Office Time Saver: Using Groups in Microsoft Outlook

I was just composing an email to a number of people I will be writing on a regular basis. Rather than reinserting each individual or wasting time searching for that last sent item and forwarding to all, I decided to create an Outlook group. It takes a few seconds to set up, and if you communicate on a regular basis with a particular group of people, this trick can save you a lot of time.

New Contact GroupTo begin, navigate to your Outlook contacts (People). From the Home tab, select New Contact Group.  Select Add Members and choose the appropriate Address List. Next, name your group and click Save and Close.

When you are ready to write your group, select the To…button, under the address book select Contacts. Next, go to the name of your group, double-click  and click OK.

Your group will display in your email and is available for you to use whenever you need it!

study

You can easily edit or delete a group by going to your contacts and searching for the group. Once you find the group, right click on the name and select Edit or Delete.

Posted in Microsoft, Outlook, Tech Tips | Leave a comment

Capturing Screenshots in Office

To follow along with last week’s post we wanted to give you a few tips on using screenshots in the Microsoft Suite.

From the Insert tab (available in all of the Office products), select the Screenshot screenshoticon.  Microsoft gives you two options you can use to insert an image. Click on the drop down arrow and either select Available Window, which gives you the option to insert another window into your document like in the example below: blog screenshot

screen clippingOr, you can insert a Screen Clipping, which allows you to select the specific item you want to insert. First, click on the window you want to grab the screenshot from to make the window active. Next, go back to the Office product you want to insert the screenshot into. Select the Screenshot icon and select Screen Clipping, the window that you were previously on will gray out.

The cursor will change to a cross +. Left click and select the area you want to insert. Here, I selected just the clip I wanted.

5 decades
That’s our quick tip of the day.  Happy screen clipping!

 

 

Posted in Excel, Microsoft, Outlook, PowerPoint, Tech Tips, Word | Leave a comment

Hot To Capture a Screen Shot with Mac OS X

About Technology’s blog by Sue Chastain provides a list of many ways that you can take a screenshot on a Macintosh computer using various shortcut keys and Apple’s bundled utility, Grab.

about technology

Posted in Macintosh | Leave a comment

Student Email Migration

O365-email-header2Here are a few things you need to know about the student email migration to Microsoft Exchange:

  • After migration, you will have 50 GB of storage in your email mailbox.
  • Your email address will not change.
  • All of your content will be moved from your current mailbox.
  • You will still have access to the full SMU Address Book.
  • You will keep your email even beyond graduation!
  • The POP protocol will no longer work after the account migration. If you have configured gmail to pull in your SMU email account, this feature will no longer work via POP after the migration.
  • If you have delegated permissions to your account or shared account folders with another individual, those permissions will break until that individual’s mailbox is also moved.

Migration Steps

  • Step 1: Identify Large Emails/Attachments
  • Step 2: Review of the Migration Process
  • Step 3: Access Your New Mailbox after Migration
  • Step 4: Reconfigure Email Clients after Migration

Step 1: Identify Large Emails/Attachments

Any attachments or emails larger than 25 MB will cause the migration of your account to fail.  If this occurs, we will contact you to remove the message and reschedule the migration of the account.  If you believe you have a message that exceeds this size limit, please download the attachments onto your computer and then delete the message from your account.

Step 2: Review of the Migration Process

You will receive an email notifying you of your assigned day for migration. Within 24 hours of that assigned day, a process will begin to copy your current mailbox contents to your new Office 365 mailbox.  You will still have full access to your current email through webmail.smu.edu or any configured email clients.

Between 7am and 8am on your assigned day, the final synchronization will occur.  If you are logged into webmail or any email clients at that time, you will simply receive an error.  At that point, you will need to begin accessing your email through Office 365. Interruption to your email access should be less than 5 minutes.

Step 3: Access Your New Mailbox after Migration

To access your new mailbox after migration:

  1. Go to office.smu.edu
  2. Click Login
  3. Enter your @smu.edu email address as the username
  4. You will be redirected to another login page
  5. Enter your account password
  6. You can now access your mail by clicking the Outlook link in the menu bar.  You can switch between other Office 365 services licensed for your account (such as OneDrive) by using that main menu bar as well.

Step 4: Reconfigure Email Clients after Migration

If you have configured your email account on a mobile device or email client, you may need to delete and recreate your device’s email account.  For detailed instructions visit http://www.smu.edu/BusinessFinance/OIT/Projects/Office365.

