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Tech Tips: Work Smarter, Not Harder

Microsoft To Do

August 3, 2023

If you have a hard time remembering due dates, or tasks that you need to complete, or even could use some support to break tasks down into more manageable steps, Microsoft To Do may be for you! 😊

What is Microsoft To Do?

Think of Microsoft To Do as a digital to-do list, but, way easier to use and you don’t have to rewrite your to-do list multiple times because it’s messy looking or you can’t fit all your tasks on your to-do list (anyone else have these problems, or is it just me?!). Microsoft To Do helps you to conveniently organize your tasks in one place, and access that to-do list from multiple devices (because I can’t be the only one with a physical post-it note of a to-do list at home, that wishes they had that to-do list with them while out and about?!).

Features of Microsoft To Do

  • You can see your tasks across different apps (Teams, Outlook & To Do to name a few)
  • See your tasks on different devices (laptop, desktop, mobile)
  • Create tasks from Teams messages
  • Create tasks from emails in Outlook
  • Share your tasks with others (family, coworkers, classmates in a group project)
  • Break down large tasks into smaller steps


and if that doesn’t sound good enough on its own, Microsoft provides you with suggestions to update your daily or weekly to do list!

How to Access Microsoft To Do

Microsoft To Do is available to students for free! This is because as a student at Red River College Polytechnic you have access to Microsoft Office 365 (and Microsoft To Do is included with Microsoft Office 365).

Webpage: Red River College Polytechnic, Microsoft Office

Webpage: Microsoft Support, Welcome to Microsoft To Do         

Webpage: Track and Manage Tasks with Microsoft To Do

Webpage: Microsoft To Do – List Maker, Daily Planner & Task Manager

Webpage: Microsoft Support, My Day and Suggestions in To Do

PDF Files in Edge

July 20, 2023

Maybe you thought we were done promoting Edge
 Well guess again! Here is another blog post highlighting a really powerful (and very useful) way to use Edge!

Reading PDF Files in Edge

Now unfortunately when you open a PDF file in Edge, you don’t have full access to the full Immersive Reader toolbox, but you do have access to the Read Aloud tool (that is a part of Immersive Reader). This will allow you to have a PDF file read aloud to you, allowing you to multi-task and listen to your textbook while doing the dishes, it may help improve reading comprehension by allowing you to listen to content not only at your own pace, but many of us retain information more meaningfully when listening rather than reading ourselves. There are also many different natural-sounding voices to choose from, and different accents available!

Notetaking on PDF files in Edge

Yes, you read that right. Let’s talk about how to take notes directly on the PDF in Edge!

  • Hand-drawn notes: using a stylus on a touchscreen computer, or a mouse on a non-touchscreen computer, you are able to hand draw notes onto the PDF file (Microsoft refers to this as “inking”). This is a great tool to allow you to underline, circle, or even draw images directly onto your PDF!
  • Highlighting: using your mouse (or trackpad), click and drag your cursor over the text you want highlighted (just as you would highlight in a physical textbook). And don’t worry, for those color-coding fans out there, you have 5 different colors to choose from!
  • Adding text notes: you can also add text notes with your own typing directly onto the PDF. Think of this feature like a digital post-it note!
  • Save your work: don’t forget to save a new file with all of your notes and highlights!

Resources:

Collections in Edge

July 6, 2023

Blog human speaking here: Honestly, I was never a fan of using Edge (or Internet Explorer back in the day), but it was my New Year’s “Techolution” to switch. I not only exclusively use Edge now, but I promote the use of Edge to others! I am converted, and let me tell you why


Why Edge?

  1. Immersive Reader is an amazing set of tools that helps with focus and concentration, reads text aloud to you, and allows you to customize your own reading experience by changing text size, background colors, and even translating the text into another language. 
and it’s not only free, but already built into Edge!
  2. When copying and pasting a URL from Edge into a document such as Word, OneNote or even an email in Outlook, the link will automatically be formatted with meaningful text! What this means is that the link in your document will give a description of what is on the webpage, rather than typing out the entire URL (nobody wants to read, or listen to, http://www.SuperMegaDeluxeLongWebsiteAddress/192857463/alphabetical.com).
    Improved copy and paste of URLs in Microsoft Edge – Microsoft Support
  3. The sidebar feature of Microsoft allows for easy access to tools, apps and more, and is a great feature for multi-tasking.
    Sidebar – Microsoft Support

What are Collections in Edge, and how do I use them?

