Showing posts with label microsoft365. Show all posts
Showing posts with label microsoft365. Show all posts

Monday, February 19, 2024

Unlock the Full Potential of Your Presentations with Microsoft Copilot Pro in PowerPoint





The new Copilot Pro service ups the game for creating and editing PowerPoint presentations.  

By Rodger Mansfield
February 19, 2024



Do you want to take your PowerPoint presentations to the next level? 

Looking to captivate your audience with stunning presentations?

Are you curious about how AI can help you create more dynamic and engaging slides? 

Here's a Cool Tip.  Use Copilot Pro in Microsoft PowerPoint.

Microsoft Copilot Pro revolutionizes the way you use PowerPoint. 

Microsoft Copilot Pro, an advanced AI-powered tool, is designed to enhance productivity and creativity within Microsoft 365 apps, including PowerPoint. 

It offers premium features such as priority access to state-of-the-art AI models such as GPT-4 and GPT-4 Turbo, even during peak times, for faster performance. 

In PowerPoint, Copilot Pro helps users generate presentation outlines, design slides, organize content, and create AI images with DALL-E 3. 

It’s a subscription-based service that supercharges the standard Copilot experience, providing users with a more powerful and efficient way to create professional presentations.

But how do you get started, and what can Copilot Pro do for you?


Here's how to use it.
  1. Ensure you have a Microsoft 365 subscription that includes Copilot Pro.
  2. Make sure your PowerPoint is updated to the latest version to access all features.
  3. Open PowerPoint and locate the Copilot chat window, usually found in the corner of your screen.
  4. Type prompts or commands into the Copilot chat to edit, format, or design your slides.
  5. Ask Copilot to reformat text, adjust layouts, animate slides, and generate speaker notes.

Here's an example,

An HR rep needs to create a PowerPoint presentation for their company's new Work from Home policy and needs to get a draft started.

To get things started, click the Copilot icon in the ribbon and enter a prompt.  Request a deck be created and include a few key items such as topic and details.  Include when the policy starts and whether HR and management approval is required.

PowerPoint Copilot Prompt
fig. 1 - PowerPoint Copilot Prompt to Generate a PowerPoint Slide Presentation

In a few moments, Copilot creates a PowerPoint slide deck.

Copilot Creates PowerPoint Slide Deck
fig. 2 - Copilot Creates a PowerPoint Slide Deck


Since this is a PowerPoint deck, all of the pages can be manually edited to add or remove content.

And if additional information is needed or a revision, the Copilot screen is available to regenerate pages or create new ones.

Is the $20 a month, per user,  premium subscription worth the price for Copilot Pro?

Microsoft Copilot Pro in PowerPoint is not just a feature; it’s a game-changer for anyone looking to create professional, polished presentations with ease. 

With the power of AI at your fingertips, you’re now equipped to deliver presentations that truly stand out. 

Dive into the world of Copilot Pro and watch your PowerPoint skills soar!



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Rodger Mansfield is the mastermind behind OneCoolTip.com, where he serves as both writer and editor. With a keen eye for simplifying complex tech, Rodger delivers practical advice that empowers readers to navigate the digital world with confidence. Dive into OneCoolTip.com for a treasure trove of savvy tips and tricks that keep you one step ahead in tech.


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Monday, February 12, 2024

How to Use Copilot Pro in Microsoft 365 Word to Create and Edit Documents More Efficiently

Copilot Pro Logo
Are you tired of spending hours creating and editing documents? 

Do you want to streamline your workflow and boost your productivity? 

Here's a Cool Tip.  Check out Copilot Pro, an AI-powered tool that can help you create and edit documents more efficiently. 

Microsoft Copilot Pro is a premium subscription offering that adds cutting-edge AI to your favorite Microsoft 365 apps to help you unlock your creativity, communicate with confidence, and up-level your digital skills. 

Copilot Pro in Word generates drafts, summarizes, and helps you rewrite your content. 

Back To Work Monday

Here's how to do it.

