Microsoft 365 Productivity Tips "December Dust-Up"

Microsoft 365
Productivity Tips
“December Dust-Up"
Christian Buckley
CollabTalk LLC
Thomas Duff
Cambia Health

Christian Buckley
Microsoft GTM Director, AvePoint
christian.buckley@avepoint.com
@buckleyplanet
http://www.buckleyplanet.com
Please remember to subscribe on YouTube!

Thomas Duff
Software Engineer at Cambia Health
Thomas.Duff@CambiaHealth.com
@Duffbert
http://oneminuteofficemagic.com

Rules of Engagement
1. Each opponent will take turns
2. No duplicates
3. Audience votes after each round
4. No hitting below the belt
5. Winner based on overall voting

Capture and share web content in Microsoft Edge
Has Microsoft Edge replaced your other
browsers yet? If not, there are some new
features that make the latest Chromium-
based version a must-have.
One of these latest features is the ability to
easily capture and mark up web content, and
then save or share it.

To get started, select the
ellipsis (…) in the top right
corner of the browser

…and select the Web
Capture option from the
menu.

You can grab the entire
browser window, or choose
Free Select to grab a
specific area on the page.

Once you’ve selected the
area to capture using drag-
and-drop, you can copy and
paste the image anywhere,
or add an annotation using
Add Notes

Adding Notes opens up the
drawing interface, allowing
you to annotate in a variety
of colors and line thickness,
and to edit your work.

Once your annotations are
complete, you can Copy
the image with your mark
up and paste it into another
document or email, Save it
as a file (image), or Share it
with someone.

As with just about every other Microsoft
product, selecting Share opens up a new
dialog box that allows you to determine
who and how you share your screen
capture and annotations.

Setting Status Duration in Microsoft Teams
One frustration I've had with Microsoft Teams is that it has a tendency to change my status from Busy (or
whatever I have it set to) to Away if I'm not interacting with Teams every five minutes. I would prefer that
Teams either leaves my status as I set it, or at least gave me the ability to set some time frame longer
than five minutes.
And now my wish came true!
Teams now allows you to set a duration for your status. Here's how it works…
Click the Profile image in the upper-right
corner, and then click on the Status arrow
to see the Duration option:

Setting Status Duration in Microsoft Teams
You can set your duration to remain in place for 30 minutes, 1 hour, 2 hours, all of today, all of this
week, or a custom time frame:
I am very happy to see the five-minute status duration fade into the sunset… over five minutes time…

Who won the round?
12 votes 18 votes
Christian Tom

Downloading attendance reports in a Microsoft Teams meeting
One thing that has been missing from Microsoft Teams meetings is the ability to download a list of
people who were on the call. That option is now available for the owner of the meeting so long as they
download it before they leave the meeting. Here's how that works…
Before you leave the meeting, click on the Ellipsis icon next to Participants, and select Download
attendance list. Again, this is not an option once you leave the meeting:

Downloading attendance reports in a Microsoft Teams meeting
The attendance list is downloaded as an Excel file formatted like this:
A colleague of mine described the report as "semi-useful after some manipulation." As you can see, the
report has an entry for every time someone joins or leaves, and it will record *every* time they join or
leave. Also, if you allow anonymous users to join a call, they will be recorded with a blank value in the Full
Name column.
Because of this, you need to plan on de-duplicating the names before you can get an accurate count of
how many unique individuals were on the call. Also, if you're allowing anonymous users, de-duplicating
the names will reduce all your anonymous entries to a single line.
Is this better than what you had before? Yes. Is it a case of simply downloading the attendance list and
counting the entries? No. You'll probably need to "massage" the list before you'll get the results you're
looking for…

Are you a serious note taker? If you’re like
me, you may take notes on a yellow tablet
next to your computer, or on paper sticky
notes, within OneNote, using Planner and
ToDo, and whatever other tools are
available within your organization.
For me – it’s all of the above.
Sticky Notes allows you to capture ideas,
notes, and important info across the apps
you already use. Now you can
conveniently view, edit, and create notes
directly in Outlook for the web, making it
easier than ever to keep track of your
notes as you go through email.
Read more at https://www.microsoft.com/en-
us/microsoft-365/blog/2019/11/26/customize-
excel-track-notes-outlook-whats-new-to-
microsoft-365-november
Keep track of Sticky Notes in Outlook on the Web

Without Outlook on the
Web, you’ll find the
Notes on the left Nav
bar, above your Groups.
The New Note button
appears on the top left
of your screen.

What’s great about this
feature is that you can
create them on the fly,
with links and images to
whatever you’re working
on, and keep them all in
one place.

