Category: Tech Bytes

To date, Excel and similar apps deal primarily with text and numbers as data types. However, that tradition is about to be a thing of the past as Microsoft is adding two new data types to Excel. These data types allow cells to contain rich, intelligent data that can better represent more real-world data types.

Limitations and Possibilities

Suppose you are putting together a spreadsheet that will plot the relationship between a company’s sales and population in South America. The sales data is easy enough to find, but tracking down the latest population for each South American country might be a bit time consuming and error-prone. At the last minute, someone asks for data that shows sales related to the size of the country, which means another session of hunting down the right information.

What if you could have all that information for a country — population, square miles, map, gross national product, average minimum wage and more – all contained in a single cell within your worksheet? Believe it or not, those days are not too far away.

Excel’s New Intelligent Data Types

There are two new intelligent data types available in Excel: Geography and Stocks. That means that cells in your Excel workbook are no longer limited to holding flat information like text, numbers, or dates. Cells can now house an incredible amount of information related to geography and stocks. Not only can you access this information easily, you can even work with it when you are offline. Both of these data types can be found under the Data tab in Excel, and converting existing data to either of these types is very simple.

Working with the New Geography Data Type

Let’s suppose we have a worksheet that contains a single-column table. The table contains strings that represent countries. To convert this data to the new Geography data type, highlight the country names, then go to the Data tab and click on Geography. This takes care of the conversion.

You’ll notice that an icon appears in the cells next to each country name. It resembles a map that has been unfolded. If you click on that icon, you’ll see a data card that contains tons of information about that country. Now that cell is no longer just a string of characters, but a rich data type with much deeper meaning. All of the data from the data card is actually contained in that cell, and you don’t need an internet connection to access that data.

You will notice that a widget appears to the right at the top of the table. If you click on it, it offers to add another column. You can select from a list of available fields based on the data contained in the card you just looked at.

Stock Data Type

The Stock Data type works in a similar manner to the Geography data type but provides access to data involving stocks. Let’s say you have a table with a single column that contains some company names and some ticker names. You highlight that data, then go to the Data tab and select Stocks. That converts the string data into the new Stock data type, and all the names are switched to company names. You’ll notice that an icon appears by each company name, allowing you to access the data card for that company.

Stock data changes quickly, unlike the Geography data. Because of the dynamic nature of Stock data, the data is refreshable. Some of it is available in almost real-time, while other data will be delayed. If you want to do calculations with cells that contain either the Geography or Stock data type, type in a formula referencing the cell number and then use the . (dot operator) to select the correct member of that geography object. Anything you can do with normal data, you can do with these new data types.

Intelligent Data Types

The Microsoft Knowledge Graph, the intelligent service that also powers Bing, is what provides the data. When someone points out that the Stock and Geography data types are intelligent, that means far more than fixing typos or spelling errors. For example, these intelligent data types can interpret data requests in context. It may ask for more specifics if you enter a city name and convert it to the Geography data type because it wants to make sure what city you mean. However, if a city is listed with other city names in a particular geographical region, then Excel will select a city in that particular region (context).

Accessing It

Not all Excel 365 users can access these new AI data types just yet. According to Microsoft,

“The new data types are being released as preview to Office 365 subscribers enrolled in the Office Insiders program, in the English language only, starting in April 2018. “

However, it will eventually be rolled out for all Office 365 users. And other AI data types will also be added to Microsoft Excel’s repertoire. These developments mean that in Excel you can do even more, even faster.

 

If you’ve ever attended a high-level education course or business meeting, chances are you’ve come across the PowerPoint presentation. Microsoft’s PowerPoint program has been helping students and professionals organize their thoughts and ideas for decades. From class presentations to complex business proposals, Microsoft PowerPoint 2016 holds a wide range of benefits for users. Familiarizing yourself with the program’s many features can help you create engaging and error-free presentations every single time.

How To Spell Check Your PowerPoint Presentations

It’s important to make a good impression on your audience when using PowerPoint. This includes proper spelling and grammar throughout the entirety of your presentation. Misspelled words and grammar errors can make for an embarrassing moment in front of classmates or colleagues. This is why it’s important to learn to utilize PowerPoint’s wide range of tools. Knowing when and how to check the spelling within your PowerPoint proves you’ve gone the extra mile to produce a professional presentation that helps your audience clearly understand your talking points.

There are several things you can do to improve the overall user experience. Here are a few steps to follow to spell check your PowerPoint presentation.

Run A Spell Check

PowerPoint automatically checks spelling for its users. As you type, you might find some words underlined in red. This can happen quite often in the first draft of your presentation, so don’t panic. While PowerPoint will draw attention to your errors automatically, if you’d rather wait until after you’re done with your presentation to spell check, you have that option, as well.

PowerPoint’s Spelling and Grammar tool was designed to help users create error-free presentations. Once you notice an error, simply right-click on the word to reveal an option for correction. You can also choose the “Add to Dictionary” option, which will avoid PowerPoint flagging the word for the remainder of the presentation.

