px"></iframe>
  42. 42. Add a Calendar to a Modern Page And now we have a calendar view on a Modern page! Thanks to Sandra Mahan for this tip!
  43. 43. Who won the round? 9 votes 14 votes
  44. 44. Tom! Overall winner? 0 5 10 15 20 WHO WON ROUND 5? WHO WON ROUND 4? WHO WON ROUND 3? WHO WON ROUND 2? WHO WON ROUND 1? September Scrimmage Christian Tom
  45. 45. Current Leaderboard Most Rounds Won Tom (47-43) Most Events Won Tom (9-8) Most Overall Votes Tom (1528-1509) 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 TOTAL 46 1528 44 1509 9/24/2019 Online 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 2/7/2019 Online 4/19/2019 Online 5/22/2019 SPC19 6/20/2019 Online 7/30/2019 Online 8/26/2019 Online
  46. 46. Our next bout: Tuesday, October 29th, 2019 “October Discord” Register at http://bit.ly/O365discord
  47. 47. Thank you! Christian Buckley @buckleyplanet http://www.buckleyplanet.com Tom Duff @Duffbert http://OneMinuteOfficeMagic.com Please remember to subscribe on YouTube!

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