Here it is, the real “meat and potatoes” (or main reason) of this blog post… Collections in Edge! Collections is a more in-depth and organized way of saving webpages that you frequent often, or want to save to revisit at a later date. For example, you are researching information for a paper you need to write, and want to save a bunch of websites to review later. It is similar to “favoriting” or “bookmarking” a webpage, but goes beyond what those features can do.

With Collections, you can not only save websites to a particular collection, but you can also add notes attached to those websites. For example, add a webpage to a collection, and then add a note indicating why you saved that webpage (“this webpage outlines why Corgi dogs are adorable”).

You can even drag images, links or sections of text directly into a Collection! Saving you from later having to scroll through an entire webpage to find the information you wanted to save. And don’t worry, when you save images or sections of text directly to your Collection, the URL is saved as well so you can revisit the entire page if needed!


And yet, there is more! Maybe you’re working on a group research project and have saved a bunch of useful information you’d like to share with the rest of the group. You can easily share a single resource from your Collection, or share the entire Collection of resources. You can even export your Collection to Word or Excel!

Resources:

Organize your ideas with Collections in Microsoft Edge – Microsoft Support

Video: How to use Microsoft Edge Collections

Download Edge (for Windows, Mac, iOS and Android):

Webpage: Download Microsoft Edge

Unpaywall

Need help finding good resources when researching? Tired of “hitting a wall” when you find what you think is a good resource, only to find out you need to pay to access it? Unpaywall is a service through the Library and Academic Services department that can help! It is a legal and copyright compliant service that maintains a database of links to full-text articles from Open Access sources. The content is harvested from legal sources including repositories run by universities, governments, and scholarly societies, as well as open content hosted by publishers themselves. 
Webpage: Unpaywall, Library and Academic Services at RRC Polytech

Microsoft’s Editor

June 22, 2023

Back in my day Microsoft’s Spell check was a basic editing feature that only checked for spelling and grammar. Editing beyond this was done by a human, and most often something you paid for. Then came along software dedicated to editing your work. This software was (is) great, but often has a free and premium plan, with editing beyond Spell Check on the premium (cost) side.

These days, there is Editor. Which is essentially a super-charged version of the previous Spell Check. Editor is an artificial intelligence (AI) powered service that not only reviews your work for you to check for spelling and grammar, but also checks for refinements such as clarity, conciseness, formality, and vocabulary (among others). Did we mention it’s free? Because it is. 🙂

What makes Editor different from Spell Check?

Editor not only alerts you to errors (corrections) but also provides suggestions to enhance your work (refinements). As you work through the Editor toolbar, you’re alerted to your potential error, and provided with options for suggested changes. In the case of spelling errors, you are able to get a definition of the word you typed and the suggestions. You may also hear the potential error and suggested changes aloud to help you determine what is correct.

What are the Basics that Editor Checks for?

  • Spelling
  • Grammar – including: sentence fragments, missing words, punctuation, capitalization and commonly confused words such as your and you’re (anyone else picture Ross from the TV show Friends saying “y-o-u-r and y-o-u’r-e?!)

Going Above and Beyond with Editor

Where is Editor Available?

Editor (and the features outlined above) are available in Word and Outlook (both desktop and on the web), and as a browser extension for Edge or Chrome, with a Microsoft 365 subscription. 
and remember, as a College student you have access to Microsoft 365 subscription features for FREE!

Additional Resources

Video: LinkedIn Learning: Using Microsoft Editor in Word (by Mike Tholfson)

Visual Ergonomics

June 8, 2023

Have you ever been told not to work on a computer in a dark room, that it’s not good for your eyes? Well, that’s only part of the story… The reason that you can experience eye strain, headaches or blurred vision from using a (bright) computer in a dark room could be because of the difference in brightness between your computer screen and the room you are in.

Now I’m sure you’ve probably heard of ergonomic desks and chairs, but what about different computer settings to potentially help reduce eye strain from extended computer use?…Visual ergonomics!

To reduce potential eye strain from extended computer use, it is suggested that you set your computer and workspace up so that your computer screen is about the same level of brightness as the room you are in – you do not want your monitor to be a bright source of light in a dim room or have a darker computer screen in a bright room. This can be achieved through adjusting different settings on your computer and the various programs that you use:

  • Dark mode in system settings (or set up in various programs)
  • Nightlight feature (especially if you are working when it is dark outside)
  • Adjusting screen brightness and using additional lighting

It is also suggested that you set your computer up so that the screen is at eye level and about an arms’ length away.

Dark Mode:

Dark mode is a display setting that favors a darker background, which can help reduce the overall brightness of your computer screen.

