Office 365 Productivity Tips
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This document provides tips for improving productivity in Microsoft Office applications like Word, Excel, PowerPoint, and Outlook. Some key tips include customizing the ribbon and quick access toolbar, using the "spike" feature to cut and paste between documents, saving files as PDFs without Adobe, publishing PowerPoints online, mapping documents to OneDrive for access across devices, using QuickParts and sharing calendar availability in Outlook emails, and using the Outlook mobile app to access files on the go.
Office 365 Productivity Tips
- 1. Top 5 (plus a bunch more) Office Productivity Hacks
- 3. Customize the Ribbon File->Options->Customize Ribbon (in the example below, I have added a custom tab called ‘Mail’ that just has the commands I use most frequently – this can be done on each Office app (Word, Excel, PowerPoint, OneNote, etc.)
- 4. Customize the Quick Access Toolbar 4 Choose the commands you wish to add to your Toolbar; most common are email, print, undo, redo
- 5. Pin for Easy Access Pin documents for easy access (work across all your devices if you are saving your documents to the Cloud!)
- 6. Use Spike to Cut/Paste lots of data from different locations into a single location Spike is an advanced cut/paste function that allows you to cut and paste sections from several Word documents into a single document • CTRL+F3 to cut • CTRL+SHIFT+F3 to paste your selections into a document
- 7. You don’t need Adobe (mostly) • You can save any document as a PDF from any Office application • File->Save As->Save as type: PDF 7
- 8. Publish your PowerPoint to the web 8
- 9. Map Your ‘Documents’ To OneDrive • Go to your Documents Folder, Right Click, Properties, Then Location. Input the address for your OneDrive location from Windows Explorer 9
- 10. Outlook 12
- 11. Email Hacks • QuickParts • Calendar Peek • Share your availability in an email • Share your calendar all the time • Turn off notifications • Turn on Clutter • Change what makes items ‘Read’ • Control Searches 13
- 12. QuickParts 14
- 13. Availability and Calendar • Peek • Docking the Peek will show your calendar in email 15
- 17. Turn off notifications • It’s a proven fact that email notifications will interrupt your train of thought – turn off notifications! 19
- 19. Change what makes items ‘Read’ • File->Options->Mail->Reading Pane 21
- 22. OneDrive for Business • Consolidate your OneDrive Accounts 24
- 23. Get the Outlook App for iOS (Android in Beta) 25
- 24. Get the Outlook App for iOS (Android in Beta) 26
Editor's Notes
- #6: You should pin any document – if it’s stored in the Cloud, you can Pin it.
- #9: You can use this as a replacement for WebEx or Lync
- #10: Important caveats: No special characters in your file name No more than 20,000 files You will have sync errors – there is no getting around that! No executables
- #15: QuickParts allows you to quickly place formatted text into email.
- #21: Clutter uses Machine Learning to see which emails you open. Over time; it will move items that it ‘thinks’ are less important. Note that this folder will be available to you across your devices.
- #22: I use this because of the sheer amount of email I get; it keeps items from getting marked as ‘read’ that aren’t really read. If you use the default settings, then items will get marked as read as you sort through your mail. With these settings, you must stay on a message for 5 seconds before it will be marked as read. By checking the last check box you can progress through your mail by click the space drive.
- #23: These are the default settings that I use for search. You can also change the highlight color if you don’t like yellow! If you manage multiple mailboxes (such as admin role), the you should click All Mailboxes in the “Include Results Only From:” dialogue box.
- #26: Great blog post here: http://blogs.office.com/2015/01/29/deeper-look-outlook-ios-android/