Office 365 is an amazing piece of software that, if used correctly, can take your business's productivity to another level. There are many tips and tricks that come with Office 365, but here at Omega we picked out our 10 favorite features.
1. Recall your internal email
Have you ever sent an email that wasn't supposed to be sent or has an embarrassing error? Outlook now gives you the ability to get those messages back (if they are not opened by the recipient). To be clear, this only works on emails sent internally. If you send an email to someone outside of your organization there is no way of getting it back.
1. Double click on the message you want to recall so a new window opens up
2. Find the Move section in the message tab
3. Click Actions > Recall This Message
4. A pop-up will appear with these two options
5. Check the recall action that fits your needs.
Note: Selecting the replace with a new message is handy if you forgot to add an attachment to your original message. I also suggest checking the "Tell me if recall succeeds or fails for each recipient" so you know if you have to fess up to your mistake.
2. Office Lens
Office Lens is a capture app that turns your smartphone into a pocket scanner and it works with OneNote so you’ll never lose a thing. Use it to take pictures of receipts, business cards, menus, whiteboards or sticky notes. Office Lens crops, enhances and saves to OneNote. Just like that—all of the scanned images you capture from Office Lens are accessible on all of your devices.
3. Ignore the Reply All Conversations
If you are constantly receiving messages from a large reply all conversation that you shouldn't be a part of, it can be stopped by a click of a button. Outlook offers an ignore button which disables the conversation.
In the message list, click the conversation or any message within the conversation that you want to ignore.
In the Delete group, click Ignore.
If you are working from an open message, click Message, and then in the Delete group, click Ignore.
NOTE: The Ignore Conversation command in step 4 appears in the Ignore Conversation dialog box. This dialog box doesn’t appear if you previously selected the Don’t show this message again check box.
To stop ignoring a conversation, do the following:
NOTE: You can only recover an ignored conversation if it is still available in the Deleted Items folder.
In the Deleted Items folder, click the conversation that you want to recover, or any message within that conversation. By default, the Deleted Items folder is arranged by date. To change to Conversation view, click Arrange By, and then click Conversation.
In the Delete group, click Ignore.
Click Stop Ignoring Conversation.
The conversation is moved back to your Inbox. Future messages are delivered to your Inbox.
NOTE: The Stop Ignoring Conversation command in step 4 appears in the Stop Ignoring Conversation dialog box. This dialog box doesn’t appear if you previously selected the Don’t show this message again check box.
4. Turn the Mouse into a Laser Pointer
This is a very simple trick that comes in handy when you forget your laser pointer. PowerPoint gives you the ability to change the mouse into a laser so you don't have to awkwardly point at the information you want to emphasize.
- Press and hold CTRL, and then click and drag the left mouse button to point to the contents on the slide that you want to draw attention to.
NOTE: If you want your audience to see the laser pointer, but not your mouse pointer, be sure to press and hold CTRL before you move your mouse to keep the mouse pointer hidden.
5. Excel Flash Fill
Excel has made their automatic fill even better with Flash Fill. Flash Fill sees what you are doing and does the rest of it for you.
For example, say you are changing the formatting of a list of people's names from spread across two columns (first name, last name) into a single column. When you type the second reformatted name, Excel displays the whole list, reformatted. Just click to accept it.
Flash Fill is on by default and automatically fills your data when it senses a pattern. However, if it’s not working as expected, here’s how you can check if Flash Fill is turned on.
Click File > Options.
Click Advanced and make sure the Automatically Flash Fill box is checked.
Click OK, and restart your workbook.
6. Document Collaboration
Using real-time co-authoring, colleagues, friends and family can contribute and edit documents simultaneously in the Word Web App, PowerPoint Web App or Excel Web App. New real-time presence helps you see where your co-authors are working in the document so that you don’t create conflicts as you edit. Additionally, the new ability to see changes to text and formatting as they happen will help you and your co-authors stay on the same page as your ideas develop and evolve.
And because Office Web Apps now save as you go, your team’s edits are included and seen as they happen.
Don’t know about Office Web Apps? Office Web Apps are the best free alternative to Office. They are online versions of the core Office applications and extend the Office experience you know and love with anytime, anywhere online editing and collaboration on Excel, Word, PowerPoint and OneNote files.
7. Skype Chat or Video with Co-Workers While Working on a Document
You may want to get some input on what you are writing when collaborating with multiple employees. Luckily Office 365 gives you the ability to do just that with Skype Chat or Skype Video.
When someone is editing with you in Office Online (Word, Excel, PowerPoint, or OneNote), click the Chat, button to open the chat pane.
Type in the box at the bottom of the pane to kick off the conversation. Everyone who has signed in as an Office 365 subscriber will see your message and be able to respond.
If you use Skype on your mobile device or web browser, you'll be able to participate in the chat, even when you're away from the document. The name of the chat is the name of the file.
NOTE: You might be editing with people who don't have an Office 365 subscription. If they have a Skype account, they can participate in the chat on their device or a separate browser window. But they won't have a chat pane next to the document when they're in Office Online.
Click the Call or Video call icon to add a phone call or video conference to your chat.
If you're prompted to install a plugin, that takes only a few moments. You'll be able to make the call right away.
8. Leave Comments on Word Documents
Leaving comments can be very useful when editing an employees work or even reviewing your own. You can highlight text and comment on the side describing what to change.
Select the chunk of text on which you want to comment.
Be specific. Although you may be tempted to select the entire document, only the first few words of a longer chunk are necessary.
Click the Review tab.
In the Comments group, click the New Comment button.
The New Comment button is shown here.
Click it to see a Comments box to the right of the current page, similar to the one shown. The side of the page where the comment appears is called the markup area.
4. Type your comment.
Jot down your thoughts. A comment can be, although you probably don't want to write more than a few lines. If you desire, you can apply text formats to the comment.
5. Press the Esc key when you've finished typing the comment.
Or you can click in the document's text.
9. Teach Your Inbox to Declutter Itself
Clutter takes any and all rules you have set up for your inbox and uses them. You then train it by marking messages as clutter.
It will then start to automatically move less important messages into the "Clutter" folder for you to read or delete later. This feature is new to the Office 365 that comes in handy to make sure you are getting the top priority mail to your inbox.
10. Turn Your Rows of Data into a Data Map
This is a cool feature of excel that is extremely useful if you are using geographical data. Microsoft Power Map for Excel is a three-dimensional data visualization tool that lets you look at information in new ways. A power map lets you discover insights you might not see in traditional two-dimensional tables and charts.
With Power Map, you can plot geographic and temporal data on a 3-D globe or custom map, show it over time, and create visual tours you can share with other people. You’ll want to use Power Map to:
Map data Plot more than a million rows of data visually on Bing maps in 3-D format from an Excel table or Data Model in Excel.
Discover insights Gain new understandings by viewing your data in geographic space and seeing time-stamped data change over time.
Share stories Capture screenshots and build cinematic, guided video tours you can share broadly, engaging audiences like never before. Or export tours to video and share them that way as well.
You’ll find the Map button in the Tours group on the Insert tab of the Excel ribbon, as shown in this picture.
There you have it. Those are our favorite features of Office 365. I hope you can take away something from this post and implement it into your daily use of Microsoft Office. If you have an questions don't be afraid to contact us or visit our website at www.omegacomputerservices.com.