Change your presence status in lync

Presence statuses include Available, Busy, Away, and Do Not Disturb. Your status is based on your Microsoft Outlook Calendar, if you use Outlook, or your Lync activities. For example, if you have a meeting currently scheduled in Outlook, your status appears as "In a meeting" in Lync. When you're in a Lync audio or video call, your presence indicator appears red, as Busy, and your status is updated to "In a call." But you can also manually set your presence status to control how or whether you want people to get in touch with you. And, your presence can also include a personal note that appears in your Contacts list and on your contact card. This gives people more information about what you're up to.

Change your presence status

• Click the status menu drop-down arrow below your name on the Lync main window, and then click the status you want to show other people.

To revert from the status you set and have Lync automatically update your status, click the status menu and then click Reset Status.

Choose the appropriate status

Make sure you set your status accurately. The table below describes each presence status that other people may see for you, what each status means, and which ones you can set yourself.

Tip: The presence statuses are pre-set in Lync, which means you can't create a custom status, but you can give your contacts more details about where you are or what you're doing by adding a personal note. See the next section for details.

Presence Status	Description	How this status gets set
Available	You're online and available to contact.	Lync sets this status when it detects you're using your computer. You can also set this status when you want others to know you're in your office even though the computer is idle.
Busy	You're busy and don't want to be interrupted.	Lync sets this status when, according to your Outlook Calendar, if you use Outlook, you have an appointment. You can also select this status from the drop-down arrow. If you do manually set Lync to Busy, it will revert back to your Outlook Calendar status in 24 hours, if you do not change it before then.
In a call	You're in a Lync call (a two-way audio call) and don't want to be disturbed.	Lync sets this status when it detects that you're in a Lync call.
In a meeting	You're in a meeting and don't want to be disturbed.	Lync sets this status when it detects that you're in a Lync Meeting or when you're scheduled to be in a meeting according to your Outlook calendar, if you use Outlook.
In a conference call	You're in a Lync conference call (a Lync Meeting with audio) and don't want to be disturbed.	Lync sets this status when it detects that you're participating in a Lync conference call.
Presenting	You're giving a presentation and can't be disturbed.	Lync sets this status when it detects that you're either sharing your screen or projecting.
Do not disturb	You don't want to be disturbed and will see conversation notifications only if sent by someone in your Workgroup.	You select this status from the drop-down arrow. If you do manually set Lync to Do not disturb, it will revert back to your Outlook Calendar status in 24 hours, if you do not change your status before then.
Be Right Back	You're stepping away from the computer for a few moments.	You select this status from the drop-down arrow.
Inactive/Away	You're logged on but your computer has been idle, or you've been away from your computer for a specified (set by you) period of time.	Lync sets your status to "inactive" when your computer's been idle for five minutes, and to "away" when your status has been inactive for five minutes. (To change these default values, click the Options button , click Status, and then click the arrows next to Show me as Inactive when my status has been idle for this many minutes and Show me as Away when my status has been Inactive for this many minutes.) You can also select this status from the drop-down arrow.
Off Work	You're not working and not available to be contacted.	You select this status from the drop-down arrow.
Offline	You're not signed in. You'll appear as Offline to people whom you've blocked from seeing your presence.	Lync sets this status when you log off your computer.
Unknown	Your presence isn't known.	This status may appear to contacts who are not using Lync as their instant messaging program.

Note: If you use Outlook and you turn on the out-of-office notification, the note you write in Outlook displays in Lync as well, and a red star or asterisk (*) appears next to your presence status at bottom of your picture display area.

Add or remove a personal note

Type a personal note, such as "Working from home," at the top of your Lync main window, to share current details about your status. The note will appear with your contact card. Change the note as often as you like.

To add a personal note

• In the Lync main window, click the note box above your name, and then type a note, such as "Working from home" or "Working on a deadline, please IM instead of stopping by."

To remove your personal note

• Click the note box above your name, and, on your keyboard, press BackSpace, and then press Enter. The text in the box reverts to the default message, "What's happening today?"

Turn your out-of-office notification on or off

If your Lync account is synchronized to your Outlook calendar, an out-of-office message displays as your personal note in Lync whenever you turn on the out-of-office notification in Outlook. So, for example, when you're going to be on vacation, you might set up your out-of-office notification in Outlook indicating that you're on vacation (and sharing any relevant information, such as whether you'll be checking email and who your backup is). This notification is published in your contact card and other contact listings that are displayed to your contacts in Lync.

Important: When you return from vacation, remember to turn off the out-of-office notification. You have to go into Outlook to do this. You can't delete the note from Lync.

To turn on the notification in Outlook

• In Outlook, click the File tab, click the Automatic Replies button, click Send automatic replies, and then write your out-of-office message and schedule it for display.

