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

Monday, May 20, 2024

Essential Keyboard Shortcuts for Word, Excel, and PowerPoint

Essential Keyboard Shortcuts for Word, Excel, and PowerPoint

Elevate your Microsoft 365 experience with our expert guide to the most essential keyboard shortcuts for Word, Excel, and PowerPoint.

By Rodger Mansfield, Technology Editor
May 20, 2024


Are you ready to streamline your workflow and enhance productivity? 

Have you considered the untapped potential of keyboard shortcuts at your fingertips?

Here's a Cool Tip.  Use these popular keyboard shortcuts when using Microsoft Word, Excel or PowerPoint.

Microsoft 365, formerly known as Office 365, is a comprehensive suite of productivity applications designed to cater to various personal, business, and educational needs. 

It includes familiar applications such as Word, Excel, and PowerPoint, which are now bolstered with innovative features and cloud services for enhanced collaboration and security.

Learning keyboard shortcuts can boost your productivity.




Here's how to do it.

Microsoft Word:
  • Ctrl + C / Ctrl + V / Ctrl + X - Copy selected text or graphics to the clipboard with Ctrl + C. Use Ctrl + V to insert or Ctrl + X to remove the content, optimizing your document editing flow.
  • Ctrl + Z / Ctrl + Y - Made a mistake? Hit Ctrl + Z to undo it. Want to reverse the undo? Ctrl + Y is your go-to command for redoing actions.
  • Ctrl + S - Never worry about losing your progress again. Press Ctrl + S frequently to save your document, securing your hard work in seconds.

Microsoft Excel:
  • Ctrl + Arrow Keys - Navigate through your spreadsheet with precision using Ctrl + Arrow Keys, jumping to the edge of data regions effortlessly.
  • Ctrl + Shift + L - Manage large datasets like a pro. Activate filters with Ctrl + Shift + L and analyze your data with just a few keystrokes.
  • Alt + E, S, V - Take control of how you paste your data. Alt + E, S, V opens the Paste Special dialog, giving you options to paste exactly what you need.

Top Keyboard Shortcuts - Word, Excel PowerPoint


Microsoft PowerPoint:
  • F5 - Launch into your presentation seamlessly with F5, starting from the very first slide.
  • Ctrl + M - Need a new slide? Ctrl + M adds a fresh one to your deck instantly, keeping your creative flow uninterrupted.
  • Ctrl + Shift + C / Ctrl + Shift + V - Ensure visual consistency across your slides. Use Ctrl + Shift + C to copy formatting and Ctrl + Shift + V to paste it elsewhere.

Keyboard shortcuts are a boon for efficiency, offering quick access to functions without the mouse. 

 Mastering these keyboard shortcuts is a game-changer for anyone looking to optimize their Microsoft 365 usage, making every task quicker and more intuitive.

Maximize your Microsoft 365 efficiency with these shortcuts and share your success stories in the comments below. 

Don’t forget to spread the word with our hashtags!


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Rodger Mansfield, a seasoned tech expert, 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, May 13, 2024

Share Excel Sheet Views & Supercharge Team Productivity

Share Excel Sheet Views & Supercharge Team Productivity

Discover the seamless way to share specific data views in Excel for the Web, enhancing collaboration and focusing team efforts where it matters most.

By Rodger Mansfield, Technology Editor
May 12, 2024


Microsoft Excel
Have you ever found yourself lost in a sea of data, struggling to direct your team’s attention to the right figures in Excel? 

Or perhaps you’ve wished for a way to share just a slice of your spreadsheet without revealing the whole pie?

Here's a Cool Tip.  Use the New Share Sheet View in Excel for the Web.

Sheet Views in Microsoft Excel are a powerful feature that allows users to create personalized views of a spreadsheet without affecting how others see the data. 

Sheet Views are particularly useful in collaborative environments where multiple users need to work on the same data set but focus on different aspects of it. 

They enhance productivity by allowing each user to work independently within the same shared workbook.


Back to Work Monday


Creating a Sheet View in Microsoft Excel is a simple process that allows you to personalize your data analysis experience. 


Here’s how to do it:


Create Sheet View

  1. Open Your Excel Workbook.
    • Make sure it’s saved on OneDrive or SharePoint Online for Excel for the Web.
  2. Go to the View Tab
    • In the ribbon, find the Sheet View section.
  3. Click on New Sheet View
    • This will enable you to set up filters and sorts without affecting other users.
  4. Apply filters, sort orders, or hide columns to focus on the data you need.
  5. Save Your Sheet View:.
  6. Duplicate, delete, or switch between Sheet Views using the options in the Sheet View box.


