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Office 365 Tips & Tricks

​Are you ready to become an Outlook expert, or a savvy Skype for Business user?

On this Tips & Tricks page, we want to show you a few new tricks you can use after migrating to Office 365 (O365). We will also highlight a few productivity tips that already exist in your Office tools today! Learning these simple tricks can save you time, help you work more efficiently and optimize your experience.


The Skype for Business application rollout has begun and will be available on all personal UHN computers and laptops by August 2017!

With the Skype for Business application, there are new features for you to explore, such as screen sharing – where you can present your desktop or a specific document to any colleagues.

Screen Sharing Feature in Skype for Business 

 

 

With screen sharing, you can show, not just tell. During an online Skype meeting, you can present your PowerPoint slideshow or Word document to all meeting participants. By doing this, your team can instantly provide feedback, brainstorm new ideas and reach group decisions more effectively.               Presenter vs. Participants screen view when screen sharing in Skype for Business

You can bring this screen sharing feature to the next level and use it to share control of your screen. This means during a Skype meeting, you can grant control of your screen to another meeting participant, who can then help you present or directly edit on your file.   

              

How to share control of your screen in Skype for Business

Step 1 From the bottom of your Skype conversation window, click the present button, and select Present Desktop to present your entire screen. You can also select  Present Programs to choose a specific file you wish to present, such as a Word document or Excel spreadsheet.

Step 2 Once your file is shared on the screen, you will see a sharing toolbar. On this sharing toolbar, click Give Control and select the name of the colleague you want to give control to.

Share control of your screen with a meeting participant 

 

Step 3 A notification will be sent to that colleague to let them know you are requesting to share control of your screen.

Step 4 Once the colleague has shared control, he or she can begin to edit the document as needed. Please note that this does not mean the original presenter has lost control of his or her screen, but rather both individuals can control the screen as required.

Step 5 To take control back, click Give Control again, and then click Take Back Control.

 

Next time you want to edit with a colleague during a meeting, take advantage of screen sharing and explore the share control option. With these features, you can collaborate instantly and effectively from anywhere, at any time.

Most of us are very familiar with Microsoft Office - the suite of tools which includes Word, PowerPoint, Excel and Outlook. 

But within the Microsoft Office world, there are so many different upgrades and updates, it can be hard to understand what will change for you. Two upgrades are happening right now at UHN - Office 365 and Office 2016. 

While these changes sound very similar, they are actually different updates to your Office tools.

                      O365 vs Office2016 Difference Chart

How will I know if I moved to O365?

MFA Change MFA Setting

You may not even realize you have migrated because your desktop and the Office tools will look the same as the night before your move.

To check if you have moved to O365, try logging into the previous Webmail page found on the UHN For Staff page or Intranet page. If you have migrated, you will be redirected to a new Webmail page.

You can also check your email account information in the Outlook application by clicking File and checking your mailbox size. Under the header "Mailbox Cleanup" you will be able to see a bar indicating the available space in your inbox. If you have O365, you will see an inbox size close to 50GB (or more) available!

How will I know if I received the Office 2016 upgrade?

The upgrade to Office 2016 will be more obvious. Your applications, particularly the icons from your desktop, will look different. For example, if your Outlook has been updated from the 2010 version to 2016, it will have a new look and feel.

Outlook 2010 vs Outlook 2016 

If you have moved to O365 and use Webmail from home, you will have noticed a new security prompt called Multi-Factor Authentication (MFA). This is a new feature for verifying your identity when accessing Webmail from outside the UHN network.

Verifying is easy. You can choose to receive an automated phone call or enter a text message code. But if you're traveling or simply not in the mood for a call, there's also a third option - the mobile app.

What is the mobile app?

This free app, called the Microsoft Authenticator, lets you quickly verify your identity through your smartphone or any device, including tablets.

How do I use it?

When signing in after entering your password, you'll be asked for an additional way to prove it's really you. You can either approve the notification sent to your smartphone, or enter a verification code generated by the app.

Watch the videos below to learn how to set up your mobile app and how to use it for verification.

How to Set Up Your MFA Mobile App Video thumbnail 
 
How to use Your MFA Mobile App Video thumbnail 

Why is MFA important?

Unfortunately, email is a major threat at UHN. Over 75% of all incoming emails to UHN are blocked due to malicious content and 80% of all data breaches are caused by compromised credentials.

With MFA, even if someone manages to find your password, they'll be stopped if they don't have access to your mobile device too.

The shortcuts listed below will allow you to get more done in Microsoft Outlook, whether you're sifting through messages in your inbox or adding meeting events to your calendar.

  •     Ctrl+     N : Create a new message
  •     Ctrl +     R : Reply to an email
  •     Ctrl +     F : Forward
  •                              
  •     Ctrl +     Alt+     F : Forward the email message as an attachment
  •     Ctrl +     A : Select all items in the inbox
  •     Ctrl +     Shift+      I or      O : Switch from inbox to outbox view
  •     Ctrl +     Shift +     G : Flag for follow up
  •     Ctrl +      U : Mark as Unread
  •      F3 : Search for an item
  •     Ctrl +      K : Insert a hyperlink in your email
  •      F7 : Run spellcheck in your email

Just like your email, your calendar in Outlook has plenty of keyboard shortcuts, from simplifying the scheduling process, to organizing your calendar view.

  •     Ctrl +     Shift+     Q : Create a meeting request
  •     Ctrl +     G : Jump to any date in your calendar
  •     Ctrl +     Alt + r: reply with a meeting request
  •     Alt +     #
    • Type the number of days you wish to view. For example, type Alt + 8 to view eight days in your calendar.
    • You can view 1 to 10 days. Press Alt + 0 to view the max of 10 days in a row in your calendar
  •     Alt +     = : Switch to month view
  •     Ctrl +     Alt +     2: Work week view
  •     Alt +     Home : Go to start of the week
  •     Alt +     End: Go to end of the week
  •     Ctrl +     Shift +     B : Open the Global Address Listing (GAL) window