Office 365

All new Office.com, the cloud and Office 365 made easier to use!

You may have noticed the changes to your online Office 365 web portal. The new page layout keeps everything you need and gives you easy access to your documents. More details below 

Easy to search the OneDrive cloud 

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Next to the heading on the top right, you will find the search box. This lets you search all documents you have access to online. Just start typing and a dropdown will appear with the documents that match your search. 

TIP: use descriptive titles for your files so you can find them easily later, don't write report 1 as a title, write report 1 on the future of x and y. 

All your Office 365 apps in one place

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Under the search are icons for all the office apps you need. You have two options here, first you can use them online just by clicking on the app like Word or OneNote. Alternatively you can download them and install on your computer. 

Tip: Check out OneNote, a really powerful note taking app, if you haven't already. It's great for things that need to be remembered but don't need their own doc! 

All your documents in one place, OneDrive

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Under this are your docs, there are three tabs here, Recent, Printed and Shared with you. Clicking any document will directly open it in your browser.  

Tip: Remember to use OndDrive so all your important documents are in the cloud and available for you to use.  

We hope this guide is useful, if you don't have Office 365 yet it's easy to set up, and the most cost-effective option for your business. Contact us today for more information and a quote.

Microsoft Word Quick Tips and Shortcuts

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Everyone needs to use Microsoft Word for something.  Here are the tips and tricks you might have missed to speed up your workday.

The toolbar at the bottom of the document is useful. 

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On the left,

·         Word count,

·         Page number,

·         The book icon which goes right to spellcheck

·         Language option,

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On the right

·         zoom slider and buttons

·         Read Mode is for reading a document using he full screen

·         Print Layout shoes the page as it would appear on a printed page

·         Web View lets you see the document as it would appear on the web 

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When you open Word, in the home ribbon, you can see a series of style options.  These let you quickly change the font, colour and layout of the document.  You can expand the list and see more options. This is a great way to quickly make your document look professional.

You can have multiple documents open at once.  The quickest way to get a new blank document is to hit CTRL + N.  If you want to apply a template first, click the file ribbon and then click New.  Then click the theme you want.  You can also save your own theme. If you have multiple documents open at once, you can close one by hitting CTRL + W.

If you want to change a piece of text you may need to select it, this can be done with the mouse or by holding shift and an arrow key. Hitting CTRL + B will turn on Bold, CTRL + U turns on Underline, and CTRL + I make the text Italic.

Sometimes you need a sub script or superscript.  For Squares in maths for example. CTRL + Shift + =, Superscript CTRL + =, Subscript.

Remember that the latest versions of Microsoft Word are not only on Desktop. Office 365 features a Web, iPhone and Android version of Microsoft Word.  If you want to know more about Office 365 or any other IT service, Contact Us Today!  

Make sure you know these important Excel basics

Excel is used in every business.  The tool is not just for making accounts, it has some very powerful chart and graphic facilities and it can even be used to do Data Science.  Make sure you know these basics to keep your skills up to date. 

Workbook and Worksheet, what’s the difference?

A new Excel file is called a Workbook and comes with one Worksheet.  The Workbook can have up to 255 Worksheets, although this mightn’t be a good idea.  Each Worksheet has approximately 16 million cells, so you won’t run out.  

If you are working on something with related tables, then adding a new Worksheet might make it easier to manage.  Hit Shift + F11 to add a new worksheet.  Your worksheets are shown in tabs on the bottom left.  By default, these will be called sheet 1, sheet 2 etc. but you can right click on them to rename and make them easier to understand. 

To move between worksheets just click on the tab, or hit CTRL + Page Up or CTRL + Page Down to move between worksheets.

Inserting rows and columns in Excel

Hit CTRL, Shift and the + Key to open the insert box.  This box lets you add rows or columns as well as shifting selected cells around the worksheet.  Remember if you do something wrong, keep hitting CTRL + Z to undo. 

Select text in Excel

Sometimes you need to do an operation on an entire row or column.  To select the entire row, go to the row and hit Shift and Space.  To select a column, go to the column and hit CTRL and Space. 

Autofill cells. 

If you want the same piece of text to fill an entire row or column, it’s easy.  Simply write the data in one cell, then move the mouse over the little square at the bottom right of the cell.  When the mouse turns from a large plus to a small plus, click and drag to where you want the text to be added to. 

What would you like to know about Excel?  Anything you are having difficulty with?  Leave a comment and we’ll write more blog posts answering your questions. 

Beyond Slide Decks, 5 Surprising Uses for PowerPoint

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Social Media Graphics with PowerPoint

When posting to Facebook or Twitter, it can help to add an image.  These images make the post stand out and get more people to visit your website or contact you.  You can simply do a background colour with some text, or add text to an image by using the image as a background. This is also useful if you want to share more than 140 characters in one tweet.  When you save the slide, you can save it as a JPEG file.

Quick Sign with PowerPoint

Make a quick sign with PowerPoint

To make a quick sign, just use the title slide.  You can add text and insert shapes like arrows above.  