Nightlight:

Using a nightlight feature on your computer (or cell phone, tablet, etc
) reduces blue light, which may help with eye strain, but is particularly useful if you are looking at your computer when it is dark outside.

Brightness Levels & Lighting:

Computer screen brightness:
Some computers allow will auto-detect the lighting of the room you are in and adjust the brightness of your screen (the same as adaptive brightness settings on your cell phone). If your computer does not have this setting, you can manually change the brightness of your computer screen.

Bias lighting:
…or having a source of light around your computer screen, has also shown to be effective at reducing eye strain. This can be achieved by having a light source (lamp, window, etc
) behind your computer screen so that when you are looking at your computer, the screen isn’t the only source of light you see.

Light bars:
If you are using a desktop computer and using the space on your desk directly below your monitor (to read a textbook, take notes, etc
) it is recommended that you have a source of light that is focused on the desk below your monitor, but not shining light on your monitor (creating a glare). This can be achieved using a monitor light bar, or a desk lamp with a built-in light bar you can focus directly on your desk below your monitor.

TL:DR (Too Long: Didn’t Read)

The key is to use these settings on your computer and for your workspace to create an equal brightness between your computer screen, and the space around you. A darker computer screen (just using dark mode) in a bright room, may cause just as much eye strain as a bright computer screen in a dark room.

Note: If you experience eye strain due to a documented disability, please connect with Student Accessibility Services for support in building your individualized plan.

Speaker Coach

May 25, 2023

Now, if you’re anything like the writer of this blog, speaking in front of others and giving presentations, is not your idea of a fun day. It’s not that you don’t know the material you’re presenting on, maybe you are just uncomfortable in large groups, or get nervous/anxious when presenting. Whatever the reason may be, Speaker Coach built into PowerPoint may help!

What does Speaker Coach Do?

Speaker Coach allows you to record yourself presenting, and provides feedback on a variety of elements:

  • Pace
  • Pitch
  • Use of filler words (like: like; and, um; ahhh, ok…)
  • Informal speech/profanity
  • Euphemisms
  • Using too many words
  • Reading word for word off the slide

How does Speaker Coach Work?

In order to use Speaker Coach, you need an internet connected device, with a microphone, Microsoft Edge version 15 or later (Chrome or Firefox version 52 or later), and a Microsoft account (your academic email counts!). Essentially you record yourself giving your presentation, and through Microsoft’s Speech Services, you are given both real-time feedback, and a summary report.
Note: in using this feature, your speech utterances will be sent to Microsoft.

How do I Access Speaker Coach?

  1. Open your PowerPoint presentation in PowerPoint for the web (you can access all Office 365 applications, including PowerPoint, through HUB)
  2. Click on the “Slide Show” tab, and then select “Rehearse with Coach”
  3. (When you are ready to start presenting/recording) select “Get Started”
  4. Give your presentation

Speaker Coach had Suggestions… What Now?

Suggestions from Speaker Coach don’t have to be scary! Your summary report will provide you with information on what areas you may work on to improve your presentation. Better yet, Microsoft has a whole page dedicated to explaining why different recommendations are made, and providing suggestions on how to fix them.

Resources:

Webpage: Microsoft Support, Rehearse Your Slideshow with Speaker Coach

Webpage: Microsoft Support, Speaker Coach Tutorial

Captions & Subtitles in PowerPoint

May 11, 2023

Did you know that with PowerPoint for Microsoft 365 you can transcribe your words, as you present, display them on-screen, in either the same language you are speaking, or translated into another language?!

Let’s reword that: it’s FREE and easy to add real time captions in either the language you are presenting in, or translated into another language. PLUS you can customize the position, size and color of your captions or subtitles!

Why should I put captions or subtitles into my presentation?

Captions are a written version of what is said during your presentation. So for those who may be Deaf or hard of hearing, those who may find it easier to follow by reading rather than listening, or those that like to engage in presentations by listening and reading, captions are a necessary to ensure everyone can access your presentation at the same time, in a way that is meaningful to them. When you take your captions and display them in another language, they are now called subtitles, and are extremely helpful for those who may understand information better in another language.

How do I set up captions and subtitles in PowerPoint?

The first time you use captions, or subtitles, you will need to adjust the settings to match your spoken language, and desired subtitle language. These settings and how to set them up, are outlined on Microsoft’s Support page. Once set up, it’s easy to turn your captions on from either the slide show view or presenter view.
Webpage: Microsoft Support, Captions or Subtitles in PowerPoint

Where else can captions be added?

