Adding Safe Senders in Outlook

If you would like to add an individual sender (person@example.com) or sender's domain (like @example.com) to your Safe Senders list in Outlook, you can quickly accomplish this task with the following steps:

1)  From the Home menu, navigate to Junk > Junk Email Options

2)  Click the Safe Senders tab and then click Add...

3)  Type in the sender's email address or domain name and click Ok.

4)  Additionally, you can check boxes to trust e-mail from your Contacts and/or automatically add people that you email to the Safe Senders list.

Compare Two Versions of a Document in Word

In this post, we share how two or more documents can be compared in Microsoft Word to determine the changes and differences between them.

To begin, open Microsoft Word and start a new document.

Click the Review tab at the top of the page and then click the drop-down under Compare.

Browse to the Original document and the Revision of the document.  Once this is complete, click OK.

Microsoft Word then compares the documents and makes note of all the changes that exist between the two documents.

Microsoft Office 2016 New Features List

Computers labs and new computers currently being distributed have been updated with Microsoft Office 2016. We have compiled a few of the new features to take advantage of with this new update.

Outlook offers additional ribbon buttons.

You can archive items in Outlook with a single click by using the Archive button. You also have new buttons to browse or add new groups.

Mentions

In Outlook you can capture someone’s attention quickly by using this new feature. When crafting an email or calendar invitation, type the @ symbol and the first few letters of the person’s name into the body of the message.

Smart Lookup Offers Extra Information

Highlight any parts of the text and use the Bing-powered Smart Lookup feature to bring search results from the web. 

Excel 2016 Has New Charts

New types of charts to represent data graphically are included in this release. One such example is the treemap chart, which can be found in Insert > Insert Hierarchy Chart > Treemap.

Zoom for PowerPoint

This new feature lets you move to different slides and sections of your presentation quickly. Summary Zoom puts the pieces of each slide you select into a single slide. Slide Zoom lets you navigate slides in any order you choose. Section Zoom allows you to pop back to previous sections easily.

Do you know of other exciting or useful features that didn't make the list? Leave a comment below!

Inserting the Date and Time in Microsoft Word

Sometimes in a document, users may need to insert the current date and time.  When using the same document in later occurrences, a user may want that date and time to automatically update. 

In Microsoft Word, the current date and time can be inserted in a number of different formats.

To accomplish this, the following steps should be followed:

1.  Open Microsoft Word

2.  Navigate to the desired location of the Date and Time.

3.  Click the Insert tab in the Ribbon

4.  Click the Date & Time option, which will allow a variety of formats for selection

5.  Click the Update automatically box so that it will update any time the document is opened.

6.  Click Ok.

Edit and Fill Forms with PDFescape

Employees who work in office settings may often be asked to print out a PDF form, fill it out, and then turn it in to the designated recipient.

Depending on your handwriting, the availability of a printer, and other factors, you may seek an alternative to hand writing the information that is requested on the form and then scanning it.

As a convenience to users, some forms are converted to fillable forms which allow the fields to be easily typed in the respective places, but what if that is not the case?

One way to still have the ability to type on forms is to use a website called PDFescape.com.

With the site, you can Upload PDFs that are less than 10 megabytes and 100 pages with the ability to open the PDF files, edit them, and fill out fields on the form.

To access the FREE software, visit https://www.pdfescape.com/ and click the Free Online button.

Upon clicking the Free Online button, users can choose to  Upload a PDF or load a PDF from the Internet.

From there, the menu allows the ability to insert text, images, freehand drawing and more.  Once the additions and modifications are made to the PDF, it can then be saved and used as desired.

Math in Microsoft Word?

When it comes to Microsoft Word, most people only think about its word processing capability.  There are also other features that can be used as well.  One of those features is calculating Math Equations.

While in a document, the Calculate command can be added to the Quick Access Toolbar.

From the File menu, navigate to Options.
 
Click the link for Quick Access Toolbar and then select All Commands from the "Choose commands from" drop-down.

Select Calculate from the list and then click Add to move the command to the Quick Access Toolbar.

 

Once you click "Ok", you can then type a mathematical equation in your document, highlight it, and then click the Calculate.

The answer appears near the bottom of your screen.

How to Schedule Emails in Outlook

How to Schedule Emails in Outlook

While in a new message or replying to a message, complete the following steps:

1)  Go to the Options tab at the top of the Screen.

2)  Click the Delay Delivery link

3)  In the Properties window, choose the date and time when you want the email to go out.

4)  Once you click Close, the email will be prepared for scheduling.  After you compose the email and click Send, it will go out at the scheduled time.