The general information required for the account setup is listed below:

  • Account Type: Exchange/Corporate
  • Email: your email address using the @smu.edu format (mustang@smu.edu)
  • Server: outlook.office365.com
  • Domain: leave this field blank
  • Username: your email address using the @smu.edu format (mustang@smu.edu)
  • Password:  your SMU password

For more information, please visit http://www.smu.edu/BusinessFinance/OIT/Projects/Office365.

 

Posted in Microsoft, Office365 | Leave a comment

Free Office 365 for SMU Students

HigherEd_eBlast_Dean_HeaderEveryone at SMU is united behind a single goal – help prepare our students to become the best they can be. Now, there are exciting news that aim to go a long way to achieve that goal, we are providing Office 365 to every one of our students for free. This automatically updatable, subscription-based software ensures our students always have the latest version of Word, Excel, PowerPoint, OneNote, and more for as long as they’re a student here and the program continues. According to an IDC study, students with Microsoft Office skills are better prepared for work in the professional world and we are pleased to help our students on their road to success.

• Install on up to 5 compatible PCs and Macs, plus 5 tablets (including iPad!)

• Use with OneDrive for automatic device syncing

• Gain valuable skills on the world’s most popular productivity software

• Use the same programs as the faculty to ensure full file fidelity

This offer is available to all students at SMU. To get your free Office 365, visit Office.com/GetOffice365 and follow the download instructions. If you have any trouble, view our service page or contact the IT Help Desk for assistance.

Posted in Microsoft, Office365 | Leave a comment

Creating Animated GIF’s in Photoshop

by Moez Janmohammad

This brief tutorial shows you have to take a 5-10 second video and convert it to a GIF with Adobe Photoshop.

Posted in Uncategorized | Leave a comment

Inside.SMU Permissions

How secure is Inside.SMU and who uses it? This webinar will show you how to utilize Inside.SMU’s permissions features for specific audiences. We will explore the differences between Site permissions, and setting up permissions at the Library and List level as opposed to individual items. We’ll also show you how to grant and test permissions to make sure they are applied correctly.

Posted in Inside.SMU, Security Awareness | Leave a comment

Office Time Saver: Customize How Documents are Saved

I author a lot of documents, and when it’s time to save them, I generally need to save them on our server. In fact, 90% of my documents end up in a shared drive. Currently, when I go to save my Word document (or any other Office Doc  I’m working on), I have to navigate from the defaults Document folder and scroll to the server I want to save to.  It’s really a waste of time to do that every time you save a doc, so here’s a quick time saver tip when you generally save somewhere besides the default location.

From the Office program that you want to change the save options:

  1. Go to the File tab.
  2. Click Options.
  3. Select Save.
  4. Locate the Default local file location and find your new default folder.
  5. Click Ok.
  6. Do a happy dance around your desk. You just set up your office application to work for you more efficiently! :)

Office quick tip

Stay tuned for other quick tip Office time savers!

 

 

Posted in Microsoft, Tech Tips | Leave a comment

Sitecore Basics Webinar

Are you new to Sitecore, SMU’s Web Content Management System? Are you a user, but you’re not using it regularly enough to remember how to use it? We can help. The Sitecore Basics class will cover everything you need to know to get started using Sitecore.

Topic Covered Include:

  • Logging in to Sitecore
  • Customizing your Toolbar
  • Creating New Pages.Uploading Media, such as PDF files and images
  • Inserting images into Pages
  • Linking to Pages and Media
  • Using Widgets
  • Staging your pages for review
  • How to preview your site
  • Making your content live

Posted in Web Publishing | Leave a comment

About Wiki.SMU

 

Wiki.SMU RGB

Wiki.SMU is an online documentation system that allows for collaboration and shared editing of articles.

Uses

  • Instructons/ How- to articles
  • Process documentation
  • Frequently-updated documents
  • Document versioning

Benefits of using Wiki.SMU

  • Wiki documentation is available on the web, from anywhere.
  • Viewing and editing wiki pages can be restricted to certain network users and groups.
  • Information in one page can be used in other pages, making frequently-updated information easier to manage.
  • Documents are indexed and easily searchable.
  • Editing uses a simple graphical interface; pictures can be pasted directly into page.s
  • Wiki documents are versioned: changes are tracked over time.

Requesting a Wiki

Faculty and staff may request a wiki for instructional or departmental usage. The request form can be completed via the Online Support Center.

For more information on Wiki.SMU, click here. You will need to login with your SMU ID and password.

Posted in Tech Tips | Leave a comment