Office 365 Productivity Tips "February Fray"

Office 365 Productivity Tips
“February Fray"
Christian Buckley
CollabTalk LLC
Thomas Duff
Cambia Health

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

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

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

Leverage the new Office App
As you’ve probably seen in the MASSIVE media
push, the new Office app for iOS and Android
is now available!
The big question: Does it replace your
standalone apps?
There is a great article by Jon Friedman, head
of Microsoft Office design, on the reimagining
of the app – and how Microsoft has more to
come https://medium.com/microsoft-
design/designing-the-new-office-app-for-
mobile-1ec1162a966
You can download the app from the store:
https://apps.apple.com/app/microsoft-
office/id541164041

The primary features include:
 Adding notes
 Snapping photos and videos
 Reviewing and editing documents and slides
The next layer down includes:
 Transferring files from phone to PC
 Converting image to text and table in Excel
 Creating and manipulating PDFs

You can search within existing cloud locations, including
your SharePoint and OneDrive locations, which means
also accessing O365 Groups-enabled Teams and Yammer
In some ways, the new Office app duplicates some of the
capability in the OneDrive app
You can quickly and easily add new cloud locations,
including a long list of 3rd party tools

Find content, review visual cards
Pin important documents
Search for content across connected libraries
Review and edit content in mobile format
…and preview in print view
View and edit metadata
Share files from your mobile device

Convert tables and graphs to Excel data
Convert text within images to usable text

Easily transfer images and files between your PC and phone
One caveat mentioned by fellow MVP Hal Hostetler: Office mobile
has an issue that Word, PowerPoint, and Excel mobile DO NOT have.
It insists that all data and its cache must be in Internal memory. The
three stand-alone apps allow data and cache to be placed in External
memory (your MicroSD card). If you have an older phone or a newer
one with limited memory (my LG G5 has 32 GB). its EASY to run out
of memory!! Outlook mobile has the same issue PLUS it has no "sync
slider" like the desktop app to limit memory load.

Using the Meet Now feature in Microsoft Teams
If you're like me, there are many instances during the day when you're in Microsoft Teams and you want to
have a quick meeting with a group. However, it's a pain to have to schedule the meeting first, and then hope
that everyone can join. Now, you can just use the Meet Now option in Teams to create an ad-hoc meeting
without the hassle of setting things up first. Here's how that works…
Click on the Calendar icon on the left-side navigation bar, and then click on the Meet Now button in the
upper-right corner of the workspace:

Teams will give you a screen to update the name of the meeting, set video and audio, and then join the
meeting:

Once you're in the meeting, you can invite the individuals who should join you. There's no overhead in trying
to set up a calendar entry first for everyone to accept and join:

Who won the round?
24 votes 24 votesTie

Meeting Insights in Mobile Outlook
If you live off your mobile device,
you know it's not very easy to look
at a meeting on your calendar and
find any related information that
might help you prepare. Now in the
mobile version of Outlook on iOS
and Android, there's a new feature
called Meeting Insights, and it will
gather any documents or emails
that might be relevant for you. It's a
great example of how Microsoft is
using machine learning to make
you more efficient. Here's what it
looks like…
Here's my Outlook calendar on my
iOS phone. For this illustration, I'm
going to focus on my 1:15 pm
meeting with HR:

When I click into that calendar
entry, I get all the associated details
that I would expect to see:

But if I scroll down, I see the new
Meeting Insights section. That has
files that are related to this meeting
(this particular one is stored in
OneDrive), as well as any related
emails that Outlook could find:

Build your own Learning Portal with Learning Pathways
Microsoft Sr. Product Marketing Manager Stephen Rose (@stephenlrose) shared a great post “5 steps for
boosting your digital transformation with Microsoft 365” https://www.microsoft.com/en-us/microsoft-
365/blog/2020/02/18/5-steps-boost-digital-transformation-microsoft-365/
Microsoft 365 Learning Pathways is a customizable, on-demand learning solution designed to increase
usage and adoption of Microsoft 365 services in your organization. This includes on-demand custom
training, SharePoint Online portal provisioning, and straightforward steps to provision, customize, and
share your new portal with users.

