Microsoft Office & Lync Tech Tips

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1 Microsoft Office & Lync Tech Tips Tech Tip - Using Conversation View in Outlook There are several ways to sort or organize your s within Outlook. Sorting by sender, subject, received date and size are methods many of us have used for a long time. In the later versions of Outlook, Microsoft introduced a method of organization called Conversation View. This view, when active, links s in the same conversation together. To turn on Conversation View in Outlook: Click the View tab. In the Conversations section, click to place a check in the Show as Conversations box. You will be asked if you want to apply this setting to all of your folders, this folder or cancel. Select This Folder to apply the setting to only the folder you are viewing or select All Folders if you want it to be applied to the inbox, deleted, sent, drafts or any folders you have created. Your is now organized by conversation. Conversations will display with a small arrow beside them on the left-hand side. Clicking the arrow allows you to open the entire conversation. Single s will appear as they always have. Tech Tip - People Pane in Outlook Microsoft Outlook 2010 lets you keep track of your social contacts right from your inbox. The pane in which you keep track of your social network sites and contacts is called the People Pane and it is located under the main reading pane. Here is what the People Pane looks like: You might have noticed that it does take up a large amount of the screen, so your preference may be to minimize or completely disable this functionality. Here are the steps to disable this Pane. Go to the View tab on the main menu and locate the People Pane. 1

2 Now click the People Pane drop down button and choose the Minimized option or the Off option depending on your requirement. history can be seen between you and a contact. Additional features such as filtering attachments and meetings with an individual are also available by selecting the different icons in the people pane as highlighted below. Tech Tip - Outlook Navigation Pane Users can set default views based on their preferences. Go to the View tab on the main menu and locate the Layout Pane. Click the Navigation, Reading, or To-Do Bar drop down button and choose the different option depending on your requirements. Tech Tip Check from Anywhere Still need to keep up with when away from the office this summer? At home? In the Bahamas? Visiting family? No problem, with Office 365, you can check from any computer connected to the internet. 2

3 1. Open the internet browser 2. In the address line type portal.microsoftonline.com 1. This will display the Office 365 logon screen 2. Enter the username and password you use to logon your computer 1. User Name Example: 2. Password If using a computer that does not belong to you, ensure that Keep me signed in is unchecked 1. Select Outlook in the top center of the page From here, you can access , Calendar, Contacts and Tasks. **Note** Once you have completed your work, be sure to sign out to prevent future users of the computer from accessing your information. Pasted from < Tech Tip - Screenshot feature in Outlook 2010 and other MS Office Programs Inserting a screenshot or clipping has been made real easy in Outlook You can find the Screenshot option on the Insert tab. When clicking the button, you ll get a gallery of screens of all running applications which aren t in a minimized state. Clicking any of these screens will insert a full image of that application. If you only want to insert a section of your screen, you can select the option Screen Clipping. The current message will automatically minimize so you ll have a clear view of the underlying windows. Tech Tip The Snipping Tool (use Snipping Tool to capture screen shots) You can use Snipping Tool to capture a screen shot, or snip, of any object on your screen, and then annotate, save, or share the images. Simply use a mouse or tablet pen to capture any of the following types of snips: Free-form Snip. Draw an irregular line, such as a circle or a triangle, around an object. Rectangular Snip. Draw a precise line by dragging the cursor around an object to form a rectangle. Window Snip. Select a window, such as a browser window or dialog box, which you want to capture. Full-screen Snip. Capture the entire screen when you select this type of snip. 3

4 After you capture a snip, it's automatically copied to the mark-up window, where you can annotate, save, or share the snip. Snipping Tool When Snipping Tool is open, a white overlay appears on your screen until you capture a snip. To turn off the overlay, open Snipping Tool, and then click Options. In the Snipping Tool Options dialog box, clear the Show screen overlay when Snipping Tool is active check box, and then click OK. To capture a snip 1. Open Snipping Tool by clicking the Start button, clicking All Programs, clicking Accessories, and then clicking Snipping Tool. 2. Click the arrow next to the New button, select a snip type from the menu, and then use your mouse or tablet pen to capture a snip. To capture a snip of a menu If you want to capture a snip of a menu, such as the Start menu, follow these steps: 1. Open Snipping Tool by clicking the Start button, clicking All Programs, clicking Accessories, and then clicking Snipping Tool. 2. After you open Snipping Tool, press ESC, and then open the menu that you want to capture. 3. Press CTRL+PRINT SCREEN. 4. Click the arrow next to the New button, select a snip type from the menu, and then use your mouse or tablet pen to capture the menu. To annotate a snip Use a mouse or tablet pen to write on or around the snip. To save a snip 1. Click the Save Snip button. 2. In the Save As dialog box, enter a name for the snip, choose a location to save the snip in, and then click Save. To share a snip Click the arrow on the Send Snip button, and then select an option from the menu. Pasted from 4