If you are ready to spell check your entire presentation after you’re finished, click the “Review” tab and then click “Spelling.” PowerPoint will move through each error, offering you options to edit, until you have reviewed them all. PowerPoint will provide alternative options for every error. You may choose one of these suggestions, then click “change” to correct the spelling error. If there are no suggestions provided, or none that make sense for your presentation, you’ll be able to manually type in the word’s correct spelling.

You can repeat this process for each error you encounter as you navigate your presentation. Once the last error has been corrected, you’ll see a dialog box that will confirm your presentation’s spell check is now complete.

Contrary to popular belief, PowerPoint’s Spelling and Grammar tool isn’t flawless. For words like proper nouns and people’s names, the system may still detect an error even if there isn’t one. You can easily ignore spelling suggestions if they don’t apply. Just click “Ignore” to skip a word without changing it. You can also ignore all by clicking “Ignore All”. This will not only skip the word without changing it, but will also skip over other uses of the word for the remainder of the presentation.

Modify Your Proofing Options

Microsoft PowerPoint allows users to modify and customize proofing options to allow more control over the process. For instance, you have the option of customizing the way PowerPoint notifies you of spelling errors. The grammar check also carries the option of helping you correct contextual spelling errors, further simplifying the process as you type. To modify these proofing options, access Backstage view by clicking the File tab, then select the Proofing option to customize as needed.

Find And Replace Words

Finding and replacing certain words is easy with Microsoft PowerPoint. Doing this can help you save time as you work on your presentation. For Mac users, simply locate the “Search in PowerPoint” box in the upper-right corner of your screen, then click the arrow right next to it. This will provide the option to “Replace” text. In the “Find What” box, type in the word you’d like to locate, then type in the word you’d like to use instead, inside the “Replace With” box. You can click “Find Next” to locate the next occurrence of the word, or simply click “Replace All” to replace all occurrences.

Present In Different Languages

Microsoft Office, above all, is intended to make work more efficient for its users. PowerPoint for instance, allows users to type in different languages, such as Chinese or Arabic. To type your presentation in one of these non-Latin based languages, you first must change your keyboard layout. If you’re unable to locate your desired language through Office, you may need to add it manually or download a Language Accessory Pack. These packs can add extra display and/or proofing tools to help you create a highly professional PowerPoint presentation.

Microsoft PowerPoint 2016 is one of many tools within the Office Suite designed to make business better for users. Utilizing these tools to their fullest can potential can help businesses achieve their goals more efficiently than ever before.

 

Social media has become an integral part of everyday life for many people. From Facebook, to Instagram and Snapchat, a growing number of internet users are embracing the power of instant connection. And while this is par for the course for social life, social media can be useful in the business world, too.

By the year 2025, it’s expected that over 70% of the workforce will be people from the millennial generation. And millennials are very keen on connecting via social media and meeting apps. They have embraced technology much better than other generations. This means that more businesses should be exploring methods of communication that make the most of the digital world in which we live.

Yammer is one of the most well-known social media apps for business platforms, and it’s already working for companies who’ve adopted Office 365. Microsoft has done a great job to ensure its capabilities are primed for the business world, and with Yammer, the potential for team environments is greater than ever before.

There are plenty of benefits to integrating Yammer into your business operations. With the ability to create groups, you have access to instant communication among team members. This makes for a single point of communication that can be used for reference, unlike emails. Not only is Yammer valuable in bringing together teammates, but it’s also got potential to give management an inside look at what employees care about. They can readily explore how team members are using Yammer to enhance productivity and teamwork.

Communicate Efficiently With Yammer Groups

Yammer’s goal is simple: Make communication more effective. In order to achieve this, it’s important for users to familiarize themselves with the wide range of tools at their disposal. If you’re already using Microsoft Office 365, then simply download Yammer to get started.

Yammer groups are a place to share information about projects, ask questions, and communicate openly with your team or department. Join a group by using the search box to check and see if there may be established groups you’re interested in joining.

Create your own group by clicking “create group.” Once you create a group, you can post an update or announcement, conduct a poll or upload files to share with others.

One example of a useful group would be an HR Benefits group. This type of company-wide group can be used to ask questions and start conversations about the types of benefits available. Groups are valuable in that they serve as a stored space where people can comment and ask questions with the confidence they will be answered. Too often, emails end up lost or deleted. Yammer Groups are a way to keep important files out in the open, in a centralized location where they’re easily accessible.

Much like Facebook, Yammer allows for a personalized feed to keep you informed about things that matter. You can follow your colleagues by searching for them in the search box. Once you are following another user, you can view their posts in your Following feed. This feature is particularly valuable for large companies with many departments. Following users within your department can make it easier to keep privy of the developments that pertain to you.

