Work

These 5 useful websites will make you more productive

Useful Websites for Work to make you productive

Useful Websites for Work to make you productive

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%.

Warning.  Only open files you are expecting.  If you are unsure, ring the person who sent the file and make sure it isn’t a cyberattack.  Read our guide on avoiding cyberattacks here.

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.

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

Social Media Graphic with PowerPoint.jpg

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!