Easy to edit flowchart with PowerPoint

Easy to edit Flowchart

Sometimes you need to make a diagram to explain something.  Mind maps and flowcharts can be useful.  In the Home ribbon in PowerPoint in the drawing section you can add shapes.  Just click on the shapes to add text to them.  You can resize the shapes and change the background colour and text colour.  You can also add arrows between the shapes.  If you save the file as a .pptx file as well as a JPEG, you can share the JPEG on social or add it to documents, but you can go back to the .pptx file and change the text and arrangement for later.  

Large Format Poster with PowerPoint

Large display posters

If you need to design a large display poster for a shop, office or tradeshow, you can do it with PowerPoint.  The slide will print well no matter what size it is

Website Wireframe with PowerPoint

Wireframe or Prototype?

While making a finished website is beyond PowerPoint, you can design a rough outline of what your site will look like.  This can be useful to get the ball rolling with a designer, or to discuss options internally.  If you insert a link in a slide, you can have the destination as another slide.  This feature can make the presentation behave a bit like a website.  You can also design an app or a piece of software in the same way.   

Recall or Unsend an email in Outlook

Recall Email

It can be embarrassing sending the wrong email, but sometimes you can recall it.  We outline your options below. 

How to Recall an email in Outlook

If both parties use Outlook, then recalling or recalling and replacing is possible, once the receiver hasn’t opened the email.

To recall the email, first go to the sent folder and open the email you want to unsend.  In the Message ribbon, on the right in the more box, click the actions drop-down menu and click Recall message.

Recall Unsend an Email in OUtlook

You have two options here,

Recall or Replace an email in Outlook

-          “Delete Unread Copies of this message “ will delete the unread messages

-          “Delete Unread copies and replace with a new message ” will let you send a replacement message.

Important.  These will only work if the message is unread and if the person who got the message uses Outlook.

When you send a request, you will get an email saying it was successful or not. 

Recalled email message

If the receiver doesn’t use Outlook

If the receiver uses a different email client, there is not a lot you can do.  The Recall option will send them an email saying the sender has asked for the email to be recalled, but the wrongly sent email will still be in their inbox. 

Bytek can help with this and other IT needs for small and medium businesses.  For a quote of expert advice, Contact Us Today!

Outlook Cheat Sheet, Outlook Tips and Keyboard Shortcuts

Outlook is a great application for managing email.  Here are some features and tips you may not know about that can speed up your workday.  

Keyboard Shortcuts for email in Outlook

Keyboard shortcuts help speed up your Outlook use.

  • To reply to an email, hit CTRL + R
  • There are two ways to send an email, hit CTRL + Enter or ALT + S
  • Quickly forward your email, hit CTRL + F or ALT + W
  • Hit CTRL + N for a new email.
  • Hit F5 to send and receive all emails

Quickly find contacts in Outlook

If you are sending an email to someone in your internal address book. Click in the “To” field and type the first one or two letters of the person’s name, then hit Ctrl + K.  This will bring up a list of all people with a similar name.

Outlook also has a Calendar

Here's how to find the Calendar

Here's how to find the Calendar

You can take notes of upcoming events in your calendar, but the best feature is inviting others to meetings.  This is a business standard and it is in the middle of Outlook.

  • Go to a specific date, hit CTRL + G
  • Switch to week view, CTRL + W

Manage your Contacts in Outlook

On the left panel at the bottom are several icons.  If you click contacts, you can manage all

Tasks in Outlook

Keep track of all those tasks, link them to emails and add due dates and priorities.

Taking Notes in Outlook

Hit CTRL + SHIFT + N to make a quick note anywhere.

To view notes, click the three dots on the bottom of the left panel,

Click notes.

On the Go with the Outlook App

Don’t forget to check out the free Outlook app for iPhone and Android, and find out how to get your Outlook email on your iPhone here.   Keeping all these functions in one app speeds up your workday and helps keep your business on track.

Keep in touch

Bytek offers a wide range of services including managed email, Office 365 and Helpdesk.  To find out how we can help your business, Contact us today!

How to set up Outlook email on your iPhone

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There are two slightly different ways to do this and they are outlined below. 

Getting Office 365 up and running on your iPhone

Go to Settings – Mail – Accounts -  Add Account

Select Microsoft Exchange as shown in shot 1,

Then just enter your username and password and it’s done.

Setting up an Exchange server outlook email (in-house email) with an iPhone

If you don’t have Office 365 don’t worry, you can still get you exchange email on your iPHoneHowever, we do recommend moving to Office 365, as it is a great service.

Go to Settings - Mail – Accounts - Add Account

Select Microsoft Exchange

Enter email address and password

Next – Continue

Enter Server e.g. mail.bytek.ie (Contact Bytek if you don’t know this)

Domain Optional

Enter Username (Your PC login username)

Enter Password (Your PC login password)

Select Next

Then hit done and use your mail

If this doesn’t work contact helpdesk@bytek.ie