Microsoft Office Tutorials: June 2020

Tuesday, June 30, 2020

Personal options advanced connections settings dialog

This article describes the options available on the Advanced Connections Settings dialog window, where you can modify the settings that tell Lync how to connect to the Lync servers.

Important: Normally there is no need to change your Lync sign-in settings. Don't use manual configuration unless your support team directs you to do so and provides detailed guidance on the correct values to use.

Use automatic configuration

Open Lync, click the Options button, click Personal, click the Advanced button, and then click Automatic configuration to let Lync Server automatically configure your connection settings.

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Use manual configuration

Open Lync, click the Options button, click Personal, click the Advanced button, click Manual configuration, and then use the information provided by your support team to configure the following information:

Internal server name Type the fully qualified domain name (FQDN) of your Lync Server.
External Server name Type the FQDN of your Lync Server, Edge Server.

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Video organize email by using folders

Your browser does not support video. Install Microsoft Silverlight, Adobe Flash Player, or Internet Explorer 9.

Try it!

Create folders to organize emails, move messages, and add folders to your Favorites folder for easy access.

Create a folder

Right-click Inbox and select New Folder.
Type a name for the folder and press Enter.

Move messages into a folder

Select an email message.
Drag and drop it into a folder.

Note: To move more than one email, select an email, hold down the Shift key and select other messages, and then click, drag, and drop them into a folder.

Add a folder to Favorites

To add a folder to Favorites, right-click the folder, and then select Show in Favorites.

Note: You can also select the folder, and then drag and drop it in Favorites.

Want more?

Creating folders in Outlook on the web

Create a folder in Outlook

Move an email folder

Discover more Outlook training at LinkedIn Learning

Collaborate with office

Microsoft 365 brings together the best tools for you to work together with others to create something faster, easier, and from anywhere in the world.

With colleagues

Work together with your colleagues

No matter where you are or what device you're on, you can easily share files, co-author in real time, and be productive from anywhere with Microsoft 365.

Collaborate at work in Microsoft 365 >

With friends and family

Make something with your friends and family

Use your favorite Office apps like Word, Excel, and PowerPoint for free in the browser. Make something together with friends and family.

Edit together with friends and family >

Discover more scenarios

Hey @you! Answer me this...

Using Save a Copy instead of Save As

Version history: A better way than "undo"

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Training

Resources

Compare Office products

Related help

Share OneDrive files and folders

Document collaboration and co-authoring

Work together on Office documents

Edit a project in project

Outline tasks in a project

Indent and outdent tasks to show hierarchy. An indented task becomes a subtask of the task above it, which becomes a summary task.

Select View > Task Views > Gantt Chart.
Select the task or tasks in the Task Name column that you want to indent or outdent.
Do one of the following:
- Select Task > Schedule >Indent Task or press Alt+Shift+Left, to make the task a subtask.
- Select Task > Schedule > Outdent Task or press Alt+Shift+Right, to move the task to the level of the task above it.

You can use subtasks and summary tasks to show phases, easily navigate through a large project, and more.

Screenshot of outlined tasks in a project plan.

Link tasks in a project

You can link any two tasks in a project to show their relationship, which is called a task dependency. After you link the tasks, every change you make to one affects the other.

Select View > Task Views > Gantt Chart.
Hold down Ctrl and select the two tasks you want to link (in the Task Name column).
Select Task > Link the Selected Tasks or press Ctrl+F2.

Project supports four kinds of task links to show different relationships.

For more information about task links and scheduling, see How Project schedules tasks: Behind the scenes.

Composite screenshot of linked tasks in a project plan and Gantt chart.

Change your view

Select the View tab.
Do one of the following:
- Select the view that you want to use in the Task Views group or Resource Views group.
- Select Gantt Chart > More Views to see all the available views, and then select from the options in the More Views dialog box.

Need some help choosing the right view of your project?

Composite screenshot of the Task Views and Resource Views groups on the View tab and a project plan in Calendar view.

Open a shared exchange calendar in outlook 2016 for mac

Someone has granted you permission to access one of their calendars and you want to open it in Outlook 2016 for Mac. Here's how:

Important: To open another person's calendar, both you and the other person must have a Microsoft Exchange account and the account owner must grant you permission. Permissions range from co-owner to view-only.

At the bottom of the navigation bar, click Calendar.
On the Organize tab, click Open Shared Calendar.

Note: If the Open Shared Calendar or Calendar Permissions buttons are unavailable, you might need to change one of your settings. See You cannot open a shared calendar in Outlook 2016 for Mac for instructions.
In the Search box, type the name of the person who has granted you access to their calendar, and press Enter.
Select their name, and click Open.