Create a draft in Microsoft 365 Word using Copilot Pro, 
  • Open Microsoft 365 Word and create a new blank document.
  • In the “Draft with Copilot” floating box, type or paste your prompt describing what you want the AI to generate. 
  • For example, “Write a proposal for a new Work from Home policy for our employees that does not require HR or Management approval in advance, that starts March 1, 2024 and allows employees to work from home two days each week."
Copilot Pro AI Prompt
fig. 1 - Copilot Prompt in Microsoft 365 Word
  • Click the “Generate” button.
  • Copilot Pro creates a draft with new content.
Copilot Pro AI Prompt - Work from Home Policy
fig. 2 - Copilot Pro AI Prompt - Work from Home Policy
  • Once Copilot generates content, select:
    • Keep it” to keep the content, 
    • The “Regenerate” icon to regenerate a response, 
    • The “Discard” icon to discard the content, or 
  • Fine-tune the draft by entering details into the compose box, like “Make it more concise.”
  • Remember that Copilot for Microsoft 365 generates a draft. You’ll need to verify and modify details to make sure it’s accurate and fits your tone and style. If the draft isn’t exactly what you’re after, or if Copilot wasn’t able to complete the task, try modifying your prompt by adding specific details, such as “…employees must be in the office on each Monday.” 
  • You can also fine-tune your result by entering details into the compose box in Copilot’s options bar after a response is created.  The Copilot icon is on the Word Ribbon menu.

Copilot Pro can help you streamline your workflow, improve collaboration, and enhance document security. 

However, it may also raise privacy concerns and lead to a reduced reliance on critical thinking and problem-solving skills.

Never post private or sensitive information into any AI service.

But, here's the big decision users and business owners must make.

Users can enter the same AI prompt at copilot.microsoft.com or at other free AI sites like ChatGPT and Google Gemini and copy/paste into Word directly.

Is the $20 a month, per user,  premium subscription worth the price for Copilot Pro?

For more information on subscribing to Copilot Pro, visit the Microsoft Copilot Pro site.

Let us know what you think in the comments below.


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Monday, February 5, 2024

Unleash Productivity with This Cool Keyboard Shortcut in Microsoft Teams

Are you getting the most out of Microsoft Teams? 

Have you ever wondered if there’s a quicker way to access your settings and keyboard shortcuts?

In today’s fast-paced work environment, efficiency is key. 

Here's a Cool Tip.  Use the Control + . (period) keyboard shortcut.

This shortcut brings up a helpful screen of keyboard shortcut commands in Teams.

Microsoft Teams is a versatile platform that serves as a hub for teamwork within the Microsoft 365 ecosystem. 

It facilitates collaboration, communication, and productivity by integrating chat, video meetings, file storage, and application integration.

Microsoft Teams has become an indispensable tool for collaboration and communication, and knowing the ins and outs can significantly boost your productivity. 

And this keyboard shortcut is your secret productivity tip.




Here's how to do it.
  1. Open Microsoft Teams.
  2. Ensure you’re logged into your account.
  3. Press Control + . (period) on your keyboard.
  4. A window displays all the keyboard shortcuts available in Microsoft Teams.
Instantly view all shortcuts without navigating through menus.

Microsoft Teams - Keyboard Shortcuts
fig. 1 - Microsoft Teams - Keyboard Shortcuts


This saves time, allowing you to work more efficiently and it's simple and easy to remember.

And here's another Cool Keyboard Shortcut in Microsoft Teams:  Control + , (Comma).

This displays the settings screen.

Mastering the Control + . and Control + , shortcuts in Microsoft Teams are small steps with a big impact on your daily productivity. 

These are simple tricks that can lead to a more efficient and streamlined workflow.

Enjoy!


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Saturday, September 16, 2023

Windows Super Secret Keyboard Shortcuts to Open Microsoft Applications

Microsoft Windows
Do you think you know Windows?

Do you know the super secret keyboard shortcuts to open Microsoft Applications?

There's even one to open the Microsoft-owned LinkedIn website.

Here's a Cool Tip:  Secret Microsoft Application Keyboard Shortcuts.

