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Collaboratively Creating a Presentation with prezi

Go Paperless! IT Training can help!

This is part of a series of articles that will appear over the next few months as part of the Go Paperless initiative at Indiana University.

Gone are the days when students must meet face-to-face to put together a slide show for a class. Prezi, the popular cloud-based presentation tool, provides users with an easy way to collaboratively create a presentation. This functionality is available even with the free version of the application.

When your group or team needs to create a presentation, follow the steps below:

  1. Make sure that all members of your group have a prezi account.
  2. Appoint a leader who will start the presentation and invite the other team members to collaborate on the presentation. (All steps below this one should be completed by the leader.)
  3. Log into prezi and start a new presentation.
  4. On the far right side of the top menu, click the Share button  (Share Button).
  5. Click on Share prezi…  A dialog box appears.
  6. Click the Add people field at the bottom of the dialog box.
  7. Type a group member’s prezi log-in.
  8. Confirm that Editor is displayed at the end of the Add People field.
  9. Click the blue Add button. You will see a new square appear beneath the Add people field with the collaborator’s prezi user name.
  10. Repeat steps 4 – 9 for every group member that you want to add.

Now when group members log into prezi they will see the presentation listed on their home page under “Your prezis.” If they hover their mouse over the presentation, an Edit button will appear in the top left corner of the presentation frame. When they click on this Edit button, the presentation will open in Edit view.

When multiple collaborators have the presentation open at the same time, they will all see square icons displayed over the canvas with the names of all others who have the presentation open. In addition, a slim gray task pane appears on the right side of the canvas with the number of people who have the presentation open at the very top and icons for the collaborators underneath. If you point to any of the square icons, the collaborator’s prezi username will be displayed.

prezi share view

To add more collaborators, you can click on the plus sign under the square icons on the right side of the canvas. The dialog box will appear once more and you can repeat steps 5 through 9 from above.

When a change is made to the presentation, it will immediately appear on everyone’s  screen.

If you would like to learn more about creating a presentation with prezi, consider taking the IT Training workshop called Prezi: The Basics.

Snow and Ice Challenge

Thanks to all who sent in their submissions.Are you tired of winter? Is the snow and ice wearing you out? Are you cursing the groundhog and Mother Nature? Unfortunately winter is not over yet. The forecast for the next 7 days includes low temperatures and more snow.

If you want to beat the winter blues, get involved in IT Training’s Snow and Ice Challenge. Grab your camera, Smartphone, or camcorder and take a photo or video that will raise our spirits and make our readers smile.

Your entry must be original and it must be submitted by the person who captured the photo or video. But unlike many other photo or video contests, for this challenge you MUST use your favorite application to enhance, distort, or manipulate the media in some way. For example, you can use Photoshop to put clothes on your snowman or use After Effects to convert snowflakes into ice cream cones. Be creative! Have fun! Get out of your winter funk! If you manage to make us smile, we will post your photo or video on this blog.

If you’re interested but you don’t know how to edit photos and videos, consider taking a Photoshop, After Effects, or Premiere Pro workshop. Our classrooms are always warm and full of bright ideas, but if you can’t bear the thought of getting out to attend an instructor-led workshop, consider downloading workshop materials or attending online training sessions.

For more information about how to submit your photo or video, click here.

****************************************************************

…and we have a winner! Congratulations, Andrew! This video is quite entertaining. Nice job.

Thanks to everyone who sent in a submission. Here are a few of the other entries:

Woman, Snowman, and boy

 

Snow Scene

 

Boy in snow

 

CIB Bldg in Snow

 

The End of an Era

It is a sad month for Microsoft Office users. Click here to find out why.

Putting Icons Back on the Navigation Bar in Outlook 2013

When Microsoft was designing Outlook 2013, they wanted a clean, uncluttered look. That is supposedly why they decided to include text instead of icons on the Navigation bar.

Did you know that you can easily change the look of this Navigation bar? It is very easy to do.

