Category Archives: Tech Tips

Tech Tip: Adding a link to Teams in your email signature

By: Ryan Johnson

Note: These instructions are written for the Microsoft Outlook website (http://outlook.office.com).  You can add a link to Teams in any email client, but the steps may be slightly different.

  1. Log into your Microsoft Outlook Mail
  2. Click on the Settings icon at the top right (it looks like a gear)
  3. Click on View All Outlook Settings at the bottom of the window outlook settings screenshot
  4. Click on Compose and Reply
  5. In the window pane to the right, within the Email Signature, type the following text at the top: Using Microsoft Teams? Click here to chat with me on Microsoft Teams
  6. Highlight Microsoft Teams? and click on the Insert Hyperlink icon
  7. For the Web Address use https://teams.microsoft.com and then click Ok
  8. Highlight here and click on the Insert Hyperlink icon again
  9. For the “Web Address” use https://teams.microsoft.com/l/chat/0/0?users=username@psu.edu and then click “Ok” (NOTE: change the ‘username@psu.edu’ to be your PSU email address)
  10. Click Save at the top right of the window.
  11. If done correctly, you will now have a line in your email signature that looks like the example below.

Outlook thumbnail screenshot

Tech Tip: Turn on live subtitles and captions in PowerPoint from Office 365

By: Ryan Johnson

Do you want to make your presentations better understood by everyone in the room? Some of your students may be a native speaker in another language or have difficulty hearing when you have a soft-spoken guest. Live Captions and Subtitles in PowerPoint can provide captions for your presentation in the same language you are speaking or translate it into another language in real-time!

How to turn on Live Captions & Subtitles:

  1. Open PowerPoint Presentation in PowerPoint on Office 365
  2. Navigate to the Slide Show menu.
  3. Select the Always Use Subtitles option.

Always use Subtitles screenshot

4. Choose where you would like the Subtitles to appear.

4.	Choose where you would like the Subtitles to appear.

5. After selecting the location of the Subtitles, navigate to the Spoken Language options.
6. Select the Spoken Language from the menu of options.
7. Next, choose the Subtitle Language for the translation.

5.	 After selecting the location of the Subtitles, navigate to the Spoken Language options. 6.	Select the Spoken Language from the menu of options. 7.	Next, choose the Subtitle Language for the translation.

8. After selecting the Subtitle Language, test your presentation to make sure your microphone  is working. Start the slideshow and begin speaking.

Tech Tip: Restart your computer weekly

By: Ryan Johnson

restart computer screenshot

Something I tell all new hires ­– and try to remind all employees when I can – is to restart your machine on a weekly basis.  My general rule is to restart my machine when I’m done working for the week so I have a “fresh” machine when I log in on Monday.

Some of the benefits of restarting your machine include:

  1. Flushes RAM – RAM stands for Random Access Memory and is your computer’s main type of memory. It’s also known as volatile memory because it is constantly in flux. RAM handles short-term tasks and data. Therefore, when you restart your computer, you flush out all the random, unimportant, and temporary data bogging down your device.
  2. Speeds up Performance – Reboots are known to keep computers running quickly. By flushing the RAM, your computer can run a lot faster without all those temporary files piled onto your PC’s memory.
  3. Stops Memory Leaks – These occur when a program doesn’t close properly. Many programs borrow your computer’s RAM while open then return it when you close the program out. However, outdated, overused or glitch programs may end up forgetting to return that memory, resulting in memory leaks. Rebooting can help prevent memory leaks from occurring.
  4. Fixes Internet Connection – Sometimes computers lose their connection to the Internet and will need to be reset. The first plan of action is to restart your computer. Restarting will reset the connection.  However, please note that if restarting your computer doesn’t solve your connectivity issues, you may have to reboot your router or require further servicing.
  5. Bug Fixes – Computers that go without reboots for extended periods are prone to an assortment of irksome bugs and glitches. These annoyances include programs running at a slower pace than usual, unexpected system freeze-ups. Rebooting your computer will prevent the systems’ processors from becoming overloaded and provide them with ample time to recharge.
  6. Saves Time – Rebooting your computer is one of the quickest ways you can fix an error with your machine. By following our guide for when to restart, you can avoid sacrificing time out of your work day. You will also be saving time that could be potentially wasted on future device sluggishness or potential bugs.

