Will Outlook autocomplete be moved over?

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Will Outlook autocomplete be moved over?

Autocomplete will NOT be moved over automatically BUT Jones IT will move this over manually during our cutover process. 

If you notice autocomplete is not working after the migration, please contact us and we will attempt to recover your previous autocomplete settings. 

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What is the difference between Outlook via web vs. desktop?

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What is the difference between Outlook via web vs. desktop?

Outlook 365 on the web is available at portal.office365.com . 

Outlook 2016 (or latest version) is installed locally on your computer. Instructions for installing are available here: https://www.itjones.com/office-365/2017/8/8/how-do-you-installupgrade-office365-on-your-pc-or-mac-how-many-licenses-are-available-per-user

Other than where the app can be accessed, the main functions are pretty much the same. 

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    What are Excel 2016 features, function changes, and improvements?

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    What are Excel 2016 features, function changes, and improvements?

    New Features

    Check out this article for some of the best new features in Excel 2016.

    • Major database enhancements
    • Quick analysis tools
    • New charts
    • New templates
    • 3D / Power Maps
    • Easier collaboration and sharing
    • Smart Lookup
    • Tell Me
    • Ink Equations

     

    Function Changes

    Check out this article for some of the function changes in Excel 2016. You’ll find these functions in the Statistical formula category.

    • FORECAST.LINEAR: This function predicts a linear set of values using the existing values in your dataset.
    • FORECAST.ETS: You can use this function to apply exponential smoothing in order to get forecasted values.
    • FORECAST.ETS.SEASONALITY: This function helps in detecting seasonality patterns for a specified time series.
    • FORECAST.ETS.CONFINT: This function will return a confidence interval for the forecasted value.
    • FORECAST.ETS.STAT: It is unclear what this function is meant to do but the formula helper says this function returns the requested statistic for the forecast.

     

    "Improvements"

    Check out this article for some of the "improvements" changes in Excel 2016.

    • Measure Icons and Search in the Field List

    • Right Click and Edit Measures in Field List
    • “MEASURES” are Back
    • More Readable Data View (in Power Pivot Window)
    • Arrows in Diagram View Point the Correct Direction
    • Calendar/Date Table Creation
    • More Functions
    • Formula Fixup on Rename
    • Color-coded formula editor

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    What are changes to Outlook 2016? What are some tips & tricks?

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    What are changes to Outlook 2016? What are some tips & tricks?

    Not much has changed

    Check out this 17 minute video below to learn about all the Microsoft Outlook 2016 Tips and Tricks. Some the Microsoft Outlook 2016 tips and tricks that will be discussed in this video are

    • Using the Clutter Feature
    • Better Searching
    • Outlook 2016 Groups
    • Improved Email Attachments

     

    Look & Feel Similar to Outlook 2013

    The default is this nice blue color. This can be changed if desired. 

     

    Improved Search

    Default will search "Current Mailbox." If you need to search a different folder, make sure to click on "Current Mailbox" to change target area of your search. You also have the option to refine the search by selecting: "Include Older Results" or "From" or "Subject" or "Has Attachments" just to name a few options.  

     

    Search Folders

    These are easy to create folders that basically save your desired search settings. Gmail has a similar feature called "Search Filters" if you have used that product before. For example, you can create a search folder with all emails from your boss or favorite client. Another useful search folder you can create is one with all emails with attachments so you can easily find emails with that have those important files when you need them!

     

    Tell Me Option & Smart Lookup

    You can find this at the top of the screen next to the Search tab. This helps you find answers to your questions about some of the functions. For example, if you look up "printing" it will show you how to print and also bring up the options for printing. This is useful if there's a function you don't know how to do and need guidance. On the right hand side you will see "Insights" which are Bing search results to help you find the answer to your question. 

     

    Attaching Files to Emails

    If you compose an email and click on "Attach File" you have the option to view recent attachments to make it easier to locate files recently used. Also once the file is attached, you can right click the attached document and bring up a menu that will allow you to change permissions to let "Anyone edit" or limit to "Anyone can view."

     

    New Items Button

    Quick navigate to useful options such as:

    • New E-mail Message
    • New Appointment
    • New Meeting
    • New Contact
    • New Task
    • New E-mail Message: Html or Plain Text
    • More Items: Post in This Folder, Contact Group, Task Request, Internet Fax, Choose Form, Outlook Data File (please note that some of these options must be setup before they are available)
    • New Skype Meeting

     

    Quick Parts Reusable Text

    This allows you to put reused content of an email into your message quickly. 

    1. Type out the text you want to reuse into a body of an email and highlight it. 
    2. Go into the "Insert" tab within the new message, then select "Quick Parts," then "Save Selection to Quick Part Gallery..." Then enter a name and category of your choice; click "OK." 
    3. Then the next time you create a new message and go to the "Quick Parts" menu, your reusable text can be added to your message. 

