Description
Gannon utilizes Microsoft 365 and an abundance of resources that it provides. Included in the following is information and instruction regarding the software's applications' and sites' functions. This is in reference to Maroon Minute's Tech Tips.
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Take meeting notes in Microsoft Teams. Within a meeting window, notes can be captured and shared. They will stay with the meeting once left.
Calling in (dialing in) to meetings can be highly convenient for users who are on the road and cannot attend a meeting using the Microsoft Teams app on their laptops or mobile devices. There are other scenarios in which using a phone to attend a Teams meeting can be a better option than using an app on a computer:
- Internet connectivity is limited.
- A meeting is audio only.
- If you fail to successfully join a Teams meeting.
- If the call quality is better when dialing in.
- To join a meeting "hands free" using Bluetooth devices.
- If you find it is easier and more convenient for your situation.
An email with an audio conference PIN will be sent shortly.
Use breakout rooms in teams. You can pre-populate Breakout Rooms before a meeting:
- Go to the Teams meeting invite on your Teams Calendar.
- Go to Breakout rooms.
- Select Create rooms.
Or create them on the fly during a meeting:
- Go to the meeting controls.
- Select Breakout rooms.
Consult with colleagues in calls. While on a call, you can easily place someone on hold, contact a colleague, and return to the caller or transfer by completing the following:
- While in a call, select More actions, Consult, then transfer.
Manage your call settings in Teams with Microsoft Teams Calling.
To transfer a call on a desktop:
- While in a call, select More Actions.
- Select transfer.
- Type the name of the person you want to transfer the call to.
- Select them when they appear.
- If the person is in your org and using Teams or Skype for Business, turn on Ring back if there's no answer to send the call back to you if the recipient doesn't answer or has call forwarding set.
- Select Transfer to complete the transfer
Note: Any other numbers (like mobile numbers) are added to accounts.
To transfer a call on a mobile device:
- While in a call, select More actions.
- Select Transfer.
- Choose Transfer now.
- Type the name of the person you want to transfer the call to.
- Select the name of the person to complete the transfer.
Navigate from Teams to Kaltura in 30 seconds. Tex Brieger, our Chief Online Learning Officer to show you how to do so.
Managing Teams Notifications and Setting Quiet Hours
Manage notifications in Microsoft Teams. Be sure that message notifications will not be displayed during any presentations:
- Open Settings.
- Go under Notifications.
- Navigate to the ellipse in the top right corner of Teams.
- Select “Only show in feed” for messages to not pop up on your desktop or turn them off during meetings and calls.
To take control of when calls are received, set up Quite Hours:
- Open Teams on your mobile device.
- Go to Calls,
- Navigate to your profile in the top left corner.
- Go to Notifications,
- Go to Quite hours or During quite time
Note: You won’t miss those calls; they will go to voicemail for you to retrieve when you choose.
Sync with OneDrive. You may now sync files between your device and your Microsoft 365 account.
Scan to OneDrive. Scan documents, whiteboards, and business cards with the app.
Instead of attaching files to an email for someone else to view and edit, send a link to that file in One Drive. Grant them permission. This is so that they are able to make changes to that same document. This prevents the need for multiple versions to be tracked.
Block downloads from OneDrive and SharePoint:
- Select the circle in the upper corner.
- Select Share at the top of the page.
- Select Anyone with the link can edit to open Link settings.
- Uncheck Allow editing.
- Turn on Block download.
- Add your message.
- Send the invite.
Edit PDF's with Microsoft 365. Word 365 allows a PDF in Word to be converted into a Word document to be edited. Once edited, the document can be turned back into a PDF. This allows easy copy and paste functionality within PDF files.
Office files in OneDrive and Teams generally open in the M365 Office sites. This is as opposed to the full version of Word, Excel, and PowerPoint in desktop applications. If it is preferred to work with files in desktop applications, change your file open preference as described below:
- Open Teams.
- Go to Setting and more.
- Select Files.
- Open preference.
- Select Desktop app.
Attach Files or Insert Pictures in Outlook. Easily attach recent documents to an email in Outlook 365 to decrease search time.
Save frequently used text to avoid repeated typing:
- Highlight the text in a new email window.
- Click on the Insert tab.
- Click on the Quick Parts drop down.
- Select Save selection to the Quick Parts gallery.
- Click on the pop up suggestion
- Select it to insert it.
Microsoft 365 placed a limit on receiving and sending emails. Each Outlook user is able to send one email to 500 recipients at a time per hour and can send to 5,000 recipients per day. These settings are not changeable per Microsoft's Email Policy.