Read more about Microsoft 365 Learning Pathways at
https://docs.microsoft.com/en-us/office365/customlearning/
How to get started creating a learning pathways experience
for your environment:
1. Choose a setup option and provision Microsoft 365
learning pathways.
 SharePoint Online Provisioning Service Setup
 Stand alone learning pathways web part setup
2. Tailor learning pathways for your environment.
3. Share learning pathways with your users using our
adoption tools.

The learning pathways site is based on a SharePoint communication template, so it's easy to modify the site to
meet the needs of your organization. You can change the site name, logo, menu items, and the content on the
pages. Guidance for customizing learning pathways is provided in the Admin Success Center.
Read more about customizing the Microsoft 365 Learning Pathways at https://docs.microsoft.com/en-
us/office365/customlearning/custom_exploresite

Plan your content for the Microsoft 365 Learning Pathways at https://docs.microsoft.com/en-
us/office365/customlearning/custom_plancontent
Check out the adoption resources at https://resources.techcommunity.microsoft.com/adoption/

Another resource shared by Stephen Rose in his article at
https://www.microsoft.com/en-us/microsoft-
365/blog/2020/02/18/5-steps-boost-digital-transformation-
microsoft-365/
If you’re building a Learning Portal, this is where to begin by
reviewing the great content and examples that Microsoft
provides
If you are NOT building a Learning Portal, you can still leverage
this content
Start with understanding how Microsoft 365 can improve
productivity in your specific role or industry using scenarios and
best practices with the Productivity Library. The Productivity
Library is available for a wide range of industries including
financial services, retail, and healthcare and gets granular for
roles like operations, sales, and human resources.

Who won the round?
20 votes 24 votes

Add Cards to your Office 365 Admin Panel
For those of you working with the
Microsoft 365 Admin Center, you
have the ability to customize your
panel to focus on the information
most critical to managing your tenant
To add a card, simply click Add Card
from the top nav and drag-and-drop
the card to your home page

Add Cards to your Office 365 Admin Panel
Card options include:
 Service Health: Monitor the health of Office 365 services and see when
something needs your attention.
 Azure Active Directory: Get access to common Azure AD tasks like
self-serve password resets, customizing sign-in, and adding apps.
 Data Loss Prevention: See how many files containing sensitive info are
protected by data loss protection policies, and change those policies.
 Role-Based Access for Admins: Specialized admin roles give people
only the access level they really need.
 Office 365 Advanced Threat Protection: Keep an eye on malicious
content blocked by Advanced Threat Protection, and add protection
when it’s needed.
 Office 365 Active Users Report: See how many users with Office 365
apps installed have used at least one of those apps recently.
 Training and Guides: Get guidance on deploying Microsoft 365
features and services, and get training for you and your end users.
 Domains: Manage your organization’s domains and monitor their
health status.

Using the My Day feature on Outlook in the browser
Microsoft's been doing a good job in getting the web-based Outlook client to feature-parity with the Outlook
client. One of the latest additions to web-based Outlook is the My Day feature, which easily allows you to
see your to-do and calendar in the main email page. Here's how it works…
When you're in Outlook, click on the My Day icon in the upper-right corner (it looks like a calendar and
checkmark):

That displays a panel on the right side of your page which shows your Calendar entries for the day:

When you click on the To Do link, it also shows you any Tasks which you have in your Task list:
This is yet another reason why I might consider going completely web-based in Outlook sometime this year…

Who won the round?
6 votes 31 votes

Using the new File Upload question in Microsoft Forms
Microsoft Forms is a great survey tool, but a number of people were wanting to have a question type that
would allow people to upload files when responding to a Forms survey. Microsoft listened, and now Forms
will allow for people to create File Upload questions as part of their survey response experience. Here's now
that works…
Here I've created a new Forms survey, and I'm adding a Forms Upload question type:

Forms lets me know that a folder will be created in my OneDrive for Business area, and that's where the
uploaded files will be stored when someone responds to the survey:

I've added the text for the question, and set the options to allow just one file that can be no larger than 10
MB in size. Once that's done, I click on Preview to see what the survey will look like:

To upload the file, I just click on the Upload File control. I'll get the standard file selection screen:

When I select my file and click OK, the Forms survey shows that I uploaded the file (testpdf.pdf), and I can
submit my response:

And just to show you the OneDrive area… I have a folder structure that's named after the title of the Forms
survey, and I can see the uploaded files:

Play My Emails in Outlook
Outlook for iOS and Android is an integrated
email and calendar app that now provides a
unique way to interact with your inbox using
AI with a personal assistant.
Outlook, together with Cortana and
Microsoft 365 delivers innovation in your
inbox with personalized productivity
experiences.
Powered by Microsoft AI, Play My Emails is
available in the United States in Outlook for
iOS following later in Outlook for Android.
When you’re in transit, multi-tasking or
driving to where you need to get to next,
catch up and act on emails even when your
hands are busy with other things.
From a Microsoft Tech Community post from
Microsoft’s Eugenie Burrage
https://techcommunity.microsoft.com/t5/outlook-blog/play-my-
emails-in-outlook-and-get-time-back-in-your-day/ba-p/930243

Play My Emails delivers a seamless
experience with Bluetooth-enabled
wireless or wired audio devices such as
headphones or your car audio:
 Begins with a summary of your
Focused Inbox
 Begins with messages about meetings
and events
 Tells you how long ago a message was
received
 Cortana synthesizes the information in
the message header and meta data
and marries it with the insights about
you
 You can say “Hey Cortana” to interrupt
the readout and provide simple
commands or reply to a message with
a short, dictated response.

To use this feature in Outlook mobile:
If you’re connected to an audio device (wired or
Bluetooth), select the ▶ Play icon in the notification that
appears at the bottom of the screen. Otherwise, open
Outlook, swipe right from the left side of the screen to
open the side menu, then select the ▶ Play icon.
Voice commands include
 Reply
 Next
 Previous
 Skip
 Pause
 Resume
 Archive
 Flag this email
 Unflag this email
 Mark as read
 Mark as unread
 Delete
 Exit
 Send Feedback

Who won the round?
21 votes 22 votes

Share mobile Stream videos directly to Microsoft Teams
Did you know that you can share video to
Microsoft Teams directly from the
Microsoft Stream iOS app?

Share mobile Stream videos directly to Microsoft Teams
Here’s how:

Renaming URLs in a SharePoint Online site
One of the questions I've grown to dread in my years of working with SharePoint is "can we change the URL
of my site?" Up until now, the answer was pretty much no, unless you wanted to go through major hassles to
create a new site, copy over content, etc. However, Microsoft has finally rolled out a feature to allow you to
truly rename a URL, *and* it handles automatic redirects if someone uses the old URL. There are some
caveats that I'll point out at the end of this tip, but here's how it works…
In the SharePoint Admin console, I've got my site named DufSite (/sites/DufSite) which should have been
Duff Site (/sites/DuffSite):

In the Properties pane for that site, there's an entry for the URL, along with the Edit link to change it:
All I need to do is provide the new URL I want to use:

SharePoint makes sure that URL is available. Once I'm OK with the new name, I click Save:

The process then asks if I want to also change the name of the site. In this case, I click Yes:
I enter the new name of my site, and SharePoint once again confirms that site name is available. If I'm
happy with the new name, I click Save:

I now have a site with a new URL and name:
As you might imagine, there are a number of effects that happen when you change the URL of a site. These things
involve permissions, redirects to the new site, what happens to things in the recycle bin, what happens to Flows
and PowerApps, and so on. Veronique Palmer has a very good write-up on this feature at
https://veroniquepalmer.com/2019/10/18/how-to-change-a-sharepoint-online-site-url/. I strongly encourage you
to read it before you start down the URL change road…

Who won the round?
20 votes 13 votes

Current
Leaderboard
Most Rounds Won
Tom (54-50-1)
Most Events Won
Tom (11-9)
Most Overall Votes
Tom (1752-1729)
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
TOTAL 54 1752 50 1729
9/24/2019 Online
11/26/2019 Online
10/29/2019 Online
2/24/2020 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

Office 365 Productivity Tips
Tuesday, March 24th, 2020
“March Madness”
Register at http://bit.ly/O365madness
Christian Buckley Tom Duff

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

Office 365 Productivity Tips "February Fray"

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