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    Is there an option in Outlook to save my search queries & settings? How do I create a search folder?

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    Is there an option in Outlook to save my search queries & settings? How do I create a search folder?

    Unfortunately, there is no option to save search queries used in searching emails in Microsoft Outlook 2016. 

    However, you are able to create a search folder. Essentially, you can save the desired search parameters and have those messages be available in a Search Folder. The "Unread" mail folder is an example of this. 

    Create a Search Folder

    Applies To: Outlook 2016 , Outlook 2013

    NOTE: In Outlook 2016, when you search messages by using Advanced Find in frequently-used text fields, you may receive the following error message: Outlook cannot perform your search. Outlook cannot display this view. Out of memory or system resources. Close some windows or program and try again. We are actively working on this issue to release a fix. In the meantime, please see this article for workarounds and more information.

    A Search Folder is a virtual folder that provides a view of all email items that match specific search criteria. For example, theUnread Mail Search Folder enables you to view all unread messages in one folder, even though the messages might be saved in different folders.

    NOTES: 

    • Search Folders can’t contain search results from multiple Outlook Data Files (.pst).

    • Search Folders in support prefix matching in the text strings that you specify. For example, if you want to include all messages that contain the word "rain" in the Search Folder, the Search Folder also includes messages that contains words such as "raining" or "rainy." Words such as "brain" are excluded.

    Add a predefined Search Folder

    1. In Mail, click Folder.

    2. In the New group, click New Search Folder.

      Keyboard shortcut    To create a Search Folder, click Ctrl+Shift+P.

    3. From the Select a Search Folder list, click the Search Folder you want to add.

    4. If prompted, under Customize Search Folder, specify the search criteria to use.

    5. To select a different mailbox to search, under Customize Search Folder, click the arrow at the Search mail in box, and then select the mailbox from the list.

    TIP:  To change the criteria for a Search Folder, right-click the folder in the Navigation Pane, click Customize this Search Folder, click Criteria, and then change the criteria. The criteria of Search Folders in the Reading Mail group, such as InboxDrafts or Sent Items, can’t be changed.

    Create a custom Search Folder

    1. In Mail, click Folder.

    2. In the New group, click New Search Folder.

      Keyboard shortcut    To create a Search Folder, click Ctrl+Shift+P.

    3. From the Select a Search Folder list, click Create a custom Search Folder.

    4. Under Customize Search Folder, click Choose.

    5. Type a name for your custom Search Folder.

    6. Click Criteria, and then select the options that you want.

      • The Messages tab contains criteria on the message content or properties, such as sender, keywords, or recipients.

      • The More Choices tab contains criteria on other message conditions, such as importance, flags, attachments, or categorization.

      • The Advanced tab enables you to make detailed criteria. Under Define more criteria, click Field, click the type of criterion that you want, and then click the specific criterion from the list. Then in the Condition box and the Valuebox, click the options that you want, and then click Add to List. Repeat for each criterion that you want to add to this search folder, and then click OK.

    7. Click Browse, select the folders that you want to be searched.

    8. Click OK to close each open dialog box.

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    How do you install/upgrade Office365 on your PC or Mac? How many licenses are available per user?

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    How do you install/upgrade Office365 on your PC or Mac? How many licenses are available per user?

    With each user account, you are able to install Office 365 on up to 5 devices. 

    For PC

    Check out this article for more details to download and install Office using Office 365 for business on your PC. 

    1. Sign in to Office 365, at http://portal.office.com/OLS/MySoftware.aspx.

    2. On the Office page, go to the version of Office you want to install. For example, your admin may have given you the option to install Office 2016 or Office 2013.
    3. Select a Language, and then choose Install to install the 32-bit version.
    4. Depending on your browser, go to the install pop-up that appears and click Run (in Internet Explorer) Setup (in Chrome), or Save File (in Firefox).
    5. Follow the prompts and accept the license agreement.
    6. When you see "You're good to go," select All done.

     

    For Mac

    Check out this article for more details to download and install Office using Office 365 for business on your Mac. 

    1. Sign in to the Office 365 portal with your work or school account.

    2. Go to Settings Settings  > Office 365 Settings > Software
    3. On the Software page, under Install Office 2016 for Mac, select Install to begin downloading the installer package.
    4. Once the download has completed, open Finder, go to Downloads, and double-click Microsoft_Office_2016_Installer.pkg.
    5. On the first installation screen, select Continue to begin the installation process.
    6. Enter your Mac login password to complete the installation.

    After Office 2016 for Mac is installed, Word 2016 for Mac opens so you can activate Office and confirm your subscription. You should only have to do this once.