Effective Integration

One of the most impressive aspects of Yammer is its capability for integration. Not only can it be used to share live links to documents among a group of teammates, but it also allows users to work within these same files and view each others changes as they happen. Yammer has the ability to link into a Skype call if needed, and it can also link directly to your Office 365 Calendar or Planner. Organization is made much simpler with Yammer in tow.

Mobile App Accessibility

Long gone are the days of clocking in from 8 to 5. For many, the modern day work experience means constant availability. With an ever-increasing number of remote workers joining the workforce, it’s important that communication be accessible even beyond the office. And with Yammer’s mobile app, users can stay connected with teams wherever they go. Users can download the Yammer app and gain access to the same communication tools they’d find in their desktop at the office.

Yammer’s integration with Office 365 also means instant updates. With Yammer updated in line with the rest of Office 365’s apps, this means it will always be current as far as collaboration and efficiency go.

How Can Management Use Yammer?

Communication platforms like Yammer are useful for back and forth conversations and project sharing among teammates. But management can also benefit from this type of open-ended communication. They can use Yammer to evaluate company culture and make improvements by determining what type of content employees are searching for. This also applies to which threads are the most popular, and whether Yammer is effective at delivering the necessary information to the appropriate parties.

Wrap Up

Tools like Yammer have the potential to change the game for companies seeking more effective ways to communicate. Microsoft Office 365 has done the professional world a great service by realizing the power of Yammer to make an imprint in the business world. If your organization is hoping to improve communication and organization, consider subscribing to Office 365 to utilize this exciting range of tools.

 

 

Does it make you nervous when you consider how much of your personal information is essentially spread all over the internet? In spite of antivirus programs and firewalls, all data is somewhat at risk on the web. One of the most proven techniques to ensure your data is safe is to use a virtual private network (VPN), which will give you back control over how you’re identified online. With the constant news of data breaches, most of us are tired of hearing that our personal information was lost yet again by a large credit reporting agency or some retailer.

VPN Explained

A VPN constructs a virtual encrypted tunnel that runs between you and a remote server controlled by a VPN service. All outside internet traffic is transmitted through this passageway, so your data is not spied upon as you put it out there on the internet. Also, your computer looks as if it has the IP address of the VPN server, so your identity is hidden.

When you put your data out to the VPN server, it exits back out to the public internet. If the site you’re visiting has HTTPS to keep the connection safe, you are still secure. But even if it was intercepted by a third party, it’s challenging for the outside party to trace the data back to you, since it appears to be coming from a VPN server.

VPN in Real Life

Let’s look at an all too familiar scenario to understand the value of a VPN in your everyday life. When using a public Wi-Fi network at a popular spot, such as coffee shop or airport, you typically connect without giving it much thought. But unbeknownst to you, there may be people watching the traffic on that network. Can you be sure the Wi-Fi network that gave you quick access is secure, or could it be operated by a hacker who is after your personal data? While you are busy taking care of your business waiting on a plane or a meeting, your banking and credit card information, and all your private data could be delivered to the hacker on a silver platter.

It is extremely tough to tell whether or not a Wi-Fi network is what it appears to be. You could be at a coffee shop called Java Joe’s, and you link to a public Wi-Fi network that says JavaJoes. But that doesn’t mean the server you are on is really owned by that coffee shop. A hacker can put out their own server with similar wording to the coffee shop’s server, and sometimes it even has a better signal.

Now, if you connect to that same public Wi-Fi network using a VPN, you can be sure no thief will be able to steal your data. If there are hackers seeking for would-be victims, they can’t touch your computer.

VPN and the Government

We all would like to think that the government is on our side. Perhaps some of its agencies are only online snooping for terrorists and Wall Street insiders. Unfortunately, news of the Snowden leaks and Russian online infiltration have shown us that a government’s surveillance capability is massive in scope.

The NSA (National Security Agency) has the ability to intercept and explore almost every communication that is being sent out on the web. When using a VPN, you can have the peace of mind knowing that your encrypted information is less directly traceable back to you.

The Federal Communications Commission has recently turned back Obama-era rules that were made to protect net neutrality, and this opened the door for internet service providers (ISPs) to make money off your data. Now they are able to gather huge amounts of information about you, and then use it to tailor advertising. Often, these companies sell your data to other companies.

Your ISP is basically your gateway to the entirety of the internet. Most of us have limited home ISP choices, and some only have one ISP that provides wired internet access. Now that ISPs are allowed to sell data from consumers, it makes us easy targets. Do you ever wonder why your Google search for a product, and then that product shows up in advertisements on every page you go to for the next few days? Your ISP could be sharing your data and profiting off your personal searches.

The Unique Protection of a VPN

When the internet was first becoming popular, there wasn’t a demand for security or privacy. In the beginning, shared computers at research institutions made computing power very limited. The use of encryption would have made things extremely problematic.

Today, the average user has multiple devices connected to the web. It is up to individual users to protect themselves. Antivirus apps and password managers are a key factor in keeping you secure online, but a VPN is a uniquely powerful tool that will keep you safe in today’s connected world.