 
Here's how to do it.

  • Press and hold the Control + Shift + Alt + Windows + a letter from the list below for each application.
  • For example, L for LinkedIn.

Application

Windows Keyboard Shortcut

LinkedIn

CTRL + SHIFT + ALT + WIN + L

Word

CTRL + SHIFT + ALT + WIN + W

Excel

CTRL + SHIFT + ALT + WIN + X

PowerPoint

CTRL + SHIFT + ALT + WIN + P

Outlook

CTRL + SHIFT + ALT + WIN + O

Microsoft Teams

CTRL + SHIFT + ALT + WIN + T

OneDrive

CTRL + SHIFT + ALT + WIN + D

OneNote

CTRL + SHIFT + ALT + WIN + N



The keyboard shortcut to open LinkedIn on Windows is CTRL + SHIFT + ALT + WIN + L. 

This shortcut opens LinkedIn in your default browser. 

You can also use this shortcut to open other Office apps, including Word, Excel, PowerPoint, Outlook, Microsoft Teams, OneDrive and OneNote.

That's it!

Enjoy!


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Wednesday, September 6, 2023

How to Insert a Picture in a Cell in Microsoft Excel

Microsoft Excel
Have you ever wanted to insert a picture into a cell in Microsoft Excel, but didn’t know how? 

Do you want to make your spreadsheets more visually appealing and engaging? 

Is this even possible?

Here's a Cool Tip:  Use the New Insert Picture Inside Cell feature.

That's right.

You can now insert pictures inside an Excel cell and not just on top of it.

Previously, you could only insert a picture on top of cells.

This new feature is now available in the latest version of Microsoft Excel in Microsoft65.

Here's how to do it:
  • Open the worksheet where you want to insert the picture.
  • Select the cell where you want to insert the picture.
  • Click on the Insert tab in the ribbon at the top of the screen.
  • Click on the Pictures button in the Illustrations group.
  • Select Place in Cell.
  • Select where to Insert Picture From

Insert Picture in Cell in Microsoft Excel

fig. 1 - Insert Picture In Cell in Microsoft Excel
  • Navigate to the location of the picture and select it.
  • Click on the Insert button to insert the picture into the selected cell.

Picture Inside Cell in Excel

fig. 2 - Picture Inside Cell in Microsoft Excel

That's it!

Enjoy!


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Sunday, August 27, 2023

Unleash Your Creativity with Microsoft Designer

Microsoft Designer
Are you tired of using the same old design templates for your projects? 

Do you want to create stunning visuals, social media posts, invitations, and more with ease? 

Here's a Cool Tip:  Check out the new preview Microsoft Designer.

Microsoft Designer is a graphic design tool in Microsoft 365 that uses cutting-edge AI technology to help you unleash your creativity.

The good news is that it is currently free in preview.

Here's how to use it:
  • Access Microsoft Designer
    • Log in with your Microsoft account, 
    • Go to the Microsoft Designer website, https://designer.microsoft.com/,  or click on the Designer icon within the Microsoft Edge sidebar.
  • Get started with a prompt: 
    • To start creating with Microsoft Designer, simply describe what you want in the prompt box. 
    • Powered by generative AI technology, you’ll get one-of-a-kind images, including accompanying text and visuals, and design suggestions to meet your needs.
  • Customize your design: 
    • Once you have a design generated by the AI, you can customize it to your liking. 
    • Add your own images or text, change the layout or colors, and more.
  • Use advanced AI tools: 
    • Take advantage of Microsoft Designer’s advanced AI tools to enhance your design. 
    • Use the Replace background feature to instantly remove photo backgrounds and replace them with anything you can imagine. 
    • Get writing assistance and automatic layout suggestions for anything you add.
  • Create a Brand Kit: 
    • Make your creative consistent by creating a Brand Kit that lets you apply your colors and fonts consistently across designs.

Here's a quick example to enter a prompt:

  • Create an Instagram post showcasing the benefits of visiting the tech website, www.onecooltip.com. 
  • Onecooltip offers technology tips.  
  • Use blue as the primary color to match the brand. 
  • Include an image of a person using the software on their computer in a creative workspace.