Note: The shared folder appears in the left navigation pane under the Shared Calendars heading, with the person's name who shared the calendar below it.

Notes:

If you have a shared calendar selected in the navigation pane, new items you create will be saved in that calendar.
To remove another user's shared calendar from your navigation pane, right-click the folder, and then click Remove from View.

Remove from view

Related information

Share your calendar in Outlook 2016 for Mac

Use a document center site

SharePoint offers a scalable, feature rich experience for managing content. If you have a large volume of files to manage, consider using a Document Center site template. This template is optimized for large-scale document management. It can save time and help you be more efficient. Versions, document IDs, document sets, metadata navigation, and content types are included with the template.

A Document Center site works for both of these scenarios:

Authoring environment In a Document Center authoring environment, users create and edit thousands of documents or media assets that are stored in a central repository.
Content archive In a content archive, such as a knowledge base, users store or view documents.

This article tells you about the features in a Document Center site template.

To create a document center, see Using templates to create different kinds of SharePoint sites

What's in a Document Center site?

The Document Center site template contains features that make it easier and more efficient to create and manage large sets of documents. In most cases, a site owner can add each of these features separately. The Document Center site template automatically enables the recommended document management features. The following sections briefly describe these features.

You can use a Document Center site as an authoring environment or a content archive. In an authoring environment, users frequently check files in and out and create folder structures for those files. Versioning is enabled, and earlier versions of each document are kept. In addition, workflows can control document life cycles.

By contrast, very little authoring occurs in a content archive. Users only view or upload documents. The Document Center site template supports creating a type of content archive called knowledge base archives. Typically, knowledge bases contain single versions of documents, and a site can scale to millions of files. In a typical scenario, such as a technical support center for a large organization, thousands of people might access the content, primarily to read it. Only some would upload new content to the site.

The following items describe some SharePoint features that you can include in a Document Center site. In addition to these capabilities, some organizations customize the look and navigation of a Document Center. Some add custom Web Parts.

Metadata navigation

Managed metadata is a system that assigns certain terms to documents in SharePoint. Then, you can use those terms to classify the documents. You can also use metadata to create a powerful navigation tool for users that can help them find what they want quickly.

For example, suppose that your company has a knowledge base that contains articles that help people troubleshoot problems with products. You might create metadata terms that enable users to filter information by product, by problem type, or other properties.

Document IDs

In a Document Center site, each piece of content gets a unique ID that is unrelated to the document location, like a URL link. This means that if you move or rename the document, the ID remains the same. You can use the ID to create a permanent link for the document and minimize broken links.

Versions

Versions are automatically enabled in a Document Center site. This means that you automatically have a history of all the different versions of a file. In a document review process, for example, this means that you have a record of all the updates that were entered during the review cycle. You can track updates, contact responders, and so on. In addition, if an issue arises with the current version of an article, you can revert quickly to the last-known-good version.

Content types

A content type is a specific kind of content together with a group of settings for the content. When someone creates a document of a defined content type, it automatically receives all the appropriate settings for that content type. A Document Center might have a collection of content types – different kinds of documents, video, templates, and so on.

Content Organizer

The Content Organizer is not included automatically in a Document Center site, however, many users add it. The Content Organizer is a SharePoint feature that lets you manage the overall organization and structure of items. By using metadata or content types, the Content Organizer can automatically route documents and other items to specific locations. For example, in a knowledge base, you might have the Content Organizer automatically route all new submissions to a special library that collects articles for a specific product.

Monday, June 29, 2020

Save a pdf of your file on your mobile device

You can use the Print option to save your Word documents, Excel workbooks, and PowerPoint presentations as PDF files.

Android Windows Mobile

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Open the file that you want to save as a PDF, and then tap File on your tablet or tap the File icon on your phone.
On the File tab, tap Print.
If not already selected, tap Save as PDF on the drop-down list, and then tap Save.
Tap Save.
Choose a location for your PDF, enter a new name (optional), and then tap Save.

Save as PDF

Open the file that you want to save as a PDF, and then tap File on your tablet or tap the File icon on your phone.
On the File menu, tap Print.
If not already selected, tap Microsoft Print to PDF on your tablet or tap PDF on your phone.
Tap Print.
On your tablet, the Save Output As page appears. Choose a location for your PDF, enter a new name, and then tap Save.

On your phone, your PDF will be automatically saved in your Documents folder.

