ACC's Tech Tips
The truth is, technology only works as well as we use it, so why not maximize its potential?
ACC's tips and hints are a way to help you make the most of the everyday applications you use, introduce you to new features and functionality that you may not know about, and keep apprised of things like security best practices. This can help you stay more connected and work smarter instead of harder. We're continuously adding to this list to create a resource you can return to often!
Improve Your Writing with Microsoft Editor
If you'd like some assistance with editing a file, check out Microsoft Editor. Editor is an AI-powered service that helps improve your writing by checking grammar, spelling, and style refinements. It's available in Word, Word for the Web, and Outlook.
Find it by going to the Home tab and choosing Editor. Pinpoint the areas to focus on and click a correction or refinement type, like Grammar or Clarity. Then, on the suggestion card, use the arrows to step through each item.
What Do the OneDrive for Business Icons Mean?
If your organization uses Microsoft’s OneDrive for Business, then you may have run across the icons it uses and wondered what they mean. Here’s a quick overview:
To see the OneDrive icon, look in the notification area in the bottom right hand corner by the clock. If you don’t see it, click the show hidden icons arrow.
The regular blue cloud icon means that everything is up to date!
A red circle with a white "x" means that a file or folder cannot be synced. Drill down until you find the problem file or folder and correct the issue.
The circular arrows over the OneDrive or OneDrive for Business notification icons signify that sync is in progress. This includes when you're uploading files or if OneDrive is syncing new files from the cloud to your PC.
The paused symbol over the OneDrive or OneDrive for Business icon means your files are not currently syncing.
If you're ever unsure of what these icons mean or are having trouble getting your OneDrive sync working, contact us!
What to Look Out for with Website Security
Let's face it: we all love what the Internet has to offer. However, website security is an increasing concern, and knowing what to look out for can help you browse websites safely, helping to keep your personal information out of the wrong hands.
Since Chrome is the most widely used internet browser in the world, we're going to use it as the browser example. As you visit websites, you may notice security warnings at the top of the browser, like these:
If you see these warnings, it means that there are security issues with the website, and we recommend you do not submit any personal information of any kind through those sites (such as through a contact form) at the very least. These security issues can range from mixed content to an SSL certificate being invalid, and all of them can put your data at risk. Leaving the website without interacting with it at all is the ideal action!
Protecting your data in today's world is a constant process that keeps changing in complexity, but these kinds of notices with browsers can help signal an action to help you protect yourself.
Split Screen in Windows 10
When you are performing a task like comparing documents or coping and pasting from one doc to another, it’s helpful if they’re side by side. This is easy to do in Windows 10.
Start by opening both files or applications. With the first application window, you can drag and drop to the left or right side of your monitor or you can use the Windows key + the left or right arrow keys. When you do, you’ll see it snap in to place on one side, then a view of other open application windows will be presented. Click on the second application window, and it will snap into place on the opposite side.
Give it a try!
Make it easier to see your mouse pointer or cursor
Change the color of your mouse pointer or increase the size of your text cursor to quickly find where you are in your document or text.
To access this setting, click on the Start button, Settings (gear icon), Ease of Access, then Cursor & Pointer. You can also adjust touch screen settings here (if applicable).
Scheduling and Stopping Recurring Meetings in Outlook
When scheduling a regularly recurring meeting in Outlook, you can take advantage of Outlook’s recurrence settings. When setting up your meeting invitation, click on the recurrence button and schedule how often you would like the meeting to recur.
You can choose to have these meetings end on a certain date, after a number of occurrences, or have no end date.
If you need to make changes to any of the meetings along the way, you can open just that meeting occurrence or the entire series of meetings to make changes.
But what happens if you need to stop the meetings before the end date? Cancelling the series will remove all the previously held meetings in your calendar. If you want to preserve past meetings scheduled in your calendar, the solution is to open the meeting series and change the end date of the meeting to the last meeting date.
If you’ve already had your last meeting, you can simply click on the Remove Recurrence button.
Keeping Microsoft Teams Organized!
Hide a Team
If this is a team that you rarely use but want to be able to still access, you can hide the team. This can help tidy up your teams area by showing only the teams you need on a regular basis. Note that hiding a team is a per user setting, so even if you hide a team, other team members will still see it.
