Office 365 Tips

 Office 365 Tips

Mail Merge allows you to create multiple documents based on information contain in two different files. You’ll need the main document (e.g. a letter), and a data source (e.g. list of addresses) from Excel or Outlook Contacts. Then follow the instructions below to produce a merged document with these files using Mail Merge.

  1. In Word, open your main document such as a letter or the content of an e-mail. If creating labels, start with a blank new document.
  2. Click on Mailings > Start Mail Merge >Step-by-Step Mail Merge Wizard…

    Start Step-by-Step Mail Merge

  3. The Mail Merge Wizard will open as a Task Bar to the right of the document. Select the document (Letters, E-mail messages, Envelopes, Labels or Directory) you would like to create

    Mail Merge Step 1

  4. Click on Next: Starting document at the bottom of the Mail Merge Task Bar
  5. At Step 2, select the following option if you are
  • Creating letters or e-mails: Select Use the current document. This step will make sure the opened document will become the main document in the process
  • Creating labels: Select Change document layout and click on Label options…
  1. Under Tray, select Manual Feed (Place your label paper facing up on the manual feed tray of your printer and open the rear output tray)
  2. Under Label vendors, make sure Avery US Letter is selected.
  3. Then under Product number, find the label that matches the label number on the Avery label box.
  4. Click on OK.

Picture of Printer

Label Settings

  1. Click on Next: Select recipients
  2. At step 3, select one of the two options below
  • If using an Excel list, select Use an existing list, then click on Browse… Find your Excel file and click on Open
  • If using Outlook Contacts, click on Select from Outlook contacts and Choose Contacts Folder. Select your contact folder from the list and click on OK
  1. Click on OK to complete the selection of the list
  2. Click on Next: Write your letter or e-mail message (if creating an e-mail)
  3. At step 4, click on the main document to position the cursor where the Merge Fields will be added. If the main document are labels, the cursor will be at the first label by default. Just add the Merge Fields there
  4. With the cursor in place, click on More items… Double click on all the Merge Fields needed to complete your document. When done, click on the X to close

    «First_Name»«Last_Name»«Street1_Line1»«City»«State»«Zip_Code»

  5. Next, click in between each merge field, outside the chevron symbols (»|«), and add spaces and any punctuation needed to separate the Merge Fields (see below)

    «First_Name» «Last_Name»
    «Street1_Line1»
    «City», «State» «Zip_Code»

  6. Click on Next: Preview your letters, Labels or e-mail message to do just that. Use the arrow buttons between Recipient on the Task Bar to preview the information from the data source in your main document.

    Recipient Navigation Bar

  7. Click on Next: Complete the merge
  8. Select one of the following option depending on what you are creating
  • If creating letters or labels
  1. Click on Edit individual letters… and OK. This option will open your merged document in a new document. Check the information for accuracy.
  2. The last step is to either Print or Save the document for later use
  • If creating e-mail messages
  1. Click on Electronic Mail…

    Important
    : Make sure your Outlook client is opened and you are logged on with the appropriate account (e.g. your office account). Word will use this account to send the e-mail messages

  2. At the To prompt, select the Merge Field containing the e-mail addresses.
  3. Enter a Subject line and click on OK. The process will take a few minutes to complete, depending on the size of the list.

    Complete the Mail Merge
 

You can now record your computer screen and audio with Screen Recording in PowerPoint for Office 365, 2016. You have the option of adding the recorded video to a PowerPoint presentation or you can save it as a separate file to create a screencast.

Record from your computer screen and embed the recording in PowerPoint

  1. Start PowerPoint.
  2. Open the slide where you want to add the screen recording on.
  3. On the Insert tab, click/tap on Screen Recording.

    Screen Recording Button

  4. A pop up menu will open (the Control Dock) Tap/click Select Area.

    Control Dock

  5. Point the cross-haired cursor at the top left of the area you want to record, then click and drag to select the area.
  6. By defaul, the Audio and the Record Pointer are selected on the Control Dock for recording. You can turn them off by just clicking on those options.
  7. When Ready, click Record. (Unless you pin the Control Dock to the screen, it will slide up into the margin while you record. To make the unpinned Control Dock reappear, point the mouse cursor at the top edge of the screen.)
  8. As you record the screen, you can do the following:
  • Click Pause to temporarily stop the recording (Windows logo key+Shift+R):
  • Click Record to resume recording (Windows logo key+Shift+R).
  • Click Stop to end your recording (Windows logo key+Shift+Q).

