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Top 20 Office and Office 365 Productivity Features
You Need to KnowChristian BuckleyFounder of CollabTalk LLCOffice Server and Services MVP
Christian BuckleyFounder of CollabTalk LLCOffice Servers and Services MVP
[email protected]@buckleyplanet
CollabTalk.comCollabTalk provides academic research and community-driven conversations around key tools and trends in the enterprise collaboration, social, and business intelligence ecosystem, allowing you to stay on top of these changes -- and ahead of the game.
Our latest research project:
The State of Hybrid SharePointhttp://hybrid-sp.collabtalk.com/
Collaboration has evolved
Worldwide spending on public IT cloud services will grow from $47.4 billion in 2013 to more than $107 billion in 2017
http://www.eweek.com/small-business/public-it-cloud-services-spending-to-reach-108-billion-by-2017-idc.html
Over the next several years, the primary driver for cloud adoption will shift from economics to innovation as leading-edge companies invest in cloud services as the foundation for new competitive offerings.
Frank Gens, Senior Vice President and Chief Analyst at IDC
Microsoft’s Roadmap
Modern Team SitesYammerOffice GraphDelveOffice 365 GroupsPlannerSkype for BusinessMicrosoft TeamsPowerBIMicrosoft Stream
Stuff you *should* already know about
Microsoft Graph
Power BI
Power BI Microsoft Power BI transforms your company's data into rich
visuals for you to collect and organize so you can focus on what matters to you. Stay in the know, spot trends as they happen, and push your business further.
Resources• The Office 365 content pack enables you to use the powerful reporting and
analytics capabilities of Power BI to analyze and create interactive dashboards. http://bit.ly/1NGR78P
• Microsoft Power BI Blog https://powerbi.microsoft.com/en-us/blog/ • The White Pages (MVP John White’s blog)
http://whitepages.unlimitedviz.com/
Delve
Delve Microsoft Delve is a data visualization and discovery tool that
incorporates elements of social networking and machine learning with the search capability of the Microsoft Office 365 Suite. It is a cloud-based service offered through the Office 365 suite to help users find and discover pertinent information across Office 365.
Resources:• What is Office Delve? http://bit.ly/1zEwMHk • Welcome to Delve http://bit.ly/1F3KkDa • Making Sense of Office Graph and Delve (buckleyplanet) http://bit.ly/1HlFLkX • A revamped Microsoft Delve looks like a corporate mashup of Facebook and
LinkedIn http://bit.ly/291Ddjf
Outlook Groups
Outlook Groups Unifies People, Profiles, Conversations, Emails, Calendars, and
Files across Office 365 and beyond, providing you with a functional collaboration experience across applications.
Resources:• Groups home page (Microsoft) https://groups.outlook.com/• Introducing Groups in Office 365 (YouTube) http://bit.ly/1DwbrU7 • Using Office 365 Groups with Outlook 2016 (Windows IT Pro)
http://bit.ly/1SQCRNM• Microsoft Office 365 Groups Overview and Roadmap (Channel 9)
http://bit.ly/1LhPb60• Will Office 365 Groups Displace Team Sites? (RedmondMag)
http://bit.ly/1Ll22Qw
Microsoft Stream
Flux Capacitor
Top 20 Office and Office 365
Productivity Features You Need to Know
The New Home Page
The New Document Library UX
Skype Integrations (with OneDrive, for example)
Skype integration with OneDrive Resources:
Skype for Business product page (Microsoft) https://products.office.com/en/skype-for-business/
Office 365 enterprise users get Skype for Business meeting, conferencing, and calling features (VentureBeat) http://bit.ly/1RgIti9
Skype vs. Skype for Business: Who can stick with the free app, who needs to upgrade (PCWorld) http://bit.ly/1FdhgpR
Document conversations
Skype and OneNote adds to Exchange
One utility that I love:
Tagging for status change alert in Skype
App launcher extensibility
App launcher extensibility • Connects to your enterprise applications, quick task
tiles, and a user's My apps page• Integrate with Azure AD to make visible on user’s
apps page
Resources:• Pin your own sites and apps (Microsoft) http://bit.ly/1TDFJOf
Wunderlist app for task management
Wunderlist app for task management Identify and quickly capture tasks from Outlook or your mobile
device Set reminders and alerts Assign tasks to others
Resources: Wunderlist site https://www.wunderlist.com/ Getting started (Microsoft) http://bit.ly/1RZv7I8
Ignore reply-all Resources:
Ignore all email messages in a conversation (Microsoft) http://bit.ly/1LEIln1
Calendar peek Resources:
Keep a calendar and your appointments and meetings always in view (Microsoft) http://bit.ly/1LEIln1
Sway
Sway Helps gather, format, and share your ideas, stories, and
presentations on an interactive, web-based canvas that looks great on virtually any screen.