 

Other Recommendations

  • Lock your computer every time you step away from your desk (for security reasons).
  • Sign out every time you are done working for the day. (Remember to save all your files before you do this).
  • Do not turn your computer off (It will allow your computer to get software updates and patches while you’re away).

Tech Tip: View Analytics in Zoom Recordings

By: Ryan Johnson

You can view analytics for a cloud recording that you have shared in Zoom.
To begin, sign in at psu.zoom.us and open the recordings tab.

View Analytics in Zoom Recordings

Use the drop-down menus at the top to specific a date range, then click Search
Select the recording you want to view analytics for and click on Recording Analytics.

Zoom alalytics screenshot

Click one of the tabs to view a summary or filter data by view/downloads.
You will see these metrics for the recording:

  • Views: The number of times that someone viewed the recording page. This metric does not track the number of times the recording was played. Also, this metric does not count unique page views. In other words, if someone reloads the page, it will count as another view.
  • Downloads: The number of times that someone clicked Download in the cloud recording page. This metric does not track the number of times that the download was completed. In other words, if the user clicked Download but didn’t finish downloading, it still counts toward this metric.

Tech Tip: Pop out a chat in Teams

By: Ryan Johnson

You can instantly pop out your one-on-one or group chat into a separate window. Then, resize, reposition, or close the window as you wish. It’s a great way to get a lot done when you’re in a meeting or in a call.  FYI: You can pop out multiple conversations, but not the same chat twice.

Note: The Pop out chat feature is currently available in the desktop app for Windows and Mac only. It is not yet supported for Teams on the web or mobile. 

You have got a few options to pop out a chat in Teams. Take a look at these different methods.

From the chat list

Select Chat on the left side of Teams to open the chat list. Find the name of the chat you want. Then, select More options  > Pop out chat . Or, just double-click the chat name and you’ll see a new pop out chat window.

Teams chat screen shot

By hovering over a chat

When you hover over one of your chats, you’ll see Pop out chat  . Choose that option and a new pop out chat window will open.
Teams chat screenshot for tech tip

From the chat itself

Go to the top right corner of the chat and select Pop out chat.

Teams screenshot for tech tip

From a profile picture

Double-click the profile picture of the person you want to have a conversation with and you’re in a new window!

Tech Tip: Microsoft quarantine notification

By: Ryan JohnsonMicrosoft quarantine screenshot for tech tip

When Office 365 quarantines a message or file sent to a Penn State user it should generate an email that looks like the image above.

This message is usually legitimate. If you do not recognize the sender mentioned in the message it is very likely that the contents referred to are malicious and should not be opened.

If you recognize the sender and when you hover over a link in the message if it does not resolve to protection.microsoft.com or a subdomain of protection.microsoft.com please do not click the link and forward the message as an attachment to phishing@psu.edu.

Tech Tip: Kaltura – Ordering machine captions for media in Kaltura MediaSpace

By: Ryan Johnson

Kaltura caption screen shot

Kaltura is a “Media Management and Streaming Platform” used to stream video and audio supported at Penn State. You can go to the Penn State Kaltura page to access the service.

Captions for audio or video media make your media more accessible.

In Kaltura, you can order captions through an automated process built into Kaltura Mediaspace.

To learn how to order captions step-by-step, please visit the new staff site page:

https://staff.libraries.psu.edu/libraries-strategic-technologies/technology-training/kaltura/kaltura-captions

Tech Tip: Outlook training

By: Ryan Johnson

Please join me for Getting Started with OneDrive training this Wednesday, May 6, at 10 a.m.

During this session, I will discuss current backup options, including what the current status of Box, Google Drive (part of GSuite) and OneDrive. I will also review the basics of OneDrive and how to get started and using it.

All training(s) will occur in my zoom room at https://psu.zoom.us/my/ultraining or by entering the meeting ID of 8148674095.

The session will be recorded and shared after the session for all of those who can’t attend live.

Tech Tip: Using the Push to Talk feature in Zoom

By: Ryan Johnson

The Push to Talk feature allows you to remain muted throughout your Zoom meeting and hold down the spacebar when you want to be unmuted and talk.

Enabling Push to Talk

In the Zoom Desktop Client, click your profile picture then click Settings.

