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Category: Office 365

Send an encrypted email in Outlook

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 on the desktop apps.

Organize your workflow with Microsoft Lists

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”

Microsoft 365: Free for students, faculty and staff

Microsoft 365, an office collaboration suite, is available for free for K-State students, faculty, and staff. It includes tools such as email, calendar, office applications, file storage space, and more. You can access the suite from your desktop, web browser, or phone.

What’s Included?

Microsoft 365 gives you access to a range of apps and services designed to simplify your workflow and spark your creativity. The following are a few of the basic apps:

  • Microsoft Word for creating polished documents.
  • Excel for crunching numbers and analyzing data.
  • PowerPoint to design standout presentations.
  • Outlook for managing your email and calendar.
  • Teams for seamless communication and collaboration.
  • OneDrive for secure file storage and easy sharing.
  • OneNote for organizing information and collaborating with others.

Continue reading “Microsoft 365: Free for students, faculty and staff”

Schedule email in Microsoft Outlook on the web

Microsoft Outlook logoAre you going to be out of the office but need to send an email on a specific day? If so, use the Schedule Send feature in Outlook on the web.

How to Use Schedule Send

  1. Compose your email: Create a new email as you normally would.
  2. Set the time: Click the dropdown arrow next to the “Send” button and select Schedule send.
  3. Pick a date and time: A calendar will pop up. Choose the best day and time for your email to go out.
  4. Confirm: Click Send when you’ve finalized the schedule.

Outlook will send the message at the scheduled date and time.

Rehearse your presentation in PowerPoint

Speaker Coach recording screenDid you know you can practice rehearsing your PowerPoint presentations by using the Speaker Coach feature?

Speaker Coach evaluates your pacing, pitch, your use of filler words, informal speech, euphemisms, and culturally sensitive terms, and it detects when you’re being overly wordy or are simply reading the text on a slide.

After each rehearsal, you get a report that includes statistics and suggestions for improvements.

Get started

  1. Open your presentation in PowerPoint for the web.
  2. On the Slide Show tab, select Rehearse with Coach.
    Note: If you don’t have a
    Slide Show tab, use the View tab to start Speaker Coach. The presentation opens in a full-screen view, similar to Slide Show.
  3. Select Start Rehearsing in the lower-right corner of your screen when you are ready to begin rehearsing.
  4. As you speak, Coach gives on-screen guidance (in the lower-right corner of the window) about pacing, inclusive language, use of profanity, filler words, and whether you’re reading the slide text.
  5. When you’re through, exit the full-screen view. Coach opens a Rehearsal Report that summarizes what it observed and offers recommendations.

Streamline your workflow with Quick Steps in Microsoft Outlook on the web

Quick Steps are shortcuts that allow you to perform multiple actions on an email with one click. Instead of doing each task separately, Quick Steps helps you streamline your work.

How to set up Quick Steps

  1. Open Outlook and go to the Home tab.
  2. On the toolbar, click Quick Steps.
  3. Click Add quick step
  4. In the Name box, type a name for the new Quick Step.
  5. Under Choose an action, select the action that you want the Quick Step to do. Select Add another action for any additional actions.
  6. Click Save.

Quick Step examples

Continue reading “Streamline your workflow with Quick Steps in Microsoft Outlook on the web”

Make your Excel data stand out by using conditional formatting

How to do conditional formatting in ExcelExcel is a powerful tool for managing and analyzing data. Conditional formatting allows you to apply formatting to cells based on specific conditions. This can help you identify important information in your spreadsheet and make your data more visually appealing.

How to apply apply formatting

  1. Select the cells you want to apply the formatting to.
  2. On the Home tab, click the Conditional Formatting menu.
  3. Choose a conditional formatting option, such as Highlight Cell Rules, Top/Bottom Rules, Data Bars, Color Scales, or Icon Sets.
  4. Customize the formatting options to suit your needs, such as choosing the color and font style for the highlighted cells.
  5. If necessary, add multiple conditional formatting rules to a range of cells.
  6. Apply the formatting to the selected cells by clicking the OK button.

Note:

  • Highlight Cell Rules: allows you to highlight cells based on their value. .
  • Top/Bottom Rules: allows you to highlight the top or bottom values in a range of cells.
  • Data Bars: allows you to add a data bar to each cell in a range, which visually represents the cell’s value.
  • Color Scales: allows you to apply a color scale to a range of cells, which will change the color of each cell based on its value.
  • Icon Sets: allows you to add icons to a range of cells, which represent the cell’s value.

For more information on conditional formatting, see Microsoft’s Use Conditional formatting to highlight information article.

Software available for students, faculty and staff

K-State provides free and for-purchase software products to students, faculty and staff. The goal is to make resources available to the K-State community to provide the necessary tools to reach academic, research and work goals.

Microsoft 365 is a popular resource at K-State. This free office collaboration suite includes tools such as email, calendar, applications and file storage space. You can access the suite from your desktop, web browser or phone. For more information, view the Microsoft 365 webpage. Continue reading “Software available for students, faculty and staff”

Use Microsoft Word’s styles feature to help keep the formatting of your documents consistent

Word Styles are a predefined combination of fonts, sizes, colors, and spacing that you can apply to your text with one click. Instead of manually formatting each section of your document, you apply a style to headings, subheadings, body text, and more. This standardizes your formatting and creates a cohesive look.

The following are some of the benefits of using styles:

  • Consistency Across Documents – One of the biggest benefits of using Word Styles is ensuring consistency across all of your documents.
  • Saves time – Using stylesIt  saves you time by not having to manually apply formatting in your documents.
  • Easily generate a table of contents – Using styles allows you to generate a table of contents. Word can recognize your headings and automatically organize them into a clickable list, helping readers jump to specific sections without scrolling through the entire document.
  • Global Updates – If you need to change the appearance of your entire document—like switching to a different font or adjusting heading colors—you can do so easily with Word Styles. Instead of updating each section manually, simply modify the style, and Word will update all instances of that style in the document.
  • Supports Collaboration – When multiple people are working on the same document, using Word Styles ensures everyone adheres to the same formatting rules. This keeps the document uniform, no matter how many people are involved.
  • Customizable to Your Needs – While Word comes with built-in styles, you can also customize them to match your specific needs. This flexibility allows you to create documents that align with your unique preferences.

To learn more, see Microsoft’s article on how to customize or create new styles.

 

Explore the OneDrive homepage

The OneDrive homepage isn’t just for simple file access; it’s a central hub for efficiently managing your files across Microsoft 365, regardless of their source. Think of it as a one-stop shop for all of your files. Plus, you can easily access OneDrive within Outlook and Teams (left navigation pane), streamlining your file management process.

Homepage LayoutMicrosoft New Homepage Layout

The homepage features:

  1. Add New: add new documents/folders or upload existing documents/folders.
  2. Left navigation pane: various ways to browse your files.
  3. For you: file recommendations designed just for you.
  4. Recent: recent files where you can view all files or filter by application or person.

Continue reading “Explore the OneDrive homepage”