Learn the Shortcuts to Become an OneNote Ninja

OneNote is a robust note taking tool that has a wide variety of tools and options, like recording your own voice, taking screenshots, add files or embed other Microsoft office formats. Below is a list of shortcuts that will help you master OneNote.

CTRL+A

When you have an active curse in a OneNote Tab, CTRL+A selects all the text in the window.

ALT+N+F

Press this shortcut when you want to add a file, of any format type, into your notes.

CTRL + E

Looking for something but you do not remember in which note or notebook it was saved to? Use this shortcut to expand the search tab and look through all of your documents.

CTRL+Shift+E

When you have notes that you are ready to share with others, or need another pair of eyes. Use this shortcut to automatically load your notes into a new Outlook Email Draft.

For a more extensive list of shortcuts, click here

Quickly Formatting Documents with the Format Painter

The Format Painter in Microsoft Word is a very useful tool for mimicking the formatting of a word or phrase that already exists in the document.

This tool allows users to very quickly copy the spacing, font styles, colors, and more from one place to another.

In order to use the Format Painter, simply highlight the text that is formatted as desired.

Click the Format Painter icon in the Home menu.

Using a single click of the Format Painter will allow you to highlight one additional sentence or section of text and it will update to the desired style.  By double-clicking the Format Painter, the copied style can be applied to multiple words or areas.  To turn off the Format Painter after double clicking, you can simply click the icon again to turn it off.

The Format Painter not only works on text, but it also can work on certain types of drawings or graphics.

Give it a try today and boost your productivity!

Step Up Your Outlook Experience with Add-ins

Microsoft allows users to enhance their Outlook experience by integrating Add-ins for increased productivity and functionality.

In order to use an add-in, you must first sign in to the Outlook Web App.

This can be accomplished by going to https://webmail.uhd.edu and then logging in with the correct UHD username and password.

Once logged in, Add-ins can be accessed by clicking the gear on the right side of the user's name and then selecting Manage apps.  

From there, various add-ins can be installed from the Office Store, from a URL, or from a downloaded file.

From the Office Store, a user can install all sorts of add-ins which allow features such as sending Starbucks gift cards, saving messages to Evernote, scheduling emails, tracking packages, and more.

A word of caution:  It is wise to limit the number of add-ons that are installed in order to avoid possible crashes of the application or slowing it down tremendously.

Creating a Group in Zoom

In addition to hosting and participating in video conferencing meetings in Zoom, another popular feature is the use of Groups for messaging.

This feature allows you to send group chats, files, screen captures, and images.  You can also start meetings with or without video for your groups.


How to Create Groups in Zoom

1) Log into your UHD Zoom account.

2) Click the Contacts menu item.

3) Click the +Add Group button on the upper right.

4) Name the group and choose members to invite.

5)  Click the Create button and your group has been created.

Launching a Zoom meeting and Inviting Guests

Launching a meeting in Zoom

With the Zoom application open, a meeting host can initiate a meeting in three different ways.

1)  By clicking the Start with video button, the host can initiate a meeting with his/her webcam activated.

2)  By clicking the Start without video button, the host can initiate a meeting in which the webcam is non automatically turned out.

3)  The final way to launch a meeting is to Click the Meetings tab and then to click Start under the Personal Meeting ID area.  This would allow a host to launch a meeting in a space where the meeting credentials are always the same.

Inviting Guests

To invite guests to a meeting that is already in progress, the host should click the Invite button and then either select a mail service to open with pre-defined invitation text or select the Invite by Contacts tab to invite Contacts from within the UHD Zoom community.

Additionally, the host can copy the direct URL to the meeting or the full invitation text and share it in any way desired.

How to Turn an Email in a Calendar Appointment

In Outlook 2013, there are two quick ways to generate a calendar appointment from a received email.  This task helps to promote productivity and can also eliminate unwanted emails that go back and forth in an attempt to schedule a meeting.

Method 1:  Dragging and dropping the email

If the details of a meeting or request for a meeting are inside of the received email, you can simply drag the email message from your Inbox to the Calendar Icon at the bottom of your Outlook screen.

This will make a new appointment that you can edit and then save or send to your desired recipients.

Method 2:  Clicking the Meeting shortcut

Another method of creating a meeting or appointment from an email is to click the Meeting icon while viewing an email.  This icon is located in the ribbon area at the top of the Outlook screen. 

From the Meeting screen, you can add recipients and adjust the requested meeting time.  You can also include a message in the body of the email that will be sent to invitees.


For additional assistance with Meeting Requests and shortcuts, feel free to contact us at 713-221-8200 or request training.