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Category: Microsoft 365

Easier tracking with Excel tables

Posted on by Cathy Rodriguez

Whether you’re managing a project, organizing tasks or keeping track of inventory, Excel is probably your go-to tool. But if you’re still working in basic rows and columns, you’re missing one of its most helpful features—tables.

Benefits of Excel tables

  • Automatic formatting: Tables apply a consistent style with filter buttons for each column.
  • Dynamic formulas: Formulas auto-fill down the column, saving time and reducing errors.
  • Expandable ranges: Add rows or columns and the table expands—keeping formatting and formulas intact.
  • Easier filtering and sorting: Each column header includes quick sort and filter options.
  • Named ranges: Tables create structured references like =Table1[Amount] that are easier to manage.

Creating a table

  1. Select any cell in your data range.
  2. Press Ctrl + T or go to the Insert tab and click Table.
  3. Confirm the range and check the box if your data has headers.

To learn more, see Microsoft’s Create and Format Tables tutorial.

Bring order to your Inbox: How to color-code emails in Outlook

Posted on by Cathy Rodriguez

Tired of missing important emails in the sea of your inbox? Color coding can help. Microsoft Outlook offers a simple way to highlight messages based on sender, subject, or other details—turning chaos into clarity.

Here’s how to set it up in a few quick steps.

  1. Click into your Inbox.
  2. Click the View tab.
  3. Choose View Settings.
  4. Click Conditional Formatting.
  5. Click +Add Rule and give your rule a name.
  6. Select Font, then choose your color, style, and size.
  7. Click Condition and set your filter—such as “From” a specific person or subject contains “Reminder.”
  8. Click OK to save.

You’ve just created a color-coded rule that will apply to incoming emails matching your conditions.

Color coding works best when it’s intentional. Stick with a few key categories so your inbox doesn’t turn into a rainbow of confusion. If you have any questions, post your question in the KSU Teams Support team.

Record video messages in Outlook

Posted on by Cathy Rodriguez

Add clarity and a personal touch to your emails by recording a video message directly in Outlook. Sometimes it’s easier to show than tell.

How it works

  1. Start a new email in Outlook on the web.
  2. Click in the body  of the message.
  3. On the toolbar, click the Record a video to insert in your message button.
  4. Choose your camera and microphone settings.
  5. Record your video—up to five minutes.
  6. Trim or edit as needed.
  7. Press Save and insert to drop the video into your email.
  8. Add a subject and send!

The recipient sees your video embedded right in the message. No links, no downloads.

Collaborate with your team using a Microsoft shared account

Posted on by Cathy Rodriguez

Do you need a streamlined way for your team to manage email from the same inbox? A shared account provides a single email address that multiple team members can use to send and receive messages. A shared account gives team members access to email, calendar, contacts and more.

To get a shared account submit the Shared account request form (eID sign-in required).

The person who requests the account becomes the owner of the account and can manage who has access to the account. To learn how to manage a shared account, see the Managing a shared account knowledge base article.

If you have any questions about shared accounts, submit a ticket to the IT Service Desk.

Exploring the OneDrive homepage

Posted on by Cathy Rodriguez

The OneDrive homepage isn’t just for accessing files—it’s a powerful tool for managing all your files across Microsoft 365, no matter where they’re stored. Think of it as your one-stop shop for staying organized. Plus, you can quickly open OneDrive from the left navigation pane in Outlook and Teams.

Navigating the OneDrive homepage

The left navigation pane helps you find files quickly:

  • My Files: Your personal files and folders in OneDrive.
  • Shared: Files and folders you’ve shared or that others have shared with you.
  • Favorites: Mark important files as favorites for easy access.
  • Recycle Bin: Restore deleted files or permanently remove them.
  • Browse Files By: Filter by people, meetings, or media.
  • Quick Access: Jump to frequently used storage locations.

Main content area

The center of the homepage displays your recently used files. You can filter by name, person or file type to find what you need faster.

Do you want to learn more?

To learn more about OneDrive, view the OneDrive Quickstart Guide.

Save time by using Outlook templates

Posted on by Cathy Rodriguez

Microsoft Outlook logoDo you find yourself writing the same email over and over? Save time and streamline your workflow by using templates in Outlook on the web.

Creating a template

  1. Compose a new email message as you normally would and then copy the message.
  2. On the toolbar, click the Message tab.
  3. On the toolbar, click the My Templates button.
  4. Click the + Template link.
  5. Give your template a name and paste your message into the text box.
  6. Click Save to store your template for future use.

Using a saved template

  1. Open a new email.
  2. On the toolbar, click the Message tab.
  3. On the toolbar, click the My Templates button.
  4. Click on the three-dot menu in the email toolbar.
  5. Customize as needed and hit Send.

By integrating email templates into your workflow, you’ll reduce repetitive typing, improve response times and maintain consistent messaging.

Send an encrypted email in Outlook

Posted on by Cathy Rodriguez

Email encryption is used to encode the content of email messages to protect potentially sensitive information from being read by anyone other than the intended recipients. Encryption makes the content of your emails unreadable as they travel to the recipient.

You can encrypt messages by using the encrypt button on the toolbar or by typing one of the following keywords at the beginning of the subject line followed by a colon:

  • PCI:
  • PHI:
  • confidential:
  • secure:
  • encrypt:

Encrypt an email using the Encrypt button in Outlook on the web

  1. Sign in to Outlook on the web.
  2. Create your email message as usual.
  3. Click the Options tab and then click the Encrypt button.
  4. Choose Encrypt or any of the other permission options.
  5. Send the message.

You can also encrypt email in the desktop apps. See the Sending encrypted email in Outlook knowledge base article for instructions on how to encrypt emails in the desktop apps.

Organize your workflow with Microsoft Lists

Posted on by Cathy Rodriguez

Microsoft Lists is a simple yet powerful app that helps you organize, track, and collaborate on tasks and information. It integrates seamlessly with Microsoft 365, making managing work across your existing tools easy.

Why use Microsoft Lists?

  • Boost productivity: Reduce manual tracking and let Lists do the heavy lifting.
  • Improve collaboration : Keep everyone aligned with a central source of information.
  • Stay flexible: Customize lists to match your unique workflow.
  • Enhance visibility : See project progress at a glance with different viewing options.

How to Use Microsoft Lists for workflow organization Continue reading “Organize your workflow with Microsoft Lists” →