April Webmasters Meeting Details:

Date:                                     Thursday, April 18th

Time:                                    2:00 PM – 3:00 PM (30 minutes of extra time if needed)

Location:                             Graduate Student Center (211-A W. Cameron Ave.)

Presenter(s):                     Alison Campbell, Office 365 Program Manager with ITS

Presentation Topic:

Office 365 Tools 1: Outlook, OneNote, To-Do, Planner

Office 365 is a suite of applications that are built with productivity and collaboration in mind. There are more than a dozen apps to choose from and it can be intimidating and time-consuming trying to figure out which ones might work for you. In this session we’ll talk about 4 applications and the tools within them that are geared towards helping you manage your work in a more productive and efficient way:

  • Outlook
  • OneNote
  • To-Do
  • Planner

Meeting Recap and Notes:

April 2019 Webmasters Meeting – Productivity and Time Management

Meeting Information

  • Date: 04/18/2019
  • Time: 2:00
  • Duration: 1 hour
  • Location: Graduate Student Center
  • Attendees: ~20
    • 4-5 First Timers

Presenter(s)

Notes – Presentation

  • 4 Office 365 Apps
    • One Note
    • Outlook
    • Planner
    • To-do
  • Outlook
    • Multiple different ways to organize
      • Rules
        • Automatically perform some action based on some ruleset
      • Folders
        • Could be based on Projects, contacts
        • 3 folders to organize work
          • Tasks
            • On-going items
          • Follow-up folder
            • Areas that require follow-up
          • Some Day
            • At some point
      • Quicks Steps
        • Automatics steps for organization
        • Ex:
          • Move to folder
          • Flag and Move
          • Custom
      • Flagging Emails
        • Click on flag icon, will color code
        • Can organize by flag in the inbox
        • Adds to Outlook tasks and OneNote
        • Flag Types
          • Can add dates, canned or custom
        • Can drag and drop to Task interface
          • Will bring up a task interface
      • Tasks (similar to the To-do structure)
        • A basic task interface for creating tasked based items from
        • Interface allows you to set dates and other relevant data about
      • Clean Up
        • Icon with the envelope with an X on it
        • Can remove redundant items
    • Other Features
      • Out of office messages
      • Email Signature
    • Batch Email Time
      • If you can do something in less than 2 minutes, do it in your batch email time
      • If it will take longer, make time for those email message
    • Delay Delivery
      • Can set an email to send an email automatically at some prescribed date and time
      • This allows you to compose the email at your leisure and
    • Add Ins
      • Extra features available to certain apps
      • UNC ITS security needs to vet the add-ins before the can be used
      • Can view the list at http://office365.unc.edu/3rd-party-applications/
        • There is a request process if you want an add-in that we do not currently have
  • OneNote
    • Can get at https://office.unc.edu
    • Many different versions
      • Web client
      • Windows 10 applications (multiple)
      • Mobile App
    • Use for
      • Helps with project management
      • Uses to store agenda and meeting notes
    • Organization
      • Notebook
        • Group of sections and pages
      • Sections
        • Group of pages
      • Pages
        • Where you store data
      • Integrates with Meetings
        • Can pull in meeting attendees
      • Email Page
        • Can email a page
        • Everyone in a meeting will be in the to field
      • Sharing
        • Must use a shared notebook if others will need to view
      • Tagging
        • Checkboxes
          • General to-do task structure
        • Highlight or Star an item
          • Note for later
        • Easy to pull important items from notes
        • Can integrate with Outlook tasks
      • Individual vs. Group Notebooks
        • Everyone at UNC gets an individual OneDrive account and Individual OneNote notebook
        • The individual one is not shared by default
        • Can be team based from MS Teams
      • Search
        • Can search all note books, sections and pages
  • ToDo
    • Similar to Wunderlist
      • Wunderlist bought by Microsoft
    • Simple to-do list application
    • Only available in an online application
    • Similar to the Outlook task interface
    • Structure
      • Lists
        • Every list can have tasks
      • Tasks
        • Every task can have additional information
      • Steps
        • Like sub tasks
      • Add to My Day
        • Can add tasks to your day
        • Can drag a task over to My Day
      • Set Reminders
        • Can show up in Outlook
      • Due Date
      • Planned
        • Items with due dates
      • Flagged email
        • Flagged items in email
        • Choose to connect to email and the items will connect
      • Tasks
        • General bucket as a place to store uncategorized items
  • Planner
    • Structure
      • Buckets
    • Similar to Jira
    • Not as powerful as MS project
      • No Gantt charts
    • Good for basic tasks and assigning to people
    • Shared via an Office 365 Group
    • Can assign to anyone in the group
    • Can add
      • Due date
      • Start date
      • Assignment
      • Tasks
      • Attachments
      • Notes
      • Comments
      • Description
    • Copy Tasks, or copy link to tasks
    • Charts
      • Can see the progress and status
      • Late items,
    • Schedules
      • Calendar view of items

Questions

  • Where to store email archive, server or computer?
    • Generally, want to move to a separate space
    • OneDrive is a great space to store this
  • Interacting with Email and MS Teams?
    • Daniel Reeves uses it as a way to monitor MS Teams
    • You can get a reminder that there is a conversation that you missed
  • How to get to the Flag view?
    • In the header space, the icon looks like a flag
  • How do I have multiple auto-generated notebooks?
    • It is usually an individual issue and would need to be reviewed by ITS to be sure
  • If you don’t get through all your tasks in MyDay, what happens?
    • The items will just move off of my day
    • All the items will still be in the lists where it originated
    • You cannot see the list of items not completed in the MyDay
  • When you assign a person to a task in Planner, do they get an email?
    • It can, you just
  • What is the difference between To-Do and Planner?
    • Individual (to-do) vs. shared (planner)
  • Outlook calendar integration?
    • Not planned from what we know