TEAMSwork makes the Dreamwork
When in a group chat, clicking on the pencil icon next to people's names lets you do this
What is renaming the chat?
Changing this on the Home tab of the Ribbon will turn 44487.00 into 10/18/2021
What are number formats?
Fun fact! Changing a column's format from General (or from Number) to Text, will force zip codes to keep the leading zero (e.g., 01301 won't turn into 1,301)
Clicking on this button in an email chain with lots of people will show that you've read and agree with an email without clogging up the sender's inbox
What is the "like" thumbs up?
Fun fact! You can turn off the chime that rings when someone likes an email in your settings
By clicking the three dots next to a calendar's name you can change this in order to have better visual contrast/order between different calendars
What is the calendar color?
Fun fact! You can also change the colors of individual events on your own calendars, however, we advise using this sparingly, as all the extra colors can make it difficult to identify which events belong to which calendars when you have multiple calendars openClicking the checkmark in the top right of your mail or calendar will open a drawer on the side allowing you to make or complete these
What are todo tasks?
Fun fact! Todos can be assigned to different lists, given deadlines, or flagged as important
When you type this symbol in front of a person's name or a team name, they will receive a notification to read your message
What is the @?
Fun fact! This is called "at-tagging" and can be used in Online Word and Excel comments too
Doing this will help turn ### into legible text or numbers
What is widening the column?
Fun fact! The mileage from fiscal do this on the "amount" line. You can fix this before submission!
Using this menu will let you see only the unread emails in your inbox
What is the filter menu?
Fun fact! This menu also lets you see only emails with attachments, or sort your email. For more complex filters, check out the advanced search features by clicking the downward arrow in the search bar at the top of your mail
When creating a new calendar event, clicking the small "Calendar" button will let you schedule your event on these
What are other calendars?
Fun fact! We use this feature for reserving vans, spaces, and Zoom accounts, as well as publicizing events on the Youth Events calendar
This folder contains most of our department-wide instructions for how to use software and acccomplish tasks in ways consistent across the department
What is Youth Documents > Policies & Procedures
Fun fact! If you can't remember how to name files, use CMS, or fill out that form you only use once a quarter, you can probably learn how in this folder. Also remember that individual programs might have additional resources in a program-specific OneNote notebook.
Turning this off in your Notification settings will prevent others from seeing your private messages while Screen Sharing
What is message preview?
Fun fact! Teams has extensive notification settings, letting you decide if you want chimes, emails, or desktop notifications for all the different types of things in teams (like chats, at-mentions, etc.)
Clicking on the downward arrow (dropdown menu) of a column's header text will give you options to do this to your table's data
What are sorting and filtering my data?
Fun fact! Filtering a table in an online spreadsheet filters the table for everyone. If you notice a bunch of data missing from your spreadsheet, try seeing if there are any filters you can deactivate. To be courteous to your colleagues, try using a Sheet View (accessed from the filter menu drop down)
Creating these can help you organize your email with color coding
What are categories?
Fun fact! Using categories diligently can help you find that Important Long Lost Email and avoid "I swear I sent that in an email months ago" conversations. You can also create rules that automatically label your emails with categories based on who sends them or what is in them
Creating these by clicking the three dots next to "My Calendars" can help you organize all the calendars we share
What are calendar groups?
Fun fact! In addition to adding calendars to groups with a Right Click > Move To, you can also click-and-drag both calendars and groups to appear in the order you want
Adding these by right clicking at a point in a Word document or Excel sheet or PowerPoint slide helps people have conversations about a document inside the document (instead of in email)
What are comments?
Fun fact! At-tagging staff in a comment will also notify them by email that you have commented, and give them a button to click on to go straight to that point in the document.
Adding this app will let you view and edit your TODOs and your assigned tasks from inside Teams
What is the Tasks by Planner and Todo app?
Fun fact! Teams and Outlook both support kanban-style task boards for more complex task organization and labelling
After selecting a cell (or group of cells), dragging this will fill text or formulas across your table
What is the bottom right corner?
Fun fact! This is not the same thing as copying and pasting for numbers, dates, and formulas. It will usually work for plain text. Try typing 10/18/21 into a cell and then filling it down. If you want to fill dates, zip codes, grant codes, etc., make sure to copy and paste, not drag and fill.
Creating a handful of these from your Settings > Mail can really cut down on the amount of email you need to sift through and archive
What are rules?
Fun fact! Rules can be used to create all kinds of helpers, like an "Urgent" folder that separates out emails which have the word "urgent" or "emergency" in them, or to automatically tag all emails that come from an address as "Referrals"
Tired of creating/copying links for all your meetings? Installing the Zoom plugin through the Get Add-Ins menu item will help you by doing this
What is autogenerating meeting links?
Fun fact! Even if you don't use the Zoom plugin, pasting the Zoom link into the Location field (rather than the Description) of the meeting invite lets your colleagues just click to join your meeting! If you use teams for video calls, Outlook will also let you "Add online meeting"
The O:\ drive in File Explorer maps documents from this cloud storage
What is OneDrive?
Fun fact! OneDrive is essentially your own private SharePoint. Use it to organize documents that you want to access from multiple devices, but that you don't want to be made publicly available, like information about your employment and mileage forms. Anything that is not personal (like program flyers, attendance, case notes, etc.) should be put on SharePoint
Typing this in the search bar of Teams will let you search through the list of files you have recently accessed through Teams, SharePoint, or OneDrive
What is /files?
Fun fact! There are a couple other interesting slash commands in Teams like /unread to see all your notifications that you haven't checked yet, or /call <name> to start a call with someone without having to find a chat with them, etc. Type a slash in the search bar to see the whole list
Selecting a cell (or group of cells) and clicking Data Validation from the Data tab of the Ribbon will let you make or change these
What are drop down menu choices?
Fun fact! Data validation is more than drop down menus and will also let you change error messages, the types of data you can enter, and instructions that show up when you hover over a cell
Adjusting this setting in Compose and Reply allows you to cancel an email after you've clicked "Send"
What is the Undo Send setting?
Fun fact! Undo Send gives you a graceful way to avoid sending "PS Oops I forgot to attach this" emails. You can ask Outlook to delay either five or ten seconds.
When scheduling events on your calendar, you can use this menu to schedule email reminders for people instead of annoying chime notifications
What is the notification drop down?
Fun fact! You can customize the text of the emails and send out more than one reminder email, each with different text, leading up to the event.
Ignoring this setting while sharing documents on SharePoint may leave your collaborators without access to the documents
What are the link settings?
Fun fact! Setting the link setting to "Everyone in Community Action" is a great default setting, which doesn't expire, controls access, and allows for sharing documents across the agency (like to Fuel Assistance or Head Start). When sharing documents outside the agency, you have to use the "Anyone with the link" option. Be sure to set a quick expiration date and create a password that you then share elsewhere with your collaborator.