In this latest installment of the O365 Productivity Tips series, Tom Duff (@duffbert) and Christian Buckley (@buckleyplanet) return with another head-to-head battle of the Microsoft Office and Office 365 productivity hints and tips, recorded September 24th, 2019 with viewers voting on each round. Follow us on Twitter for future webinars and sessions where we'll share more great tips, and be sure to follow the CollabTalk YouTube channel at https://youtube.com/c/collabtalk

1. Office 365 Productivity Tips
“September Scrimmage"
Christian Buckley
CollabTalk LLC
Thomas Duff
Cambia Health

2. Christian Buckley
Founder & CEO of CollabTalk LLC
cbuck@CollabTalk.com
@buckleyplanet
http://www.buckleyplanet.com
Please remember to subscribe on YouTube!

3. Thomas Duff
Software Engineer at Cambia Health
Thomas.Duff@CambiaHealth.com
@Duffbert
http://oneminuteofficemagic.com

4. Rules of Engagement
1. Each opponent will take turns
2. No duplicates
3. Audience votes after each round
4. No hitting below the belt
5. Winner based on overall voting

5. Let’s get started!

6. Round 1

7. Add protection with OneDrive Personal Vault
With the growing presence and sophistication of
online threats, it’s increasingly important to have
the right protection and tools to help safeguard
your devices, personal information, and files from
being compromised.
Personal Vault is a protected area in OneDrive
that you can only access with a strong
authentication method or a second step of
identity verification, such as your fingerprint, face,
PIN, or a code sent to you via email or SMS.1
Your locked files in Personal Vault have an extra
layer of security, keeping them more secured in
the event that someone gains access to your
account or your device.
Just enter a PIN, or use your fingerprint, face, or a
code delivered by email or SMS1 to unlock and
access your files—no need to remember multiple
passwords. Additionally, Personal Vault can be
unlocked with the Microsoft Authenticator app.
https://www.microsoft.com/en-us/microsoft-
365/blog/2019/06/25/onedrive-personal-vault-added-security-
onedrive-additional-storage/

8. Add protection with OneDrive Personal Vault
You can use the OneDrive for mobile app to scan
documents, take pictures, or shoot video directly
into your Personal Vault, keeping them off less
secure areas of your device—such as your
camera roll.
On Windows 10 PCs, OneDrive syncs your
Personal Vault files to a BitLocker-encrypted area
of your local hard drive. And like all files in
OneDrive, the contents of your Personal Vault are
encrypted at-rest in the Microsoft cloud and in-
transit to your device.
Personal Vault automatically relocks on your PC,
device, or online after a short period of inactivity.
Once locked, any files you were using will also
lock and require reauthentication to access.
Personal Vault began rolling out earlier this
month, and should be available on your tenant
by October.
https://www.microsoft.com/en-us/microsoft-
365/blog/2019/06/25/onedrive-personal-vault-added-security-
onedrive-additional-storage/

9. MyAnalytics Dashboard in Office 365
This is something I've been hoping and waiting for, and it's finally out and available to most Office 365
subscription plans… the MyAnalytics Dashboard. This gives you a great overview of where you're spending
your time each week, as well as with whom. Here's how it works…
To access your MyAnalytics Dashboard, go to https://myanalytics.microsoft.com/ and sign in with your
Office 365 account. Your Home page of the Dashboard will give you an overall view of your Focus, Wellbeing,
and Network analytics:

10. MyAnalytics Dashboard in Office 365
It will also give you some basic Productivity Insights, as well as suggestions on how you can improve in that
area:

11. MyAnalytics Dashboard in Office 365
The Focus Analytics focus on how much uninterrupted time you have to get work done, and how you might
want to set Focus time slots on your calendar:

12. MyAnalytics Dashboard in Office 365
The Wellbeing Analytics show how much (or how little) quiet time away from work you're getting… and yes,
I suck at this right now due to our SharePoint migration:

13. MyAnalytics Dashboard in Office 365
Finally, your Network Analytics show the number of people you collaborate with, who are the top people
you interact with outside of normal work hours, and who you spend the most time with:

14. MyAnalytics Dashboard in Office 365
It also allows you to designate "important people" and shows how much time you're interacting with them:

15. MyAnalytics Dashboard in Office 365
You can even get a weekly email synopsis of the prior week:

16. Who won the round?
9 votes 17 votes

17. Round 2

18. Channel Moderation in Microsoft Teams
While many of the Microsoft Teams workspaces you're part of need everyone to participate freely in various
channels, you may have a few Teams (or channels) where a small number of people post to a larger audience,
and that audience shouldn't be allowed to also post. For that, there's now Channel Moderation. Here's how
that works…
To start, click on the ellipsis icon next to the name of one of your workspaces, and select Manage Team:

19. Channel Moderation in Microsoft Teams
When the Manage Team screen appears, click on Channels:

20. Channel Moderation in Microsoft Teams
From there, click on the ellipsis icon next to the channel you want to moderate, and select Manage Channel:

21. Channel Moderation in Microsoft Teams
The Channel Moderation screen for the General channel allows you to let anyone post (the default) or you
can restrict it down to where only the Owners of the workspace can post:

22. Channel Moderation in Microsoft Teams
If you select the Manage Channel for any channel that *isn't* the General channel, you see something
different. By default, Channel Moderation is turned off, and everyone can start new posts:

23. Channel Moderation in Microsoft Teams
If you turn Channel Moderation on, you have many more options. You can set who the moderators of the
channel are, whether channel members can reply to posts, whether bots can submit messages, and whether
connectors can submit messages:

24. Capturing Best Responses with Yammer Q&A
Announced in July, Yammer now
includes Q&A capabilities, improving
its story as a community-based
knowledge management tool.
As knowledge is captured and
shared, people will share their
responses to important questions.
As the question originator, you have
the ability to tag a response as ‘Best
Response’ which pins the response to
the top of the KM asset.
Over time, you may find that there is
a better- more comprehensive
answer to your question, and at any
time you can unmark your previous
selection, and mark the new response
as ‘Best Response’
https://techcommunity.microsoft.com/t5/Yammer-
Blog/Announcing-question-and-answer-in-
Yammer/ba-p/728528

25. Who won the round?
10 votes 16 votes

26. Round 3

27. Lock your Word document
We focus so much on admin control at
the site or site collection level that we
often forget about some of the simple
protections that we, as end users, can
apply to our files directly.
When working with sensitive information,
Word has several options to protect a file.
To see these options, go into
File > Info > Protect Document
Options include:
 Always Open Read-Only
 Encrypt with Password
 Restrict Editing
 Restrict Access
 Add a Digital Signature
 Mark as Final
Some of the options require additional
steps, but all of this is driven by the user
and does not require admin oversight.

28. You can now set Priority in Planner
Planner is a great light-weight project tracker that's part of Office 365, and Microsoft continues to roll out
changes that make it even more useful. One of the latest features (and one could argue it should have already
been there) is the ability to set a Priority on a task. Here's how that works…
In the metadata area for a specific task, you'll now see the Priority dropdown field:

29. You can now set Priority in Planner
You have five categories to choose from:

30. You can now set Priority in Planner
You also have the ability to group all your Planner tasks by Priority:

31. Who won the round?
14 votes 10 votes

32. Round 4

33. Using the Preview feature in SharePoint Online document libraries
When you're in SharePoint Online, opening up files can often cause new version history entries to be made
based on how things are set up. This can be a major issue if people have alerts set to notify them if anything
changes! To prevent that, you can use the Preview feature to quickly open the file without causing any
version history changes. Here's how that works…
When you're in a document library in SharePoint Online, you should see a vertical ellipsis icon next to the
file name. If you click on that, you should see a list of options, one of which is Preview:

34. Using the Preview feature in SharePoint Online document libraries
What comes up is a bare-bones viewer for the file in question (in this case, Word). The nice things about this
are that 1) no editing or version history changes take place, 2) you can copy text from here to paste
somewhere else, and 3) it's pretty fast to open:

