Using Delve to view shared files

As always, when you’re trying to show someone a feature, you discover another feature, right? So it was today.

I discovered an almost hidden portion of Delve, that should ultimately prove to be very handy. I noticed that there was a “One Drive for Business” link at the bottom recent activity box in someone’s profile.

I clicked on it, and it shows me the person’s One Drive with only the folders that are shared with me. For most people, that’s the “Shared with Everyone” folder, which for many, is empty.

On the left, however, is a handy link called Shared Files.

Click on that, and you will see which files from that person’s OneDrive are shared with you.

Since there are numerous ways to see shared files, including Delve, and OneDrive’s “Shared with me” view, this may not be something you are terribly excited about, but I thought it was a nice find, and so I’m sharing it with you.

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Using reference tools such as Pinterest and Pocket

OK, so this is not a SharePoint or Office365 post, but bear with me. I use these tools every day in different ways so I thought you might enjoy them too.

Many people think of Pinterest as a place to save and share recipes, vacation destinations, and craft ideas. I know I did.

Then I started using it to gather websites and articles for work-related tips and tricks, and now I have several boards that I refer to on a weekly, if not daily, basis.

I split my boards into specifics such as, actual articles and pages with real tips and instructions, and use other boards to collect sites that I have found and want to peruse at a later time, but for which I don’t have a specific need right now.

pocket_logo401xAnother lesser-known, but equally useful tool is Pocket. This handy-dandy tool lets you save any article till later. What I like about it, is that in article mode, it strips out the extraneous stuff like ads, etc. and provides you with a clean, easy to read, format.

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While Pinterest is more graphical in nature, and works off the premise that you need to visit the website that you saved, Pocket is more accessible in that the articles are available right in your app.

I use Pocket more for articles I am presented on Social Media or for random articles that I come across and want to save till later, such as VT Daily News articles; I use Pinterest more for saving content when I am researching, and that I want to refer back to. Both can be tagged or organized into topics and you will probably find a use for both.

Both of them are available as an app, and they both have browser extensions that let you add content directly from your web browser.

Learn more about each:

Rearrange your paragraphs using Alt, Shift and up/down arrow keys

This tip is exceptionally useful if you do a lot of writing or editing. I bet you spend a lot of time copying and pasting paragraphs to rearrange text in a document, or when you’re writing a story.

Next time you want to move a paragraph (or more), try holding down the Alt key and the Shift key, and then use the up or down arrow keys to rearrange your text.

Handy for when you’re in a meeting, and someone starts talking about something a little off-topic, you can take your notes wherever you are in the document, and then use Alt+Shift and your up/down arrow keys to move the notes where they belong.

 

Oh, and just in case you try this with the left/right arrow keys: they let you toggle the styles within your document, so you can quickly switch between headings and normal. Styles are worthy of a post all unto their own – they really help with managing content, and I’m sure I will write one in the near future.

Using Contact Groups in Outlook

The ability to create Contact Groups is probably one of my favorite features. If you are on a committee or work within a department, or just generally have a specific group of people to whom you regularly send emails, then you should be using Contact Groups in Outlook (or Google).

Using contact groups will make sure that everyone in your department or committee gets the same email and that you’re not needing to think about who your committee members are.

This feature saves you having to count the number of recipients, and obliviates that deer in the headlights look when you mention an email you distributed.

The only caveat is that you do have to keep your group updated when people join or leave your department, but those changes are hopefully few and far between, and given how many emails you send out on a regular basis, a very small burden to bear.

Using OneNote’s Window + S to quickly make screen captures

As I am working in SharePoint Online every day, I try to capture screenshots of most of what I do, so that I can later turn those screenshots into tutorials.

To capture all of my screenshots, I use OneNote. I have a section in my OneNote notebook called “Tutorial Scratch File” and each time I take a screenshot, OneNote gives me the option of pasting that into one of the pages I have previous created – and thus giving me a running file with screenshots – or, if I select the section title of “Tutorial Scratch File”, OneNote will paste my screenshot into a new page, which I can then name to something more useful.

To quickly activate my screenshot tool, I hold down the Window button on my keyboard, and then press the letter S (In Windows 10, it’s Windows + Shift + S; Windows + S opens search). I then can select which part of my screen I want to capture, and presto.

When the screen clipping saves, it also includes the information about where it came from. So, if I am selecting a screenshot from a website, it will tell me the URL, or webaddress, for that clipping.

 

My first Sway

Yesterday I made my first Sway, showing people how to create a discussion on our Intranet home page. Asking people to share their thoughts and ideas is one of the core goals for our adoption process, and in order to do so, we want to make things as easy as possible for them.

On Monday, Leap Day, we held ‘LEAP INTO SHAREPOINT’ day, where we held 3 sessions introducing people to this platform, talking about the differences between SharePoint and Office365 and showing them ways they interconnect.

Tomorrow, I will be conducting another 2 sessions, this time with site owners, whom we are calling SPOCKs – SharePoint Online Coordinators in the Know – and we will be completing the “public” versions of the team sites, so that every user will be able to at least see *something* when they click on a link, instead of first logging in, just to get an access denied message.

The departments I have spoken to so far are really looking forward to this version of the site. They look at it as a way to have control over their own site, and they want to collaborate more with other departments within the division.

The Sway that I created will undoubtedly be the first of many created by our division. When I showed it to our team this morning, they immediately took hold of the idea and have lots of ideas about how they would like to begin using this program.

It’s great when we can create some excitement around something within Office 365. That’s what we really like to see. We saw it this week, with those who attended the LEAP INTO SHAREPOINT sessions – we gave them homework to complete their Delve profile. Of the 64 attendees, 20 of them completed their profile so far, and they still have a day to go. To have a third of the people complete the homework, tells me that we are being successful at generating interest. Let’s see if we can keep the momentum going!

ExcelTip: Text to Columns and Concatenate – two best friends

If you often work with lists, especially those containing names, then you have probably dealt with having to format the data in columns.

If you have ever needed to compare lists, then you probably have needed to rearrange the content in columns.

For example, FirstName LastName, versus LastName, FirstName.

How do you handle making the switch?

Excel makes it (somewhat) easy, with the Text to Columns feature, followed by the Concatenate formula.

You can find Text to Columns under the DATA ribbon. There are a number of settings you can choose from, and I tend to use delimited, and space or comma, depending on what I need.

Once you have your data split into columns, check the rows to make sure you don’t have an extra column with information, which often happens when you have either middle initials, or a middle name without a hyphen.

To combine the columns back into one with the format you need, use concatenate.  Assuming that we start in row 2, your FirstName is in column A, and your LastName is in Column B, the following formula will combine the information as LastName, FirstName.

=CONCATENATE(B2,”, “,A2)

Note that there are commas between each section, and quotes surround the text in the middle. It might be a little difficult to see:  the quotes have a comma followed by a space between them.

What the formula is doing is concatenating, or joining, the information in cell B2, then adding a comma followed by a space, and then adding the information in cell A2.

To learn more about these functions, see