To turn off the notification in Outlook and thereby remove the message from your Lync display

• In Outlook, click the File tab, and then click the Turn off button in the Automatic Replies panel. (It can take up to thirty minutes for the note to disappear from your Lync display.)

To sync your Lync and Outlook accounts

1. In the Lync main window, click the Options button.

2. In Lync - Options, click Personal.

3. Select the Update my presence based on my calendar information check box.

4. Select the Display my Out of Office information to contacts in my Friends and Family, Workgroup, and Colleagues privacy relationships check box to sync your Lync and Outlook accounts.

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Display only the last four digits of identification numbers

Let's say, for common security measures, you want to display only the last four digits of an identification or Social Security number, credit card number, or other number and replace the rest of the digits with asterisks. Whether the digits in your cell are formatted as text, numbers, or the special Social Security number format, you can use the same functions. To display only the last four digits of identification numbers, use the CONCATENATE, RIGHT, and REPT functions. 

Example

The example may be easier to understand if you copy it to a blank worksheet.

How to copy an example

1. Create a blank workbook or worksheet.

2. Select the example in the Help topic.

   Note: Do not select the row or column headers.

   

   Selecting an example from Help

3. Press CTRL+C.

4. In the worksheet, select cell A1, and press CTRL+V.

5. To switch between viewing the results and viewing the formulas that return the results, press CTRL+` (grave accent), or on the Formulas tab, in the Formula Auditing group, click the Show Formulas button.

	A	B
1	Type	Data
2	Social Security Number	555-55-5555
3	Credit Card Number	5555-5555-5555-5555
4	Formula	Description (Result)
5	=CONCATENATE("***-**-", RIGHT(B2,4))	Combines the last four digits of the SSN with the "***-**-" text string (***-**-5555)
6	=CONCATENATE(REPT("****-",3), RIGHT(B3,4))	Repeats the "****-" text string three times and combines the result with the the last four digits of the credit card number w(****-****-****-5555)

Security Note: In the example, you should hide column B and protect the worksheet so that the original data cannot be viewed.

Function details

CONCATENATE

RIGHT, RIGHTB

REPT

Conditional formatting compatibility issues

The Compatibility Checker found one or more conditional formatting-related compatibility issues.

Important: Before you continue saving the workbook to an earlier file format, you should address issues that cause a significant loss of functionality so that you can prevent permanent loss of data or incorrect functionality.

Issues that cause a minor loss of fidelity might or might not have to be resolved before you continue saving the workbook—data or functionality is not lost, but the workbook might not look or work exactly the same way when you open it in an earlier version of Microsoft Excel.