5 Tech Tip - Add a Favorite Folder Easily access a folder by showing it as a favorite. In the Mail view, right-click the folder and click Show In Favorites. The folder is added to the Favorites folder which is shown at the top of the folder list in the Mail view. Tech Tip - Adding a signature to your message You can create personalized signatures for your messages that include text, images, your electronic business card, a logo, or even an image of your handwritten signature. First click on File then click on Options, then from the Outlook Options select the Mail tab and click on the Signature button. Next click New, type a name for the signature, and then click OK. 5

6 In the Edit signature box, type the text that you want to include in the signature, then to format the text, select the text, and then use the style and formatting buttons to select the options that you want. To add elements besides text, click where you want the element to appear, and then do any of the following: Click Insert Hyperlink, type in the information or browse to a hyperlink, click to select it, and then click OK. I use this for the address. Click Picture, browse to a picture, click to select it, and then click OK. Common image file formats for pictures include.bmp,.gif,.jpg, and.png. Remember to include your phone number and district in the signature as you send to those outside your district that may need to contact you. Tech Tip How to attach an to an (Attach Item) I often see s where users have printed out an , scanned the document and attached it to a new . There is an easy way to attach an old and forward as an attachment. 1. Open a new or reply to an existing message. 2. Go to Attach Item" menu item and select Outlook Item. 3. Browse the folders from the "Insert Item" dialogue box to locate the file you would like to send and select OK. 6

7 Tech Tip Make it easier to read what s on your screen. Users can change the size of the text and other items on your screen by changing a setting. This is a personal favorite of mine and helps with eye strain, makes the screens in Munis bigger and everything easier to view. There are several ways to navigate to the setting which can be found in the Control Panel. Right click anywhere on you empty screen and select Personalize. Select Display. Select Medium and Apply the changes. 7

8 Tech Tip - Recent Documents In the Recent Documents list, you can "pin" a document to the list so that it will always appear, even if you haven't opened it recently. A nifty new feature lets you "pin" entire folders to the list of Recent Places in the right-hand column on the menu. To pin or unpin a document or folder select the pin to the right of the document. 8

9 Tech Tip - Recover Unsaved Documents Word, Excel, and PowerPoint all have a new feature that saves documents that you've neglected to save when you closed them including documents that you haven t even bothered to save with a name more specific than "Document1." This feature builds on Office s long-standing autosave feature, which automatically backs up the current version of your document every ten minutes (or whatever interval you set in the app s options). Earlier versions of Office deleted the last of these automated backups when you closed a document, but Office 2010 preserves the last automated backup and lets you open it. Click File, Recent, Recover Unsaved Documents, and then choose the document from a standard File/Open dialog box. Tech Tip Display Recent Documents & Pin Documents Users can select to show recently opened documents from their Start menu. Right Click on the Start button or bottom tool bar and select Properties. Select Store and display recently opened items in the Start menu and the taskbar. 9

10 Tech Tip - Office's Supercharged, High-Capacity Clipboard In Office, you can use the Office Clipboard, which holds up to 24 items at a time. Go to the Home tab, find the Clipboard panel at the far left and click on the dialog launcher (the diagonal arrow at the lower right of the panel). The Office Clipboard pane opens and anything you copy to the clipboard gets saved in the pane. You can select any item, right-click on it, and select Paste or Delete. 10

11 Tech Tip - Quick Access Toolbar You will find the Quick Access Toolbar in the top-left side of the window. To begin, click the Customize button as shown in the screenshot below. By default, there are only three quick access icons enabled, save, undo, and redo. You can enable other commands from the Customize Quick Access Toolbar menu. Once enabled, you will find their icons in the Quick Access Toolbar. Technically, any command can be added to the Quick Access Toolbar. Click the More Commands option and a new window will open from where you can browse hundreds Popular Commands. To add a command, select it and hit the Add button. You can either customize the Quick Access Toolbar for all documents or for any specific document. If you cannot find the command under Popular Commands, you can browse more commands, including Macros and those which are not included in the Ribbon, among many others. 11

12 Tech Tip Add a Picture to your Profile To add a picture to your profile users must first login to Outlook online. I find it easiest to navigate to the KDE website and scroll down to the bottom of the page. Select the envelope icon on the far left and users will be directed to the Outlook login page. After logging in, click on your name in the upper right hand corner and select Change Picture to upload a photo. 12