Save a Word file as tagged PDF

You can use Word on your mobile device to save your documents as tagged PDF files. Tagged PDF files make it easier for screen readers and other assistive technologies to determine a logical reading order and navigation for the file as well allowing content reflow when using mobile phones.

Open the Word file that you want to save as a tagged PDF, and then tap the File icon on your phone.
On the File menu, tap Save.
On the Save menu, tap Export this file.
Choose a location for your PDF and tap .
Enter a File name for the PDF, and tap and select PDF from the File Type drop down.
Tap Save .

Your Word document will be saved as PDF in the location you chose in step 4.

Onboard new employees more effectively

Employee training can be expensive and time consuming when you're hiring employees in multiple locations, but it's critical for to retention and engagement. You need an easy way to make training engaging, and resources and documents accessible to everyone.

Details

Train new employees more efficiently with Microsoft Teams. Schedule a live event to host an interactive training session and answer questions in real time. Upload all relevant training materials to the Files tab so they're always available. Add Microsoft Stream to a tab to provide new employees access to other videos and training.

To ensure new employees have access to the resources they need after they're onboarded, you can store training resources like HR forms, reference sheets, tests, or quizzes in SharePoint. SharePoint acts like a repository that anyone with permissions can access at any time.

When training is over, you can connect new hires with company mentors to keep them moving forward by creating a Yammer group. Yammer is an enterprise social network where businesses share information across teams and organize around projects. You can foster direct, free-form conversations between seasoned employees and specific department new hires by inviting them to a new group and starting a conversation.

Highlights

Train new hires using live, interactive training.
Make training resources, documents, and videos easily accessible.
Keep new hires engaged by connecting them with other employees.

Learn More

Collaborate in Teams

I am not seeing the ribbon items described in the help articles

When you look at the ribbon on a site that was created by using SharePoint technologies, you might not see all of the icons or text that are referred to in some Help articles to describe the commands on the ribbon.

The ribbon is optimized for a screen resolution of 1024 × 786 pixels when the site is maximized on your screen. The Help articles were written by using that default size for the ribbon.

For example, the full Documentstab shows all text and icons.

The Documents ribbon

When the ribbon is shown shorter than its default size, the groups on the Documents tab begin to shrink horizontally and show a single icon. The most commonly used commands or features are shown full size as the program window shrinks.

Note: When the user interface (UI) is not displayed full size, the icons might not be displayed in the same order as before. For example, icons that were displayed on one row may be displayed three rows high.

As an example, the Manage group is shown below while the ribbon is at its optimal size.

Manage group on the ribbon

The following shows the Manage group on the Documents tab when the ribbon is made smaller and only one icon appears.

Manage group on the ribbon

The following shows the Manage group after you click the arrow under the Manage group icon.

The Manage group on the ribbon

If some ribbon buttons are not available

While the ribbon helps you quickly find the commands that you need to complete tasks, you may at times find that some of the commands on the ribbon are unavailable.

Tabs, groups, and commands on the ribbon are contextual. Therefore, the ribbon commands available to you change depending on where you are and what you are doing. For example, the Navigate Up command is only available when you navigate into a folder in a list or library.

Some other reasons why commands are disabled on the ribbon include:

You do not have the proper permissions to work with specific features. For example, if you have the default Design permission level you cannot edit list items or documents and, therefore, any commands on the ribbon that pertain to editing list items or documents are unavailable.
A particular site or site collection feature has not been enabled by your system administrator.
You need to select an item or object. For example, if you are working with a document library, you must first select a document in the library to enable many of the ribbon commands that enable you to work with the document.
A page or list setting might not be configured or enabled.
You may not have the appropriate client application installed. For example, the Connect to Outlook command requires that Microsoft Outlook be installed.
The command may require the use of an Active X control, which may not be available using certain browsers.

Things you can try

Other than contacting your administrator regarding feature activation and permission levels, you can do one of the following:

Resize or maximize (cover the full screen) your site program.
For more information about the command or option, rest your pointer on the icon to see the ScreenTips.

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Can t share onedrive files from outlook com

If you are unable to share OneDrive files or folders with contacts in Outlook.com, follow these steps to help resolve the problem.

Go to https://account.live.com/reputationcheck to validate your Microsoft Account.
Ensure your Microsoft Account profile is up-to-date and complete. Make sure you accept the Terms Of Use, if requested.
Once your account has been validated and updated, go to your Outlook.com People view and select any contact.
Edit (Add, Delete or Change) any of the information and Save your changes. This will help sharing via email.
Please note you may need to wait up to 24 hours before these changes resolve the problem.

Still need help?

You can also try the Microsoft Virtual Agent.