Encrypting an email message in Outlook means that it has converted from readable plain text into scrambled cipher text. Only the recipient who has the private key, that matches the public key used to encrypt the message, can decipher the message for reading. Any recipient without the corresponding private key, however, sees indecipherable text.
Update your outlook calendar anytime that you are busy or going to be out of the office. This is especially between the hours of 8:00AM and 4:30PM. This makes scheduling much easier and more convenient.
FindTime is an Outlook add-in that provides accessibility to meet with others. It aids in pinpointing times to meet by searching through your attendees' data. Polls are also created where attendees may vote on the time suggestions. They may even suggest new times themselves.
You can use My Day to help focus on daily tasks. You can even install the Microsoft To-Do app on your phone. Links, announcements, contacts, issue tracking, and surveys are all types of items you can create in Lists, available on Microsoft.com. Lists can also include tasks that you can use as a focal point for team collaboration or in a business solution. How is this different than To-do? To-Do is meant for you, while Lists can be individual or collaborative.
Utilize Bookings to create various meeting types and make them available based on a set schedule. Share the link or publish it on a site. Book time with Daniel Giannelli now or view as a demo page.
To search a table, or row by row, use either XLOOKUP or VLOOKUP. They can each search for Excel cells, columns, rows, and tables.
Embed active surveys, quizzes, and polls directly into a PowerPoint slide with MS Forms. To do so:
- Find your Forms add-in under Insert tab.
- Get Add-ins.
- Select Admin-managed.
- Select Forms.
There are more features and flexibility than just sharing a screen. For the full walk through and for more information, click here.
Whiteboard is a tool for drawing diagrams, jotting notes, writing, or anything else that could be done so on a traditional whiteboard.The Whiteboard app is optimized for touch and Surface Pen input. While you can draw on the whiteboard with a mouse, the app does not accept keyboard input.
A lightweight version of Visio is now included with our Microsoft 365 licensing. It provides the opportunity to collaboratively create professional diagrams anytime, anywhere. Utilize it to brainstorm and diagram networks, flowcharts, org charts, and floor plans.
Having multi-factor authentication (MFA) enabled at Gannon is one of the most impactful ways to protect clients and the Gannon community as a whole. It has an effective means to reduce the threat and potential impact of business email compromise as a result of Phishing. You can check and update your self-service password reset (SSPR) email and phone number. These are necessary for MFA. Your Gannon account is protected by the additional layer of security provided by MFA. It relies on two forms of authentication:
- The password to your account
- Access to a trusted mobile device or a non-Gannon phone
Note: It is recommended to have both methods set up if possible. ITS cannot turn MFA off for individual accounts.
When you sign in from outside the Gannon network, you will be prompted for one of the following:
- Text or call to phone number provided. This could be mobile/non-Gannon phone.
- Microsoft Authenticator App. This method requires the download of the application on your phone.
Microsoft changed the traditional multi-factor notifications in the Authenticator app to what is called number matching authentication to provide enhanced security. If you are using the Authenticator app on your mobile device, instead of seeing a prompt, you will see a message to enter a number from the M365 app you are accessing. Enter the number in the Authenticator app to complete the sign-in process.
Note: If you have recently signed in to M365, you may not be prompted to provide MFA authentication for up to 90 days.
Register for upcoming trainings through CETL to get the basics you need.
These are just add-ins. If they are not free than the cost is to be covered by the individual.
- Geographic Heat Maps
- Mendeley Cite
- People Graph
- QR4Office
- Symbols and Characters - Fast Symbol Lookup
- Forms
- FindTime
- MathType
Note: There is no support from ITS.
Phishing is an identity-theft scam that utilizes fake emails and sites to trick people into giving out personal information. To avoid the potential threats of phishing:
- Always be suspicious of e-mails asking for sensitive information.
- Never respond to an e-mail request for personal information.
- Never follow the links in an e-mail you suspect might be phishing.
Juice Jacking
What Is "Juice Jacking", and Should I Avoid Public Phone Chargers? Charging your electronic devices at free USB port charging stations, such as those found near airport gates, in hotels and other travel-friendly locations, could have unfortunate consequences. FBI and FCC are warning people that criminals have figured out ways to use public USB ports to introduce malware and monitoring software onto devices while they are being charged. In some cases, criminals have left cables plugged in at the stations. Fraudsters may even give you infected cables as a promotional gift. Don't let a free USB charge wind up draining your bank account. Here are some tips to help you avoid becoming a juice jacking victim:
- Avoid using a USB charging station. Use an AC power outlet instead.
- Consider carrying a charging-only cable, which prevents data from sending or receiving while charging, from a trusted supplier.
- Bring AC, car chargers, and your own USB cables with you when travelling.
- Carry a portable charger or external battery.