    1. Review the Word 2016 for Mac What's New screen, and then select Get started.
    2. On the Sign in to Activate Office screen, select Sign In, and then enter your work or school account.
    3. After you sign in, you may see an alert asking for permission to access the Microsoft identity stored in your keychain. Select Allow or Always Allow to continue.
    4. On the next screen, choose an appearance for your Office installation, select Continue, and then select the Start Using Word button to open the app and complete the Office 2016 for Mac activation.

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    How do I transfer my rules in Outlook? How do I set them up in the first place?

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    How do I transfer my rules in Outlook? How do I set them up in the first place?

    To transfer rules from a previous version of outlook, check out this article

    To set up rules from scratch in outlook, have a look here

    Import or export a set of rules

    Applies To: Outlook 2016, Outlook 2013

    When you import rules, they are added to the end of the existing list of rules. You can import only one set of rules at a time. When you export rules, they are saved in a file with an .rwz extension.

    1. Click the File tab.

    2. Click Manage Rules & Alerts.

    3. Click Options.

    4. Do one of the following:

    Import rules   

    1. Click Import Rules.

    2. Select the rules file that you want to import.

      If you want to import a file that contains rules other than those in the Rules and Alerts Wizard, such as rules that are compatible with previous versions of Microsoft Outlook, click the file type in the Files of type list.

    3. Click Open.

    Export rules   

    1. Click Export Rules.

    2. Select the folder where you want to save the rules file, and then In the File name box, type a name for the set of rules that you want to export.

    3. If you want to export a file that contains only rules that are compatible with a previous version of Microsoft Outlook, in the Save as type list, select one of the following:

      • Outlook 2002 Compatible Rules Wizard rules

      • Outlook 2000 Compatible Rules Wizard rules

      • Outlook 98 Compatible Rules Wizard rules

    4. Click Save.

    TIP:  You can create a backup copy of your rules by using this Export Rules procedure.

    Manage email messages by using rules

    Applies To: Outlook 2016 , Outlook 2013

    A rule is an action that Outlook 2013 or Outlook 2016 for Windows runs automatically on incoming or outgoing messages. You choose what triggers the rule as well as the actions the rule takes. For example, you can create a rule to move all messages from your manager to a folder or to delete all messages with "Buy now!" in the subject.

    How rules help you manage email messages

    By using rules, you can reduce manual and repetitive actions needed to manage your email messages. When you turn on rules, they run continuously and automatically.

    Rules generally fall into one of two categories—organization or notification. You can use the Rules Wizard to help you design rules to manage your messages.

    The Rules Wizard includes templates for the most frequently used rules.

    Stay Organized   
    These rules help you not only to file messages, but also to follow-up with messages. You can create a rule for messages from a specific sender. So you could set a rule, for example, that messages received from Keri Mills with the word "sales" in the Subject box are to be flagged for follow-up, categorized as Sales, and moved to a folder named Keri’s Sales.

    Stay Up to Date   
    These rules notify you—based on choices you make—when you receive a particular message. You can create a rule, for example, that automatically sends a message to a mobile device when you receive a message from a family member.

    Start from a blank rule   
    These are rules that you can create and customize without a rule template.

    TIP: For your convenience, each section is compressed under a header. To open the Create a rule section, for example, choose >.

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    How do I get more information?

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    How do I get more information?

    Need anything else?

    Hope we answered most of your questions and concerns. If you need more resources, videos, and presentations click here.

    And as always let us know if you need anything else. Please feel free to contact Jones IT (support@itjones.com, 415.578.7111, support.itjones.com) and we will be more than happy to help you.

    And as always let us know if you need anything else. Have great day!!!

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    How do I convert footnotes to endnotes? How do I add footnotes and endnotes in the first place for Word 2016?

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    How do I convert footnotes to endnotes? How do I add footnotes and endnotes in the first place for Word 2016?

    Convert footnotes to endnotes in Word 2016

    Applies To: Word 2016 for Mac (for Windows, the controls can also be found in References tab ribbon)

    If you want to change the footnotes and endnotes you inserted to a different kind of note, you can convert them.

    • To change a footnote to an endnote, Control + Click the footnote text and click Convert to Endnote.

    • To change an endnote to a footnote, Control + Click the endnote text and click Convert to Footnote.

    • To convert a group of footnotes or endnotes, select them before you Control + Click.

    Convert all footnotes or endnotes

    1. To see all your footnotes or endnotes at once, click View > Draft, and then click References > Show Notes.

    2. In the Notes pane at the bottom of the document, click the arrow next to Footnotes, click All Footnotes or All Endnotes, and then Control + Click the footnotes or endnotes you want to convert.

     

    Add footnotes and endnotes in Word 2016 

    Applies To: Word 2016 for Mac (for Windows, the controls can also be found in References tab ribbon)

    You can use footnotes and endnotes in documents to explain, comment on, or provide references to something you've mentioned in your document. Usually, footnotes appear at the bottom of the page and endnotes come at the end of the document or section.