Additionally, you can
leverage the new OneNote
feed to conveniently
combine your notes across
Sticky Notes, recent OneNote
pages, and even some
mobile apps (Samsung
notes) so that you can easily
reference them while you’re
composing an email in
Outlook.com or Outlook on
the web.
You can use the search to
find the note you are looking
for and even copy and paste
a note right into an email.
You can also create a new
Sticky Note right from the
OneNote feed to capture any
ideas or thoughts you have
while working in Outlook

Who won the round?
19 votes 8 votes
Christian Tom

Sometimes you’d like respondents to a
form to upload or attach files to provide
important information or context when
answering questions.
Microsoft Forms now gives users the
ability to include file uploads.
With this new feature, you can easily
create a resume collection form, a claim
form, or a photography competition form.
Read more at https://www.microsoft.com/en-
us/microsoft-365/blog/2019/11/26/customize-
excel-track-notes-outlook-whats-new-to-
microsoft-365-november/
Upload files to Forms questions for added context

To get started, click the drop-
down menu to add advanced
question types and select
File Upload.

The new question type
appears in your form, giving
you the options to limit the
number of files uploaded,
and file size limitations.

Here is the completed form,
from the view of the user.

When you select the upload
button, the standard file
explorer window opens,
allowing you to select from
local and cloud resources.

Once you successfully add a
file upload question, a folder
will be automatically created
in your OneDrive or
SharePoint.

Once the user completes the
rest of the form, they get a
Thank You window…

…and their survey
responses and uploaded
files appear in the Admin
console in real-time.

Using the SharePoint Viewers Site Feature in SharePoint Online
I frequently get asked if there is a way to see who has viewed a particular document in a SharePoint
Online library. I normally tell them that they can see how many people have viewed a document, but not
the specific individuals. Now, you can activate the SharePoint Viewers site feature in SharePoint Online
to get that very information. Here's how it works…
In your site under Site Settings, go to Site Actions > Manage site features:

Scroll down to the SharePoint Viewers feature and click Activate if it is not already Active:
Before the feature is activated, you can see the number of views If you hover over the Ellipsis icon:

If you click the number of views link, you'll see the following… how many viewers by week, but no specific
list of viewers:

Once the feature is activated, you'll now see the people icons of the document viewers when you hover
over the Ellipsis icon:
When you hover over the views link, it'll show you who the viewers are:

If you click on the viewers link, you'll get the viewers by week information, as well as the actual people
who viewed the document and when they did so:

Who won the round?
10 votes 15 votes
Christian Tom

Using the Responder Progress Bar in Microsoft Forms
There's nothing quite as frustrating in surveys when you answer a series of questions and click Next… and
more Next… and more Next… and you have no idea when it's all going to end. Now in Microsoft Forms,
you have the ability to add a Responder Progress Bar so that your responders have hope that it'll all end
soon… Here's how it works..
If you have more than one section (or "page") in your survey, go to the Survey Settings and click on the
Show progress bar option:

Using the Responder Progress Bar in Microsoft Forms
That's all it takes! Now when someone is responding to a survey, they'll see a Page ## of ## bar at the
bottom so they know how much longer the survey will take to complete:

With Sheet View in Excel, you now have a new way
of letting users create customized views without
disrupting others, making collaboration seamless.
Sheet View allows users to sort and filter the data
they need, and then select an option to make
those changes visible just to themselves or to
everyone working in the document.
Once selecting to make changes just for yourself,
that filter and sort will not affect other
collaborators’ view of the workbook. All your cell
level edits propagate through the file regardless of
your view, so you can make all your edits right in
your personal Sheet View.
Read more at https://www.microsoft.com/en-us/microsoft-
365/blog/2019/11/26/customize-excel-track-notes-
outlook-whats-new-to-microsoft-365-november/
Collaborate without disrupting a shared workbook
with Sheet View in Excel

When working in a
complex spreadsheet with
many variables, you can go
into View and create a new
Sheet View, giving you a
personal (or shared) view
into the table.

You can tell that you’re
within Sheet View by the
dark box shading around
your spreadsheet.
From here, you can select
filters and manipulate the
view of the data, and select
save – or share this new
view with others.

Sheet View is a simple and
useful way of playing with
shared data without
disturbing others.