35. Using the Preview feature in SharePoint Online document libraries
If you *do* need to open the file in the client for changes, you can click the Open option to open it in the
browser or client version:

36. Receive Security Alerts using MS Authenticator
Receive security notifications for important events on your
personal Microsoft account via the Microsoft Authenticator app.
When you receive a push notification, you can quickly view your
account activity and take actions to protect your account if
needed.
Microsoft Authenticator can also be used to add two-step
verification to your account for added security.
If you receive a notification that you’re concerned about, you can
quickly view your account activity and take necessary actions to
protect your account. This may include changing your password
or updating your security contact information.
To get started, download the Microsoft Authenticator app and
add your personal account.
https://techcommunity.microsoft.com/t5/Azure-Active-Directory-Identity/Microsoft-
Authenticator-app-now-sends-security-notifications/ba-p/328281

37. Who won the round?
8 votes 12 votes

38. Round 5

39. Translate Word documents with Word Translate
We have come a long way from
needing to employ expensive
vendors to localize all of our
content. The out-of-the-box
translation features in the Office
apps are incredibly powerful.
While you will want all important
documents to be reviewed by
translators and/or native speakers,
you can get 95% of the way there
with the Word Translate feature.
To use this feature, simply open
your target Word document and go
into Review > Translate
You have the option to translate a
specific selection, or the entire
document into 60+ languages.

40. Add a Calendar to a Modern Page
One of the things I've been frustrated with lately in SharePoint Online is the display options for calendars
when adding webparts to a Modern page. There are limited options and you don't get the full calendar view
like you did with SharePoint 2010 or the ability to see recurring events. Until now.....
Add a One Column section to your page and then add the Embed webpart to the section:

41. Add a Calendar to a Modern Page
In the Embed dialog box, paste the line code shown below into the "Website address or embed code" field
using your site name and calendar name:
<iframe src="https://tenent.sharepoint.com/sites/sitename/Lists/calendarname/calendar.aspx?isDlg=1"
width="100%" height="800px"></iframe>

42. Add a Calendar to a Modern Page
And now we have a calendar view on a Modern page!
Thanks to Sandra Mahan for this tip!

43. Who won the round?
9 votes 14 votes

44. Tom!
Overall winner?
0 5 10 15 20
WHO WON ROUND 5?
WHO WON ROUND 4?
WHO WON ROUND 3?
WHO WON ROUND 2?
WHO WON ROUND 1?
September Scrimmage
Christian Tom

45. Current
Leaderboard
Most Rounds Won
Tom (47-43)
Most Events Won
Tom (9-8)
Most Overall Votes
Tom (1528-1509)
Event Date Location Rounds Won Votes Won Rounds Won Votes Won
9/12/2017 Online 3 31 2 29
10/28/2017 SPSTC 1 74 4 96
11/28/2017 Online 2 11 3 15
1/16/2018 Online 4 167 1 104
2 54 3 53
3 152 2 122
3 141 2 136
2 87 3 104
3 63 2 33
4 178 1 137
0 37 5 183
1 31 4 64
4 168 6 200
4 108 1 59
2 69 3 64
4 88 1 60
4 69 1 50
TOTAL 46 1528 44 1509
9/24/2019 Online
Tom Christian
1/15/2019 Online
7/25/2018 Online
2/3/2018 SPSUTAH
8/28/2018 Online
11/17/2018 SPSTC
12/19/2018 Online
2/7/2019 Online
4/19/2019 Online
5/22/2019 SPC19
6/20/2019 Online
7/30/2019 Online
8/26/2019 Online

46. Our next bout:
Tuesday, October 29th, 2019
“October Discord”
Register at http://bit.ly/O365discord

47. Thank you!
Christian Buckley
@buckleyplanet
http://www.buckleyplanet.com
Tom Duff
@Duffbert
http://OneMinuteOfficeMagic.com
Please remember to subscribe on YouTube!