​On this Tips & Tricks page, we want to show you a few new tricks you can use with 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.

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  

If you 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 travelling 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 spell  check 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

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