    Control Options 

  1. When you are finished recording, save your presentation: File Save. The recording will be embedded on the slide on your PowerPoint presentation.

    To save the recording itself as a separate file on your computer, right-click on the recording, and select Save Media As. In the Save Media As dialog box, specify a file name and folder location, then click Save

    Save as media

Set your video Start settings

In your PowerPoint presentation, right-click the video frame, click Start, and pick how you want your video to start in your presentation

Customize Start

Trim your video

  1. Right-click the video frame, and click Trim.
  2. Slide the Markers or use Start Time, End Time to cut out portions of the video at the begining and the end of the clip

    Customize Trim

  3. When done, tap/click on OK 

Apply a style to the video frame

In your PowerPoint presentation, right-click on the video, click Style in the Control Dock menu, and pick a style.

Customize Style

Outlook 365 - Sending Large Attachments

File sizes have grown over the years; however, not all e-mail service providers have kept up with attachment limits. Sending a file larger than your recipient's file size limit may prevent your message from reaching their inbox. Before sending out an e-mail with a large attachment (> 5 MB), consider using the OneDrive online storage provided with your Office 365 membership to share files as a link.

Attaching your File

Once you have your message and file ready, find the "Attach" menu and choose the "Cloud Locations" option.

screenshot displaying the attach menu

 

Next, choose the option "Computer" to instruct the OneDrive tool to look at local files, then browse for and select your file.

screenshot displaying the menu options

 

You'll be prompted to choose how to attach your local file. Confirm that you wish for the file to be uploaded to OneDrive and attached as a link.

screenshot displaying the upload and share as a onedrive link option

 

Once your file has finished uploading, you'll see it attached as a OneDrive link. Your recipient will be able to download the file as long as it exists within your OneDrive storage.

screenshot displaying a completed onedrive file upload and attachment

 

For more information on Microsoft OneDrive and using it to store, share, and collaborate on your files, check out the Learning OneDrive course on Lynda.com!

Backing up data is an important part of managing your digital content, and here at Stockton all files saved to your My Documents folder are automatically backed up to Stockton’s servers.  This protects your work from accidental deletion, corruption, or hardware failure, and gives you access to it from any Stockton computer that you’re currently logged in to.

In this example of how to save your work to your Stockton network backup folder, we’ll be using any component program of the Microsoft Office Suite.


With your document open, click on the File tab.

screenshot displaying the location of the File tab in Microsoft Word

 

Next, choose the menu entry “Save As”, followed by “Browse”. This option will allow you to navigate to and choose your “My Documents” backup folder as the storage location for your document.

screenshot displaying the "this pc" menu entry in the "save as" dialog in Microsoft Word

 

Keeping your documents backed up is critical to data security, and lost work is lost time! Nobody wants to re-write a syllabus from scratch, or to lose batches of data collected in the field. Additionally, if you’re ever off-campus and need a document, you can access this folder by logging into Stockton’s VDI, a virtual desktop service that operates on Stockton’s network.

For tips on moving your existing files over to the local backup folder, check out this handy video course on Lynda.com!

 

Reply All is the default option when replying to messages in Outlook on the Web for Office 365. You can select Reply by clicking on the down arrow to the right of Reply all, but when responding to an e-mail, Reply all is the default option. 

Outlook on the Web ToolBar

To change the default option on your account to Reply rather than Reply all, follow the instructions below:

  1. Go to Outlook on the web from the Stockton Portal or at https://outlook.office365.com and sign in
  2. On the top right, click or tap on Settings

Outlook Settings

  1. Under Your app settings, select Mail
  2. To the left, under Options, Mail, Automatic processing, click or tap on Reply settings
  3. Select Reply under Make my default response

Outlook Options

  1. Click or tap on Save

The response button will now change to Reply

Groups are the new and improved option in Office 365 for sending e-mails to multiple people. They replace Contact Groups (formerly known as Distribution Lists) and also include powerful collaboration features. 

Use Groups in Office 365 to collaborate with and easily set up a collection of resources with Stockton users to share. Adding members to the group automatically gives them the permissions they need to the tools your group provides.

The instructions below will show you how to create Groups in Outlook.

  1. Open Outlook 2016.
  2. Do one of the following to start a new Group:
    • Outlook 2016 Client. Select Home New Group.