Microsoft Designer suggested several options, including this one:

Discover the Coolest Tech Tips - OneCoolTip.com
fig. 1 - Example of Microsoft Designer output

I then customized the text and saved the graphic to my local PC.

So why not give Microsoft Designer a try and unleash your creative superpowers? 

Get started today and see what amazing designs you can create!

Enjoy!





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Monday, August 21, 2023

How to Add Visual Flair to Your PowerPoint Presentations

Have you ever wanted to add some visual flair to your PowerPoint presentations? 

Do you want to make your slides more engaging and eye-catching? 

Here's a Back to Work Monday Cool Tip: Use the Insert Icons feature in Microsoft PowerPoint! 

Microsoft 365 doesn't have traditional clip art anymore, but as a subscriber you get several new kinds of high quality art in its place for free: high-resolution photographs, icons, cutout people, stickers, illustrations, and cartoon people.

Here's how to do it.
  • Open Microsoft PowerPoint and navigate to the slide where you want to insert an icon.
  • Click on the Insert tab in the ribbon menu at the top of the screen.
  • In the Illustrations group, click on Icons.
    • A window will pop up with a variety of icons to choose from. 
    • You can search for specific icons using the search bar at the top of the window, or browse through the categories on the left side of the window.
  • Once you’ve found an icon that you like, click on it to select it, and then click on the Insert button at the bottom of the window.
  • The icon will be inserted onto your slide, and you can use the formatting options in the ribbon menu to customize its size, color, and position.
  • If you want to insert other types of images, select another category such as Images.

Microsoft Power Point Insert Icons
fig. 1 - Microsoft PowerPoint Insert Icons Feature

With this feature, you can add visual interest to your presentations and make them more engaging for your audience.


That's it!

Enjoy!

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Monday, August 7, 2023

How to Customize Your Microsoft Word Status Bar for Increased Productivity

Microsoft Word
Are you tired of constantly scrolling through menus to find the information you need while working on a document in Microsoft Word? 

Did you know that you can customize Microsoft Word to display the information you need at a glance? 

Here's a Cool Tip: Customize the Status Bar in Microsoft Word to increase your productivity and make your work easier.

The Status Bar is located at the bottom of the document window and displays information about your document, such as what page you are currently viewing, how many words are in your document, and whether any proofing errors were found. 
Customize Status Bar - Microsoft Word
fig. 1 - Customize Status Bar - Microsoft Word

You can easily customize the Status Bar by adding or removing information from it.

Here’s how to customize the Status Bar in Microsoft Word:
  • Right-click anywhere on the Status Bar.
  • A “Customize Status Bar” menu will open.
  • Items that have check marks next to them display on the Status Bar.
  • Click the tick-box to select the items you want to see in the status bar.
  • Click to deselect the items you want to remove.
  • The status bar immediately reflects your choice.
Some useful options to consider adding to your Status Bar include:
  • Vertical Page Position: shows you precisely where the cursor is at any given moment.
  • Track Changes: shows whether Track Changes is On or Off.
  • Line Number: helps in some large documents, or when collaborating with someone who wants to direct your attention to a specific place in the document.
  • Collaborative tools: for those using later versions, or free versions of Word, which allow for synchronous or real-time editing among several authors.

Customizing the Status Bar can help you work more efficiently and effectively in Microsoft Word. 

Give it a try and see how it can improve your productivity!

Enjoy!

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Monday, July 17, 2023

Say Goodbye to Calibri - Hello Aptos!

Do you use Microsoft Office?

If so, there's a change coming with the default font.

Microsoft has announced that it is replacing its default font, Calibri. 

This change comes after 15 years of Calibri being the default font for Microsoft Office. 

The new default font is called Aptos.

But here's a Cool Tip:  You can already ready use it since it's currently called Bierstadt

Microsoft Default Font Aptos
fig.1 - Microsoft New Default Font Aptos and Previous Fonts


The decision to choose Aptos as the new default font was based on user feedback, with Aptos striking a balance between professionalism and relatability.