Weekday function

Returns a Variant (Integer) containing a whole number representing the day of the week.

Syntax

Weekday( date [, firstdayofweek ] )

The Weekday function syntax has these arguments:

Argument	Description
*date*	Required. Variant, numeric expression, string expression, or any combination of these that can represent a date. If *date* contains Null, Null is returned.
*firstdayofweek*	Optional. A constant that specifies the first day of the week. If not specified, vbSunday is assumed.

Settings

The firstdayofweek argument has these settings:

Constant	Value	Description
vbUseSystem	0	Use the NLS API setting.
vbSunday	1	Sunday (default)
vbMonday	2	Monday
vbTuesday	3	Tuesday
vbWednesday	4	Wednesday
vbThursday	5	Thursday
vbFriday	6	Friday
vbSaturday	7	Saturday

Return Values

The Weekday function can return any of these values:

Constant	Value	Description
vbSunday	1	Sunday
vbMonday	2	Monday
vbTuesday	3	Tuesday
vbWednesday	4	Wednesday
vbThursday	5	Thursday
vbFriday	6	Friday
vbSaturday	7	Saturday

Remarks

If the Calendar property setting is Gregorian, the returned integer represents the Gregorian day of the week for the date argument. If the calendar is Hijri, the returned integer represents the Hijri day of the week for the date argument. For Hijri dates, the argument number is any numeric expression that can represent a date and/or time from 1/1/100 (Gregorian Aug 2, 718) through 4/3/9666 (Gregorian Dec 31, 9999).

Query examples

Expression	Results
SELECT DateofSale, Weekday([DateofSale]) AS Expr1 FROM ProductSales;	Returns the values from the field "DateofSale" and number representing the 'Weekday' of these date values. (By default Sunday is considered the first day of the week; 1).
SELECT DateofSale, Weekday([DateofSale],2) AS NewWeekDay FROM ProductSales;	Returns the values from the field "DateofSale" and number representing the 'Weekday' of these date values. (considering Monday as first day of the week).

VBA example

Note: Examples that follow demonstrate the use of this function in a Visual Basic for Applications (VBA) module. For more information about working with VBA, select Developer Reference in the drop-down list next to Search and enter one or more terms in the search box.

This example uses the Weekday function to obtain the day of the week from a specified date.

        Dim MyDate, MyWeekDay
MyDate = #February 12, 1969#    ' Assign a date.
MyWeekDay = Weekday(MyDate)    
' MyWeekDay contains 4 because 
' MyDate represents a Wednesday.

Add or remove a digit grouping symbol in a number in a text box or expression box

In Microsoft Office InfoPath, you can add data formatting to text box, expression box, and date picker controls on your form template to specify how dates, times, and numbers are displayed when users enter them into forms that are based on your form template.

You can add a digit grouping symbol only for text box controls that have a decimal or whole number data type, or for expression box controls that are formatted as a decimal or whole number. Depending on the locale that you select, the separator may separate more or fewer than three digits. Adding or removing a digit grouping symbol affects only the displayed value, not the value that is saved in the data source.

Double-click the text box control or expression box control whose data you want to format.
In the Control Properties dialog box, do one of the following:
- If you are using a text box control, click the Data tab.
- If you are using an expression box control, click the General tab.
Do one of the following:
- For a text box, ensure that the Data type list displays the appropriate data type, and then click Format.
- For an expression box, ensure that the Format as list displays the appropriate data type, and then click Format.
In the Data Type Format dialog box, do one of the following:
- To add a digit grouping symbol to the number, select the Use a digit grouping symbol check box, under Other options.
- To remove a digit grouping symbol from the number, clear the Use a digit grouping symbol check box, under Other options.

Sunday, June 28, 2020

Record macros in visio

Create a macro to automate steps or processes you do repeatedly. The commands for recording a macro are on the Developer tab.

Note: Macros can trigger security alerts, because they can be created and used for malicious purposes. For more about the risks of macros and what to do with a security alert, see Enable or disable macros in Office files.

On the Developer tab, click Record Macro. (If you don't see the Developer tab, see "Show the Developer tab" below.)
In the Macro name box, type a name for the macro.
In the Shortcut key box, type a shortcut key that can be used with the CTRL key to run the macro.
In the Store macro in box, click the document in which you want to store the macro.
In the Description box, type a description for the macro.
Click OK to begin recording the macro.
Perform the actions you want to include in your macro. On the Developer tab, use Pause Recording if needed.

When you record a macro, you can use the mouse to click commands and options, and to work with shapes and objects in drawings.
To stop recording your macro, click Stop Recording on the Developer tab.