In this article

• Issues that cause a significant loss of functionality

• Issues that cause a minor loss of fidelity

Issues that cause a significant loss of functionality

Issue	Solution
Some cells in this workbook contain conditional formatting, which refers to values on other worksheets. These conditional formats won't be saved.	What it means   Beginning in Excel 2007, conditional formatting rules can refer to values on other worksheets. These rules are not supported in earlier versions, and will be lost if you save the file in the Excel 97-2003 file format. What to do   Click Find in the Compatibility Checker dialog box to locate each instance of this issue. For each case, copy the source data to a new range of cells on the worksheet containing the formatted cells and then update the conditional formatting rule to use the new range.
One or more cells in this workbook contain a conditional formatting icon set arrangement that is not supported in earlier versions of Excel. These conditional formats will not be saved.	What it means   New conditional formats were introduced in Excel 2007, including icon sets. The Excel 97-2003 file format does not support conditional formatting rules that use icon sets. If you save the file in that file format the conditional formatting for the cell(s) in question will be discarded in the saved file. What to do   Click Find in the Compatibility Checker dialog box to locate each instance of the icon set arrangement. For each instance, choose a conditional format that is supported in Excel 97-2003, such as formatting the cell with a color. After you replace all the instances, you can save the file in the Excel 97-2003 file format.
Some cells have more conditional formats than are supported by the selected file format. Only the first three conditions will be displayed in earlier versions of Excel.	What it means    In Excel 2007 and later, conditional formatting can contain up to sixty-four conditions, but in Excel 97-2003, you will see the first three conditions only. However, all conditional formatting rules remain available in the workbook and are applied when the workbook is opened again in Excel 2007 and later, unless the rules were edited in Excel 97-2003. What to do    In the Compatibility Checker, click Find to locate cells that have conditional formatting applied that use more than three conditions, and then make the necessary changes to use no more than three conditions.
Some cells have overlapping conditional formatting ranges. Earlier versions of Excel will not evaluate all of the conditional formatting rules on the overlapping cells. The overlapping cells will show different conditional formatting.	What it means    Overlapping conditional formatting ranges are not supported in Excel 97-2003, and the conditional formatting is not displayed as expected. However, all conditional formatting rules remain available in the workbook and are applied when the workbook is opened again in Excel 2007 and later, unless the rules were edited in Excel 97-2003. What to do    In the Compatibility Checker, click Find to locate cells that have overlapping conditional formatting ranges, and then make the necessary changes to avoid overlap.
One or more cells in this workbook contain a conditional formatting type that is not supported in earlier versions of Excel, such as data bars, color scales, or icon sets.	What it means    In Excel 97-2003, you will not see conditional formatting types, such as data bars, color scales, icon sets, top or bottom ranked values, above or below average values, unique or duplicate values, and table column comparison to determine which cells to format. However, all conditional formatting rules remain available in the workbook and are applied when the workbook is opened again in Excel 2007 and later, unless the rules were edited in Excel 97-2003. What to do    In the Compatibility Checker, click Find to locate cells that have conditional formatting types that are new in Excel 2007 and later, and then make the necessary changes to use only formatting types that are supported in the earlier versions of Excel.
Some cells contain conditional formatting with the Stop if True option cleared. Earlier versions of Excel do not recognize this option and will stop after the first true condition.	What it means    In Excel 97-2003, conditional formatting without stopping when the condition has been met is not an option. Conditional formatting is no longer applied after the first condition is true. However, all conditional formatting rules remain available in the workbook and are applied when the workbook is opened again in Excel 2007 and later, unless the rules were edited in Excel 97-2003. What to do    In the Compatibility Checker, click Find to locate cells that contain conditional formatting with the Stop if True option cleared, and then click Fix to resolve the compatibility issue.
One or more cells in this workbook contain a conditional formatting type on a nonadjacent range (such as top/bottom N, top/bottom N%, above/below average, or above/below standard deviation). This is not supported in earlier versions of Excel.	What it means    In Excel 97-2003, you will not see conditional formatting in nonadjacent cells. However, all conditional formatting rules remain available in the workbook and are applied when the workbook is opened again in Excel 2007 and later, unless the rules were edited in Excel 97-2003. What to do    In the Compatibility Checker, click Find to locate cells that contain a conditional formatting type on a nonadjacent range, and then make the necessary changes to use conditional formatting rules that are available in earlier versions of Excel.
Some PivotTables in this workbook contain conditional formatting that may not function correctly in earlier versions of Excel. The conditional formatting rules will not display the same results when you use these PivotTables in earlier versions of Excel.	What it means    Conditional formatting results you see in Excel 97-2003 PivotTable reports will not be the same as in Excel 2007 and later PivotTable reports. However, all conditional formatting rules remain available in the workbook and are applied when the workbook is opened again in Excel 2007 and later, unless the rules were edited in Excel 97-2003. What to do    In the Compatibility Checker, click Find to locate PivotTable report fields that contain conditional formatting rules, and then apply conditional formatting rules that are available in the earlier versions of Excel.
One or more cells in this workbook contain conditional formatting which refers to values on other worksheets. These conditional formats will not be supported in earlier versions of Excel.	What it means    In Excel 97-2003, conditional formatting that refers to values on other worksheets is not displayed. However, all conditional formatting rules remain available in the workbook and are applied when the workbook is opened again in Excel 2010 and later, unless the rules were edited in Excel 97-2007. What to do    In the Compatibility Checker, click Find to locate cells that contain conditional formatting that refers to values on other worksheets, and then apply conditional formatting that does not refer to values on other worksheets.
One or more cells in this workbook contain conditional formatting using the 'Text that contains' format with a cell reference or formula. These conditional formats will not be supported in earlier versions of Excel.	What it means     In Excel 97-2007, conditional formatting that use formulas for text that contains rules is not displayed on the worksheet. However, all conditional formatting rules remain available in the workbook and are applied when the workbook is opened again in Excel 2010 and later, unless the rules were edited in Excel 97-2007. What to do    In the Compatibility Checker, click Find to locate cells that contain conditional formatting that uses formulas for text that contains rules, and then apply conditional formatting that is supported in earlier versions of Excel.
One or more cells in this workbook contain a rule that will not be supported in earlier versions of Excel because there is a formula error in its range.	What it means    In Excel 97-2007, conditional formatting that use range-based rules cannot be displayed correctly on the worksheet when the range-based rules contain formula errors. What to do    In the Compatibility Checker, click Find to locate cells that contain range-based rules that contain formula errors, and then make the necessary changes so that range-based rules do not contain formula errors.
One or more cells in this workbook contain a conditional formatting icon set arrangement that is not supported in earlier versions of Excel.	What it means    In Excel 97-2007, conditional formatting that displays a specific icon set arrangement is not supported and the icon set arrangement is not displayed on the worksheet. However, all conditional formatting rules remain available in the workbook and are applied when the workbook is opened again in Excel 2010 and later, unless the rules were edited in Excel 97-2007. What to do    In the Compatibility Checker, click Find to locate cells that contain conditional formatting that display a specific icon set arrangement, and then make sure that conditional formatting does not display that icon set arrangement.
One or more cells in this workbook contain a data bar rule that uses a "Negative Value" setting. These data bars will not be supported in earlier versions of Excel.	What it means    In Excel 97-2007, conditional formatting that contains a data bar rule that uses a negative value is not displayed on the worksheet. However, all conditional formatting rules remain available in the workbook and are applied when the workbook is opened again in Excel 2010 and later, unless the rules were edited in Excel 97-2007. What to do    In the Compatibility Checker, click Find to locate cells that contain conditional formatting that contains negative data bars because the negative value format is set to Automatic in the New Formatting Rule dialog box (Home tab, Styles group, Conditional Formatting, New Rule) or the Axis Settings have been set to Automatic or Cell midpoint in the Negative Value and Axis Settings dialog box (Home tab, Styles group, Conditional Formatting, New Rule, Data Bar format style, Negative Values and Axis button), and then make the necessary changes.
One or more cells in this workbook contain conditional formatting which refers to more than 8192 discontinuous areas of cells. These conditional formats will not be saved.	What it means    In Excel 97-2007, conditional formatting that refers to more than 8192 discontinuous areas of cells is not displayed on the worksheet. However, all conditional formatting rules remain available in the workbook and are applied when the workbook is opened again in Excel 2010 and later, unless the rules were edited in Excel 97-2007. What to do    In the Compatibility Checker, click Find to locate cells that contain conditional formatting that refer to more than 8192 discontinuous areas of cells, and then change the number of discontinuous areas of cells the conditional formatting refers to.