Create and Manage Sheet Views - Excel for the Web
fig. 1 - Create and Manage Sheet Views - Excel for the Web

Remember, any changes you make in a Sheet View won’t disrupt others’ views of the spreadsheet, making it an excellent tool for collaborative work environments.


The new feature, Share Sheet Views in Excel for the Web, is a significant enhancement for users who manage large or complex workbooks. 

  • It allows users to share links to specific Sheet Views within a workbook.
  • Users can direct others’ attention to a particular subset of the workbook’s contents.

This feature simplifies the process of collaborative data analysis and decision-making by providing a straightforward way to share and view specific data points within a complex dataset.

Here's how to do it.
  1. Open a workbook in Excel for the Web.
  2. Navigate to the View tab.
  3. Select an existing Sheet View or create a new one.
  4. Right-click on any cell or the sheet tab and choose Copy Link To Sheet View.
  5. Click the Close button in the Link to Sheet message.
  6. Share the link via email, Teams chat, or any other communication platform.

Copy Link to Share Sheet View - Excel for the Web
fig. 2 - Copy Link to Share Sheet View - Excel for the Web


Sharing a Sheet View allows focused collaboration on specific data subsets and streamlines communication with direct links to increase productivity.

It also helps to avoid confusion over data points.

Remember that users need access to the workbook to view the shared Sheet View.

And over-reliance on specific views may lead to overlooking other important data.

Have you tried this new feature yet?

If so, let us know in the comments.


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Rodger Mansfield, a seasoned tech expert, 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, April 1, 2024

Effortless Data Sharing: Your Ultimate Guide to Exporting CSV Files from Excel Online

Discover the simplicity of exporting data to CSV format on Excel for the web, a vital skill for data analysis and sharing in today’s digital workspace.

By Rodger Mansfield, Technology Editor
April 1, 2024


Have you ever found yourself struggling with data transfer between different software? 

Are you tired of compatibility issues when sharing data?

Wondering how to streamline your workflow by exporting spreadsheets directly from Excel?

Here's a Cool Tip.   You can now export to CSV format from Excel for the web.

This new feature is part of the March 2024 update for Microsoft 365.

Excel for the web, formerly known as Excel Web App, is a part of Microsoft 365 that allows you to use Excel in a web browser. 

It enables users to create, view, and edit workbooks stored online, collaborate with others in real-time, and access spreadsheets from anywhere. 

This service is particularly useful for those who need to access their data on the go or collaborate with team members who are in different locations. 

Excel for the web offers a familiar experience with the Microsoft 365 suite, ensuring there’s nothing new to learn and making it easy to transition between the web and desktop versions.



Here's how to do it.
  1. Open a spreadsheet in Excel for the web.
    1. With your 365 subscription, go to Office and select "Excel"
  2. Navigate to the ‘File’ tab within and select ‘Export’.
  3. Choose ‘Download this sheet as CSV’ from the dropdown menu.
  4. Save the file to your desired location.

Export CSV from Excel on the Web
fig.1 - Export CSV from Excel on the Web


This new feature in Excel for the web allows users to quickly move data across platforms since CSV files are universally recognized.

To download a worksheet as a CSV file when using the Microsoft 365 Excel desktop application, follow these steps:
  • Open the workbook you want to export.
  • Click on the File tab at the top-left corner.
  • Select Save As and choose the location where you want to save the file.
  • In the Save As dialog box, click the dropdown arrow in the Save as type box.
  • Choose CSV (Comma delimited) (*.csv) from the list of file types.
  • Click Save.
Remember, when you save a workbook as a CSV file, only the active sheet is saved. 

If you have multiple sheets that you want to save as separate CSV files, you’ll need to repeat these steps for each sheet

However, CSV does not support formulas or cell formatting.

Note:
  • Ensure the data is properly formatted in Excel before exporting to avoid any discrepancies in the CSV file.

Exporting to CSV in Excel is a straightforward process that enhances data portability and collaboration. 

Embrace this feature to make your data work for you!

Enjoy!


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Rodger Mansfield, a seasoned tech expert, 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, March 25, 2024

Unleashing the Power of TEXTSPLIT: Excel’s Game-Changing Formula

Discover the transformative TEXTSPLIT formula in Microsoft Excel that simplifies text manipulation, enhancing data analysis and organization.