You can also pause or resume macro recording using the Recording toolbar.

To view the resulting code, on the Tools menu, point to Macros, click Macros, click the macro name, and then click Edit.

Show the Developer tab

Click the File tab and then click Options.
Click Customize Ribbon.
Under Customize the Ribbon and under Main Tabs, select the Developer check box.

The Developer tab appears at the end of the ribbon opposite the File tab.

Change the drawing scale

When the drawings you create contain real-world objects that are larger than the printed page, such as the furniture in an office, you need to draw to scale. This article explains how you can change the scale in a Microsoft Visio drawing.

Newer versions Office 2007

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Display the page for which you want to change the drawing scale.

You can set a different drawing scale for each page in your drawing.
First locate the page tab of the page you want to change. The page tab is in the lower-left corner of the drawing area. In the following example, the page tab is represented by Page-1, but your page tab may have a different name like VBackground-1 for a background page.
Right-click the page tab, click Page Setup, and then click the Drawing Scale tab.
Select Pre-defined scale, and then click a pre-defined architectural, metric, or engineering scale; or select Custom Scale and type your own scale values.
To change the measurement units (such as feet or meters), click the Page Properties tab, and in the Measurement units list, click the units that you want.
Click Apply to save your changes and update the drawing page.

To give the background pages the same drawing scale, click the background page (for example, VBackground-1) and perform the same steps.

Display the page for which you want to change the drawing scale.

You can set a different drawing scale for each page in your drawing.
On the File menu, click Page Setup, and then click the Drawing Scale tab.
Click Pre-defined scale, and then click a pre-defined architectural, metric, or engineering scale; or click Custom Scale and type a custom scale.
To change the measurement units (such as feet or meters), click the Page Properties tab, and in the Measurement units list, click the units that you want.
Click Apply to save your changes and update the drawing page.

To give the background pages the same drawing scale, display the background page and follow steps 1–5.

The drawing shows the new settings. Shapes might appear larger or smaller, but their real-world size does not change. Rulers show the new measurement units.

What is drawing scale in Visio?

The drawing scale determines how a distance on the page represents a distance in the real world. For example, 1 inch on an office layout might represent 1 foot in the actual office. In metric drawings, 2 centimeters might represent 1 meter. You can change the drawing scale in any Visio drawing.

Some templates, such as the Office Layout template, open with a pre-defined drawing scale. These drawings are called scaled drawings.

Some templates, such as the Basic Flowchart template, open with a drawing scale of 1:1, which means that 1 inch or centimeter on the printed page represents 1 inch or centimeter in the real world. These drawings are sometimes called unscaled drawings; you use them to create abstract drawings that don't represent actual objects in the real world.

Drawing scales are sometimes expressed as a ratio without measurement units. For example, the metric scale for an office layout might be expressed as 1:50, which is the same as 2 cm = 1 m if you measure distances in centimeters and meters.

The smaller the ratio, the larger the area you can represent:

With a scale such as 1:100 (metric units) or 1/8" = 1' (US units), you can draw an entire floor on one page.
With a scale such as 1:10 (metric units) or 1" = 1' (US units), you can focus in on one cubicle.

When you choose a drawing scale, Microsoft Office Visio sets the measurement units and page units automatically.

Measurement units represent sizes or distances in the real world. In an office layout with a drawing scale of 2 cm = 1 m (1:50), meters are the measurement unit. In a drawing scale of 1/4" = 1', feet are the measurement unit.

Page units represent sizes or distances on the printed page. In an office layout with a drawing scale of 2 cm = 1 m (1:50), centimeters are the page unit. In a drawing scale of 1/4" = 1', inches are the page unit.

Shapes are designed to work with the template they come with. Building plan shapes, for example, work best with scaled drawings, while flowchart shapes work best with unscaled (1:1) drawings.

When you drag a shape onto a drawing page, the shape resizes to match the drawing scale. If the scale of the shape is much larger or much smaller than the scale of the drawing page, the shape is not resized. Consider using another shape designed to work with a scaled drawing.

Tuesday, June 30, 2020

Use automatic configuration

Use manual configuration

Try it!

Want more?

With colleagues

With friends and family

Discover more scenarios

Want more?

Related information

What's in a Document Center site?

Monday, June 29, 2020

Save as PDF

Save a Word file as tagged PDF

Details

Highlights

Learn More

If some ribbon buttons are not available

Things you can try

Still need help?

Query examples

VBA example

See Also

Sunday, June 28, 2020

See Also

What is drawing scale in Visio?

Try it!

Want more?