  1. Click on the 3 gray dots on the right side of the bar.
  2. From the pop-up menu that appears, click  on Navigation Options

    A Navigation Options dialog box opens. We could use the menu at the top of this dialog box to change the number of Outlook folder items displayed on the Navigation bar, or we could use the options at the bottom to rearrange the order in which they are displayed, but today we are mainly interested in changing the text to icons.
  3. Click on the Compact Navigation checkbox.
  4. Click on the OK button. The look of the Navigation bar changes. While not exactly like previous versions of Outlook, it is very close.
    Navigation Bar with icons instead of text
    Would you like to bring back the folder icons that appeared in the Navigation pane in previous versions of Outlook as well?
  5. Press Ctrl+6 while viewing the Inbox and icons will appear in front of your folder list in the Navigation pane.
    icons in folder list

 

Phishing Scam: Your outlook app has exceeded the quota…

Last week a large number of IU/IUPUI students, staff, and faculty members received an email stating that their Outlook account had exceeded its storage quota. Recipients were instructed to click on a link in the email to upgrade their mailbox for continual usage. While many of us receive messages like this on a regular basis, this one may have fooled more people than usual, because it appeared as if it was from a real IU employee.

Do you know how to identify a fake email? Here are a few pointers from the Security Office:

  • No one at IU should ask for your university passphrase or login credentials by email or over the phone.
  • If you get an email or pop-up message that asks for personal or financial information, don’t reply — and don’t click on the link or call the number provided, either (instead use official contact details).
  • Use anti-virus and anti-spyware software, plus a firewall, and update them all regularly.
  • Never email passphrases, personal, or financial information.
  • Be cautious about opening any attachment or downloading any files from emails you receive, regardless of who sent them.
  • Never click on a link in an email whose author you do not know.

If you get an email that looks like it came from IU but asks for sensitive info, report it immediately to the University Information Policy Office at uipo@iu.edu or contact the Support Center. Please be sure to include the full email headers (for details, see the IU Knowledge Base).

 

Learn how not to get hooked by phishing scams — and what to do if you accidentally provide info to scammers — at Protect IU.

Daily Chuckle

…heard a good one on the way to work this morning, and I thought others might enjoy it, too.

Why didn’t they call iPhone chargers “apple juice?”   
 

Poll Your Audience – No Clickers Needed

Last October, at the Statewide IT Conference in Bloomington, Brad Wheeler, one of the best presenters that I have ever had the privilege of watching, took questions from the crowd via Smartphone. I didn’t think much about it at the time, but yesterday, when I saw an advertisement for a new cloud-based application called sli.do, I wondered if that was what Brad had used during his presentation.

I decided to check out this application to see if it might be useful for the trainers in our department.

Read the rest of “Poll Your Audience — No Clickers Needed” »

Happy Birthday, World Wide Web!

Looking for something to celebrate today? If so, you’re in luck, because today is the 25th birthday of the world wide web.

Birthday Cake
 

Read the rest of “Happy Birthday, World Wide Web!” »

Help! I Can’t See the Unread Mail Envelope Icon on the Taskbar!

NCT submitted this comment on the blog article titled Change Fonts in Outlook 2013:

“Help! I cannot see the unread mail envelope on the taskbar, and I have come
to rely on that. Is there a way to change the appearance of the icon so
that it stands out more?”

NCT is referring to the first icon shown on the taskbar below:

mail_icon

This envelope icon appears when you receive a new message in Outlook 2013, but as you can see in the image above, it is not easy to see. The light orange color of the image doesn’t show up well on the transparent taskbar.

While there is no easy way to change the look of the icon itself, you can customize your taskbar so that the icon will stand out better. To customize the look of the taskbar when running Windows 7, follow these directions:

  1. Click on the Start Orb.
  2. Point to Control panel.
  3. Click on Personalization.
  4. At the bottom of the new window, you see:
    icons at bottom of Personalization windowClick on the Window Color icon.
  5. A new menu appears:
    Window Color and Appearance window
  6. Click on the color swatch that you prefer. One of the darker colors will provide the most contrast.
  7. Press and drag the Color intensity slider all the way to the right.
  8. Click on the Save changes button.
  9. Preview the results in the bottom right corner of your screen:

darker_colored_taskbar

If you aren’t happy with the way the taskbar now looks, repeat these steps and choose a different color. You can also expand the “Show color mixer” section, and experiment with the hue, saturation, and brightness of the window elements.

Weather Information in Outlook 2013

Did you know that you can get weather information directly from Outlook? If you are using Outlook 2013, simply open the Calendar view and look just to the left of the search box. You will see the name of a city, and the forecasted temperatures in that city for the next 3 days.

outlook weather info

If you are not in the city listed, click on the drop-down arrow next to the city name and change it.

drop-down menu for selecting city

If you want additional information about the weather, hover your mouse over any of the days shown and a pop-up will appear, displaying wind speed, humidity, and precipitation.

weather pop-up

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