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Archive for the 'Outlook' Category

IT Training Certificate Series–Updated

Illustration of certificate ribbon.

Earning a certificate from IT Training is a great way to enhance your skills in areas like Microsoft Office, web development, and creating graphics.   Office 2016 is here, so we’ve updated some of the series workshops (note major changes to the Access series). The process is the same. You take a series of related IT Training workshops designed to build your skills in applications or topics in a comprehensive way! After you’ve attended all of the workshops in a series (within a one-year period), you’ll earn your certificate.

We offer certificates in five different areas, so you’re bound to find something to meet your needs.

Office 2016 Productivity (6 workshops)

We’ll introduce you to a variety of Microsoft Office applications and demonstrate ways make them work together. You’ll learn the basic skills for day-to-day office activities from creating a spreadsheet in Excel to creating a PowerPoint presentation. The required workshops are:

1. Outlook 2016: Managing Your Email
2. Outlook 2016: Calendar Essentials
3. Word 2016: The Basics
4. PowerPoint 2016: The Basics
5. Excel 2016: The Basics
6. Access 2016: The Basics

Read the rest of “IT Training Certificate Series–Updated” »

Cross-Platform Keyboard Shortcuts in Office 2016

The good news for MacOS users is that support for cross-platform keyboard shortcuts in Office 2016 has dramatically improved; potential downsides include the cross-platform shortcuts are PC-centric, and may interfere with some default Mac OS key assignments you may be accustomed to using (e.g., switching between desktops, or Show Desktop). You can also make the Ribbon appear more like the Windows one by enabling the Group Titles*, which can make finding a particular tool easier, particularly if you are using our workshop materials in self-study mode.

To enable the Control key shortcuts for Office 2016 for Mac, the process is simple, but the labeling is less-helpful than many might wish. To enable the cross-platform shortcuts, Click System Preferences… -> Click Keyboard -> Click the Shortcuts tab, and then Click the “All controls” radio button. Closing the window will keep your changes.

When enabling the cross-platform keyboard shortcuts, the dialog box will look like:
System Preferences Keyboard Shortcuts dialog box, with All controls radio button selected
Read the rest of “Cross-Platform Keyboard Shortcuts in Office 2016” »

Which version of Office are you using?

While it may seem like a very basic question, knowing which version of an Office application you are using is becoming much more important. The core Office applications (Word, Excel, PowerPoint, and Outlook) are available on multiple platforms now, and an application’s feature set may vary now not just by version, but also by platform.

And the many ways you may be able to get to a particular application may make it seem like finding out would be even more complicated now. Luckily, that isn’t quite true.

Read the rest of “Which version of Office are you using?” »

Avidian’s Guide to Using Outlook

Avidian Technologies sells a product called Prophet, which is a Customer Relationship Management (CRM) software suite. Because Prophet works with Microsoft Outlook, Avidian offers a number of useful Outlook resources which are free to the masses. While there is some advertising included on their site, it is subtle and you are never forced to fill out any forms or give them any information.

The Ultimate Help Guide to Using Outlook provides tips and tricks for boosting productivity and streamlining tasks. It focuses on the “gold nuggets” in Outlook, or the 20 percent of features in Outlook that produce 80 percent of the most desired results.

This is a great resource for both novice and power users, and I love the website design. It is set up so that you can easily skim through the text and find exactly what you need. Step-by-step instructions are included in royal blue boxes that put me in mind of index cards, and you can also use the navigation bar on the left to move to a specific section.

Do you like to use keyboard shortcuts? In Chapter 7 of this guide you will find a table that contains many of the most common Outlook shortcuts. While this information is readily available on many other websites as well, Avidian’s infographics are so well done that you may want to hang some of them above your desk just for their aesthetic appeal!

Chapter 8 covers ways to find things faster in Outlook. Would you know how to use key words to search for all the Outlook items that arrived in your Inbox last week? What if you wanted to find all items from bobby that arrived on either 1/7/15 or 1/8/15, would you know how to combine search operators? If not, check out Chapter 8. I guarantee that you will learn something new.

Another Avidian website provides a long list of resources that should help you to solve almost any Outlook problem. There are books, blogs, tutorials, and plugins for almost every skill level and audience. Do you need a book that will help you study for a Microsoft Outlook MOS exam? Need to find a solution to a common Outlook integration problem? Want to know more about Outlook add-ins? Want to find out about the PeekYou function? Check out this website. It’s all here!

“We need to remove some older apps” error during Office 2016 installation

So you’re very keen to install and use the new Office 2016 suite on your PC? Please be certain to take a few moments before you do that, so you won’t unexpectedly see the error “We need to remove some older apps”:
Subtle error message prompting removal of Office 2013 stand-alone apps

Are you running any of the following standalone Office 2013 applications?
Read the rest of ““We need to remove some older apps” error during Office 2016 installation” »

“Email over Quota” messages? Don’t just take their word for it.

Have you gotten an email message with dire warnings that your account is (nearly) over quota, and by the way, “click here” to reactivate, clean up, or upgrade your account? I’ve gotten a few of these over the past 6 months, two of which had disguised themselves as being from someone else here at IU. One was in the athletics department (!). Who knew they cared about my email quota in athletics?

Hopefully you know enough not to panic and actually “click here,” but if you’re at IU, there are some things you can do. The first, if you have any doubts at all about whether you are actually approaching your quota, is to actually check.

If you’re using Outlook 2010 or 2013 for an Exchange account, this is ridiculously easy. Just click on the File tab, and the first view you’ll see is your account information. Next to the “Cleanup Tools” you’ll see a very straight-forward visual indicator of how much space you have left.

Screensnap of the Outlook Cleanup Tools, with a bar graph representing how much of email quota is being used.

Read the rest of ““Email over Quota” messages? Don’t just take their word for it.” »

Sharing an Outlook Calendar

A title image displaying the outlook logo and words that say "Sharing an outlook calendar"

Does someone in your office need to see your calendar? Are you sharing you calendar with someone while you’re away? Indiana University’s Outlook accounts are set by default to allow sharing of only your Free/Busy time, so you can view anyone’s calendar this way as long as they haven’t already changed their settings. But what do you do if you want to share more details? Read the rest of “Sharing an Outlook Calendar” »

Easily Collaborate on Any File Type Using Box Apps

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.

Two Box apps that can make your life easier

Using Box at IU along with two Box add-ins, you and your project group can work on a single file — without having to keep a local copy on your device and then sending your document around via hard copy or email.

In his article about Box, Tom Mason has extolled the merits of using Box Edit. Let’s talk about this Box App a little more. With Box Edit, you can simply open a file directly from the preview page on Box, make edits instantly, and save the new version back to Box automatically. Then, when you share your document with others, your collaborators can use Box Edit to work on the same document in the same way—without ever having to download and re-upload it! As long as you have the application on your computer, you don’t have to worry about the file type.  PSD files, presentations, images, CAD drawings, Illustrator files – any file you can edit on your computer’s desktop you can now edit without leaving Box. Install Box Edit once and it will work on all your browsers, including Chrome, Firefox, Internet Explorer (Windows) and Safari (Mac).

Another app,  Box for Office, allows you to start up an Office Document such as Word, PowerPoint, or Excel on your own computer–and when you choose Save As, you can save directly to your Box account without having to upload it. Once there, share it with others and they can use Box Edit to edit it.

Read the rest of “Easily Collaborate on Any File Type Using Box Apps” »

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.

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