By Rodger Mansfield, Technology Editor
March 25, 2024


Have you ever found yourself lost in a sea of text data, wishing for a magic wand to organize it all? 

What if I told you that Microsoft Excel has just the spell you need?

Here's a Cool Tip.  Use Microsoft Excel's new TEXTSPLIT function.

The TEXTSPLIT formula is a powerful tool for data cleaning and preparation. 

It automates what would otherwise be a tedious manual task, saving time and reducing errors. 


Here's how to do it.
  • Open your Excel workbook 
  • Locate the cell where you wish to use the TEXTSPLIT function.
  • Enter the TEXTSPLIT function: 
    • =TEXTSPLIT(text,col_delimiter,[row_delimiter],[ignore_empty], [match_mode], [pad_with])
    • The text you want to split. Required.
    • col_delimiter       The text that marks the point where to spill the text across columns.
    • row_delimiter       The text that marks the point where to spill the text down rows. Optional.
    • ignore_empty       Specify TRUE to ignore consecutive delimiters. Defaults to FALSE, which creates an empty cell. Optional.
    • match_mode    Specify 1 to perform a case-insensitive match. Defaults to 0, which does a case-sensitive match. Optional.
    • pad_with           The value with which to pad the result. The default is #N/A.
  • Press Enter and watch as Excel splits the text into separate cells.

Microsoft Excel TEXTSPLIT
fig. 1 - Microsoft Excel TEXTSPLIT


The TEXTSPLIT function works the same as the Text-to-Columns wizard, but in formula form. 

However, over-reliance on this feature without understanding its nuances can lead to misinterpretation of data.

Here’s a practical scenario.

If A2 contains the string "apple,orange;banana,grape", the TEXTSPLIT function will split "apple" and "orange" into two adjacent columns and "banana" and "grape" into the rows below them, respectively.

=TEXTSPLIT(A2, ",", ";", TRUE)

In this example, A2 contains the text you want to split. 

The comma "," is the column delimiter, which means the text in A2 will be split into separate columns wherever a comma is found. 

The semicolon ";" is the row delimiter, so the text will also be split into separate rows at each semicolon. 

The TRUE parameter tells Excel to ignore any empty results that may occur if there are consecutive delimiters.

TEXTSPLIT is a robust addition to Excel’s arsenal, offering a new level of efficiency in text data management. 

Embrace this feature to transform your workflow and data analysis.

Have you tried it?

Let us know in the comments.

Enjoy!


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Rodger Mansfield, a seasoned tech expert, 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, March 18, 2024

How to Harness the Power of Real-Time Collaboration in Microsoft Word

Discover the transformative power of real-time collaboration in Microsoft Word, a feature that’s reshaping how teams create, communicate, and connect.

By Rodger Mansfield, Technology Editor
March 18, 2024


Have you ever wondered how modern teams stay in sync, regardless of distance? 

Does the thought of seamless collaboration without the back-and-forth of email intrigue you?


Here's a Cool Tip.  Collaborate in Microsoft 365 Word.




Collaboration in Microsoft Word 365, also known as real-time co-authoring, allows multiple users to work on the same document simultaneously. 

This feature enables team members to see each other’s changes as they happen, communicate through comments, and ensure that everyone is always on the same page. 

Here’s how to do it.
  • Save your Word document to OneDrive or SharePoint (for Enterprise customers).
  • Share the document with your team by clicking Share on the ribbon and entering their email addresses.
  • Team members can then open the document in Word for the web or the Word desktop app.
  • As edits are made, they appear in real-time, with each collaborator’s cursor labeled with their name.

Microsoft Word Document Share
fig. 1 - Microsoft Word Document Share

This feature is especially useful for projects requiring teamwork.

It’s a powerful way to enhance productivity and streamline the editing process

It’s not just about working together; it’s about working smarter.

Enjoy!


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Rodger Mansfield, a seasoned tech expert, 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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Cool Tech Tips for a Cooler Life!


#Microsoft @Microsoft #MicrosoftWord #TeamCollaboration #ProductivityHacks #RealTimeEditing #BackToWorkMonday #TechTips #OneCoolTip @OneCoolTip 

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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Cool Tech Tips for a Cooler Life


#Microsoft365 #PowerPointPro #AIPowerPoint #CopilotProGuide #PresentationSkills #BackToWorkMonday  #TechTips #AI #OneCoolTip @OneCoolTip 

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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