    Add a footnote

    1. Click where you want to add a footnote.

    2. Click References > Insert Footnote.

    Word inserts a reference mark in the text and adds the footnote mark at the bottom of the page.

    3. Type the footnote text.

    TIP:  To return to your place in your document, double-click the footnote mark.

    Add an endnote

    1. Click where you want to add an endnote.

    2. Click References > Insert Endnote.

    Word inserts a reference mark in the text and adds the endnote mark at the end of the document.

    3. Type the endnote text.

    TIP:  To return to your place in your document, double-click the endnote mark.

    Customize footnotes and endnotes

    After you add your footnotes and endnotes, you can change the way they appear. For example, you can change the number format or where they show up in your document.

    1. On the Insert menu, click Footnote to open the Footnote and Endnote box.

    2. In the Footnote and Endnote box, select the options you want.

    Choose where you want to apply the changes—the whole document or the section you’re in— and then click Insert.

    TIP: To restart footnote or endnote numbering at the beginning of each section, in the Footnote and Endnotebox, click Footnotes orEndnotes, and in Numbering, click Restart each section.

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    How do I change the default view in Word?

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    How do I change the default view in Word?

    To change the default view to Draft view when a Word document is opened, follow these steps:

    1. Click the File Tab, and then click Options.
    2. Click Advanced.
    3. Under General, click to select the Allow opening a document in Draft view check box.
    4. Click OK.
    5. On the View tab, click Draft in the Document Views group.

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      How do I attach files in Outlook? What are some tips?

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      How do I attach files in Outlook? What are some tips?

      Please check out this article for complete details. 

      Attach a file to an email in Outlook 2016 for Windows

      Applies To: Outlook 2016

      You can add pictures, files and other items, such as messages, contacts, or tasks to your messages in Outlook for Windows. And now, in Outlook 2016 you can easily attach the documents you most recently worked on to your emails from the Insert tab. 

      NOTE: Outlook doesn’t have a predefined limit, but many Internet service providers (ISPs) restrict the size of messages that you can send in addition to the size of your email mailbox.

       

      Attach a file or other items to an email message

      You can choose many different types of files and items to attach to your email message. If you attach a picture to Outlook 2016, you'll see a preview of the picture in the thumbnail shown in the email message. Any recipients using Outlook 2016 will see that preview as well.

      Note: Certain file types are blocked in Outlook. For a list of blocked file types, see Blocked attachments in Outlook,

      1. Create a message, or for an existing message, click ReplyReply All, or Forward.

      2. On the Insert tab, click Attach File and select one of the following:

      Recent items     Outlook provides you with a list of the recent files you saved or worked with. These files could be saved locally, or they might exist on internal network locations, such as OneDrive, Group Files, and SharePoint.

      Browse Web Locations    This option lets you select files from your OneDriveSharePoint sites, or Group Files that you've accessed before.

      NOTE: By default, recipients have permissions to edit, but you have the option to override these permissions before sending the attachment. To change the permissions, see Manage the items attached to an email.

      Browse This PC    Takes you to your local computer to pick a file.

      3. To attach an email, choose Outlook Item, then go to the folder where the email is, and select the email.

      You can also choose to attach the email as text only or an attachment.

       

      4. To attach an electronic business card to your email, select Business Card. You get the option to choose recent ones that you've attached or Other Business cards.

      5. To insert your calendar, choose Calendar, and then select Date RangeDetails and other options as appropriate.

      6. Choose Signature, if you want to add your signature to the email.

      Manage the items attached to an email

      After you've attached an item, select the drop down menu next to the attachment to take other actions, such as Open, Remove, Print and so on.

      If you've attached a file from a shared location, you can also choose:

      • Attach as copy: If you want to send a local copy of a file, instead of the file on a shared location.

      • Change permissions: If you want to select edit or view only permissions on a shared file.

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      Do I need to setup signatures on my own on each of my computers & mobile devices?

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      Do I need to setup signatures on my own on each of my computers & mobile devices?

      set up needed

      Sadly, email signatures do not migrate on their own. You will need to set these up separately on each computer, mobile device, and on web mail following the cutover.

      Instructions are here: https://www.itjones.com/office-365/2017/6/15/cutover-day-is-here-how-do-i-check-my-email-setup-mail-on-my-phone-update-signatures

      If you get stuck, we can help during an onsite visit following the cutover. Otherwise, please contact us for a walk through. 

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        Can I work offline with the new Outlook?

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        Can I work offline with the new Outlook?

        desktop version of Outlook 2016

        Yes. You can use the desktop version of Outlook 2016 offline and once you connect to the network, your message will sync. 

        If using Outlook on the web, you must connect to the internet every 30 days to maintain your subscription. Office 365 will let you know when it's time to connect.

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