Who won the round?
16 votes 6 votes
Christian Tom

Since the launch of Microsoft Teams, Admins have been asking for a simply
method for “archiving” Teams. The problem, of course, is that a Team is not a
simple container – but a grouping of multiple containers, people, content types
and tools.
Previously, to archive a Team, the Admin had to manually change settings around
Teams, Groups, SharePoint, and Exchange. In a Fall update, Microsoft has
automated some of this process so that Admins can “remove” certain Teams from
the view of end users, allowing them to determine what to do with the associated
assets in the near-term and long-term.
Note: You must be a Teams service admin to make these changes.
Archived teams can be reactivated, but you can’t directly restore a team that has
been deleted. Consider archiving the team first, and postpone the deletion until
you're sure that you no longer need the team.
Read more at https://docs.microsoft.com/en-us/microsoftteams/archive-or-delete-a-team
Archive a Microsoft Team

Within the Teams Admin
Center, go into Manage
Teams and select the team
to be archived.
Once highlighted, select
Archive from the top menu.

A warning pops up before
you commit to the archive.
From here, you also have
the ability to make the
associated SharePoint site
read-only.

Once confirmed, it takes a
few minutes to process,
depending on the size of
the team and number of
resources.

Once archived, the Team no
longer appears in the view of
end users, however, the Admin
has the ability to reinstate or
fully delete the Team.

The Org Chart Web Part in SharePoint Online
One thing I see frequently in department web sites is some sort of organization chart so that people
know who the boss is and who all reports to them. This can be a PDF document, a Visio diagram, or some
other cobbled-together image. Now you can add an org chart to your site using the Org Chart web
part in SharePoint Online, and it'll always be up-to-date! Here's how it works…
In a Modern site page, click the Plus Icon to add a web part, and scroll down to Organization Chart:

When the Organization Chart web part appears, add the name of the management person who will be
the highest level of the org chart:

Once you add the person's name, they will appear in the upper-most box, and everyone who reports to
them will appear underneath that box:

You can also use the Organizational chart configuration panel on the right to list how many people
above the management person should appear. In this example, I indicated that I wanted to see the three
levels above my direct manager:

When I save the page, I now have an org chart on my SharePoint Online page that will always pull from
the most up-to-date information in the system:
Please note: If your Active Directory entries for test/admin accounts happens to carry over manager information for
the person to whom the admin account belongs to, they will show up in this organization chart. There's no
configuration options to this web part that allows you to filter them out. If you need something different than what
you see here, you'll need to continue to manage your own organization chart using whatever tools are appropriate
for your situation.

Who won the round?
12 votes 10 votes
Christian Tom

Christian! 0 5 10 15 20
WHO WON ROUND 5?
WHO WON ROUND 4?
WHO WON ROUND 3?
WHO WON ROUND 2?
WHO WON ROUND 1?
December Dust-Up
Christian Tom

Final
Leaderboard
Most Rounds Won
Tom (70-69-1)
Most Events Won
Christian (14-13)
Most Overall Votes
Tom (2200-2171)
Event Date Location Rounds Won Votes Won Rounds Won Votes Won
9/12/2017 Online 3 31 2 29
10/28/2017 SPSTC 1 74 4 96
11/28/2017 Online 2 11 3 15
1/16/2018 Online 4 167 1 104
2 54 3 53
3 152 2 122
3 141 2 136
2 87 3 104
3 63 2 33
4 178 1 137
0 37 5 183
1 31 4 64
4 168 6 200
4 108 1 59
2 69 3 64
4 88 1 60
4 69 1 50
3 56 2 78
2 54 3 51
3 114 1 91
1 65 4 104
2 57 3 51
4 67 1 38
3 54 2 41
2 67 3 68
2 81 3 71
2 57 3 69
TOTAL 70 2200 69 2171
12/29/2020 Online
5/26/2020 Online
6/23/2020 Online
11/24/2020 Online
2/7/2019 Online
4/19/2019 Online
5/22/2019 SPC19
6/20/2019 Online
10/27/2020 Online
9/24/2019 Online
11/26/2019 Online
10/29/2019 Online
7/30/2019 Online
8/26/2019 Online
2/24/2020 Online
3/24/2020 Online
4/22/2020 Online
Christian
1/15/2019 Online
7/25/2018 Online
2/3/2018 SPSUTAH
8/28/2018 Online
11/17/2018 SPSTC
12/19/2018 Online
Tom

Thank you!
Christian Buckley
@buckleyplanet
buckleyPLANET.com
Tom Duff
@Duffbert
OneMinuteOfficeMagic.com
Please remember to subscribe on YouTube!

Microsoft 365 Productivity Tips "December Dust-Up"

Recommended

Recommended

More Related Content

What's hot

What's hot (19)

Similar to Microsoft 365 Productivity Tips "December Dust-Up"

Similar to Microsoft 365 Productivity Tips "December Dust-Up" (20)

More from Christian Buckley

More from Christian Buckley (11)

Recently uploaded

Recently uploaded (20)

Microsoft 365 Productivity Tips "December Dust-Up"