Office Workers tech guide fro 2018!
Easy way to schedule a meeting with a large group
You’ve all been there. Trying to arrange a meeting with a large group, all with different calendar systems, and it just turns into a long email thread from hell.
Doodle will solve this problem. Doodle lets you do a poll online, with a list of names and a tick next to the times they are available. You have several options and can do a lot with the advanced features. One advanced tip is if you want to change the answers you made, go back to the poll and click on your name. There will be an option to change the answer you submitted to Doodle.
Quickest way to send large files?
Sending large files can be a pain. Most email clients have attachment limits, not everyone has a cloud storage system and different providers aren’t compatible.
WeTransfer does one thing well, sending large files. Simply provide the email of the person you want to send a file to, then upload it. This site really couldn’t be easier, and makes sending large files very easy. It is also good for uploading on a slow internet connection as it will keep retrying and won’t leave you with a dropped file after 90%.
Websites to help you concentrate at work.
Sometimes it’s difficult to concentrate at work. A bit of ambient noise can help to solve this. ambient-mixer.com is a site with pre-made playlists of ambient noise. You can customise these and make new ones.
Best source for work advice?
Most questions have already been answered. This may shock some people but if you are looking for the answer, someone else is too.
The best way to check is to search YouTube. From maths to IT to phones, if you search you will probably find someone going through exactly how to solve the issue you are having.
Searching Datasets and much more
Comparing multiple data sets, doing advanced calculations or conversions and the like can be difficult on your typical search engine.
Wolfram Alpha calls itself a computation engine, so it does more advanced calculations and search. Above is how it answers a question about the volume of a sphere. Look at the homepage for some of the questions it can answer.
Skype for Business
Arranging international calls is easy with Skype for Business. Skype lets you have meetings with up to 250 people. To join a meeting, all you need is a phone line or an internet connection. If you are using Outlook, Skype for Business integrates with it to show contacts online status.
Bytek IT Solutions can help your business by offering VoIP, Helpdesk and Office 365. Talk to us about your IT needs today.
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.
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.
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.
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
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 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
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.
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.
You have two options here,
- “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.
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 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
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,
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!