13 Tech Tip Mailbox Organzation Microsoft offers all Office 365 users a 50 GB mailbox, pretty amazing since just a few years ago we were limited to 45 MB. For those of you who don t understand what that means, it means we have a ton of space for our mailboxes now and you don t need to delete . s can be stored in the cloud and no longer need to be moved to archive files. I myself save many s and I have only utilized 2.2 GB of my allotted mailbox space. I have a folder in my inbox for just KYMUGS postings. I also have a rule so that any from the KYMUGS is directly forward to the KYMUGS folder and it doesn t clutter up my inbox. I do not delete these messages because it gives me the ability to go back and search for information if needed. I also have all my saved s stored in the cloud instead of locally on my machine. This enables me to access folders on webmail and provides a safety net because Microsoft backs up the . If I get a new computer I don t have to worry about moving.pst files over to the new pc, everything is in the cloud. To create a new folder, right click on your address and select New Folder. I named mine Work Folders and then made sub folders under the main folder. To move saved items to the cloud from the Archives folder, you can start dragging and dropping to the new folder. Be patient, depending on the file save it will take a few minutes. 13

14 Tech Tip How to open a ticket with Munis Support online A majority of the time when I need to contact Munis Support I choose to do it online. It is very easy, quick, and allows you to attach document or pictures of error messages. If you are not a registered user select the register link to create an account. After logging in select Online Support Incidents. There are also links to search the Munis KnowledgeBase and Tyler Community. After entering the Online Support portal select Add a new support incident link and enter your ticket information. 14

15 When creating a ticket Munis needs to know the program from which you are experiencing a problem. This can be found on the Help Menu on the program screen. 1. Select Help 2. Select About Munis A screen will pop up that includes the version on Munis you are running, the program name, and the short program name that will be used when submitting an online support incident with Munis Support. To submit a ticket on the New Health Insurance Enrollment Maintenance program I would select prkyhlin from the drop down list on the Munis support website. 15

16 Microsoft Lync Why use Lync? Microsoft Lync ushers in a new connected user experience transforming every communication into an interaction that is more collaborative, engaging, and accessible from anywhere. So what the heck does that mean exactly? Think Google Talk or MSN Messenger, and you ll have a good starting point. They re Instant Message clients: they let people send text messages to each other. Now imagine that everyone in your district had this capability. The Lync that most people see is similar to that a desktop application that sits in the taskbar, although we do have access to a web client. It has a list of contacts, which you use to interact with different people in a variety of different ways. You can find other people just by typing in their name. In Lync, you can send messages, use voice and video. You can also send files, and share your desktop (or just some applications within it) with other callers either read-only or so they can control your keyboard and mouse (good for IT troubleshooting!). Lync can also be used for online meetings. Because Lync is deeply integrated in the Office suite, especially Outlook, online Lync meetings can be set up easily from within Outlook. Did you know Lync is now part of Office? That means you ve probably already got it on your PC! Lync has been integrated into the other Office products and other line-of-business applications (like SharePoint) so that wherever someone s name appears their presence shows alongside, with quick links to message, call etc. Digital Citizenship reminders when Using Lync: Just because you have the capability to send a colleague an instant message via Lync it doesn t mean that you should. Remember to follow common courtesy and digital citizenship standards. So what is digital citizenship? In short, digital citizenship means the ability to use technology safely, responsibly, critically, and pro-actively to contribute to society. Chat History is Saved, and missed messages can be ed to you automatically if you use the Outlook desktop client. Presence Own it & Observe it. Don't let it own you. Set your presence when you are working on something. Also make sure to check the presence of others before calling them or reaching out to them. IM (instant message) before video calling someone. Make sure the person you are wanting to talk with is OK to talk (don't just barge in to their space) Think about your actions - not the technology being used. (Ask yourself: would I do it/ or say it Face to Face?) 16

17 Contents Tech Tip - Using Conversation View in Outlook... 1 Tech Tip - People Pane in Outlook... 1 Tech Tip - Outlook Navigation Pane... 2 Tech Tip Check from Anywhere... 2 Tech Tip - Screenshot feature in Outlook 2010 and other MS Office Programs... 3 Tech Tip The Snipping Tool (use Snipping Tool to capture screen shots)... 3 Tech Tip - Add a Favorite Folder... 5 Tech Tip - Adding a signature to your message... 5 Tech Tip How to attach an to an (Attach Item)... 6 Tech Tip Make it easier to read what s on your screen Tech Tip - Recent Documents... 8 Tech Tip - Recover Unsaved Documents... 9 Tech Tip Display Recent Documents & Pin Documents... 9 Tech Tip - Office's Supercharged, High-Capacity Clipboard Tech Tip - Quick Access Toolbar Tech Tip Add a Picture to your Profile Tech Tip Mailbox Organzation Tech Tip How to open a ticket with Munis Support online

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