- Right click on the team you would like to hide, and choose Hide from the pop-up context menu.
- This will remove it from your teams list, but you can always access or show it again by selecting hidden at the bottom of the teams list, then More options *** > Show.
- You can hide channels in the same manner; just right click on the channel and select Hide from the menu. To show hidden channels, go to the bottom of the team, open the hidden channels list, and select More options *** > Show.
Archive a Team
When you archive a team, the files and conversations in the team become read-only. You can still search through it for information if you need to or restore the team later if needed. Note that only team owners can archive and restore teams.
To archive a team:
- Select Teams on the left to see the list of your teams.
- At the bottom of the list, select Manage.
- In the Active list, find the name of the team you want to archive, then select More options *** > Archive team.
- To prevent people from editing the content in the SharePoint site and Wiki tab associated with the team, select Make the SharePoint site read-only for team members. (Teams owners will still be able to edit this content.)
To view and search through the content of the archived team, click its name in the archived list. You an also make it a favorite if you think you’ll refer to it often (in the list, select the team, then More options *** > Favorite).
All of the team activity is frozen once the team is archived. No one will be able to start new conversations or reply to posts in a channel, add or remove channels, edit team settings, or add apps. As a team owner, you’ll still be able to add or remove members, update roles, and delete, renew, or restore an archived team.
To restore an archived team, follow steps 1 and 2 above. Then, in the archived list, find the name of the team you want to archive, and select More options *** > Restore team.
Delete a Team
If this is a team is no longer needed, you can delete the team. Keep in mind that when you delete a team, all channels, chats, files, and the Microsoft 365 Group for this team will be deleted.
- Select Teams on the left to see the list of your teams.
- Right click on the desired Team and select Delete the team from the context menu.
- You will see a pop-up warning box that all channels, chats, files, and the Microsoft 365 Group for this team will be deleted. You will also need to check the box next to “I understand that everything will be deleted” to proceed. If you are sure you don’t need to retain anything, check the box and click the Delete Team button.
Streamline meeting scheduling with microsoft bookings
Bookings gives you a faster alternative to scheduling appointments with your clients. With Bookings, you can allow your clients access to a webpage and book their appointment time for any time that’s convenient for them. They’ll get a booking confirmation and calendar invitation along with email reminders. Plus, if they need to reschedule or cancel, they can do that right from the site too.
You can customize appointment details and booking requirements to simplify the booking experience. Bookings integrates with staff’s Office calendars, which helps to quickly find available time that avoids double booking.
You can set your Bookings meetings to be virtual online meetings via Microsoft Teams. Each appointment booked as an online meeting creates a unique meeting link that’s sent to attendees so they can join via a web browser, phone dial-in, or the Teams app. Bookings is also available as an app within Teams, which allows you to create Bookings calendars, assign staff, and both schedule new and manage existing appointments all within the Teams interface.
Take Quick Screenshots with Snipping Tool or Snip & Sketch
The Snipping Tool, available in Windows 10, Windows 8.1, and Windows 7 gives you a quick way to capture all of your screen or a selected portion with free-form, rectangular or window snips.
Just click the Start menu button in the lower left-hand corner, type in "snip," and snip away!
Take a snapshot to copy works or images from all or part of your PC screen, then use the tool to make pen or highlight notes, edit with 3D paint, save or share with copy and paste.
Similar to the Snipping Tool, the newer Snip & Sketch offers the ability to take snips of all or part of your screen, make notes with a pen, and highlight. It also includes a ruler to help with those straight lines! Just a press Windows key + Shift + S to bring up a snipping toolbar.
DATA LOCATION and BACKUPS AFTER COVID-19
Many companies had to quickly make the switch to have staff working from home. Now that we’re settled in at home, do you know where files are being saved? They could be on a work PC, a home PC, on a flash drive, in Microsoft 365, or another cloud service? If you're not sure, now is a great time to look at where those files are being saved and if they’re being backed up.
Schedule Social Media Posts Well In Advance!