      Toobar New Group

    • Outlook on the Web. In the navigation pane (left), below your Folders, next to Groups, select the + button. (If you have a long folder list, you'll need to scroll down until you see Groups.)

      Create Group

  3. Fill out the group information.

    Fill out Group Information
  • Group name: Create a name that captures the spirit of the group.
  • Once you enter a name, a suggested email address is provided. "Not available" means the group name is already in use and you should try a different name. Note that once you choose a group name, it cannot be changed.
  • Description: Optionally, enter a description that will help others understand the group's purpose. This description will be included in the welcome email when others join the group.
  • Classification: Choose a classification. Options available depend on what your organization has set up.
  • Privacy: By default, Groups are created as Private. This means only approved members in your organization can see what's inside the group. Anyone else in your organization who is not approved cannot see what's in the group.
    • Select Public to create a group where anyone within your organization can view its content and become a member.
    • Select Private to create a group where membership requires approval and only members can view group content.
  • Send all group conversations and events to members' inboxes Optionally, check this box to enable members to see all group conversations and events in their inbox without having to visit separate group workspaces. Members can change this setting for their own mailboxes.
  1. Select Create.

You can now use your Group in an e-mail just like a distribution list

Add Members to your Groups

  1. Your Groups are accessible from your Folder List. Just scroll down to Groups and click on the arrow to expand it.
  2. Select your Group
  3. On the Groups ribbon, select Add Members

    Add/remove members

  4. In the Add Members dialog box, under Add people, search for the new member and click on his/her name to add the account to the Members list
  5. Click on OK when finished

Remove Members from your Groups

  1. Your Groups are accessible from your Folder List. Just scroll down to Groups and click on the arrow to expand it.
  2. Select your Group
  3. On the Groups ribbon, select Add Members
  4. Under Members, point at the person's name and click on the X to the right
  5. Click on OK when finished

Let Flash Fill help you enter data faster and more accurate. It predicts the rest of the data based on the first entry posted. Below are different ways you can take advantage of this feature in Excel.

Separate First and Last Name

If you have a list of names in one column, Flash Fill allows you to quickly separate the names in different columns. In the example below, I want first and last name to be in their own columns.

  1. Create first and last columns to the right of Names (See picture below)
  2. Enter the first names. As soon as you start typing the second "First" name, Flash Fill will preview a list, predicting how you want to fill the column

    Flash Fill Predicting

  3. Just hit the Enter key to complete the rest of the column

    Flash Fill Completed

 

Fill a Formula to Adjacent Cells

Flash Fill can also copy formulas by dragging the Fill Handle (bottom right) 

  1. Enter the formula and hit Enter
  2. Click on the formula to select the cell
  3. Point at the Fill Handle (bottom right) until the pointer changes to a black plus sign

    Fill Handle

  4. Click & hold and drag the Fill Handle across the cells you want to fill

Quickly Enter Months of the Year or Days of the Week

  1. Enter the month or day
  2. Click on the month or day
  3. Click & hold on the Fill Handle  
  4. Drag the Fill Handle across the cells you want to fill

Distribution lists make it easy to reach out to many organization members at once. Membership, however, is not an automatic process and must be managed manually.

To begin, open up your web browser and access Outlook Web. Find and click on the Settings (Gear-shaped) icon. Then, click on the entry “Mail”.

A screenshot detailing the locations of the settings icon and mail option in outlook web


Next, in the left-hand menu, click on “General” and then “Distribution Lists”. Under “Distribution Lists I Own” double-click on the name of the group you’d like to make changes to.

A screenshot detailing the locations of the general and distribution lists menu entries in outlook web


You’ll be brought to the details pane of the group, click on “Membership” to manage the users included on the distribution list. Click on the plus (+) icon to add members or click on member names followed by the minus (-) icon to remove members.

A screenshot detailing the locations of the membership panel and add members button in outlook web


When you click on the plus (+) icon to add members, you’ll be brought to a search page. Enter a last name and click on the magnifying glass to search for a user. Click the plus (+) icon to the right of a person’s name to add them to the list of users to be enrolled in the distribution list. Click Save ✔️ in the top-left of the search window when you’ve finished choosing new members.

A screenshot detailing the user search panel in outlook web


Click Save to finalize changes made to the group’s membership.

A screenshot detailing the location of the save button in outlook web