The new font will gradually become the default across all Microsoft 365 apps and services for all users over the coming months. 

However, Calibri will still be pre-pinned at the top of a new font menu alongside its predecessors, Times New Roman and Arial.

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Source: Microsoft Design

Monday, May 15, 2023

How to Save Time and Effort with Microsoft Quick Parts

Microsoft Word
Do you often find yourself typing the same text over and over again in your emails and documents? 

Do you wish there was a way to insert reusable pieces of content with just a few clicks? 

If so, try this Cool Tip: Microsoft Quick Parts.

Quick Parts is a feature that allows you to create, store, and insert snippets of text, graphics, fields, and document properties into your Microsoft Word and Microsoft Outlook files. 

Microsoft Outlook

Y
ou can use Quick Parts to speed up repetitive tasks, such as adding directions, signatures, meeting notes, and more.

There are different types of building blocks, such as AutoText, Document Property, Field, and Header

AutoText is the most common type of building block that stores text and graphics. 

For example, you can create an AutoText entry for your email signature and insert it into any email with a few clicks.

Quick Parts are not limited to text and graphics. 

You can also use them to insert fields that display dynamic information, such as dates, page numbers, document titles, and more. 

You can also use them to insert document properties that store metadata about your file, such as author name, company name, keywords, and more.

How to Create a Quick Part


  • Select the text or graphic that you want to save as a Quick Part. You can select any amount of content, from a single word to a whole paragraph or table.

Select Text
fig. 1 - Select Text to Save as Quick Parts

  • On the Insert tab, in the Text group, click Quick Parts.
  • Click Save Selection to Quick Part Gallery.

Save Selection to Quick Parts Gallery
fig. 2 - Save Selection to Quick Parts Gallery

  • In the Create New Building Block dialog box, give your Quick Part a name and choose a gallery where you want to store it. You can also add a description, category, and options for how you want it to be inserted.

Save New Building Block
fig. 3 - Save New Building Block

  • Click OK.

Your Quick Part is now saved and ready to use.


How to Insert a Quick Part

Inserting a Quick Part is even easier than creating one. 

Just follow these steps:

  1. Place your cursor where you want to insert the Quick Part.
  2. On the Insert tab, in the Text group, click Quick Parts.
  3. Select the Quick Part that you want to insert from the gallery.

Alternatively, you can type the name of the Quick Part and press F3 to insert it automatically.


How to Modify a Quick Part

If you want to change the content or properties of a Quick Part, you can do so by following these steps:

  1. Insert the Quick Part that you want to modify into your file.
  2. Make the changes that you want to apply.
  3. Select the modified content.
  4. On the Insert tab, in the Text group, click Quick Parts.
  5. Click Save Selection to Quick Part Gallery.
  6. In the Create New Building Block dialog box, choose the same name and gallery as the original Quick Part.
  7. Click OK.

You will be asked if you want to overwrite the existing Quick Part. Click Yes.

Your Quick Part is now updated with the changes.


How to Delete a Quick Part

If you no longer need a Quick Part, you can delete it by following these steps:

  1. On the Insert tab, in the Text group, click Quick Parts.
  2. Click Building Blocks Organizer.
  3. In the Building Blocks Organizer dialog box, select the Quick Part that you want to delete from the list.
  4. Click Delete.
  5. Click Yes to confirm.

Your Quick Part is now deleted from the gallery.


Cool Tips for Using Quick Parts


  • Use descriptive names for your Quick Parts so that you can easily find them in the gallery or type them with F3.
  • Use categories to organize your Quick Parts by topic or purpose.
  • Use keyboard shortcuts to create and insert Quick Parts faster. 
  • For example:
    • Press Alt+F3 to create a new Quick Part from selected content.
    • Press Ctrl+F3 to copy selected content to the Spike (a special clipboard that stores multiple items).
    • Press Ctrl+Shift+F3 to paste all


That's it!

Enjoy.

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