In today's world, maintaining an online presence is key for many industries. Social media is an easy way to create brand exposure and drive traffic to your website, but it can sometimes be time consuming and difficult to stay on top of posting regularly. There are many useful tools available, including SEMrush, Hootsuite, and more that allow you to schedule social media posts in advance. These tools allow you to schedule posts to Facebook, LinkedIn, Twitter, and Pinterest all within one interface. Schedule posts days in advance or fill out your entire calendar for the coming months in one easy location, then all posts are automatically uploaded to your desired social media platform at the exact time of your choosing. One thing to note is that Instagram posts generally can't be created within these third-party tools as part of their rules, so these posts will have to be done manually.
Sync SharePoint and Teams files with the OneDrive sync app
Did you know? You can sync your SharePoint or Teams files to a folder on your computer where you can work directly in File Explorer and access the files even when you're offline. Whenever you're online, any changes that you or others make will sync automatically!
1. On the Microsoft 365 app launcher, choose "SharePoint" or "Teams," then select the site with the files you want to sync.
5. To sync the files on another computer, go to that computer, and follow these steps again.
Password Reuse Is a Bad Day Waiting to Happen
What do we mean by password reuse? As the name implies, it's when we have one password we use for all (or many) of our accounts online. The problem with using the same password for multiple accounts is that when one of those accounts gets compromised, criminals use them on other well-known services (think email and bank accounts) to gain access to your other accounts. This can lead to a cascade of account compromises. Even if you are slightly modifying your password, such as changing a "1" to a "2," criminals have that covered by using tools with algorithms that test multiple variations in seconds.
So, what can you do?
Use different passwords or passphrases for accounts
- Use multi-factor authentication wherever possible! This is another form of authentication, such as a code you enter from an Authenticator app on your cell phone. This greatly reduces the chances for account compromise.
On a related note, since we all have far too many accounts to log in to today, keeping track of different credentials can be made easier with a password manager tool. However, security measures of these tools differ greatly. Contact us for our recommendations!
ORGANIZE WITH THE ELECTRONIC NOTEBOOK THAT'S AVAILABLE FROM ANYWHERE
Keep your ideas, information and all things organized in OneNote, an electronic notebook that you can "carry" with you everywhere from your desktop to mobile devices.
Use it for ideas, note taking, meeting notes, client info, project info, and anything else you need to organize.
You can type in it, copy and paste from other sources (including websites), record audio notes, add online videos, add files, draw or take notes with a stylus, and more. You can also use tags to identify items such as important or "to-do" items. Use one of the built-in tags or create your own.
If you haven't tried OneNote yet, we encourage you to check out this valuable tool!
Schedule appointments across companies without emails back and forth!
It can be time consuming and sometimes confusing to get an appointment or meeting scheduled with multiple people from multiple companies (or, let’s face it, sometimes in the same company).
Using Microsoft’s FindTime, you can select what days and times work for you when you create the email.
Everyone you send the email to selects the best times for them and can even suggest another date and time.Once everyone has voted for their best time, the meeting is auto-created. Done!
Download and learn more here.
Easily Manage Employee Shifts in MS Teams!
The Shifts app, located within Microsoft Teams, lets managers create, manage, and update shift schedules. Employees and their managers can use their mobile devices to manage schedules and keep in touch. Employees can view their upcoming shifts and request to swap shifts, offer a shift, or request time off.
Additional features include sending personal messages, sending group messages, adding daily notes, and more!
Build a form and share responses in minutes
Microsoft Forms is an app within Office 365 that allows you to do a number of things, including:
Create surveys, quizzes, and polls, and easily see results as they come in.
Invite others to respond to your form using any web browser, and even on mobile devices.
Use built-in analytics to evaluate responses as they're submitted.
Export form data, such as quiz results, to Excel for additional analysis or grading.
Start your new form here by following a few easy steps!
Scan Documents from your phone
Microsoft’s Office Lens is a free app you can download for your devices. Simply select what you’d like to capture: documents, whiteboards, business cards, or photos. Take the picture with the camera on your device.
Office Lens will automatically crop, flatten, and remove light glare to create a clean result. You can adjust the crop if necessary. Save it to OneDrive, OneNote, or another location. This is a great way to scan items when you’re working remotely or on-the-go, keep them in a centralized location, and access them from your everyday business applications!
Download from the Apple App Store or Google Play Store to get started.