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 August 26th, 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

1. Office 365 Productivity Tips
“August Altercation"
Christian Buckley
CollabTalk LLC
Thomas Duff
Cambia Health

2. Christian Buckley
Founder & CEO of CollabTalk LLC
cbuck@CollabTalk.com
@buckleyplanet
http://www.buckleyplanet.com
Please remember to subscribe on YouTube!

3. Thomas Duff
Software Engineer at Cambia Health
Thomas.Duff@CambiaHealth.com
@Duffbert
http://oneminuteofficemagic.com

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. Let’s get started!

6. Round 1

7. Add Quick Polls to Outlook emails
Quick Poll by Microsoft Forms is an Outlook app
available in the Microsoft Store, and enables
users to add user-friendly forms to your
outgoing emails, accessible through Outlook or
through the Forms website.
This tool is not for complex, multi-question
surveys, but for a single poll question.
Outlook has long included voting buttons (under
Options > Tracking) but this new app gives users
the ability to quickly and easily capture pulse
survey information from their constituencies.
https://support.office.com/en-us/article/create-a-quick-poll-in-
microsoft-teams-a3f9112c-01e1-4ee4-bd88-25e4e243b80b

8. Add Quick Polls to Outlook emails
After downloading the app, you will
need to register/login for the Forms
service (free)
You can activate the app for
everyone within your organization
(you must have admin rights),
assign to specific users, or use
individually.
You also have the ability to push out
the app to everyone, or make it
generally available and allow people
to add/remove it on their own.

9. Add Quick Polls to Outlook emails
Once deployed, Microsoft sends
you a confirmation email to let you
know that the app is available per
your deployment specifications.

10. Add Quick Polls to Outlook emails
Once deployed, simply open a
new outgoing email and from the
Quick Poll menu, select Forms.
Add your quick poll question and
answers, and then Insert poll into
email.
Within your outgoing email, the
poll question will be inserted as a
hypertext link.

11. Add Quick Polls to Outlook emails
Once received, the quick poll will
appear prominently within a
graphical interface, allowing users
to vote and view the results.
After responding, the user will see
the result of their response,
confirming that they have
answered the question.
By clicking below, they can also
see/respond to the quick poll via
the browser.

12. Add Quick Polls to Outlook emails
Within the browser version, the quick
poll looks very much like the email UX.
And as with the email version, the user
can view the results of the poll.

13. Updating hyperlinks in a Word document
Sandra Mahan recently found a cool tip for a customer who needed to update hyperlinks in a Word
document, preferably without having to edit each hyperlink separately. She found the keyboard shortcut of
ALT-F9 which displays the underlying hyperlink so you can do replacing. Here's how that works…
In this document, I have two links to the Bing and Google search engines:

14. Updating hyperlinks in a Word document
When I press ALT-F9, Word exposes the underlying hyperlinks in a format that I can use with Find and
Replace. In this case, both links start with "http:":

15. Updating hyperlinks in a Word document
Using the Replace function under Home > Editing, I can change "http:" to "https:":

16. Updating hyperlinks in a Word document
Using Replace All, my hyperlinks are now all changed:

17. Updating hyperlinks in a Word document
After saving, closing, and reopening my document, I see that my changes are out there:

18. Who won the round?
9 votes 25 votes

19. Round 2

20. Sending Urgent messages in Microsoft Teams
If you use the Important indicator for messages you send in Microsoft Teams chats, you'll see a new level of
functionality now. You can mark a message as Urgent, and it will ping the user every two minutes until they
look at your message. While it can really help to get someone's attention when necessary, it comes with a
couple of common sense caveats. Here's how it works…
The Exclamation Point icon is where you mark a message as Important, and now it also allows you to mark
a message as Urgent:

21. Sending Urgent messages in Microsoft Teams
Once you click the icon, you can select from Standard, Important, and Urgent:
The thing to note here is that an Urgent message will continually ping the recipient every two minutes until
they see your message. If you really want to take the chance you won't irritate your recipient by doing this,
click the Send icon:

22. Sending Urgent messages in Microsoft Teams
This is how it shows up in the chat… an Alarm Bell icon is attached to the message:
Here is what the recipient sees as a pop-up in their Teams client: This is definitely a case of "use it
sparingly." If everyone started
sending me Urgent messages that
kept pinging me until I got around
to reading them, I would quickly
put you on my "not well liked" list.
However, if there's an emergency
(or if there's cake in the break
room), this is a great way to cut
through clutter and get attention.

23. Jumpstart your notetaking
with OneNote Templates
Organizations are increasingly using OneNote as a
shared note taking resource for meetings, and in
many cases, are creating new notebooks with every
Microsoft Team.
Rather than re-create the layout of your meeting
notes each and every time, did you know that you
can insert a quick and easy format for notes using
OneNote templates?
To open a template, simply go into Insert > Page
Templates and open Page Templates to open the
expanded template menu.
If you regularly leverage the templates, the menu will
provide the last few templates used.

24. Jumpstart your notetaking
with OneNote Templates
Within the template menu, you can quickly search
through existing templates and insert them into an
open notebook.

25. Jumpstart your notetaking
with OneNote Templates
The result is a new page, beautifully formatted and
ready for your note taking

26. Jumpstart your notetaking
with OneNote Templates
And yes, you can create your own templates!
If you have spent countless hours building a format
that you reuse for new projects and meetings, simply
open the template console and select Create New
template…
and save your format as a template.