Push to Talk screenshot for tech talk

Click the Audio tab.

Push to Talk screen shot 2 for tech tip

Check the option Press and hold SPACE key to temporarily unmute yourself.

Push to Talk screen shot 3 for tech tip

  • This setting is now enabled. You can close the settings.

Using Push to Talk

When you are in a Zoom meeting and you are muted, hold the spacebar when you want to talk and the Zoom window is in focus. Your screen will show a message indicating that you are temporarily unmuted and the microphone will appear green when you talk.

Note: You will not be able to unmute yourself with push to talk if the host has prevented participants from unmuting.

Tech Tip: How to setup Teams notifications for a channel

By default, notifications for Microsoft Teams channels are not turned on.  If you want to make sure you are getting notifications for channels you care about, follow the instructions below:

Choose your channel notifications

tech tip: Teams nitification screenshot

Go to a channel that shows in your teams list and select More options > Channel notifications.

From there, you can choose what activity you get notifications for, and where they show up.

tech tip: Teams nitification screenshot

By default, channel mentions are turned off and all new posts will only show in Activity. To learn more about Teams notifications, please see the following Microsoft page.

Tech Tip: How to add a profile pic to your Zoom sessions

By: Ryan Johnson

It’s a good idea to have a profile photo for your Zoom account. This way, if you’re not using your webcam, a photo of you will still be displayed.

Please use a photo of yourself so that other participants will know who you are.

To do this visit https://psu.zoom.us.  Click Sign in.

Once you login, navigate to your Profile(which is located on the left hand menu).

Zoom settings screenshot for tech tip

At the top of the profile page, you’ll see you name, a blank profile photo, and a link that says Change.

Click on this link to add a profile picture.

Next, click on the “Upload” button to upload a new photo. Select the photo file from your computer.

Once your photo is uploaded, you can move the square mask so the photo is centered and the zoom level is correct. Click Save to finish.

Tech Tip: Sharing One Drive files and folders

By: Ryan Johnson

You can use OneDrive to share photos, Microsoft Office documents, other files, and entire folders with people. The files and folders you store in OneDrive are private until you decide to share them and you can see who a OneDrive file is shared with or stop sharing at any time.

  1. To begin, go to the Office 365 Web site and sign in.  Select OneDrive.
  2. Pick the file or folder you want to share by selecting the circle in the upper corner of the item. You can also pick multiple items to share them together.
  3. Select Share at the top of the page.

OneDrive screenshot, techtip

4.  Select Anyone with the link can editto customize the link options.
5.  Set the options you want on your link, then select Apply when you’re done.

OneDrive link settings screenshot for tech tip

    • Allow editing – When you share items with this type of link, people can edit files, and can add or delete files in a shared folder. Recipients can forward the link, change the list of people sharing the files or folder, and change permissions for recipients. If you’re sharing a folder, people with Edit permissions can copy, move, edit, rename, share, and delete anything in the folder.

Unchecking this box means that people can view, copy or download your items without signing in. They can also forward the link to other people. However, they cannot make change to the version on your OneDrive.

    • Set expiration date – The link will only work until the date you set. After that, the link will be invalid, and you will need to create a new link for users requiring access to your file or folder.
    • Set password – When a user clicks the link, they will be prompted to enter a password before they can access the file. You’ll need to provide this password separately to users.

Tech Tip: Logging into newest version of Office

By: Ryan Johnson

Office tech tip screen shot

Library Strategic Technologies is finalizing the remaining PC machine upgrades to the latest version of Office.  If you have been upgraded, this version will require you to sign into your Office 365 Penn State account the first time.

To begin, click Sign in.  

Next, enter your Penn State Email address to Activate Office.  Click Next.

activate office tech tip screen shot

Finally, complete your login with 2FA and office will be activated!

Tech Tip: New password settings for Zoom meetings

By: Ryan Johnson

Zoom password screenshot

With the most recent update to Zoom, passwords are now enabled by default for newly scheduled meetings and instant meetings.  However, this will not apply to any meetings previously scheduled.

Personal Meeting ID sessions are not enabled by default, but can be if desired.

To verify or make changes to your settings, log into Zoom at the following URL:
https://psu.zoom.us/profile/setting