Resources:• Your Sway home page https://sway.com/my• Getting started with Sway (Microsoft) http://bit.ly/1MDywbc
Docs.com
Docs.com Cloud site on which you can create a visually appealing online
portfolio that can include OneNote notebooks, Word documents, Excel workbooks, PowerPoint slide decks, interactive Sways, PDFs and a host of web content. Docs.com retains all your Office documents’ rich formatting, animations and formulas and can be easily shared with to the world.
Resources:• Docs.com Blog https://blog.docs.com/ • Frequently Asked Questions about Docs.com http://bit.ly/290RK02 • Docs.com, an educator’s wonder tool http://bit.ly/28YsByg • Microsoft pulls then revives Docs.com search after complaints of
exposed sensitive files http://zd.net/2npz0gf
Auto-Save in WordPeople dread losing their work due to a system crash. By auto-saving what you're working on every minute or two, you get an extra level of protection.Select File - Options - Save and reduce the default Save AutoRecover information from 10 minutes to 1 or 2 minutes.
http://bit.ly/2nyKICj
Move Your Word Auto Recovery Folder To The Cloud
If Word ever crashes or you experience a system crash while you have a document open, you can likely recover most if not all of your document through the auto-recovery copy that the app saves regularly. But if you're looking to be extra safe, you should consider changing the Word auto recovery folder's location to a cloud drive. You can use just about any service that has a desktop app and syncs files to the cloud. Dropbox, OneDrive, and Google Drive are all options. Here's how:http://bit.ly/1PQB7Su
Customize the Recent Documents ListWord shows you a useful list of recently opened documents when you click on the File tab, then choose Open from the menu at the left. If you have a document or several that you regularly open and close throughout your working day, you can pin those documents to the top of the Recent Documents list to make opening them much quicker.Simply right click the document you want to pin and choose 'Pin to list', or click on the pin to the right of the name of the document you want to choose.
Use Outline View In Word To Reorder Headings In A Large Document
If you're looking to copy a section from one document to another, this is possibly one of the easiest ways to do it. Word's outline view has a tool that lets you select headings and move them up/down in the document.
http://bit.ly/1PQB7Su
Create A Master Document And Add Subdocuments In Word 2016MS Word has long had a really useful feature that allows users to manage large documents and their subsections that they're collaborating on by separating sections into different files. The subsections or subdocuments make it easy to update and export parts of a large document. The feature isn't just great for large documents but also for smaller ones that have many seemingly independent sections. Identify a document as the Master Document and then identify the subdocuments. Subdocuments can be split or merged with other subdocuments, or you can add a different document as a subdocument.
http://bit.ly/2nEdG4e
Delay Sending Emails In Outlook With A Rule So You Can Undo Send
Gmail has a built-in feature that lets you 'undo' an email that you've sent. It's there to help you avoid last minute email accidents such as forgetting to attach a file. It gives you a brief window in which you can stop a sent message from being delivered. It's widely reported that this feature has saved lives. In Outlook and would like a similar feature on the desktop app, you can set it up yourself with an Outlook rule. Here's how: http://bit.ly/2o4wlJQ
Find Which Slide In Your PowerPoint Presentation Is The Largest In Size
If the size of a presentation file ever becomes a problem, either when emailing it, or when sharing it via a cloud file sharing service, you will either have to find an alternative method to send the file or you will have to cut it down to size. Here's how you can check which slide in a presentation is the largest in size and cut back where it really matters.http://bit.ly/2owKKz8
Limit desktop notifications to only the most important emails
It's terribly distracting to constantly be told "you've got mail!" but you still want to get notified for the most important alerts. In Outlook, set desktop notifications only for those VIP messages.