27. Who won the round?
23 votes 7 votes

28. Round 3

29. Add expiration date to OneDrive shares
I have come across many occasions when I want
to share confidential data, but only for a certain
period of time.
With expiry links, you can add a date and time to
a sharable link before sending it to someone.
Within OneDrive, simply right click on the item
you want to share, and select Share > Link
Settings > Add Expiry Date.
After the assigned date, the link will no longer
work.

30. Add expiration date to OneDrive shares
A dialog box will open, allowing you to change
the permissions for your artifact, allow/not
allow editing, and assign an expiry date.
You also have the ability to lock the artifact
behind a password which you can send in a
separate communication for added security.
Apply your edits, add an email, and hit send.

31. Add expiration date to OneDrive shares
Additionally, you have the ability to share your
files through other apps.
Select More Apps from the dialog box to review
options.
A new dialog box opens, giving you the ability
to share your artifact through Facebook,
OneNote, Twitter and elsewhere.

32. @-less Mentions in Microsoft Teams
Microsoft Teams allows you to flag someone in a chat or conversation by using the @ symbol before their
name, such as @Duff, Thomas (the format of our names). There's now a new way to flag someone's name, and
all you have to do is start typing their name. You don't need the @ any more. Here's how that works…
In this particular conversation, I want to flag Sandra. Normally I'd start with @Mahan, but now I can just start
typing her name, and I get a list of suggested names:

33. @-less Mentions in Microsoft Teams
Once I pick a name from that list, her name shows up like it would using the @ format, and she'll be notified
that someone used her name in the conversation:
This is great for situations where you don't know the exact spelling of someone's name, or you just want to
pick a name instead of trying to get the spelling and format right.

34. Who won the round?
9 votes 19 votes

35. Round 4

36. Ending your meetings early in Outlook
In the latest version of the Outlook client, there's a feature that allows you to set the default for meetings to
end five or ten minutes early to give you time to get to your next meeting. Here's how that works…
In Outlook Options > Calendar, scroll to the Calendar Options section. There, you can select the option to
End Appointments and Meetings Early, and set how early you want to end them:

37. Ending your meetings early in Outlook
Now when you schedule a meeting or appointment, the end time will be adjusted to stop early so that you
can make your next meeting:
This is a nice feature that adapts to the reality of our organizational lives. It gives you travel or "regroup" time
before your next meeting, and it shows respect to the people who are part of that next meeting when you
don't continually show up late.

38. Sharing a task list with Microsoft To-Do
For organizations or individuals who are
starting to leverage Microsoft To-Do, you
now have the ability to share your lists!
Whether you’re working from the
desktop app or your mobile device, you
can now invite people to your To-Do lists
by email, and assign tasks to them.
To get started, click on the sharing link

39. Sharing a task list with Microsoft To-Do
Within the List Sharing dialog box, you
have the option to copy and send a
link, which you can share via email or
social – but be aware than anyone with
the link can join.
Within More Options, you have the
ability to restrict new users once the
right person/people have joined.

40. Sharing a task list with Microsoft To-Do
Once other users have joined,
you can assign them to open
or new tasks, and follow their
progress as tasks are
completed.
Additionally, the other users
show up in your various mobile
views, as well.

41. Who won the round?
9 votes 20 votes

42. Round 5

43. Adding to OneNote Meeting Notes via Mobile
Within any new meeting, you have
the option to add OneNote
meeting notes to any outgoing
meeting invite.
From the Appointment menu,
simply select Meeting Notes.
Next, select either Share Notes
with the Meeting or Take Notes
on Your Own

44. Adding to OneNote Meeting Notes via Mobile
The meeting notes will now
appear within your email meeting
invite, and a corresponding
OneNote page will be generated.

45. Adding to OneNote Meeting Notes via Mobile
Within OneNote in the target
notebook, a new page is created
with meeting information.
In seconds, the same page
appears within the mobile
application…

46. Adding to OneNote Meeting Notes via Mobile
Once in the mobile app, you can quickly and
easily capture audio, video, and notes via
your mobile device, which is a fantastic and
flexible way to add context to your notes.
For example, if your connection is weak,
capture the entire audio of the meeting as
an attachment.
Or take snapshots of the room, people, and
critical documents, and have them sync with
the online notebook.

47. Check out the new Calendar interface in Microsoft Teams
Recently my team was on a meeting (in Microsoft Teams, of course), and someone clicked on the calendar icon to show us
the new format. It's pretty awesome, and it's closer to being something that I could actually live in now…
Instead of just a list of meetings, you have an actual calendar layout that looks similar to what you'd see in Outlook. What I
*really* like is that there's a Join button for you to join a call directly from this interface instead of opening up the entry to
click on the Microsoft Teams link:
I can see this being a regular feature in my work experience…

48. Who won the round?
10 votes 17 votes

49. Tom!
Overall winner?

50. Current
Leaderboard
Most Rounds Won
Christian (43-42)
Most Events Won
Tie (8-8)
Most Overall Votes
Tie (1459-1459)
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
TOTAL 42 1459 43 1459
8/26/2019 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

51. Our next bout:
Tuesday, September 24th, 2019
“September Scrimmage”
Register at http://bit.ly/O365scrimmage

52. Thank you!
Christian Buckley
@buckleyplanet
http://www.buckleyplanet.com
Tom Duff
@Duffbert
http://OneMinuteOfficeMagic.com
Please remember to subscribe on YouTube!