For the instructors and staff in the audience today, here is some more information on captions, subtitles, transcripts, and descriptions in the various applications used at the College:

Graphic Organizers + Voice Dictation = A Recipe for Success 

April 27, 2023

Here at the Tech Tips: Work Smarter, Not Harder blog, we love free resources, but there is something else we really love
. And that’s when two free resources work together so seamlessly to even further provide supports. A support sandwich if you will 😀 
and today’s lunch special is a support sandwich made of Graphic Organizers in Kurzweil 3000 and Voice Dictation built into Word (with a condiment of Split Screen mode in Windows).

Step 1 – Build your Graphic Organizer in Kurzweil

Open up the desktop version of Kurzweil 3000 and use either a built-in template, or build your own graphic organizer. Write down your ideas, create connections between ideas, and develop a flow for your paper. Edit your graphic organizer until you have all of your thoughts down and are ready to write.

Step 2 – Open a blank Word Document

Use the split screen mode so that half of your computer screen shows your Graphic Organizer in Kurzweil, and the other half of your screen is a blank Word document. While looking at your graphic organizer, showing you your ideas, how they connect and flow through your paper, use voice dictation in Word to dictate, or to talk through your paper.

Why? What makes this a recipe for success???

Graphic organizers may support individuals who find it difficult to organize their thoughts, or determine where to start. Voice dictation may support those who have difficulty in writing or typing their thoughts, whether because of a disability, slow typing skills, spelling difficulties, etc
 Plus, the majority of individuals are able to speak faster than they can type, so voice dictation might help you “type” your paper faster! Combining these two supports, using the split screen method, allows you to organize your thoughts, see what you want to say, and speak your thoughts faster than you (most likely) could type them!

Voice Dictation Commands (for Editing and Formatting) in Office 365

April 13, 2023

Last blog post we highlighted voice dictation in Office 365, and this week we want to further build your voice dictation skills with what’s called voice commands.

Voice commands are specific words or phrases that you can say, that Office applications understand as an action to carry out, rather than text to type. For example you can say “delete” to have the last word or punctuation before the cursor deleted, or “delete that” to remove the last section of what was dictated.

Now voice commands are pretty cool, but remembering all of them, or looking up the specific one you need to use can be time-consuming. But, voice dictation and voice commands aren’t an all-or-none style of choice. You can choose to voice dictate to get your thoughts out, then go back and edit using your mouse and keyboard. Or you can voice dictate and edit with voice commands. You can mix and match whatever combination suits you, or the paper you’re writing, best.

Fun fact, you can even use voice dictation to get out all of your thoughts, then use the read-aloud feature of Immersive Reader to listen to what you just wrote, and then edit either with voice commands of your mouse and keyboard. 
and, RefWorks has your back when it comes to citations and references!!

Now isn’t that a combination for success!!

Need to review the different resources referenced in this post? Check out previous blog posts for more information!

Voice Dictation

March 30, 2023

Do you find that sometimes you know what you want to say, but get stuck on finding the right words, how to spell those words, thinking about sentence structure or the flow of your paper? Or maybe you find that your thoughts are faster than you can type or write?

You’re not alone! There are so many steps we don’t necessarily think of that go into writing: you need to decide what you want to say, how to spell the words, where to place your hands on the keyboard, and oh no! that red squiggly line showed up and now you can’t stop thinking about the words you spelt wrong aaaaannnndddd now you’ve forgotten what you wanted to type.

*SIGH* There has to be another way
.

Well, Microsoft says there is (and we agree)! Voice dictation! Because, did you know that the majority of people can speak up to three times faster than they can write? 3x!!! That’s a lot of time saved, and voice dictation is so easy to use.

But don’t just listen to us, try it out for yourself and see if it works for you!

Webpage: Dictate Documents in Word

Webpage: Dictate Documents in Word for the Web

Always on the move, but want to get some of your work done on the go? Try out voice dictation in Word Mobile!

Webpage: Dictate Documents in Word Mobile


and btw, Microsoft’s voice dictation is also available (for free) in other applications such as OneNote, Outlook, and even PowerPoint!

Webpage: Dictate in Microsoft 365

Note: the dictation feature is only available for Microsoft Office 365 users 
but
 if you don’t currently have Office 365, you can access Office 365 programs (for free) through HUB or install them (for free) onto a personal device.

Webpage: RRC Polytech, Microsoft Office Access Information

RRC Polytech > Student Accessibility Services > Tech Tips: Work Smarter, Not Harder

RRC Polytech campuses are located on the lands of Anishinaabe, Ininiwak, Anishininew, Dakota, and Dené, and the National Homeland of the Red River Métis.

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