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Issues that cause a minor loss of fidelity

Issue

Solution

One or more cells in this workbook contain a data bar rule that uses a fill, border, or "bar direction" setting. These data bars will not be supported in earlier versions of Excel.

What it means    In Excel 97-2007, conditional formatting that contains a data bar rule that uses a solid color fill or border or left to right and right to left bar direction settings for data bars is not displayed on the worksheet. However, all conditional formatting rules remain available in the workbook and are applied when the workbook is opened again in Excel 2010 and later, unless the rules were edited in Excel 97-2007. What to do    In the Compatibility Checker, click Find to locate cells that contain a conditional formatting data bar rule that uses a solid color fill or border or left to right and right to left settings for data bars, and then and then make the necessary changes.

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Accessibility features in video playback on powerpoint

PowerPoint supports the playback of video with multiple audio tracks. It also supports closed captions and subtitles that are embedded in video files.

The closed-captioning feature in PowerPoint 2016 is only available for Office 2016 Click-to-Run installations; MSI-based installations don't have the closed-captioning feature.

1. Open an Office 2016 application.

2. On the File menu, select Account.

3. For Office 2016 Click-to-Run installations, you'll have an Update Options button.

   MSI-based installations don't have an Update Options button. You'll only see the About <application name> button.

   

Let's say you have a PowerPoint slide that you've added a video to. If that video has any of the following things in it, then an Audio and Subtitles icon appears on the play bar of the video in Slide Show:

• Multiple audio tracks (in a supported format)

• Embedded closed captions (in a supported video format)

• Embedded subtitles (in a supported video format)

Turn on closed captions or subtitles by using the keyboard

1. Press the Tab key repeatedly until the focus is on the video.

2. Press Alt+J (on Windows) or Option+J (on Mac or iOS) to show the Audio and Subtitles menu.

3. Press the arrow keys to place the focus on the track you want to use.

4. Press Enter to select the track.

You can click the icon ( for Windows, for Mac) to see the list of available tracks, captions, or subtitles, and then click the name of one you want to use.

In PowerPoint 2016, playback of closed captions and subtitles is only supported on Windows 10 and above.  In PowerPoint 2016, playback of alternate audio tracks is supported on Windows 8.1 and above.

Videos that have captions, subtitles, or multiple audio tracks

Closed captions and subtitles are words that display on top of the video as it is playing. They are used by people that are deaf or hard of hearing, people that do not understand the language used in the video or are learning the language, and in situations where the volume on the audio must be turned down. The person viewing the video can choose whether to show the closed captions or subtitles.

• Subtitles typically contain only a transcription (or translation) of the dialogue.

• Closed captions typically also describe audio cues such as music or sound effects that occur off-screen.

Some videos include additional audio tracks that include video descriptions, director's commentary, or other languages. Video description means audio-narrated descriptions of a video's key visual elements. These descriptions are inserted into natural pauses in the program's dialogue. Video description makes video more accessible to individuals who are blind or visually impaired.