Simply right click on an annoying message, and create a new rule.
Get emails that aren't sent directly to you OUT of your inbox In an old post, Scott Hanselman details his GTD organization method for Outlook. One of the best tips is to use a special "Inbox – CC" folder to gather all the emails that aren't sent directly to you. That way, your inbox is focused on only the most important emails. To set this up, go to Rules > New Rules…. Then click the "Advanced Options" button. In the Rules Wizard, select "where my name is not in the To box" and then in the next screen, "move it to the specified folder." Alternatively, set up a VIP email folder and move "emails sent only to me" into that special folder.http://bit.ly/2owlCsJ
Turn notes into calendar itemsYou can use Microsoft's note-taking tool, OneNote, inside of Microsoft Outlook.So, if you write a to-do list in OneNote, you can easily convert it to a bunch of tasks with deadlines and reminders on your calendar.You can add automatically add calendar meeting details like date, location, topic, agenda and attendees, to your notes. Then you can email the meetings notes to you team using the “Email Page” button.http://read.bi/2nyM6Vv
See all of the symbols in Microsoft Word
When you type spaces and hit the enter button, you don’t see all that much but that doesn’t mean there isn’t anything there. There are actually symbols and characters all over your Word document. If you want to see all of them, Go to File, then Options, then Display, and select to Always Show These Formatting Marks on the Screen. You can also activate Draft Mode to see what the first doesn’t by going to the View menu and setting it to Draft View.http://bit.ly/1ogG4F0
The Extended ClipboardWord has a useful “Spike” feature that you can use cut (move) text and images from multiple locations in a document and paste them all at once to a different location.To use Spike, select some text, images or other objects in your document and press CTRL+F3 to move that selection to the Spike. You can highlight and append more entries to the same Spike using the CTRL+F3 shortcut. Now press Ctrl+Shift+F3 to paste the content of the Spike anywhere in the document.http://bit.ly/2nW7UOf
Write Anywhere on a PageDid you know that you can use your Word document as a whiteboard and write your text anywhere on the page. Just double-click wherever you want to type your text and start writing.
Configure your AutoCorrectSpeed up your writing with AutoCorrect. If you frequently misspell the same words, add them to your AutoCorrect dictionary. Choose Tools > AutoCorrect, and add entries to automatically fix your terrible typing habits. You can also add to your AutoCorrect dictionary from Word’s automatic spellcheck. Control-Click a misspelled word, and use the context menu to add its replacement to AutoCorrect.http://bit.ly/2nDSKL3
Create a Search Folder in OutlookA Search Folder is a powerful way to triage your messages and bring some sanity to your inbox. For instance, you can create a search folder for mail you want to follow up, or flag messages from specific people, groups or list.Click the Folder tab then click New Search Folder then choose the type of Search Folder you want to create from within one of the groups. Select the mail folder and click OK. A search folder is created in the Navigation Pane. Any messages I choose to follow up will be available there when I need them.http://bit.ly/2oTxroS
Ok, that was actually 29….
#30 – Some Possibly Useful Keyboard Shortcuts Keyboard shortcuts for Microsoft Word on Windows http://bit.ly/2n6tQqW Keyboard shortcuts in Word for Mac http://bit.ly/2nRUEIB Excel keyboard shortcuts and function keys for Windows http://bit.ly/2owkm90 Keyboard shortcuts in Excel 2016 for Mac http://bit.ly/2nE9ulh Keyboard shortcuts in OneNote for Windows 10 http://bit.ly/2oDGKty Keyboard shortcuts in SharePoint Online http://bit.ly/2nSfAiU Keyboard shortcuts in Outlook on the web http://bit.ly/2o4Ckyn Keyboard shortcuts for Skype for Business http://bit.ly/2nWelAZ Keyboard shortcuts for Office Delve http://bit.ly/2nWfGYi Keyboard shortcuts for OneDrive http://bit.ly/2nE19xJ Keyboard shortcuts for Yammer http://bit.ly/2owoxS3 Keyboard shortcuts in PowerPoint Online http://bit.ly/2nSbo2J Keyboard shortcuts in PowerPoint 2016 for Mac http://bit.ly/2n6kziw Microsoft Teams keyboard shortcuts http://bit.ly/2n6kUlB
